baseline schedules 2
DESCRIPTION
Introduction to Baseline Scheduling, Part 2TRANSCRIPT
BASELINE SCHEDULING BASICSPart 2: May 3, 2007
Mark Boe, P.E., PSPVice President
Capital Project Management, [email protected]
Chris Carson, PSPProject Controls Manager
Alpha [email protected]
The information in this presentation or publication was developed and prepared by the authors for the purpose of education about the subject. This presentation or publication does not necessarily reflect the views of the Construction Management Association of America or constitute a position or policy of the Construction Management Association of America (CMAA). This material was presented with the permission of the authors and is subject to copyright under applicable law. The information contained herein is presented as descriptive of issues related to the subject at the time it was presented, but it has not been peer reviewed or approved by CMAA. No part of this presentation or publication is to be reproduced or used without written permission from the author and CMAA.
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Baseline Scheduling
How should you benefit from this session?
Understanding of complex conceptsUnderstanding of legal risksOverview of review standardsUnderstanding of complex terminologyQC – Program & checklistsRecognition of gamesmanship
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Introduction – Complex Concepts
Schedule ApprovalsTraits necessary to approveTime frame recommendations for approval
Failure to approve scheduleWhat happens then?Best way to minimize risk
Early Completion schedulesOwnership of float
4
Critical Path Method (CPM) – representation of a project plan by a network that depicts the duration, sequenceand interrelation of the work activities.Critical Path – longest path (or sequence) of activities, driven by their relationships, lags, leads, calendars, and constraints, through the project. Total Float – the amount of time an activity can slip without impacting project completion (contingency time).Logic/Relationship Types – description of the interrelation between the individual work activities
Review Definitions
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Schedule ApprovalsSchedule traits & features to win approval
Meets specificationsMatches Owner dictated sequencingStarts and finishes on timeProvides a ‘reasonable’ plan of workCritical path (LP) includes proportional share of activitiesIncludes Owner mandated milestonesIncludes contractual scope of workProvides ‘reasonable’ use of resourcesDoes not include hidden tricks such as unknown lags, float sequestering, positioning for claims
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Schedule ApprovalsTime frame recommendations
No industry standardsImportant to get an approved schedule in placeTwo-Tiered schedules
• Consider a pre-construction or outline schedule submitted early, covering early work
• More detailed schedule with more time to developCost and resource loading require more time
• Consider submitted schedule for preliminary schedule as soon as logic worked out prior to loading
Data needs to be captured periodically while schedule is in review (can do informal updates)Actual data will help minimize confusion and claims positioning by either side
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Failure to Approve ScheduleWhat happens if schedule is not approved?
Examine the legal situation if not resolved• In a claim situation, any schedules used for
management of the project will be used for analysis, regardless of formal approval
Examine the management situation• Schedules are necessary for planning and
monitoring• If the schedule is used to manage the project, it
becomes the “schedule”Schedules used for billing, if not approved, could hold up invoices
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Failure to Approve ScheduleHow to minimize risk?
Require review deficiencies in writingMake corrections for reasonable review commentsFormally submit all revised submittalsShow re-submittal cycle in scheduleKeep a copy of official submittal schedule (baseline) without progressCapture update information even while developing scheduleIf stalemate, correct all reasonable, document unreasonable requests carefully when submitting last scheduleUse last submitted (the best meeting of the minds for the plan) schedule for updates
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Early Completion SchedulesUnintentional Early Completion
Review durations and other components carefullyDo not leave float in baseline scheduleConstrain Substantial Completion for contractual dateRe-sequence or provide contingency time so schedule does not complete early
Intentional Early CompletionCheck specification requirements for early completionDocument or require documentation that project was bid with general conditions to match project durationIf Contractor, notify Owner that intention is to finish earlyIf Owner, suggest formal change order to move the completion date to the scheduled completionNegotiate the completion during baseline review
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Review (or QC) StandardsDevelop Standardized Schedule Review Checklist for schedule review and internal Contractor quality control
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Review Standards
Compliance with specificationsOwner milestones or constraintsStart and End datesSchedule Architecture
Software settings and rulesVerify calculations & no progressStatisticsCritical Path settings
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Review Standards
Schedule Architecture (continued)Dictionaries (activity, resource code)CalendarsEvaluate activities
Descriptions & scope coverageRatio work/non-work activitiesRatio trade workTypes (owner, utilities, management, etc.)Relationship types
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Work CalendarsPurpose
Tailor the schedule to specific work or non-work periods
Examples Holiday periods Non-work periods (e.g., winter months for sitework activities) Adverse weather planning (based on NWS average records)7 day activities vs. 5 day activities (curing or submittals)Fixed time periods (e.g., available work areas)
Form & Pour Cure 1 week
5
Strip Forms
5 3
One Calendar –5 day/week calendar
Different Calendars = Different Float
0 days Float
Cure 1 week
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7 day/week calendar
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
1 2 3 4 5 6 7 8 9 10 11 12 13 14
Form & Pour
5
Strip Forms
3
Multiple Calendars –5 day/week calendar
1 2 3 4 5 6 7 8 9 10 11 12 13 14
2 days Float, but still critical
Form & Pour Cure 1 week
5
Strip Forms
5 3
One Calendar -5 day/week calendar
Different Calendars = Different Float
0 days Float
Cure 1 week
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7 day/week calendar
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
1 2 3 4 5 6 7 8 9 10 11 12 13 14
Form & Pour
5
Strip Forms
3
Multiple Calendars –5 day/week calendar
1 2 3 4 5 6 7 8 9 10 11 12 13 14
2 days Float, but still critical
What’s important
The “Cure” activity will appear on the 2 day float path even though it is critical. The Zero Float path will have a 5 day gap.
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Work Calendar Best Practices
Use the least number of calendars that you can, while reasonably modeling the projectMultiple calendars make analysis more difficultMultiple use of calendars will amplify or reduce the effects of delay
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Review Standards
Schedule Architecture (continued)Logic
Statistics (lags, leads, relationship types)Evaluate Critical PathDevelop rules of thumb for ratio of CP activities
• Based on type of project, facilities/infrastructure• Also review near-critical activities
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Review StandardsData retrieval from schedule
Develop data crunching methodologiesMaster layouts with filtersExport filters to export to Excel or LotusStandard Pivot tablesInput/output worksheet spreadsheetsGraphical depictions for reasonableness
• Histogram distributions• Tables• Charts
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Review StandardsUse Pivot Tables or other data collecting & collating methodologies
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Review Standards
Distribution of Activities
0
50
100
150
200
250
300
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Aspha
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Clearin
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Demoli
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Erosion
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Land
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Mobiliz
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Mainten
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Striping
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Submitta
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Sidewalk
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Underg
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Utili
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Feature of Work
No.
Act
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Histogram of Activity Work Scope (showing out of proportion detail in trade activities)
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Review StandardsRequire or provide Written Narrative
Check specificationsDevelop checklist for narrativeDevelop sequencing planGood narrative explains the plan
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Review StandardsDevelop a good narrative checklist
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Review StandardsDevelop & provide Sequencing Plan
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GamesmanshipApproaches used to control outcome, or is it just bad scheduling?
No schedule or very late submittalIncomplete product submittals (statused as done)Missing management activities (fab, etc.)Overview schedule (minimal detail) or highly convoluted schedule (too much logic)Constraint driven scheduleCalendar schedule (especially MSP)
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GamesmanshipSoftware calendar/date failure or just bad scheduling?
MS ProjectStatus date? Adjustable? Good feature? How does it calculate?Who understands it?Calendar schedule ability (just type in dates), where’s the logic?
Primavera P3eC, Version 5.0How many ways can you say “date”?Remaining & Remaining Late Start/Finish; calculated or manual, leveled or not (but not a resource calendar)Plain old “Start” or “Finish” – what do they mean; who’s in charge?
• Start - “Remaining Start date until activity is started, then set to the Actual Start date”
• Finish - “Activity Planned Finish date when…not started, the Remaining Finish date when … in progress, and the Actual Finish date once … completed.”
Be sure to understand how the software you are using works with progressNeed industry standardization
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Update Process
Months1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
FoundationsStructural Steel
Roof
CurtainwallInterior Finishes Punch
List
44
1
44
1
Microsoft Project
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Update Process
Months1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
Does not automatically reschedule uncompleted workFoundations
Structural SteelRoof
CurtainwallInterior Finishes Punch
List
44
1
44
1
Microsoft Project
28
FoundationsStructural Steel4
Primavera
Update Process
Months1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
2 months
Does not automatically reschedule uncompleted work
Properly rescheduled
FoundationsStructural Steel
Roof
CurtainwallInterior Finishes Punch
List
44
1
44
1
Microsoft Project
4 Roof1
CurtainwallInterior Finishes Punch
List4
41
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Microsoft Project
Reschedule Uncompleted Work to Start on Current Date
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Gamesmanship
Tricks used to benefit schedule creatorContrived Critical Path
Runs primarily through Owner itemsRuns primarily through A&E reviewInappropriate successor relationshipsConstraints & calendars corrupt path
Sequestered float (everything is critical)Hidden float (lags, durations, calendars)Out of proportion detail in trade workInappropriate length of Critical Path
Definition of Critical Path (LP, TF<?)Any risk shifting behavior
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Gamesmanship - Defense
ApproachesMinimize risk shifting contract language and behaviorPartnering
Develop process for updates and revisions early in projectFollow the process
Get involved in Dispute Resolution/Claims AvoidanceReconcile schedule gain/loss with each update
Identify causes and responsibility for delayRequire and provide recovery when schedule slipsTimely legitimate time extensionsDo not allow issues to fester
Request for Update Data
Collect Admin Progress Data
Collect Field Progress Data
Identify ContractChanges
Status Schedule
Update Schedule
Compare toBaseline
Publish UpdatedSchedule
Critical PathDelay?
Identify PreviousPeriod
Critical Path
No
Yes
Verify AllData
Identify ChangesTo Critical Path
Identify CausalDelay Activities
Quantify Delays
Research Documents For Driving Delays
AssessResponsibility
For Delays
AnyConcurrent
Delays?
Verify SingleSource DelayResponsibility
Is the Owner
Responsible For Delay?
No
No
Discuss Delay &Mitigation withSubcontractor
PerformConcurrent Delay
Analysis
Yes
Yes
Discuss Delay & MitigationWith Owner
Prepare DelayAnalysis
& Change Order
Is the Owner
Responsible For Delay?
No
Yes
Is a SubcontractorResponsible For Delay?
PrepareRecoverySchedule
No
Yes
Resolve Subcontractor Contributions
Gamesmanship - Defense
Develop a process for updates and revisions early & follow it
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Gamesmanship - Defense
Defense against schedule tricksCareful and detailed schedule reviewAnalysis of Critical & Near Critical PathKeep good recordsInsist on accurate datesPromote or insist on maintaining schedule so it is current, providing a good modelGood specificationsExperienced schedulers and reviewersField buy-in of scheduleManagement use of schedule
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Gamesmanship - DefenseTrack path to each milestone or constraint separately – multiple critical paths should be isolated and reported individually
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Gamesmanship - Defense
Suggested ReadingJim Zack, Ex.: “Construction Scheduling Games & Ways to Win”Donald F. McDonald, Ex.: “Tripping Hazards in Schedules”
Documents are available at AACE website
BASELINE SCHEDULING BASICSPart 2: May 3, 2007
See You in the Next Webinar!
Mark Boe, P.E., PSPVice President
Capital Project Management, [email protected]
Chris Carson, PSPProject Controls Manager
Alpha [email protected]