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ENGINEERS IN SOCIETY: PROJECT MANAGEMENT PROJECT PLANNING AND SCHEDULING

*Outline of topic:Planning and SchedulingDefinitions of planning and schedulingImportance Planning typesPre-construction planningSchedulingBar Chart constructionNetwork DiagramsCritical Path

*DefinitionsPlanning and scheduling are NOT the same thing..

What is planning?

Establishment of a framework on paper for measuring, controlling and reporting a project wrt time, resources (incl. money) and methods

*Definitions (cont.)Scheduling is

Process of converting an outline plan of a project into a time-based graphic representation, based on the available resources and time constraints

*Planning vs schedulingPlanning is to answer :What is going to be done HowWhereBy whomWhen (starting time and finishing time) (Ref. UTP campus project)Scheduling is to answer:When is it going to be doneOn detailed a level e.g. when to prepare design, when to call tender, when to mobilize on site, when to complete the Chancellery building, etc)

*ImportanceWhy need planning and scheduling in projects? (or What do you think will happen if a project is not properly planned or scheduled?)

Planning stage has 50 to 80 % influence on cost

*Types of Planning

Pre-project planning Performed by an owner as part of the feasibility study of a project i.e. before committing on a project

Pre-design planning Performed by an owner (or consultant on behalf of owner) after a project has been committed to obtain an optimum design for the project

Pre-tender planningPerformed by a construction contractor to prepare for the submission of a tender or bid

*Types of Planning (cont.)Pre-construction (or post-tender) planning

Performed by the ContractorBegins after a project has been awarded but before any construction work is executedOften extends into the construction stage

During-construction planning

Performed by the ContractorOccurs after the project has been started and continues throughout the duration of the project constructionPurpose is to address issues that could only be identified or discovered after construction has started

*Pre-Construction PlanningMust begin the moment the notice to proceed with the project is received (project L.A.)

Must begin before the first worker arrives, before the first piece of material is ordered, and before everything begins.

The benefits of pre-construction planning: Increased productivity, increased profitability and fewer accidents.

*Pre-Construction Planning:Who Should Be Involved?Anyone that has a role in the construction process, including:

Project manager Superintendent Officer (S.O.)*Owners representativeEstimatorScheduler (if separate)SubcontractorsSuppliersFinance clerkOthers

*A person of the highest authority who administers the project contract including instructing changes, certifying work done and certifying progress payments to the contractor.

*Pre-Construction Planning:What Tasks to PerformEstablish the project team /organizationReview project scope of workIdentify potential risks (unknown info)Review the cost estimateConduct value engineeringDevelop the schedulePrepare a cost plan Determine labor requirementsPre-Construction Planning Strategy:(these events may occur concurrently)

*Pre-Construction Planning:What Tasks to Perform (cont.)Select and order materials and equipmentSelect subcontractorsDevelop a quality assurance planPrepare a safety program

*During-Construction PlanningStarts about two months after execution and lasts throughout the project duration

Purpose:To address issues that could only be identified after construction has started eg. In roads construction, plan for traffic diversion plan can only be done after the project has startedTo address issues of the unexpected condition eg. Discovery of a rock mass during excavation

Types of during-construction planning:Detailed (daily) work instructions for each crewContingency planning to adjust for an unexpected conditionShort-interval scheduling to identify construction activities for the next few weeks

*Scheduling Introduction: Why We Need a Schedule?

To establish a sequence of work and timeframe for performance of construction activitiesTo determine when to order and deliver materials and equipmentTo show the impact of productivity-related problems on project completion (weather, strikes, delays)To provide a communication tool between consultants, contractors, owner and suppliersContractual obligation

*General procedure in schedulingEstablish the project objectives to achieveDetermine work activities and sequencingDetermine the activity durationsDetermine the logical relationshipsPrepare what-if scenariosDraw the logic network (for network methods only)Identify the critical pathImplement the scheduleMonitor and control the scheduleImplement resource scheduling, allocation and leveling

*Types of SchedulesBar ChartOften called Gantt ChartDeveloped by Henry Gantt

Network DiagramsArrow DiagramPrecedence Diagram

*Activities are represented by bars in proportion to their duration An activity is a task whose performance contributes to the completion of the overall project eg Excavate Foundation

Easy to construct and understandWidely used in practice

Other information may be added to the basic bar chart Cost of activity (cost-loaded schedule)Labor required for each activity (man-loaded)Materials req. for each activity (resource-loaded)Bar Chart

*Steps to Construct a Bar Chart3 basic steps to construct a bar chart:

Break the job down into activities

Establish the sequence of work

Estimate activity duration

*1. Break the Job Down Into Activities (or Tasks)List important activities related to the project but restrict the number for simplicity of the schedule

Can use Work Breakdown Structure (WBS) for the project (usually prepared during project costing/estimation)

*Sequencing needs to take into account the relationships between activities

Basis of sequencing:

Process or physical logic One activity cannot start until another is partially or totally complete -eg cannot install steel girder of bridge until the abutments have been erected. -eg cannot assemble car engine if car body of the car is not completed 2. Establish Sequence Of Work

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Structural requirementDue to structural stability requirement, one activity cannot start until certain amount of another activity has been completed.

3. Resource / economic constraint Due to limited resources, two activities may not be able to use a resource at same time 2. Establish Sequence Of Work (cont.)

*3. Estimate Activity DurationHow to estimate duration:

From standard estimating method using a known construction (or production) rate

From calculation using the Labor Hour (or Man Hour) Productivity equation (price book method)

From companys historic records. Data in the form of construction rates of the activitiesin the form of actual duration of part or the whole structure

From experience /expert judgmentData also as in the above forms.

*3. Estimate Activity Duration (cont.)Standard estimating methodDuration = Total quantity of work in hours gang construction rate

= Total quantity of work in days gang construct. rate x working hours

*Man or Labor-Hour Productivity Method

Duration is calculated based on a given total labor hours and productivity rate . Total labor-hours of an activity = (Labor-hours per unit of work) x (Amount of work) Duration (hours) = Total labour hours / gang size

3. Estimate Activity Duration (cont.)

*Using a Bar Chart for Planning and Monitoring ProgressAssume the progress of the activity as a direct linear function of the elapsed time

Example: Road construction

*Bar Chart Progress ScheduleBar chart progress schedule should satisfy the following minimum requirements:

Include activities that describe essential features of the work.

Include start, duration, and completion date for each activity.

Include quantity and the estimated daily production rate for controlling items of work.

*DefinitionA network consists of two basic elements, nodes and arrows (or links) between these nodes

Activities on arrows (arrow diagram)Activities are represented by two nodes and one linkeg Critical Path Method (CPM) and Program Evaluation and Review Technique (PERT)

Activities on nodes (precedence diagram)Activities represented by nodes and links represent the relationshipeg Precedence Diagramming Method (PDM)Network Diagrams

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*Critical pathLongest series of all the activities and also sets the project completion time. Must be carried out exactly on time, otherwise causes project delay.Any activity along the Critical Path is called a Critical Activity. It has zero float. Float: allowance of time between end of a precedent activity and starting time of a following activityEach critical activity must be carried out immediately after a precedent activityEg. Likely critical activities in building construction: piling works, construct pile caps, construct columns, construct floor beams, etc.

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THANK YOU

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