Project Planning& CPM Scheduling using MS ProjectAPWA NorCal2018 Annual Conference

What is Planning?

Planning: A determination of the “what”, “how”, “where” and “by whom”; the tasks that need to be completed to finish any projectwashing the cargrocery shopping laying drainage pipebuilding a skyscraper

What is a schedule?

Schedule: The “when” of planning. The planning information is necessary to organize, orchestrate and develop a schedule.

Gantt Chart or Bar Chart A simple presentation that show how major work

activities are scheduled Primary Advantages

simple graphic representation to allow quick and easy insight to schedule information

no extensive training is required to learn how to extract information from them

Shows operations and the time utilized by each operation.

Can show the scheduled vs. actual progress

Roadway Overlay

Activity Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Day 7 Day 8 Day 9 Day 10

Grind Exist. Striping and Conforms

Sweep and Roadway Prep

AC Overlay Paving

Roller Compaction

AC Set/Cure

Place Striping

Work Breakdown Structure (WBS)

Work Breakdown Structure (WBS) – a systematic way of describing the component pieces of a project schedule. That is, the work is broken down to systems (i.e. Plumbing, Mechanical, Sitework, etc.) and the systems are further broken down into greater detail.

WBS (cont.’d) Created from “the top down” approach, NOT the

bottom up Breakdown of the project, i.e.

Project task to subtask to sub-subtask, etc. Level of detail will be determined by the complexity

and schedule needsWBS breaks project down to manageable ‘pieces’

rather than one grandiose whole Requires input from various parties:

PM, Supt., Subs, Suppliers, etc.

WBS (cont.’d)

NO SINGLE CORRECT WBS – its development is directly dependent on who is developing the WBS. Logic may be similar but inherently there will be nuances.

WBS is NOT a schedule, rather a breakdown of the various activitiesSimilar to an outline for a paper or book

AC Overlay WBS

AC Overlay WBS.xlsx

Schedule Definitions

Resources – Labor, materials, equipment and time

Activity Duration – time required to perform a specified quantity of work/productivity rate

Critical Path – A continuous chain of activities with the longest duration; it dictates the project completion

Definitions (cont.’d)

Early Start – The earliest time that an activity can start

Early Finish – The earliest time that an activity can finish

Late Start – The latest time that an activity can start and not prolong the project

Late Finish – The latest time that an activity can finish and not prolong the project

Definitions (cont.’d) Float – The amount of free time or time difference

between the calculated duration of the activity chain and the critical path is call “float”. It allows an activity to start later that its early start and not delay the project. Can be classified as “free” or “total” float

Total Float – The measure of time in starting and completing an activity; usually measured in days

Free Float – Also referred to as activity float because, unlike total float, free float is the property of the activity and not the network path. Free float is the amount of time the start of an activity may be delayed without delaying the start of successor activity.

Lag – The amount of time that exists between the early finish of an activity and the early start of a specified succeeding activity

Definitions (cont.’d)

Activities – have 5 specific characteristics:Consumes timeConsumes resources It has definable start and finish It is assignable It is measurable

Construction projects are made up of numerous individual activities that must be accomplished to finish the project.

Definitions (cont.’d)

Concurrent Activities – Activities that are logically independent of one another and can be performed at the same time

Predecessor Activities – An activity that must be completed prior to the next activity starting.

Successor Activities – An activity that cannot start until the preceding activity is completed.

Definitions (cont.’d)

Milestones - The Schedule has a singleactivity defining the start and a singleactivity defining the finish of the schedule

Note: Activities consume time, Milestones simply occur at a point in time (i.e. Zero duration)

Definitions (cont.’d)

Relationship Types: Finish to Start (FS) – the predecessor activity

finishes before the successor activity starts Start to Start (SS) – the predecessor activity and

successor activity start at the same time Finish to Finish (FF) – the predecessor activity and

successor activity finish at the same time Start to Finish (SF)** – typically used with a lag, the

predecessor activity finishes when the successor activity starts

** - Note that this relationship is available but not widely used.

Reasons for Planning and Scheduling in Construction

Contract requirementProvides proof to the Owner that the

Contractor has thought the project throughProvides the Owner the tool by which to hold

the Contractor accountableProvides the Contractor the tool by which to

hold the Owner accountable

Reasons for Planning and Scheduling in Construction

Aids in identifying potential problemsAvailable laborAvailable equipmentMaterial procurement lead time, etc.Site Logistics

Too many activities in one areaWorking hours

Local City/State Requirements Union Requirements Environmental Requirements

Developing a Network Model

The development of the network model is perhaps the most important step in using a network as a scheduling tool.Fundamental concept:

- The network represents a time-oriented model of a system, not unlike a physical scale model of a project.

NOTE: Scheduling is a mathematical analysis based on duration and dates.

Steps in Building a Network Model1. Define Activities2. Order Activities3. Establish activity relationships and draw a network

diagram4. Determine quantities and assign durations to

activities5. Assign resources and costs, if applicable6. Calculate early and late start/finish times7. Compute float values and identify the critical path8. Schedule activity start/finish times

Network Model development key points:

Typically an iterative process Should continue throughout the life of the projectMust be updated to reflect changes

by Owner, Site Conditions, etc. sequence must be reflect the changes

NOTE: Step 5 – Resources & Costs is only utilized when resources and cash flow need to be addressed. This step is not utilized by many schedulers

The model should be updated to reflect the actual construction activities is it is to be a useful construction tool.

Defining Activities

Anything that must be accomplished in order for the project to be completed may warrant inclusion in the networkActivities are regardless of:

Who is responsible What resources are required Costs Duration

Primary Activity Types

Production/Construction – relate directly to the physical effort of creating the project Excavate/Place/Backfill Trench Frame Interior Walls Plumb 1st Floor Water Lines

Primary Activity Types (cont.’d)

Procurement – relate to arranging for the acquisition of materials, money, equipment and manpower Order Signal Standards Obtain Remodeling Loan Execute Concrete Purchase Order

Primary Activity Types (cont.’d)

Management – the support and administrative tasks that often directly impact the project schedule Submit Rebar Shop Drawings Submit Inspection Reports Approve SWPPP

Ordering Activities

Based on the timing of certain activities relative to other activities.

Guide to ordering:Which activities must precede it?Which activities must follow it?Which activities can be concurrent with it?

Ordering Activities (cont.’d)

Immediately Preceding Activities (IPA) – identify which activities must precede the subsequent. When this is performed, all subsequent activities will have been identified and concurrent activities will show themselves, unless there are constraints.

Constraints – Dictate the order in which activities are performed

Types of Constraints:

Physical – relate to the physical process of construction, i.e. dig trench before placing pipe

Resource – preclude activities from occurring at the same time as a result of insufficient resources, i.e. only 1 piece of equipment, finite amount of material delivered, etc.

Safety – preclude unsafe conditions from occurring Financial – preclude from too large or small of

financial obligation

Types of Constraints (cont.’d)

Environmental – preclude work from being performed until certain environmental issues are addressed

Management – typically uncategorized constraints, i.e. holidays, training requirements, etc.

Contractual – Owner imposed constraints, i.e. time of completion, impacting adjacent operations, etc.

Regulatory – Local, State & Federal regulations, i.e. permits, working hours, etc.

Assigning Duration to Activities

Duration – estimated time required to complete an activityTypical unit of measure is daysDetermination is more of an art form than

scienceFrequently directly related to labor cost

estimates

Assigning Duration to Activities (cont.’d)

Major factor: productivity rate which can be influenced by the following:

Labor skill (‘A’ team vs. ‘C’ team) Weather (hot/cold/windy/wet/etc.) Working Conditions (limited physical constraints) Quantity of Work (learning curve)

Determining Activity Durations -Estimating Accurate Estimate depends on:The accuracy of the quantity take-off

Includes the cost of:Labor, Equipment and MaterialOverhead & Profit

The Project Schedule either directly affects OR is directly affected by each of these components!

Other Estimate/Schedule Factors

Contract Specifications Dates or durations / Specific MilestonesWorking hours Required access/impact to the area

RegulationsPermitsLocal AgenciesEnvironmental

Units of Time

Working Days vs. Calendar DaysRule of Thumb: Working days are typically

associated with project that may be affected by weather

Concrete Cure, Administration Tasks, etc.Weekends & HolidaysWeather DelaysHolidays

Progress Schedule

Like the Plans and Specifications, the Project Schedule is an integral tool for the Contractor and Owner regarding the status of the Project, it should be updated and maintained regularly

Questions?