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Schedule Design – Planning for
                  Schedule Development

“Scheduling
                              Chris Car...
Schedule Design

               Why design a schedule?
                  A schedule meets the criteria for a “project” in ...
Schedule Design

               Scope of Design vs. Development
                  Design – Conceptualizing the schedule
  ...
Schedule Design - Background
               • Design vs. Development – How PMI & PMBOK handles it?
                  – PMB...
Schedule Design - Background
               •   PMBOK Process Inputs.
                    – The inputs for the different T...
Schedule Design - Background

               • Design vs. Development – why
                 emphasize the distinction?
  ...
Schedule Design

               • Avoid planning mistakes and problems



“Scheduling
    With
the Masters”




          ...
Schedule Design
                      • Lack of Good Area Definition preventing activity
                        closeout:...
Schedule Design
                   • Inconsistency in level of detail throughout
                     trades:



“Scheduli...
Schedule Design

               Documentation and use of Schedule Design
                 Create a book or binder
        ...
Schedule Design Checklist

               Project Description
                 Reference Documents
                    Con...
Schedule Design Checklist -
               Schedule Specification – General Contents.




“Scheduling
    With
the Masters...
Schedule Design Checklist

               Team Players
                 Organizational Chart (OBS)
                 Who ar...
Schedule Design Checklist
               Organizational Breakdown Structure.


“Scheduling
    With
the Masters”




     ...
Schedule Design

               RAM Example (based on PMBOK RACI Chart)



“Scheduling
    With
the Masters”




         ...
Schedule Design Checklist

               Software Identification
                 Specific software
                     ...
Schedule Design Checklist

               Work Product
                  What the Schedule can be used for (purpose)
     ...
Schedule Design

               Reporting



“Scheduling
    With
the Masters”




                                       ...
Schedule Design Checklist

               Work Package Development.
                   By Contract.
                   As ...
Schedule Design Checklist

               Level of Detail
                  Determine approach:
                     Botto...
Schedule Design Checklist

               Codes Dictionary
                  For tracking and monitoring work:
           ...
Schedule Design Checklist
               Calendars
                 Establish number needed
                 Define calend...
Schedule Design Checklist

               Example of Calendar Section:

               •   Calendars are defined as follow...
Schedule Design Checklist
                            Example of Lexicon
               General Notes Regarding this Repor...
Schedule Design

               Narrative Basis



“Scheduling
    With
the Masters”




                                 ...
Schedule Design Checklist

               Risks & Constructability
                 Brainstorming of issues
              ...
Schedule Design

               Risk Management Plan
               – Based on PMBOK




“Scheduling
    With
the Masters”...
Schedule Design Checklist

               Weather planning
                 Expected adverse weather
                 Iden...
Schedule Design Checklist

               Time Contingencies
                 Amounts
                 Specific trade (fro...
Schedule Design Checklist

                                                   Establish Update process
                   ...
Schedule Design Checklist

               Change Management process
                 Notification requirements
           ...
Collect Admin                        Verify All
                   Progress Data                         Data

           ...
Schedule Design Checklist

               Recovery process
                 Identify what logic changes are acceptable wit...
Schedule Design Checklist

               18. Dispute resolution process
                  1.   Review program for claims ...
Schedule Design

               Conclusion
               •   For success in Schedule Development,
                   Sche...
Schedule Design

               • Resources
                 – See Lance Stephenson’s “Schedule Basis
                   M...
Schedule Design

                                          Questions?

                        Recommendations?
“Schedulin...
Schedule Design – Planning for
                  Schedule Development
“Scheduling
    With                                ...
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Schedule Design PMI

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Transcript of "Schedule Design PMI"

  1. 1. Schedule Design – Planning for Schedule Development “Scheduling Chris Carson, PSP With Corporate Director of Project Controls the Masters” Alpha Corporation Chris.carson@alphacorporation.com 757-342-5524
  2. 2. Schedule Design Why design a schedule? A schedule meets the criteria for a “project” in itself A schedule is a guideline or plan for a project A schedule provides a a methodical approach for a project Keeps the schedule development on track “Scheduling With Prevents rework due to late understanding of needs the Masters” Allows buy-in from end users prior to Development Makes the schedule development session much more meaningful Documents the assumptions and intention of the schedule For reviewer and approver For future reference To facilitate changes in schedulers Place to capture Lessons Learned 2 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  3. 3. Schedule Design Scope of Design vs. Development Design – Conceptualizing the schedule Planning Starting with the end in mind Providing concept of final product “Scheduling Creating organizational structure to fulfill the concept With the Masters” Development - Building the schedule Input activities Input logic Input durations Review for design compliance Review for CPM methodology best practices Quality control 3 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  4. 4. Schedule Design - Background • Design vs. Development – How PMI & PMBOK handles it? – PMBOK identifies six Project Time Management processes, usually defined as part of the project lifecycle, Section 2.1 of PMBOK. Activity Definition. Activity Sequencing. Activity Resource Estimating. “Scheduling Activity Duration Estimating. With Schedule Development. Schedule Control. the Masters” – These processes are preceded by a planning effort by the project management team, which is part of PMBOK’s “Develop Project Management Plan”, PMBOK Section 4.3 (which sets the format and establishes criteria for developing the project schedule). – These processes are documented in what PMBOK calls a Schedule Management Plan, which is contained in the project management plan, in the introduction to Section 4.3, Project Integration Management. 4 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  5. 5. Schedule Design - Background • PMBOK Process Inputs. – The inputs for the different Time Management Processes are listed as: Activity list. Product description. Mandatory dependencies. Discretionary dependencies. External dependencies. “Scheduling Resource requirements. With Resource capabilities. Historical information. the Masters” Identified risks. Constraints. Assumptions. – All of these items, along with the Schedule Management Plan, are part of Schedule Design, but PMBOK does not offer clear definition and delineation of Schedule Design. – The Time Management Processes do not include Schedule Design. 5 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  6. 6. Schedule Design - Background • Design vs. Development – why emphasize the distinction? – Design tends to be ignored in favor of jumping “Scheduling right into development. With Many schedulers elect to begin creating activities the Masters” instead of Designing. Work is subsequently repetitive, with lots of potential for rework. Results tend to be disorganized. • Avoid planning mistakes and problems. 6 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  7. 7. Schedule Design • Avoid planning mistakes and problems “Scheduling With the Masters” 7 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  8. 8. Schedule Design • Lack of Good Area Definition preventing activity closeout: “Scheduling With the Masters” Hinders productivity Areas are so analysis, good broadly defined cost loading, that activities sit accurate as- at nearly built dates. complete for large parts of the project. 8 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  9. 9. Schedule Design • Inconsistency in level of detail throughout trades: “Scheduling With the Masters” Some trades are heavily developed while others are left with summary-level activities only. 9 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  10. 10. Schedule Design Documentation and use of Schedule Design Create a book or binder Use the highest level of checklist outline items as tabs Use the book as basis for schedule submittal “Scheduling documentation With Keep the book current during project the Masters” Use the book for handoff between schedulers Share a copy of the book with superintendent/PM Timing Must be done prior to Schedule Development 10 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  11. 11. Schedule Design Checklist Project Description Reference Documents Contract Project Drawings “Scheduling Specifications With Scheduling Specification the Masters” Notice to Proceed or Release Letter Any Owner produced master schedule Liquidated Damages schedule Area Designation Plan Sequencing plan Estimate & quantity surveys/bills of materials 11 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  12. 12. Schedule Design Checklist - Schedule Specification – General Contents. “Scheduling With the Masters” 12 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  13. 13. Schedule Design Checklist Team Players Organizational Chart (OBS) Who are Schedule Users? Who has Input “Scheduling Who Updates With Who Checks for Accuracy the Masters” Who Reviews Who approves Identify Responsibility Assignment Matrix (RAM) 13 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  14. 14. Schedule Design Checklist Organizational Breakdown Structure. “Scheduling With the Masters” From: DOE Training “EVM Tutorial – WBS” by Booze-Allen-Hamilton 14 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  15. 15. Schedule Design RAM Example (based on PMBOK RACI Chart) “Scheduling With the Masters” 15 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  16. 16. Schedule Design Checklist Software Identification Specific software Required minimum and versions allowed Enterprise specific issues “Scheduling Users identified With Schedules used for import or data source the Masters” Levels of access Validation process For master schedules, establish data dates 16 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  17. 17. Schedule Design Checklist Work Product What the Schedule can be used for (purpose) Reports Generated from the Schedule Who receives reports List of reports “Scheduling Samples of reports With Glossary/Lexicon of ambiguous terms the Masters” Schedule Outline Key Activities being tracked Client Milestones Long Lead Items WBS Structure Other Contracts on Project 17 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  18. 18. Schedule Design Reporting “Scheduling With the Masters” 18 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  19. 19. Schedule Design Checklist Work Package Development. By Contract. As assigned by Client. “Scheduling VI. Work Packages With Division 2 and 5 Specifications require the following Work the Masters” Packages: – Superstructure Waterproofing – Corrosion Protection of Structural Steelwork – Movements and Tolerances Specification for Structural Steel – Structural Steel Superstructure – Cast in Place Concrete 19 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  20. 20. Schedule Design Checklist Level of Detail Determine approach: Bottom-up (starting with detailed activities) Top-down (starting with summary schedule) “Scheduling Both (prepare Top-down, then Bottom-up) With Identify frequency of updates the Masters” Establish smallest activity duration range 20 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  21. 21. Schedule Design Checklist Codes Dictionary For tracking and monitoring work: Work Phase Structure Area “Scheduling Floor or Station With Location. the Masters” For Project Management: Responsibility Work Shifts Costs Resource Specification Change management 21 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  22. 22. Schedule Design Checklist Calendars Establish number needed Define calendars and application Costs & Resources Estimate & correlation to cost loading Bill of Quantities & use in resources “Scheduling Resource Crew descriptions With Equipment descriptions the Masters” How actual production will be monitored Earned Value Management System Narrative Basis & Assumptions Procedure Used to create the Schedule Definitions/lexicon Description of sequence of work per structure 22 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  23. 23. Schedule Design Checklist Example of Calendar Section: • Calendars are defined as follows: – Calendar 1 – 24 hours a day, 7 days a week. “Scheduling – Calendar 2 – 24 hours a day, only Fridays off. (This is the Default With Calendar.) the Masters” – Calendar 3 – Night Shift, only Fridays off. – Calendar 4 – Night Shift, 24 hours a day, 7 days a week. – Please note that 01140/1.9.a. requires that the Contractor notify the Client regarding multiple shifts, etc. This has been accomplished by using Day and Night sift calendars as well as by incorporating multiple crew codes into the Program. (For more on Crews, please refer to the Resources section of this report.) 23 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  24. 24. Schedule Design Checklist Example of Lexicon General Notes Regarding this Report: • “Program,” “Programme,” and “Baseline CPM,” and “Schedule” all have the same definition and are used interchangeably. • “Snagging” and “Punch-out” have the same definition and are used interchangeably. “Scheduling • “Fixed” and “Rough-in” have roughly the same definition. For clarification purposes, “Fixed” has been used in this Program. With the Masters” • “Conventional concrete” is defined as post-tension poured-in- place concrete. • “Wild Air” is defined as a stage in construction, for which the building is closed in by perimeter walls and ventilation has started. (Ventilation only, not complete environmental controls or functioning air conditioning.) This term is used in lieu of “environmental controls,” or “drying –in” as wet weather is not a real factor in Dubai. • “Raft” construction consists of the foundation including but not limited to piles, grade beams, footers, and slab-on-grade. 24 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  25. 25. Schedule Design Narrative Basis “Scheduling With the Masters” 25 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  26. 26. Schedule Design Checklist Risks & Constructability Brainstorming of issues Known problems (threats) Provisional Items “Scheduling Predicted Problems With Lessons Learned the Masters” Outside influences Site condition concerns Opportunities Develop Risk Management Plan Initial process during baseline schedule development Process for use during updates 26 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  27. 27. Schedule Design Risk Management Plan – Based on PMBOK “Scheduling With the Masters” 27 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  28. 28. Schedule Design Checklist Weather planning Expected adverse weather Identify source or specification requirement Identify methodology “Scheduling Identify accounting method for actual weather With the Masters” 28 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  29. 29. Schedule Design Checklist Time Contingencies Amounts Specific trade (from risk management plan) Specific contractor contingency How carried “Scheduling Use historical data for reference With the Masters” Time Performance Ratio 12.0 10.0 8.0 TPR 6.0 4.0 2.0 0.0 ev s ry s ry ws nt e E l ca l / W fing l E q hes ar ls rk in ca g or et a on nt m Fu me wo in do ni tri et at cr pe oo Ad s ish as ha ec te M ni p on in R ui Fi M Si rn ec El C C M rs oo D Type of Work 29 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  30. 30. Schedule Design Checklist Establish Update process Frequency Data request and transmission Validation “Scheduling Process flowchart With the Masters” Collect Admin Verify All Progress Data Data Request for Collect Field Status Update Compare to Update Data Progress Data Schedule Schedule Baseline Identify Contract Changes 30 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  31. 31. Schedule Design Checklist Change Management process Notification requirements Methodology allowed Process flowchart “Scheduling With the Masters” 31 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  32. 32. Collect Admin Verify All Progress Data Data No Request for Collect Field Status Update Compare to Critical Path Update Data Progress Data Schedule Schedule Baseline Delay? Yes Identify Contract Changes Identify Previous Period Critical Path Publish Research Updated Quantify Identify Causal Identify Changes Documents For Schedule Delays Delay Activities To Critical Path Driving Delays “Scheduling Is the With Assess Any Perform Owner Yes Yes Prepare Responsibility Concurrent Concurrent Delay Responsible the Masters”Delays Recovery For Delays? Analysis For Delay? Schedule No No Resolve Subcontractor Is a Is the Contributions No No Verify Single Subcontractor Owner Source Delay Responsible Responsible Responsibility For Delay? For Delay? Discuss Delay & Mitigation with Yes Subcontractor Yes Proposed Schedule Update With Change Management Discuss Delay Prepare Delay & Mitigation Analysis With Owner & Change Order 32 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  33. 33. Schedule Design Checklist Recovery process Identify what logic changes are acceptable without formal approval Identify what constitutes a Revision requiring “Scheduling approval With Provide process description or flow chart the Masters” 33 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  34. 34. Schedule Design Checklist 18. Dispute resolution process 1. Review program for claims avoidance 1. Reinforce planning for claims avoidance 2. Identify specific program for claims avoidance during “Scheduling schedule updates and change management With 2. Identify steps if change management process fails or the Masters” stalls 3. Follow specifications 4. Provide time frames for stages in process 5. Provide process description or flow chart 34 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  35. 35. Schedule Design Conclusion • For success in Schedule Development, Schedule Design should be a completely different process “Scheduling With • Process done prior to Development the Masters” • Process and results documented • Documentation done in formal Schedule Design Book • Book used to provide continuity between schedulers or project managers 35 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  36. 36. Schedule Design • Resources – See Lance Stephenson’s “Schedule Basis Memorandum” paper, also addresses schedule levels – See AACEi’s Total Cost Management “Scheduling – See PMBOK for Risk Management process With • Recommendations the Masters” – Get involved with the CoS SEI Project developing Best Practices and Guidelines for Scheduling – Get involved with AACEi and the Recommended Practices development – Get involved with CMAA in the Time Management development 36 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  37. 37. Schedule Design Questions? Recommendations? “Scheduling With War Stories? the Masters” Gripes? 37 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
  38. 38. Schedule Design – Planning for Schedule Development “Scheduling With Chris Carson, PSP the Masters” Corporate Director of Project Controls Alpha Corporation 101 West Main Street, Suite 715 Norfolk, VA 23510 757-533-9368 Office 757-342-5524 Mobile Chris.carson@alphacorporation.com 38 PMI College of Scheduling “PMI” is a registered trade and service mark of the Project Management Institute, Inc.
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