Understand Contract and Specification Requirements

It is important for the Planner / Scheduler to understand the contract and specification requirements for
schedule updates. These documents should outline frequency of updates, procedures for updates versus
revisions, earned value requirements, cost and/or resource status requirements, and change
management procedures. These documents may also require specific software to be used.

Determine Update Frequency

In order to effectively record and measure project progress consideration should be taken as to regularity
of updates.  Internal company policy, project budgeting constraints, and application usage are factors in
establishing schedule update occurrence.

Maintaining more frequent records (i.e. weekly) of previous as-built data (based on the required periodic
performance updates) establishes greater accuracy of as-built documentation, promotes timely issues
resolution/mitigation, enhances the user’s skills in both application and management of the project
schedule, and provides a starting point to which the user can return should errors be made in the update
process.

Regardless of update frequency, an established time of week/month enhances the use of P6™
functionality using Layouts and Reporting tools as well as predefined filters based on standard rolling
dates and the schedule’s Data Date.

Establish Baseline / Contract Schedule

Prior to starting the update process a Baseline or Contract Schedule must be developed and established.
“The primary outcome of the schedule development process is an as-planned schedule model that
becomes the schedule control baseline for project control plan implementation.” [1]

The term, ‘Baseline’ typically refers to the accepted as-planned schedule submitted at project inception.
Primavera defines a baseline as a “snapshot” of the project plan against which the project’s cost,
schedule, and performance can be measured. A baseline can be the project’s as-planned schedule, a
statused or periodic as-built schedule, a ‘what-if’ scenario, a time impact analysis, etc. (For users familiar
with Primavera P3, ‘targets’ are synonymous with ‘baselines’ in Primavera P6™.)

Primavera P6™ allows for the creation of ‘infinite’ baselines for comparison to the current schedule and
gives each user the ability to assign up to three baselines to the current schedule for data comparisons.
The maximum number of baselines per project is established by the Administrator (Admin, Preferences,
Data Limits); this setting is Global and applies to all projects in the database. The Administrator can also
provide users the right to copy a specified number of baselines when copying the project.

Assign Responsibility to each activity

“One aspect of planning includes assigning specific roles and responsibilities for measuring the progress
and performance of each work package” [1]. During the schedule development process, the Planner /
Scheduler should assign responsibility to each activity in the schedule. In Primavera P6™, this is easily
accomplished through the use of an Activity Code (i.e. Responsibility). Using a responsibility Activity Code
allows the scheduler to breakdown activity progress by the trade or crew or individual performing or
responsible for the work. Each responsible party can (through the use of filters and layouts) review a
report of work progress and effectively plan for near term activities. The scheduler can also more easily
identify potential issues and mitigate risks based on performance factors.

Activity Codes may be Global (across the Enterprise) or Project (Specific to the individual project).  It is
recommended to use project specific activity codes to avoid corruption of any other Projects in the
Enterprise database. Only one Activity Code value can be assigned to an activity (i.e. one responsibility
per activity).

Another option of tracking responsibility is to assign a Resource to each activity based on trade or crew or
individual (as shown in Figure 1); however it must be noted that Resources are always Global. Unlike
Activity Code values, multiple resources can be assigned to an activity.

It should be noted that an activity listing grouped by Activity Code (View menu, Group and Sort by) is an
option in the Activity window. However, grouping by Resources is not as functional in the Activity window
but available in the Assignments window.

Provide training

The Planner / Scheduler should provide training to each responsible party to ensure all parties
understand their role in the update process. Training should include details on how to update the
schedule, how to review the schedule, and how to add fragnets for change management. “The schedule
basis should also include a description of how project control performance will be measured and
assessed in respect to the schedule including rules for earning progress and the procedures for
evaluating progress and forecasting remaining durations”. [1]
Training should provide an understanding of the update reports (i.e. short interval schedules based on
previous update) and what information is required of each individual to complete these reports (i.e. activity
remaining duration/percent complete and impacts and mitigation).

Gather data

The first step in the update process, prior to any data input, is to gather the data. The Planner / Scheduler
should provide the update report or layout to the team and responsible parties at regularly scheduled
intervals based on the frequency of the update process. Suggested information to provide in the update
report or layout is:  Activity ID, Activity Name, Original Duration, Remaining Duration, Total Float, Start,
Finish, Actual Start, Actual Finish, Blank column for remarks. It is also helpful to include columns for
Predecessor and Successors.

A useful feature in Primavera P6™ is the Progress Spotlight Option in the Activities window. By selecting
Progress Spotlight, the schedule layout is highlighted to a specific time period (based on the Timescale
minimum time increment. For monthly updates, it is useful to highlight two months; for weekly updates, it
is useful to highlight two weeks (as shown in Figure 2).  This will provide the Planner / Scheduler with
data for one time-period of actual dates plus one time-period of forecasted dates / logic.

Each of the
responsible parties should fill out their respective scope of work on the update sheet.  In the Activities
window, the layout can be sorted by responsible party using Group, Sort options (located under the View
menu) and selecting the appropriate Responsibility activity code.   In the Activity Assignments view, the
layout can be sorted by resource using Group, Sort options.
Hold a Job site visit / update meeting and validate data

It is extremely important to hold an update meeting, preferably at the jobsite to review and validate the
dates and documentation given. This ‘walk through’ should be conducted prior to or during the update
process to validate information provided by the responsible parties. “…those with project control
responsibility should spot check the work progress and performance measurements to some extent (i.e.,
informal work sampling, questioning responsible leaders, etc.) to ensure that the data being received and
reviewed are reliable, appropriate, and understood.” [1] The Planner / Scheduler should walk the project
site to ensure the dates provided match progress in the field and clarify any questions they may have with
the responsible team member(s).

“A risk to be aware of with progress measurements and schedules for payment based on progress is that
contractors responsible for work packages can benefit financially by over-reporting progress and/or
assigning too much money for payment for work that is performed early in the project.” [1]

Any critical slippage should be noted and plans (if applicable) of mitigation should be documented.

Understand Primavera P6™ settings that affect updates

With the data in hand and validated, the Planner / Scheduler is now ready to update the schedule in P6™.
At this point it is important to have an understanding of the various software settings. These settings
include security access settings, percent complete types, duration types, calculation settings, resource
settings, multiple projects, layouts (reports), and filters.

Security access settings  

“At implementation, information security mechanisms must be established to control who may enter,
change, delete, view, or otherwise use data and information in and from the database.  In addition, the
interaction/interface of owner, supplier, and contractor systems must be considered and resolved.” [1]

Based on the Organizational Breakdown Structure (the hierarchical structure used to establish project
responsibility/security) read/write access can be defined down to the WBS (Work Breakdown Structure)
level. Security settings are established by the Administrator (Admin, Security Profiles).

Percent complete types

Activity progress is measured based on an activity’s remaining duration and/or its percent complete. By
default P6™ calculates one from the other using the Duration percent option or (Original Duration –
Remaining Duration)/Original Duration. However based on project type and/or contract restrictions an
activity’s duration may not be allowed to calculate the activity’s percent complete. In these cases, P6™
provides the option of Physical percent or manually entered percentage of work complete. These settings
should be defined as default to all activities at the project level (Project Details, Defaults tab).

Defining the activity percent complete type determines the role of percent complete at the activity level.
  Duration percent complete – direct correlation/calculation with Original and Remaining Durations.
 Units percent complete – direct correlation/calculation with Budgeted and Actual Units.
 Physical percent complete – no correlation with either Original and Remaining Durations nor
Budgeted and Actual Units.

Regardless of the percent complete type, P6™ assigns 100% complete when an activity has an assigned
Actual Finish date.

Duration types

Typically, a project can be subdivided into four phases: Initial Phase, Planning Phase, Execution Phase,
and Closeout Phase. The level of incorporating estimated work durations based on production factors
may change dependent on the phase of the project. As scope of work is being defined, production rates
and durations are estimated. Duration can then be based on these estimates. However, once the scope
has been clearly defined and the project duration established, production rates are typically monitored in
order to maintain successful project completion.

Defining the activity Duration type determines the use of production rates and how they affect progressed
durations. There are three Duration Types to consider:

 Fixed Units and Duration – established Budgeted Units and Duration calculate the Units/Time
production rate. Typically used after contract award and during execution phases.
 Fixed Units/Time and Duration – established Units/Time production rates and Duration calculate
the projected Budgeted Units. This Duration Type is used when established Budgeted Quantities
are not assigned but are secondary to the Duration and the Production Rate (i.e. Time and Material
Schedule).

The last two Duration Types are typically used during the Initial Phase or constructability phase to
calculate durations based on either Budgeted Units or Units per Time.

 Fixed Units – established Budgeted Units calculate the Duration based on defined Units/Time
production rates.
 Fixed Units/Time – established Units/Time production rates calculate Duration based on desired
Budgeted Units.

These settings are based on resource definition and settings both at the resource and project levels. The
last two options, Fixed Units and Fixed Units/Time (typically used to prepare a ‘constructability’ schedule)
calculate Duration based on the settings within the Project Details.

Activity types within P6™

There are six activity types within P6™ that define the role of the activity:
  Task Dependent – the activity’s duration over time is calculated using the activity’s base calendar.
Most activities in the typical construction schedule are task dependent.
 Resource Dependent – the activity’s duration over time is calculated using the resources’
calendars.
 Start Milestone – a starting event with no duration and no finish date.
 Finish Milestone – a finishing event with no duration and no start date.

Most contracts will define a Start Milestone (example: Notice to Proceed) and a Finish Milestone
(example: Substantial Completion).

 Level of Effort – the activity’s duration is calculated based on the relationship with its predecessor
and successor activities. Typical usage of a Level of Effort type of activity is similar to that of what
was a ‘Hammock’ in P3™ and SureTrak™.
 WBS Summary – the activity’s duration is calculated based on the level of WBS within which the
activity is located.

Calculation settings

When calculating actual dates and project progress, P6™ applies certain rules which affect the process
outcome (Tools menu, Schedule, Options). When external relationships exist to and from other projects,
the option to ignore these ‘external’ relationships will determine whether those relationships affect the
currently opened schedule. (Note: If this option is not selected when importing/exporting files from other
databases, P6™ preserves External dates based on the external relationships.)

P6™ has an option to apply Expected Finish dates to activities to calculate activity completions. This can
be used for long lead procurement items or when a completion date determines the activity’s duration.

In P6™ there are three options available when scheduling progressed activities: retained logic, progress
override, and actual dates.  Each of these settings affects the way the scheduled dates are calculated in
an update and are important for the Scheduler to understand.  The Retained Logic setting maintains the
as-built sequence of activities regardless of actual work. With the Progress Override setting the activity
logic sequence can be overridden based on actual work.  The direct predecessor activity’s dates
(Remaining Early) drive those successor activities which have not started.  When the predecessor is
assigned an Actual Finish, the activity’s dates (Remaining Early) are driven by the Data Date.  When the
activity has an Actual Start, its Remaining Duration drives the Remaining Early Finish.  The Actual
Datessetting allows for future actualized activity dates to calculate sequence.

Resource settings

P6™ calculates resource actuals (units/cost) based on the settings defined at the Resource level
(Resource Details) and Project level (Project Details).
That is the first step of the schedule update process.  Keep an eye out for the next step which is
“Review/Analyze”.  Should you have questions about this article, please feel free to leave an email or
contact us at [email protected].

Second Step in Schedule Development with

The following is a continuation of a series that we are doing on lessons learned using Primavera P6. If
you missed the early post, please click here.

By default Primavera P6™ allows for multiple user access to any schedule (dependent on user access
and licensing) within the database. The access in which a schedule is opened is determined at under the
File menu, Open, Access Mode (Exclusive / Shared / Read Only).  If a project is selected from the Project
Window, by highlighting the project, right clicking and selecting Open Project, the file is opened in
‘Shared’ mode. However, when statusing schedule performance it is best to access the scheduling using
the ‘Exclusive’ mode to prevent other users from overriding progressed data.

Maintain Baseline (of previous update) in Primavera P6

Prior to updating schedule data, the previous version should be saved or ‘maintained’ as a Baseline to
track schedule modifications (slippage, accelerations) and changes to the project’s critical path. Using the
‘Maintain Baseline’ options (as shown in Figure 3) provided by the application (Activity Window, Project,
Maintain Baseline), Primavera P6™ renames the previous version or Baseline using the schedules
current Project Name ‘- B1, B2, etc.’ As Primavera P6™ allows for innumerable baselines or versions the
nomenclature should be renamed specific to the version being saved (i.e. – Update as of Data Date,
Contract Schedule version 01, What-If as of Data Date, etc.).
Rename File

Once the Baseline has been ‘maintained’, the current schedule should be renamed to a new version (i.e.
EX00 should be renamed to EX01). It is helpful to indicate whether this file is a draft, final, what-if, etc. in
the file name or by using a Project Code to indicate status.

Primavera P6™ allows the Scheduler the ability to copy the current schedule as a Reflection. The
Reflection copy can then be altered or updated and then merged back into the current schedule. A word
of caution when using this feature: the following data items, when deleted in the Reflection copy, will not
be deleted in the current schedule during the merge: Activities, Relationships, Resource Assignments,
WBS elements, Work Products and Documents, Project Expenses, Project Issues, and Project Risks.
These data elements would need to be manually deleted from the current schedule following the merge.
(Oracle Knowledgebase ID 908732.1)

Assign Baseline

As previously mentioned, Primavera P6™ allows for multiple Baselines associated to a single schedule.
Each user can view and compare up to three Baseline versions to the current schedule as well as the
overall project schedule (typically the Contract Schedule) using the Assign Baseline option (Activity
Window, Project, Assign Baseline). It is recommended (as shown in Figure 4) that the ‘Project Baseline’
be the approved contract schedule and the User ‘Primary Baseline’ be the last update or previous version
of the schedule which the Scheduler wishes to compare to the current schedule update.
ENTER DATA: Enter status (dates, percent complete, resources, costs)

“Schedule performance assessment starts by entering the actual start, finish, and milestone achievement
dates in the project schedule (usually using scheduling software).” [1].

“If earned value techniques are used, the percent complete information is also documented for each
activity. However, schedule performance is based on the remaining duration needed to complete the work
of the activity; which is then used to evaluate the percent of schedule completion.” [1].

Prior to statusing the schedule in Primavera P6™, the Scheduler must ensure that time is shown (Edit
menu, User Preferences, Dates, Time). If times are not shown, the software may enter incorrect start and
finish times. The Scheduler should enter all actual start dates, actual finish dates, percent completes,
remaining durations, resources and costs from the data provided by the team members. Each activity with
an actual date (start and/or finish) should be marked as Start/Finish and the date Start/Finish should be
entered. If Resource settings allow for auto-calculation the resource actuals will be updated, otherwise,
enter the actuals for each resource assigned to the activity.

Once the actual information is entered, the schedule can be calculated using the new Data Date (Tools
menu, Schedule). In P6™ there is an option to ‘Schedule automatically when a change affects dates’, it is
recommended that this option be unselected when statusing the actuals to improve speed and efficiency
of the program. Once calculated, the schedule should be reviewed to ensure the data was entered
correctly (refer to the section Review and Analyze).
After the schedule has been reviewed and is acceptable as a project schedule update, the schedule may
be saved as a Baseline (with ‘Status Only’ included in the title) prior to entering any new activities and
revised logic.

There are other options for updating activity progress based on work performance. If work performance
has occurred based on scheduled projections, P6™ allows the user the option to Apply Actuals (Tools
menu, Apply Actuals) and Update Progress (Tools menu, Update Progress). Activity actuals and percent
complete will be automatically statused based on projected performance up to the new Data Date. Note of
caution that Apply Actuals and Update Progress options use Planned Dates (Planned Start/Planned
Finish) versus scheduled Start/Finish or Early Dates which may be different. This setting can cause
defined Actual Dates to be changed.

Enter revisions/forecast (activities, durations, logic)

“Schedule forecasting starts with the statused network schedule.  If changes or trends have been
identified, the plan and schedule for the work scope remaining is then developed using the methods of the
schedule planning and development process.  The project schedule forecast is then revised reflecting the
current status integrated with the schedule for the remaining work scope.  The revised schedule must
consider the performance and productivity to date, resource allocation, any improvement or corrective
actions proposed, and risk factors.  Creating a revised schedule entails the schedule development steps,
and therefore is done only infrequently when conditions invalidate the planned schedule because it can
no longer be attained.  If no changes or trends have been identified, and the project status is as planned,
the schedule forecast is simply the existing schedule.” [1]

At this point, the Scheduler should enter any new activities, delete activities and revise logic and/or
durations based on information provided by the team.  The schedule should be recalculated with the new
data date and reviewed to ensure the data was entered correctly.  The schedule can be saved as a
Baseline (with ‘Revision’ added to the title) to monitor variances to the ‘status only’ update as well as the
previous update and Project Baseline schedule.

This section of the series ends here. Next up will be, “Review and Analyze”. If you don’t want to miss it,
there’s a “subscribe” button upper right hand of this article.

Fourth Step in Schedule Development with Primavera

The following is a the final section of the series that we are doing on lessons learned using Primavera
P6™. If you missed the introductory part of this series, we highly recommend that you start here.
“It is also a project control responsibility to keep those responsible for the work packages appraised of the
approved control baselines and current forecasts” [1].

Useful layouts that can be created in Primavera P6

The Planner / Scheduler must provide the team with various layouts and reports to communicate the
updated plan. Some useful layouts that can be created in Primavera P6™ include bar chart layouts, look
ahead schedules, critical path and near critical path sorts, and responsibility sorts. Each of these layouts
may be saved as ‘Global’ (available to all projects in the database), ‘User’ (available only to the user) and
‘Project’ (specific only to the project).

Create Custom Reports Using the ‘Report Wizard’ tool

“To help assess management priorities, additional schedule status reports may include lists of activities
sorted by pending planned start dates (activities requiring immediate attention), pending planned finish
dates, or by total float (activities with most immediate potential impact to project completion.” [1].
Primavera P6™ contains many standard schedule, resource and cost reports as well as ‘Report Editor’
and ‘Report Wizard’ tools which the Scheduler can use to create customized reports.

Final Note about “Lessons Learned” Series Using Primavera P6

Many Contract Documents are now requiring the use of the latest version of Primavera software (P6™)
therefore it is important for the Construction Scheduler to understand how to use this software most
efficiently in their effort to maintain and to complete their projects in a timely manner. A new or
inexperienced Primavera P6 user may be overwhelmed in the struggle to maintain and update the
schedule using P6™ and its advanced features without proper training or “Basic Training”. The
Construction Scheduler should be able to apply the “Lessons Learned” outlined in this paper to update
schedules quickly and efficiently using Primavera P6™.