Review of Schedule Specification Requirements District SAP/WBS breakdown Asset template Cost & Resource Loading Stored Material Costs

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1 Agenda Topics: 1. Oracle/Primavera buyout Within the last year, Oracle bought Primavera. Primavera support has been tailored to Oracle s standard. stead of initially speaking to a support representative, you have to go online and enter your username and password to access their support site and enter a service request. You will then have a Service Request number tied to your request, similar to what you had with Primavera. Oracle will call you to discuss your request within 24 hours. So far, the support has been good and prompt. 2. P3eC Vs. P3 - As you probably know, P3e was the name for the new platform of internet compatible Primavera scheduling software, replacing P3. Although P3 is still being sold, it is no longer being enhanced. The last revision was P3.1 (P3 stands for Primavera Project Planner) was built on the old 8-bit platform with Btrieve database. P3 stands for Primavera Project Planner (the 3 P s) and P3e is called Primavera Project Manager. P3 was not really compatible for the new technology of internet capabilities. P3e was a separate software package purchased by Primavera because it had the more advanced 32 bit platform adaptable to the ternet and was designed for advanced resource and cost management capabilities. Primavera wanted to break into the large corporate market with the ability to interface with Oracle, SQL, and various accounting systems. They recognized a need for shared scheduling of multiple projects by multiple users across the Enterprise utilizing the network and internet. P3e accomplished that need. As revisions to the software were published, the name changed to P3eC (C for construction to attract the construction market) and then P4, P5, P6 and currently P6, Version 7. Primavera Contractor is a scaled down version of P3e(P7) and sells for $1,295. Contractor Vs. P6 is similar to what SureTrak and P3 were. SureTrak was the scaled down version of P3. Although SureTrak and P3 are still around, their future is probably short lived. 3. As competition increases and funding declines, construction firms wanting to maintain a competitive edge need to respond to Owner s demands for more accurate and precise project status information. 4. today s construction environment, scheduling specifications must be written to not only provide information format standards, but also standards in operation features of the scheduling software and the quality of the information provided. Customization in reports, layouts and software features is essential for developing consistent and accurate results that can be easily compared and evaluated. Primavera provides that level of sophistication, which is not found in other scheduling software. That is why Primavera has become the standard in the industry for both public and private entities.

2 5. Review of Schedule Specification Requirements: A. District SAP/WBS breakdown Refer to the attached Asset template This is the breakdown of items to be used in all schedules for the grouping and sorting of activities by the District s SAP accounting codes. Note that for STA work there is a specific breakdown of categories and items within each category. Likewise, a Pump Station project has its own breakdown of categories and items. The appropriate breakdown must be created in P6 or Contractor as the WBS breakdown structure. Each schedule activity must be assigned to the lowest appropriate level of the breakdown. The Contractor should also include a SAP code of General Conditions at the top of the breakdown. The Contractor should create breakdowns under the General Conditions code for various activities such as Milestones, Mobilization, Bond & surance or other activities that do not belong to the other specific codes given. The numbering and order of the codes should follow the general outline shown on the template. B. Cost & Resource Loading Note that the schedule spec A shows the following materials that need to be tracked in the schedule: CY Cast in Place Concrete CY or LF Earthwork (Excavation) CY or LF Earthwork (Embankment) TONS Reinforcement Steel SF Concrete Formwork EA Mechanical and Process Equipment AC Clearing AC Grassing SY Geo-grid DAYS Dewatering The materials should be loaded as material resources with the appropriate quantities and unit/measure with units applied in each update so that a resource report can be generated showing the progress of quantities in place during the project. Costs (revenue loading of the schedule based on the breakdown of the schedule of values) should be loaded as resources as well. By loading cost and quantities as resources, both will add up to the contract value. Stored Material Costs All stored material costs must be included in the schedule cost loading. Stored material costs should be assigned to the associated procurement activities and statused so as to reflect those costs in the submitted payment application schedule of values. The total contract amount and total payment application amount must be reflected in the schedule.

3 C. Schedule Naming Convention - Schedule naming was explained for itial Baseline, Revised Baselines and Updated Baseline Schedules. Schedule names cannot exceed 20 charactrers. Therefore, all schedules will have the general naming format prefix with a shortened name of the project, such as C-111- FPDA- followed by the revision number (R0 for Revision 0) and Update no. (U0 means no update). Therefore, C-111-FPDA-R0-U0 represents the initial accepted Baseline Revision 0 (R0). C-111-FPDA-R0-U1 represents the first update of the initial accepted baseline. Each subsequent accepted revised baseline shall be numbered sequentially. Updated baselines will begin with U1 and continue sequentially until another revised baseline is accepted. D. Activity Description formatting All activity descriptions will contain a prefix for the geographic area. Each activity description must be unique. E. Activity Breakdown Avoid long duration activities. Activities should be broken down into shorter duration activities to allow better tracking of the work and assessing a more accurate percent complete. Avoid activity durations more than one month in duration. Concrete work should include activities for forming, rebar and pouring for a specific piece of the structure, including base slab, walls, ceiling, each wing wall, etc.. Refer to item B above. F. Reporting The required reports & barcharts will be discussed. Their layouts are attached for import into P6 or Contractor. G. Revisions to the Baseline 1. The following changes are allowed to the updated baseline schedule without requiring a revision to the baseline: a) When an activity s predecessor or successor has a Finish to Start relationship that is out of sequence and can be corrected by changing the relationship to a Start to Start or Finish to Finish. All other out-of-sequence changes require a revision to the baseline schedule. 2. Start to Finish relationships or negative lag are not allowed to be used in the schedule. 3. Actual Start, Actual Finish, Percent completes for units, costs or duration, actual cost and actual units must be manually entered for each reporting period. Any other changes to the updated baseline schedule must be approved by the District and will require a revision to the baseline schedule. H. Two Week Look-Ahead Schedule A sample two week look-ahead schedule is attached for the Contractor s use. The two week look-ahead schedule should show activities of work done in the past two weeks as well as activities of work planned for the next two weeks. The dividing line should be the date of the progress meeting. Note that abbreviations should be entered for actual start, actual finish, planned start and planned finish as well as rain days. CPM Schedule activity numbers should also be included so that work done weekly can be cross

4 referenced to the accepted schedule. A Comment area is included for specific comments about the item. I. Schedule of Values for Payment Request vs. P6 Cost Loading - The Contractor should ensure that the Construction Baseline and updated baseline schedules are fully cost loaded so that the total contract amount is reflected in the schedules. The Contractor must create the body of the payment request in P6 and format a layout or report to match the payment request format submitted. Actual Cost must be manually entered each update period and remaining cost will be automatically generated if the proper calculation settings are made. Primavera instructions are attached that explain the process of cost and resource loading and adjusting settings in P6. Always run a cost report to check whether statused activities having a budgeted cost have a current cost % complete, actual cost and remaining cost. The payment request submitted to the District must agree with the cost loading and cost statusing of the CPM schedule. Executed Change orders for time and/or dollars must be included in the schedule. The District must approve how they are added to the schedule and the Contractor must include them in their monthly update narrative. 6. Review of P6 schedule features and functions: A. Screen Layouts The attached PLF files are for importing into the Screen Layout portion that shows barcharts on the screen that can be printed. They can be imported into P6 or Contractor. B. Report Layouts - The attached ERP files are for importing into the report portion of P6 or Contractor. C. Cost & Resource assignments - As referenced in Item 2.B. above, activities must be created as follows: 1. Activities for pouring concrete at specific sections will have a resource assignment of CY of Cast-in-Place concrete and a resource assignment of Lump Sum Cost (also assigned to cost account) for the activity. 2. Activities for forming at specific sections will have a resource assignment of SF of Forms and a resource assignment of Lump Sum Cost (also assigned to cost account) for the activity. 3. Activities for rebar at specific sections will have a resource assignment of TONS of Rebar and a resource assignment of Lump Sum Cost (also assigned to cost account) for the activity. D. Creating and Assigning Baselines A copy of the most recent accepted Baseline will be assigned to the current updated baseline schedule as the baseline and primary baseline schedule. Refer to Maintain and Assign Baselines. E. Creating WBS structure Vs. Activity Codes A dummy project named SAMPLE SAP-WBS CODES IMBEDDED IN PROJECT, containing the SAP/WBS structure is attached and can be cut and pasted into the Contractor s project WBS structure.

5 The following directions explains how to copy and paste the SAP/WBS into your project: First, import the sample project. Then open your project and the sample project at the same time. Go to the sample project and then go to Project->WBS and select the Tree Structure view and do a CTRL-A to select all the breakdown I have in the sample project and then do a CTRL-C to copy it. Then go to your project and go to Project->WBS and select the Tree Structure view and do a CTRL-A to select all the breakdown that you might have in your project and delete it. Then do a CTRL-V to paste what you copied from the Sample project into your project. Scroll up and down to make sure you don t have any other WBS structure in your project. That s it. You re done. F. Project Vs. Activity Settings & Calculations Refer to the attached Primavera Note files in PDF for instructions on various settings or definitions of fields. The Contractor must set the Project Calculation to show Longest Path. G. Global Changes - The attached PCF files are for importing into the report portion of P6 or Contractor. The Unit Price PCF file will calculate unit price for activities with a budgeted Cost assignment and/or one resource assignment. Be sure to import the Calculate Unit Price PCF file into Global change and execute it first, since some of the barchart layouts use the unit price. The attached SOV excel file shows the SOV report that can be generated from P6 or Contractor. Note the Unit price. It is generated from the Global Change for unit price and then the user defined field for unit price can be shown on the report. Variance calculations PCF files are attached for use when showing those variances in the attached screen layout barcharts. H. Importing various layouts Follow the menus shown in () to import the appropriate files. PCF = Global Change (Tools->Global Change->Import) PLF = Layout (Screen layouts that you can print (View->Layout->Open- >Save existing layout? =No->Import) ERP = Report (Tools->Reports->Look for Import icon on the far right, just above Wizard icon) If you have any questions, please contact Paul D. Lannom, CCC, CPM, SFWMD Schedule/Project Controls Principal, , ext 4204, plannom@sfwmd.gov.