Hannah E. Schumacher, PSPHannah E. Schumacher, PSP

Ronald M. Winter, PSP

Construction CPM Conference

January 21 – 24, 2014

Hannah E. Schumacher, PSP� Position / Company:

� Director of Scheduling Services, FDI Planning Consultants

� Degree: � BS Construction Management� BS Building Construction Technology� BS Building Construction Technology

� University:� Wentworth Institute of Technology, Boston, MA

� Years of Experience:� 21

� Professional Field:� Construction, primary focus on planning, scheduling and

project controls

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Ronald M. Winter, PSP� Position / Company:

� Developer, Schedule Analyzer Software

� Degree:� Bachelor of ScienceBachelor of Science

� Masters of Science in Systems Management

� University:� UCLA / USC

� Years of Experience:� 20 +

� Professional Field:� Construction Scheduling

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Introduction� Oracle®/Primavera P6 Professional™ (P6) and

Enterprise Project Portfolio Management (EPPM™) � Criticized for not providing tools for complex schedule

analysis� “Note, though, that among the features described by Oracle, � “Note, though, that among the features described by Oracle,

there are no references to facilitating the work of forensic construction schedule analysts in the recreation of mid-period schedules. It is safe to assume that this was not a goal of the designers of P6.” � Patrick M Kelly PSP, Creating Mid-Period Schedules in Window

Analysis Using Primavera Version 6, CDR-966 2012 AACE International Annual Meeting Transactions

� Primavera has (inadvertently) provided an automated method to create Half-Step Schedules using P6

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Introduction� What is a Half – Step Schedule?

� Bifurcation (a.k.a. half-stepping or two-stepping)� Segregates progress reporting from non-progress revisions

inherent in the updating process� Used in schedule change analysis� Used in schedule change analysis� 2003: Used on delay claim by Kenji Hoshino, PCF Consultants� 2007: Procedure codified in AACE Recommended Practice

Number 29R-03, “Forensic Schedule Analysis”, Method Implementation Protocol (MIP) 3.4, “Observational / Dynamic / Contemporaneous Split”

� How do I use P6 to create a Half-Step Schedule?� Answer: Use the Update Baseline Function

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Introduction� Our presentation will cover:

� Overview of Maintain Baseline utility

� Overview of Update Baseline utility

� Steps to create a Half-Step Schedule � Steps to create a Half-Step Schedule

� Using the Update Baseline utility

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Overview of Maintain Baseline Utility� A P6 “Baseline” is:

� Complete copy of the original schedule

� Schedule benchmark

� Compare changes & modifications to later schedule updates� Compare changes & modifications to later schedule updates

� Snapshot of a schedule that is frozen in time

� A schedule that does not change

� Unless purposefully updated

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Overview of Maintain Baseline Utility

� To create a Baseline in P6,

� Open the schedule

� File, Open, Exclusive

� Select Baseline function� Select Baseline function

� Project, Maintain Baseline

� Click on Add button

� Save copy of current project as new baseline or

� Convert another project to a new baseline of the current project

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Overview of Maintain Baseline Utility

� Must have security privileges to perform this function

� Admin, Security Profiles, Project Profiles

� Create as many Baselines as desired, up to limit set

Admin, Admin Preferences, Data Limits� Admin, Admin Preferences, Data Limits

� Each Baseline uses up database space (4 GB limit)

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Maintain Baseline

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Maintain Baseline settings� Project Name/Baseline Name� Baseline Name: Project Name, not Project ID

� Edit name to add status date or purpose for creating it

� Baseline Type: � Pre-established baseline types created by administrator� Pre-established baseline types created by administrator

� Data Date: � Baseline's data date

� Last Update Date� Date and time the baseline was created� Copies of Baseline keeps old date � Field is empty for converted project� Updated when Update Baseline Utility is run

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Maintain Baseline settings� Add

� Save current state of the project as a new baseline� Convert another project into a baseline

� Delete� Space reclaimed on database clean-up� Space reclaimed on database clean-up

� Copy� Copied baseline is located under the same project

� Update: Opens the Update Baseline dialog box� Select the new Data Date� Use to update activity & project-level data for existing baseline

� Restore� Restores the selected baseline as a separate P6 project� Use the Add Button above to reverse this process

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Overview of Update Baseline Utility� The Update Baseline Utility is used to:

� Add Change Orders to existing Baseline

� Necessary for Earned Value Computations

� Must have security privileges to perform this function� Must have security privileges to perform this function

� Admin, Security Profiles, Project Profiles

� There are many Update Options

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Update Baseline

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Update Baseline Settings

� When updating project data, include:� Type(s) of project data� You do not have to select any of the available options

� Project details: Data found in the Project View WindowProject details: Data found in the Project View Window� Project UDFs: User-Defined Field data� Work products and documents: General information about project

documents and links to documents� Work products and document UDFs: User-Defined Fields in above� WBS UDFs: Work Breakdown Structure User-Defined Fields� Project risks, issues, and thresholds: Integrated management

features for the type on information identified� Risk UDFs: User-Defined Fields for Project Risks� Issue UDFs: User-Defined Fields for Project Issues

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Update Baseline Settings� Specify the activities to include:

� All Activities: � Overwrites the entire baseline.

� Activities within the following filter: � Click browse button to select filter

� Add new activities and activity data (except actuals): Add new activities and activity data (except actuals): � Actual units and costs not included here� Filter modifies this selection

� Delete from baseline any activities no longer in the current project:� Don’t forget to re-assign costs, resources, and logic

� Update existing activities already in the baseline: � Click Update Options to select the types of activity & resource/role assignment data

� Update Options: � Opens Update Options dialog box� Select the types of activity and resource/role assignment data� Disabled unless you choose to update existing activities

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Update Baseline Settings� Logging and Optimization

� Log to file: Document errors and warnings that occur when updating � Highly Recommended� Carefully check the log produced

� Run Optimized: Speeds-up updating� Error Log is turned-off� Error Log is turned-off� Mainly used when updating UDFs

� Ignore Last Update Date:� Cleared: Only items with additions or modifications that occurred since the last

baseline update � Checked: Even Data items changes that preceded the date of the last baseline

update are updated to reflect all additions or modifications� Useful if data items not included in last baseline update

� Update: � Execute the Baseline Update process

� View Log: � Must return to here to see last run’s results

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Update Baseline Settings� Tips:

� ‘All Activities’ gives a complete update

� To update project-level data only

� Select the Project details option� Select the Project details option

� Clear the add new, delete, and update activity options

� Causes no activity data to be updated, regardless of settings

� If errors occur, turn off Run Optimized option & rerun

� After the update is complete, refer to the log file to determine which activity is causing the update to fail.

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Update Baseline Settings� Notes:

� The following are always updated:

� Project calendars

� Activity codes (definitions)Activity codes (definitions)

� WBS (definitions)

� When updating project details, the following are not updated:

� All data in Project Properties Defaults, Settings, & Resources tabs

� The Default Price/Unit for activities without resource Price/Unit field in Project Properties Calculations tab

� Project, WBS, Risk, and Issue UDFs are updated only if option to update them is selected

� This takes a lot of processing time

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Update Baseline Options

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Update Baseline Options Settings� When updating activity data, include:

� General activity information

� Activity code assignments

� Relationships� Relationships

� Work Breakdown Structure (WBS) assignments

� Steps

� Steps UDFs

� Expenses

� Expenses UDFs

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Update Baseline Options Settings� When updating activity data (cont.)

� Activity notebooks

� Constraints

� Dates, duration and data date� Dates, duration and data date

� Budgeted units and costs for activities without resource assignments

� Actual Units and Costs for activities without resource assignments

� Activity UDFs

Update Baseline Options Settings � When updating resource assignment data, include:

� Update existing resource and role assignments

� Budgeted units and cost

� Actuals for units and cost� Actuals for units and cost

� Add new resource and role assignments

� Activity Resource Assignment UDFs

� ‘OK’ button to execute

Formal Bifurcation Steps� RP 29R-03 step-by-step procedures used to perform the bifurcation

a. “Make a copy of the baseline or an updated schedule for which a half-step is to be created. The original baseline or update will be referred to herein as 01 and the copy as H1.

b. Update the copy, H1, using the progress data from the next schedule update [referred to herein as 02] for the following fields:

i. Actual starti. Actual startii. Actual finishiii. Increased percent completeiv. Decreased remaining duration

c. Recalculate schedule H1 by setting the data date to that used by 02.d. The variance between the completion dates of H1 compared to that of 01

represents the slippage or gain due to progress during the update period.e. The variance between the completion dates of H1 compared to that of 02

represents the slippage or gain due to non-progress revisions made in 02.f. These two variance values add up to the variance between 01 and 02.”

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Creating a Half-Step Schedule� Steps to create a Half-Step Schedule in P6™:

a. Save 2 new Baseline Schedules from Target Schedule (01)

b. Un-attach both New Baseline Schedulesb. Un-attach both New Baseline Schedules

c. Attach both to Update Schedule (02)

d. Use the Update Baseline Utility to Create Half-Step Schedule (H01)

e. Un-attach Baseline Schedule (H01)

f. Schedule Half-Step Schedule (H01) w/ new data date

g. Attach Schedule (H01) to Target Schedule (01)

h. Compare variances between schedules

Creating a Half-Step Schedule� Note: Original Target Schedule = “01” and the existing

Update Schedule = “02”

a. Save two new Baseline Schedules from Target Schedule (01)Schedule (01)

i. Open Target Schedule 01

ii. Select Project, Maintain Baseline, Add, Save Copy of the current project as a new baseline

iii. Name the new Baseline “01” (Baseline Name).

iv. Highlight Baseline 01 and Select Copy

v. Name the new Baseline “H01” (Baseline Name)

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Creating a Half-Step Scheduleb. Un-attach both New Baseline Schedules

i. Highlight the desired 01 Baseline

ii. Select Restore

iii. Answer Yes to “Are you sure you want to unlink the iii. Answer Yes to “Are you sure you want to unlink the selected baseline(s) from the current project and make them separate projects?”

iv. Repeat above steps with Schedule (H01)

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Creating a Half-Step Schedulec. Attach these schedules to Update Schedule (02)

i. Open Update 02 File

ii. Select Project, Maintain Baseline, Add, Convert another project to a new baseline of the current projectproject to a new baseline of the current project

iii. Select H01 and click, “+”

iv. Make sure to name Baseline as Half-Step Schedule (H01)

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Creating a Half-Step Scheduled. Use the Update Baseline Utility to create the Half-Step Schedule

i. With opened Update 02 Fileii. Select Project, Maintain Baselineiii. Highlight (H01) Baselineiv. Click Updatev. Import only Progress: select Specify Activities within the following v. Import only Progress: select Specify Activities within the following

filteri. Any activities that match Filters Completed and In-Progress

vi. Check Update existing activities already in baselinevii. Click Update Optionsviii. Check select dates, duration, and data dateix. Click OKx. Check Log to file (specify location)xi. Uncheck Run Optimizedxii. Review the Update Baseline Log file

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Update Baseline Log File

Creating a Half-Step Schedulee. Un-attach Baseline Schedule (H01) to create the

stand-alone Half-Step Schedule

i. Highlight Baseline (H01)

ii. Select Restoreii. Select Restore

iii. Answer ‘Yes’ to, “Are you sure you want to unlink the selected baseline(s) from the current project and make them separate projects?”

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Creating a Half-Step Schedulef. Schedule the Half-Step Schedule (H01) with new data

date.

i. Open (H01) schedule file

ii. Schedule CPM with new data date of Update 02 ii. Schedule CPM with new data date of Update 02

i. Tools, Schedule

iii. Make sure times are displayed: check User Preferences

i. Edit, User Preferences, Dates , Show Time 12hour or 24 hour

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Creating a Half-Step Scheduleg. Attach Half-Step Schedule (H01) to Target Schedule

i. Open Target Schedule 01

ii. Select Project, Maintain Baseline, Add, Convert another project to a baselineproject to a baseline

iii. Select Schedule (H01)

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Creating a Half-Step Scheduleh. Compare variances between schedules

i. 01 compared to 02 – shows slip / gain due to progress and non-progress revisions

ii. H01 compared to 01 – shows slip / gain in update period H01 compared to 01 – shows slip / gain in update period due to progress only

iii. H01 compared to 02 – shows slip / gain due to non-progress revisions

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Results

Concerns� Accuracy Issues

� Early versions of P6 not reliable� P6v7 SP2 sets Actual Dates & Remaining Durations

� P6v7 SP3 sets Activity Codes, resources, & relationships

P6v7 SP4 really fixes Activity Codes & Relationships� P6v7 SP4 really fixes Activity Codes & Relationships

� P6v6.2 SP4 fixes the above (presumably)

� P6v7 SP5 fixes technical operational errors

� P6v8.2 SP1&2 fixes performance & timeout errors

� P6v8.3 SP1 fixes updating relationships

� P6v7 SP5 Hotfix 4 activity name, fixes dates, and UDF errors

� Can use UDF fields as a double-check� Global Change lists old & new settings

� UDF method does not keep a log of results

Conclusion� P6 provides automated Half-Step method

� Formal process has many steps

� Accuracy issues remain

UDF double-check possible� UDF double-check possible

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Questions?

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Contact Information• Hannah Schumacher, PSP

– hschumacher@fdiplan.com

• Ron Winter, PSP• Ron Winter, PSP

– ron@ronwinterconsulting.com