sm

California Department Of Transportation

ADVANCED
CPM SCHEDULING
WITH SURETRAK
Class # G0C094

ADVANCED CPM SCHEDULING WITH SURETRAK

September 2003
SureTrak is a registered trademark of Primavera Systems, Inc.
Training materials developed and produced by URS Corporation
for Caltrans District 7
[2003] by California Department of Transportation.
All rights reserved. No part of this Manual may be reproduced in any form or by any
electronic or mechanical means including information storage and retrieval systems without
permission in writing from California Department of Transportation.

Caltrans sm

CLASS #G0C094

COURSE OVERVIEW
(times approximate)

Advanced CPM Scheduling With SureTrak

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[2003] by California Department of Transportation.

CLASS #G0C094

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TABLE OF CONTENTS
LESSON 5: REVIEWING BASELINE SCHEDULES

5-1

Source Documentation . 5-2

Three Levels of Progress Schedule Specifications . 5-3
Progress Schedule Requirements Matrix .. 5-4
Pre-Construction Scheduling Conference . 5-7
Submittal Timeline . 5-8
Lesson Review 5-9
Baseline Schedule Review Process .. 5-10
Confirm Submittal ..... 5-11
Re-Calculate & Check .. 5-12
Verify Activities, Calendars, Codes .... 5-13
Baseline Review Layout ...... 5-14
Confirm Compliance . 5-15
Examine the Critical Path(s) 5-16
Buildability Validation Layout .. 5-17
Store Target Dates 5-18
Lesson Review 5-19
Workshop #5 5-20

LESSON 6: REVIEWING UPDATE SCHEDULES

6-1

Progress Schedule Requirements Matrix .. 6-2

Submittal Timeline . 6-4
Schedule Updates .... 6-5
Update Schedule Review Process . 6-6
Lesson Review 6-7
Confirm Submittal .. 6-8
Update Review Layout . 6-9
Re-examine the Critical Path(s) .. 6-10
Update Comparison Layout .....6-11
Target Bars..6-12
Comparison Utility . 6-13
Analyze Variances & Exceptions ... 6-14
Track Key Statistics ..... 6-15
Pivot Table Wizard.....6-16
Lesson Review 6-17
Workshop #6 6-18
ii

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CLASS #G0C094

LESSON 7: SCHEDULE ANALYSIS

7-1

Progress Schedule Requirements Matrix .. 7-2

Submittal Timeline . 7-3
Time Impacts ..7-4
Schedule Recovery ... 7-6
Time Impact Analysis Proces7-8
Preparing a Time Impact Analysis .. 7-9
Confirm Submittal .. 7-10
Reviewing a Time Impact Analysis .... 7-11
Lesson Review 7-13
Workshop #7 7-14
Additional Workshops.7-15

GLOSSARY

TECHNICAL TIPS

CONTRACTOR TIPS

CD INSTRUCTIONS

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CLASS #G0C094

iv

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Lesson 5: REVIEWING BASELINE SCHEDULES

LESSON 5: REVIEWING BASELINE SCHEDULES

In this lesson, you will learn the basic techniques for reviewing Baseline
Schedules with SureTrak.

At the completion of this lesson, you will be able to:

Identify the three different levels of schedule specifications
Understand the difference in requirements for each level of schedule
specifications
Understand the requirements for establishing a Baseline Schedule
Know the timeline for submitting the Baseline Schedule
Utilize SureTrak to ensure that the Contractors Baseline Schedule
conforms to the criteria for CPM Schedules by:
Checking the Data Date and Diagnostics
Verifying Calendars, Coding Structures
Creating a specific layout to review the Baseline Schedules
compliance with the Specifications
Examining the Critical Path
Validating the Buildability of the Project

This lesson will focus on the requirements for satisfying SSP # 08-015
(Most Demanding Requirements)

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Lesson 5: REVIEWING BASELINE SCHEDULES

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SOURCE DOCUMENTATION
The source document for scheduling requirements is the STANDARD SPECIFICATIONS
(SSPs) issued by the State of California, Department of Transportation in JULY 1999.

SECTION 8-1.04 PROGRESS SCHEDULE

When required by the special provisions, the Contractor shall submit to the Engineer a
practicable progress schedule within 20 working days of approval of the contract, and within
10 working days of the Engineers written request at any other time.
The Contractor may furnish the schedule on a form of the Contractors choice or, if
requested, the Engineer will furnish a form for the Contractors use. If the Engineer furnishes a
form, the Engineer will also furnish to the Contractor, on request, on or before the last day of
each month a copy of the form showing the status of work actually completed during the
preceding estimate period.
The schedule shall show the order in which the Contractor proposes to carry out the
work, the dates on which the Contractor will start the several salient features of the work
(including procurement of materials, plant, and equipment), and the contemplated dates for
completing those salient features.
The progress schedules submitted shall be consistent in all respects with the time and
order of work requirements of the contract.
Subsequent to the time that submittal of a progress schedule is required in accordance with
these specifications, no progress payments will be made for any work until a satisfactory
schedule has been submitted to the Engineer.

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Lesson 5: REVIEWING BASELINE SCHEDULES

THREE LEVELS OF PROGRESS SCHEDULE SPECIFICATIONS

BASIS

Least amount of requirements

SSP NUMBER 08-010

Use on all projects of $750,000 or less

AND
between 60 250 working days
(This SSP may be used for projects less than 60 days at the request of the District
Construction)

Moderate amount of requirements

SSP NUMBER 08-012

Use on all projects between $750,000 and $5 Million
AND
between 60 250 working days and when SSP 08-010 Progress Schedule
or SSP 08-015 Progress Schedule (Critical Path Method) are not used

Most amount of requirements

SSP NUMBER 08-015

Use on all projects with an Estimate of Cost of $5 Million or more

OR
with 250 or more working days

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Lesson 5: REVIEWING BASELINE SCHEDULES

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PROGRESS SCHEDULE REQUIREMENTS MATRIX

SSP #
08-010

SSP #
08-012

SSP #
08-015

N/A

N/A

SCHEDULES:
BASELINE SCHEDULE
CURRENT SCHEDULE UPDATES
FINAL UPDATE SCHEDULE

N/A
N/A
N/A

X
X
X

X
X
X

STATE-OWNED FLOAT

N/A

N/A

NETWORK DIAGRAM

N/A

REPORTS

N/A

N/A

PRE-CONCONSTRUCTION SCHEDULING CONFERENCE

N/A

TIME IMPACT ANALYSIS

N/A

N/A

SUMMARY
CONTRACT ITEM

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Lesson 5: REVIEWING BASELINE SCHEDULES

PROGRESS SCHEDULE REQUIREMENTS MATRIX (Continued)

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Lesson 5: REVIEWING BASELINE SCHEDULES

Caltrans

PROGRESS SCHEDULE REQUIREMENTS MATRIX (Continued)

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Lesson 5: REVIEWING BASELINE SCHEDULES

PRE-CONSTRUCTION SCHEDULING CONFERENCE

The Engineer and the Contractor shall meet within 10 working

days of the Contract approval the Contractor shall be prepared to
provide and discuss the following:

- Time-scaled Network / Logic Diagram displaying the major

activities and sequence of planned operations

The proposed work plan and schedule methodology that complies with the
requirements of the Contract Special Provisions

An alphanumeric coding structure to be utilized for the schedule

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Lesson 5: REVIEWING BASELINE SCHEDULES

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SUBMITTAL TIMELINE

The Baseline Schedule is due within 20 working days of Contract approval

Three weeks shall be allowed for the Engineers Review after the
Baseline Schedule and all support data are submitted
Network / Logic Diagram
Coding Structure
Activity Identification System
Electronic file

Weekly Meetings between the Contractor and Engineer will occur

after the initial Pre-Construction Scheduling Conference until the
Baseline Schedule is approved by the Engineer

Schedules that are rejected by the Engineer shall be corrected by

the Contractor and resubmitted within 5 Working Days of notification
by the Engineer at which time a new one-week review period will begin

Contract
Approval

10
Days

Pre-Construction
Scheduling
Conference

Page 5- 8

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20
Days

Baseline
Submittal

5
Days

Resubmittal
(If Necessary)

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Lesson 5: REVIEWING BASELINE SCHEDULES

REVIEW QUESTIONS
1. This Lesson is focused on which of the Specifications?
a. SSP 08-010
b. SSP 08-012
c. SSP 08-015

(5-1)

2. What is the basis for defining the Progress Schedule Specifications?

_______________ and _____________

(5-3)

3. In the General Requirements, the Contractors Schedule must have:

a. Between 15 and 115 activities
b. Between 10 and 20 working days
c. Between 50 and 500 activities

(5-4)

4. Which statement is incorrect:

(5-5)
a. Contractor must show Milestones in the Schedule
b. Contractor can use State-owned float without Engineers approval
c. Contractor must utilize activity codes
d. The Time-scaled Network Diagram must show primary paths of criticality
5. Which statement is correct:
a. The Baseline Schedule does not need to show the Critical Path
b. The Pre-Construction Scheduling Conference shall be arranged within
20 calendar days of the Contract approval
c. The Data Date shall not be the first working day of the contract
d. A minimum of 50% of the Baseline Schedule activities must be critical
e. The Contractor shall submit a coding structure at the Pre-Construction
Scheduling Conference

(5-6)

6. The Contractor is required to submit Time-scaled Network / Logic diagram (5-7)

at the Pre-Construction Scheduling Conference.
a. False
b. True
7. The Contractors Baseline Schedule is due within how many working daysf (5-8)
Of Contract Approval?
a. 5 Calendar Days
b. 10 Working Days
c. 15 Calendar Days
d. 20 Working Days
8. How long is the initial review period of the Contractors Baseline Schedule? (5-8)
a. 1 Week
b. 2 Weeks
c. 3 Weeks
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Lesson 5: REVIEWING BASELINE SCHEDULES

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BASELINE SCHEDULE REVIEW PROCESS

Best Practices
- Establish a consistent and diligent Baseline Schedule Review Process as
described below
- Practice good File Management
- Review Baseline Schedule from multiple perspectives (bar chart can be
misleading)
- Strive for best and most realistic work plan

Disk, Time-scaled Network / Logic Diagram,

Coding Structure

Recalculate Schedule, Check Data Date,

Check Constraints, Check Open Ends

Total Number of Activities, Calendars, Project End

Date, Milestones, Coding Structure

Descriptions, Durations, Relationships, Float, Activity

Codes

Utility Notifications, Submittals & Reviews, Procurement

& Delivery, Staging & Sequencing, Falsework &
Shoring, Testing & Settlement, Traffic Control

Identify & Trace Critical Path, Lags,

Number of Critical Activities

Work Flow, Concurrent Activities, Site Constraints

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Lesson 5: REVIEWING BASELINE SCHEDULES

CONFIRM SUBMITTAL

Be sure to review the steps to Backup a Project with

the Contractor
-

In SureTrak, Select Tools, Project Utilities,

Backup

Select the Project you want to back up

Select Project Groups for the Type, backup

with a .prx extension

Select the A Drive (in the field below the

Project Section) to back up to a diskette

TT II PP

THE PROJECT DOES

NOT NEED TO BE OPEN

You must Restore the .prx file on your computer

before you can open the project for review
-

Select Tools, Project Utilities, Restore

Selec the Type to be Project Groups

Select the From folder and the To folder

Restore the BASE file

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Lesson 5: REVIEWING BASELINE SCHEDULES

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RE-CALCULATE & CHECK

Recalculate the schedule

-

This will allow you to verify that the DATA

DATE is the same as the first working day of
the Project and ensure that the schedule
reflects the calculated information

Select Tools, Schedule

OR press the F9 key

Run the Diagnostic Report

-

Page 5- 12

Select Tools, Basic Scripts

Choose Schedrpt.sbx, click Run
Check for Actual Dates
Check Constraints
Check Open Ends

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Lesson 5: REVIEWING BASELINE SCHEDULES

VERIFY ACTIVITIES, CALENDARS, CODES

Select File, Project Overview

-

To verify that the Baseline Schedule has

not less than 50 Activities nor more than
500 Activities

To verify the calculated Project End Date

is not beyond the Contractual
Completion

To confirm the entry of the Project

Completion date (float values then
correctly reflect relative to the contract
completion date)

Select Define, Calendars

-

To view the calendars that have been defined by

the Contractor

To verify the Caltrans work and non-work days are

shown correctly

Select Define, Activity Codes

- To verify that the Contractor has the required
Activity Codes defined
Responsibility
Stage, Work Shifts
Location
Contract Pay Item Numbers

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Lesson 5: REVIEWING BASELINE SCHEDULES

BASELINE REVIEW LAYOUT

Open the Project (BASE)

Select Format, Organize

Group By: Stage, Responsibility

Sort by: Early Start, Early Finish

Select Format, Columns

-

Select Columns for

Activity ID, Description
Calendar
Duration
Dates
Float
Relationships
Codes

Save your Layout

- Select View, Layouts
- Select the + Button and give the layout a
Name and Description
- Click on Apply to save

Print your Layout

- Select File, Print
- Select the Printer
- Click on OK
TT II PP
AT PRE-CONSTRUCTION SCHEDULING
CONFERENCE ASK THE CONTRACTOR TO ADD THIS
LAYOUT IN THEIR SURETRAK BASELINE FILE

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Lesson 5: REVIEWING BASELINE SCHEDULES

CONFIRM COMPLIANCE
Review the Layout you created to see that the Contractor has included and established the
appropriate activities that meet the Requirements for the Baseline Schedule and has properly
coded each activity.

Review the Activity Description column for:

Clear and Legible Descriptions
Pertinent Milestones
Utility Notification and Relocation Activities
All work performed by the Contractor, Subcontractors and Suppliers
Periods for Testing and Settlement
Procurement, Delivery, Installation and Testing of Material, Plants and Equipment
Periods for Erection and Removal of Falsework and Shoring
Periods for Finishing Roadway and Final Cleanup
Submittal Development, Delivery and Review/Approval Periods

Review the Calendar column for:

Activities that should be on the 7 day vs. the 5 day calendar
(i.e. Settlement)

Review the Original Duration column for:

A minimum length of 1 working day (except for Milestones/Events)
A maximum length of 20 working days
Any duration with an * indicates a Duration constraint

Review the Early Start and Early Finish columns for:

Dates with an * indicates a start or finish constraint
Dates with an A indicates an actual start or finish date (not allowed)

Review the Total Float column for:

No Negative Float attributed to any Activity

Review the Predecessor and Successor columns for:

All activities should have at least one Predecessor (except
for the Project Start Milestone)
All activities should have at least one Successor (except for the Project Completion
Milestone)

Review the Stage, Resp and Elem columns for:

All activities should be properly coded for the appropriate
Stage
All activities should be properly coded for the appropriate Resp party
All activities should be properly coded for the appropriate Element

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Lesson 5: REVIEWING BASELINE SCHEDULES

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EXAMINE THE CRITICAL PATH(s)

Go to the PERT (Network) View

- Select View, PERT
- Select Format, Organize
- On the Grouping Tab, Group By Total Float

On the Arrangement Tab,

choose PERT layout with timescale
and Timescale Interval of Monthly

Select Format Relationships

Check to Display lag and Display type
Then any relationship that is not FS (Finish-to-start) or
that has a lag will appear on the network diagram

Review network
- Activities are organized by Float, thus the most Critical
Path appears in first group
- Per the specifications, no more than 50% of the total activities should be Critical (lowest
float) or Near-critical (next groups with low float)
- Examine to ensure that logical links exist between activities
- Check lags to determine acceptability, negative lags should not be attributed to any
activity
- Select View, Trace Logic to display more detailed view
-

Trace Logic View

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Lesson 5: REVIEWING BASELINE SCHEDULES

BUILDABILITY VALIDATION LAYOUT

Go to the Bar Chart View

-

Select View, Bar Chart

Select Format, Organize

Group By Early Start then Order by Week

Sort by Early Start and Early Finish

Then Select Format, Columns

Choose the columns as shown

Save your Layout

- Select View, Layouts
- Select the + Button and give the layout a
Name and Description
- Click on Apply to save

Review the schedule for buildabililty and workflow

- Activities are listed in work sequence and grouped by week to reflect the contractors
workplan
- Columns indicate the activity information, responsibility, duration, dates and float
- Bar chart reflects the critical path(s) in red and concurrent activities

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Lesson 5: REVIEWING BASELINE SCHEDULES

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STORE TARGET DATES

Once a Baseline Schedule review is completed and is accepted, it is good practice to store
the approved baseline dates as Target Dates. These can then be utilized for comparison
purposes as the schedule is updated.

Apply the Filter for All Activities

Select Define, Target Dates

Choose to Assign Early Dates for All Activities

Select View, Activity Detail, Dates to review both

the current schedule dates and the Target Dates

Target Dates can also be displayed in Columns

Target Bars can also be displayed to provide a

visual comparison of the Current to the Target Dates (covered in Lesson 6)

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Lesson 5: REVIEWING BASELINE SCHEDULES

REVIEW QUESTIONS
1.

It is best to only look at the Bar Chart when reviewing a Baseline Schedule. (5-10)
a.
True
b.
False

2.

Which statement is correct?

a. You do not have to Restore the backed up file first before opening
b. You can open the .PRX file directly
c. You must Restore the file before it can be opened

(5-11)

3.

What determines the Data Date for the Baseline Schedule?

a.
Day the Contract was signed by the Contractor
b.
Day the Contract was signed by Caltrans
c.
The first working day of the Project
d.
The day the Contractor actually mobilizes on site

(5-12)

4.

The calculated Project End Date can be later than the Contract Completion. (5-13)
a.
False
b.
True

5.

Which statement about the Baseline Review Layout is incorrect?

a.
It is not required to be developed by the Contractor
b.
It is already a standard layout that comes with SureTrak
c.
The reviewer must create it

(5-14)

6.

What is the maximum number of days that should be shown in the

Baseline Schedule for any activity?
a.
10 Working Days
b.
20 Calendar Days
c.
30 Working Days
d.
20 Working Days

(5-15)

7.

The Critical and the Near-Critical Paths should not be more than
__________ Percent of the total activities in the Baseline Schedule.

(5-16)

8.

What is the best way to determine the buildability of the Project Schedule? (5-17)
a.
Ask the Contractor
b.
Wait until the Project is 75% complete
c.
Develop a buildability layout to validate
d.
Ask the Sub-Contractors

9.

Target Dates should be Defined after the Baseline Schedule is accepted.

a. False
b. True

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(5-18)

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Lesson 5: REVIEWING BASELINE SCHEDULES

WORKSHOP #5
Use SureTrak to review a Baseline Schedule:
See page 5-10 for Baseline Schedule Review Process steps

1.

Restore the BASE.prx file (page 5-11)

see page 3-2 for sample project specifics

2.

Re-calculate and Check the Baseline Schedule (page 5-12)

3.

Verify the number of Activities, the Calendars and the Coding Structure (page 5-13)

4.

Create a Baseline Schedule Layout and then review (page 5-14)

5.

Confirm the Baseline Schedule Compliance (page 5-15)

6.

Examine the Critical Path(s) in PERT (page 5-16)

7.

Create a Buildability Validation layout and then review (page 5-17)

8.

Store the Target Dates and then view (page 5-18)

9.

Would you recommend this Baseline Schedule be a. Accepted

b. Conditionally Accepted
c. Rejected

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Lesson 6: REVIEWING UPDATE SCHEDULES

LESSON 6: REVIEWING UPDATE SCHEDULES

In this lesson, you will learn the basic techniques for reviewing Update
Schedules with SureTrak.

At the completion of this lesson, you will be able to:

Understand the requirements for Update Schedules
Know the timeline for submitting the Update Schedule
Utilize SureTrak to ensure that the Contractors Update Schedule conforms
to the criteria for CPM Schedules by:
Re-checking and re-verifying same items as for Baseline Schedules
Validate Progress & Measure Performance
Perform Comparison
Analyze Variances & Exceptions

This lesson will continue to focus on the requirements for satisfying SSP # 08-015
(Most Demanding Requirements)

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Lesson 6: REVIEWING UPDATE SCHEDULES

PROGRESS SCHEDULE REQUIREMENTS MATRIX

SSP #
08-010

SSP #
08-012

SSP #
08-015

N/A

N/A

SCHEDULES:
BASELINE SCHEDULE
CURRENT SCHEDULE UPDATES
FINAL UPDATE SCHEDULE

N/A
N/A
N/A

X
X
X

X
X
X

STATE-OWNED FLOAT

N/A

N/A

NETWORK DIAGRAM

N/A

REPORTS

N/A

N/A

PRE-CONCONSTRUCTION SCHEDULING CONFERENCE

N/A

TIME IMPACT ANALYSIS

N/A

N/A

SUMMARY
CONTRACT ITEM

NOTE: The General and Specific Requirements still apply to Updates (See 5-4 and 5-5)

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Lesson 6: REVIEWING UPDATE SCHEDULES

PROGRESS SCHEDULE REQUIREMENTS MATRIX (Continued)

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Lesson 6: REVIEWING UPDATE SCHEDULES

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SUBMITTAL TIMELINE

The Update Schedules are required beginning one month after the Baseline Schedule
is approved

Data Date for each Update Schedule shall be the 21st day of each month

Two weeks shall be allowed for the Engineers Review after the
Update Schedule and all support data are submitted
Electronic File (backup disk)
Narrative Report
Tabular Reports
Network Diagram

Schedules that are rejected by the Engineer shall be corrected by

the Contractor and resubmitted within 5 Working Days of notification
by the Engineer at which time a new one-week review period will begin

Baseline
Approval

Page 6- 4

1
Month

5
Days

Begin
Monthly
Update
Submittals

Resubmittal
(If Necessary)

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Lesson 6: REVIEWING UPDATE SCHEDULES

SCHEDULE UPDATES

The three stages of Progress are:

- Completed Activities
- In-Progress Activities
- Future Activities

100%

Schedule Updates require:

- Actual Start / Finish Dates
- Percent Complete
- Remaining Duration

40%
0%

Schedule Maintenance includes:

- Revisions to Durations
- Revisions to Relationships
- Review/Revise Constraints

Choose the activity, then select

Tools, Update Activity to open
the update window

Choose Actual Start and enter that Date

Enter the Percent Complete or the

Remaining Duration then click on Update

Also, the Update information can be

entered by using Format, Columns
- Enter the Actual Start Date
- Enter the Percent Complete or the
Remaining Duration

Then select Tools, Schedule to change the

Data Date and recalculate the schedule

To display two schedules at the same time, open both schedules, select Window, Tile

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Lesson 6: REVIEWING UPDATE SCHEDULES

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UPDATE SCHEDULE REVIEW PROCESS

Best Practices
- Establish a consistent and diligent Update Schedule Review Process as
described below
- Practice good File Management
- Review Update Schedule from multiple perspectives
(bar chart can be misleading)
- Strive for best and most realistic updated work plan

Backup Disk, Narrative Report, Network Diagram, Tabular

Reports
Recalculate Schedule, Check Data Date,
Re-Check Constraints, Re-Check Open Ends
Total Number of Activities, Project End Date,
Milestones, Coding Structure
Descriptions, Calendars, Durations, Relationships, Float, Activity
Codes
Utility Notifications, Submittals & Reviews, Procurement &
Delivery, Staging & Sequencing, Falsework & Shoring, Testing &
Settlement, Traffic Control
Identify & Trace Critical Path(s), Lags, Number of Critical Activities

Work Flow, Concurrent Activities, Site Constraints

Actual Start & Finish Dates, Percents Complete,
Remaining Duration, Actual Duration

Compare Baseline (Target) to Update (Current) Schedule

Variances (Dates, Durations) and Exceptions

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Lesson 6: REVIEWING UPDATE SCHEDULES

REVIEW QUESTIONS
1. This Lesson is still focused on which of the Specifications?
a. SSP 08-015
b. SSP 08-012
c. SSP 08-010

(6-1)

2. The Data Date for each monthly Update Schedule shall be the a. 30th
b. 21st
c. 15th
d. 1st

(6-2)

3. Which item is not to be included in the Monthly Update Narrative?

a. Description of Critical Path
b. Work Completed During the Period
c. Proposed Alphanumeric Coding Structure
d. Description of Problem Areas

(6-3)

4. Update Schedules are required to begin how soon after Baseline approval? (6-4)
a. 1 month
b. 21 days
c. 2 months
d. 5 days
5. Which statement is incorrect:
a. There are 3 stages of Progress
b. Schedule Updates do not require actual start / finish dates
c. Schedule Maintenance includes revisions to relationships
d. Schedule Updates require Percent Complete

(6-5)

6. Which step is not unique to the Update Schedule Review Process?

a. Analyze Variances & Exceptions
b. Examine the Critical Path
c. Perform Comparison
d. Validate Progress & Measure Performance

(6-6)

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Lesson 6: REVIEWING UPDATE SCHEDULES

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CONFIRM SUBMITTAL

Narrative

Xxxxxxx xxxx
xxx xxxx xxxx
Xxxxxxx xxxx
xxx xxxx xxxx
Xxxxxxx xxxx
xxx xxxx xxxx
Xxxxxxx xxxx
xxx xxxx xxxx
Xxxxxxx xxxx
xxx xxxx xxxx
Xxxxxxx xxxx

Network Diagram

Tabular Reports
xxxxxx
xxxxxx
xxxxxx
xxxxxx
xxxxxx
xxxxxx
xxxxxx
xxxxxx

xxxxxxxxxxxxx
xxxxxxxxxxxxx
xxxxxxxxxxxxx
xxxxxxxxxxxxx
xxxxxxxxxxxxx
xxxxxxxxxxxxx
xxxxxxxxxxxxx
xxxxxxxxxxxxx

xxxxxxx
xxxxxxx
xxxxxxx
xxxxxxx
xxxxxxx
xxxxxxx
xxxxxxx
xxxxxxx

Backup
Disk

Be sure to review the steps to Backup a Project with

the Contractor
-

In SureTrak, Select Tools, Project Utilities,

Backup

Select the Project you want to back up

Select Project Groups for the Type, backup

wwith a .prx extension

Select the A Drive (in the field below the

Project Section) to back up to a diskette

TT II PP

THE PROJECT DOES

NOT NEED TO BE OPEN

You must Restore the .prx file on your computer

before you can open the project for review

Page 6- 8

Select Tools, Project Utilities, Restore

Selec the Type to be Project Groups

Select the From folder and the To folder

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Lesson 6: REVIEWING UPDATE SCHEDULES

UPDATE REVIEW LAYOUT (similar contents as Tabular Reports)

Open the Project (UPD1)

Select Format, Organize

Group By: Stage, Responsibility

Sort by: Early Start, Early Finish

Select Format, Columns

-

Select Columns for

Activity Information
Duration
Dates
Float
Relationships
Codes

VALIDATE PROGRESS & MEASURE PERFORMANCE

Percent Complete, Original vs. Actual Duration
Remaining Duration, Actual Dates, Field Diaries

Save your Layout

- Select View, Layouts
- Select the + Button and give the layout a
Name and Description
- Click on Apply to save

Print your Layout

- Select File, Print
- Select the Printer
- Click on OK

TT II PP

AT PRE-CONSTRUCTION SCHEDULING
CONFERENCE ASK THE CONTRACTOR TO ADD THIS
LAYOUT IN THEIR SURETRAK BASELINE FILE

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Lesson 6: REVIEWING UPDATE SCHEDULES

RE-EXAMINE THE CRITICAL PATH(s)

Go to the PERT (Network) View

- Select View, PERT
- Select Format, Organize
- On the Grouping Tab, Group By Total Float

On the Arrangement Tab,

choose PERT layout with timescale
and Timescale Interval of Monthly

Select Format Relationships

Check to Display lag and Display type
Then any relationship that is not FS (Finish-to-start) or that
has a lag will appear on the network diagram

Review network
- Activities are organized by Float, thus the most Critical Path appears in first group
- Examine to ensure that logical links exist between activities
- Check lags to determine acceptability, negative lags should not be attributed to any
activity
- Select View, Trace Logic to display more detailed view

Trace Logic View

Open End

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Lesson 6: REVIEWING UPDATE SCHEDULES

UPDATE COMPARISON LAYOUT

This approach utilizes the Target Dates that were Defined
(stored) after the Baseline approval (see page 5-18)

Open the Project

Select Format, Organize
- Group By: Stage, Responsibility
- Sort by: Early Start, Early Finish
Select Format, Columns
- Select the Columns shown for
Activity Information
Durations
Dates
Variances
Float
Save your Layout
- Select View, Layouts
- Select the + Button and give the layout a
Name and Description
- Click on Apply to save
Review the schedule for exceptions and variances
- Activities are listed by Responsibility to help review productivity / status
- Columns indicate the activity information, durations, dates, variances and float
- Bar chart reflects the completed work (blue) critical path(s) in red and remaining
work (green)

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Lesson 6: REVIEWING UPDATE SCHEDULES

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TARGET BARS
How can I show Target Bars (based on Target Dates) in my production (current) schedule?

1. Open the project

2. Navigate to "Format, Bars" and under Data Item, look for

"Target Bar"
-

If the target bar is not listed under "Data Item",

click on the "+" and add the "Target bar" to the
Data Item list

Place a check mark in the "Visible" column for

the "Target Bar"

This will make the yellow target bar appear in the

"Sample Bar" area

Click "OK".

3. Navigate to "Format, Row Height"

- Select "Automatic Size" and apply to
"All Activities"
- Click "OK"
- This will resize the row heights automatically
so that the target bars will have "room" to be
shown on the schedule bar chart

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Lesson 6: REVIEWING UPDATE SCHEDULES

COMPARISON UTILITY
This approach utilizes the Digger Utility to compare
two different schedule files.

Projects must be saved in Project Groups

format

Select Base file (baseline or previous update)

Select Revised file (current update)

The Comparison tab lists all the various data

items / fields that will be compared

Click on Run to perform the comparison

Digger produces a summary report of all

differences

Also produced is a detail listing of the specific

changes

Review detail listing for key changes /

differences

Advanced CPM Scheduling With SureTrak

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Lesson 6: REVIEWING UPDATE SCHEDULES

ANALYZE VARIANCES & EXCEPTIONS

While SureTrak (and Digger) may help identify the variances and exceptions, a thorough
analyzation will help focus on key issues.

Analyze the Duration columns:

How does the Actual Duration compare to the Original (planned) Duration?
Does the Remaining Duration appear to be valid for the remaining work?

Analyze the Dates columns:

Early Start/Finish dates are from the current update schedule (based on
calculations)
Actual Dates are indicated with an A
Target Start/Finish dates are from the baseline dates stored (see page 5-18)
If the Target Start/Finish dates are blank, this activity has been added since the
baseline was approved

Analyze the Finish Variance column:

This column represents the number of workdays (based on the calendar) that the
finish date of that activity has changed from the baseline to the current udpate

Analyyze the Float column:

Completed activities do not have float values
Critical activities have the lowest float
Activities with Negative Float indicate the project completion is beyond the
contractual date

Analyze the Digger reports to review:

Added / Deleted Activities (or renumbered)
Changes in Original (planned) durations
Changes in Calendar assignments
Changes in Activity Descriptions
Added / Deleted / Changed Constraints
Changed Critical Status
Added / Deleted Relationships
Changed Relationship Lags
Added / Deleted / Changed Activity Codes

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Lesson 6: REVIEWING UPDATE SCHEDULES

TRACK KEY STATISTICS

Develop and maintain a spreadsheet / chart of the key statistics from the baseline and each
schedulel update

Provides perspective of the schedule progression or regression

List of items can be expanded to include other key data or values

Source Of Data
- No. Of Activities can be found on the Project Overview and the Diagnostic Report
- % Critical Activities can be calculated by dividing the Number of Critical Activities
(apply the Critical filter) with the Total Number of Activities in the schedule
- Critical Path Total Float can be determined by organizing by Float, as the lowest
float values appear at the top of the layout
- Total % Complete can be found on the Project Overview
- Project Completion Date can be found on the Project Overview

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Lesson 6: REVIEWING UPDATE SCHEDULES

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PIVOT TABLE WIZARD

Tabluar Reports / Spreadsheets of the

schedule information can be produced using
the Pivot Table Wizard that utilizes Excel to
read the SureTrak data and produce reports

Select Tools, Wizards, Pivot Table Wizard

Choose the item that you want to summarize

and report on by Row

Choose the item that you want to summarize

and report on by Column

Select the item you want to create a Page

break for each value

Enter the Data item that you would like to

summarize / report on by the Rows and
Columns selected

Choose the Filter for which activities will be

included in the report

Reports can be run for other data items:

- Activity dates
- Resources
- Costs
- Variances

Page 6- 16

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Lesson 6: REVIEWING UPDATE SCHEDULES

REVIEW QUESTIONS
1.

Which statement is incorrect?

a. You have to Restore the backed up file first before opening
b. You can open the .PRX file directly
c. Choose Tools, Project Utilities, Restore to restore a .PRX file

(6-8)

2.

Which statement about the Update Review Layout is correct?

a. It is required to be developed by the Contractor
b. It is already a standard layout that comes with SureTrak
c. The reviewer must create it

(6-9)

3.

Which change will not potentially affect the Critical Path?

a. Change in Calendar
b. Change in Relationships
c. Change in Remaining Duration
d. Change in Activity Description

(6-10)

4.

The Update Comparison Layout does not help you identify a. Major variances in Duration
b. Major variances in Start/Finish Dates
c. Changes in Activity Codes
d. Current Percent Complete

(6-11)

5.

The Digger Comparison Utility helps identify changes in a. Relationships

b. Descriptions
c. Site Conditions
d. Durations
e. All of the above
f. a,b and d

(6-13)

6.

Which statement about the Update Comparison Layout is correct?

a. Actual Dates are indicated with an *
b. Completed activities have float
c. Critical Activities have the lowest float
d. Finish Variance is the difference between the baseline start
and the current finish

(6-14)

7.

It is important to identify Added / Deleted activities.

a. False
b. True

(6-14)

8.

Tracking key schedule statistics provides perspective of trends.

a. True
b. False

(6-15)

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Lesson 6: REVIEWING UPDATE SCHEDULES

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WORKSHOP #6
Use SureTrak to review an Update Schedule:

1.

Restore the UPD1.prx file (page 6-8)

2.

Create an Update Schedule Layout and then review (page 6-9)

3.

Re-Examine the Critical Path(s) in PERT (page 6-10)

4.

Create an Update Comparison Layout and then review (page 6-11)

5.

Analyze Variances & Exceptions (page 6-14)

6.

Would you recommend this update be accepted?

Page 6- 18

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Lesson 7: SCHEDULE ANALYSIS

LESSON 7: SCHEDULE ANALYSIS

In this lesson, you will learn the basic techniques for Schedule Analysis with
SureTrak.

At the completion of this lesson, you will be able to:

Understand the requirements for Time Impact Analysis
Know the timeline for submitting the Time Impact Analysis
Utilize SureTrak to ensure that the Contractors Time Impact Analysis
conforms to the criteria for CPM Schedules
Prepare a Time Impact Analysis
Review a Time Impact Analysis

This lesson will continue to focus on the requirements for satisfying SSP # 08-015
(Most Demanding Requirements)

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Lesson 7: SCHEDULE ANALYSIS

PROGRESS SCHEDULE REQUIREMENTS MATRIX

SSP #
08-010

SSP #
08-012

SSP #
08-015

N/A

N/A

SCHEDULES:
BASELINE SCHEDULE
CURRENT SCHEDULE UPDATES
FINAL UPDATE SCHEDULE

N/A
N/A
N/A

X
X
X

X
X
X

STATE-OWNED FLOAT

N/A

N/A

NETWORK DIAGRAM

N/A

REPORTS

N/A

N/A

PRE-CONCONSTRUCTION SCHEDULING CONFERENCE

N/A

TIME IMPACT ANALYSIS

N/A

N/A

SUMMARY
CONTRACT ITEM

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Lesson 7: SCHEDULE ANALYSIS

SUBMITTAL TIMELINE

A Time Impact Analysis is to be submitted with each request for an adjustment of

Contract Time

The Time Impact Analysis is to be submitted within 15 working days of receiving a

written request from the Engineer

Two weeks after receipt of the Time Impact Analysis are allowed for the Engineer to
approve or reject

When the Time Impact Analyis is rejected, the Contractor and Engineer will meet to
discuss and resolve the issues - if an agreement is not reached, the Contractor will be
allowed, within 15 days after the meeting, to submit a written Notice of Potential Claim

15
Working
Days

Request

2
Weeks
ys

Contractor
Submits
Time
Impact
Analysis

Advanced CPM Scheduling With SureTrak

Engineer
To Approve
Or Reject

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Lesson 7: SCHEDULE ANALYSIS

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TIME IMPACTS

PLANNED
- Original workplan
- Approved Baseline

IMPACT TO EXISTING
ACTIVITY (NonCritical)
- Planned vs. impacted
duration?
- What was the available
float at time of impact?
- Float exceeds the net
impact
- No effect on Critical Path
- No time extension

IMPACT TO EXISTING
ACTIVITY (Critical)
- Planned vs. impacted
duration?
- What was the available
float at time of impact?
- Net impact exceeds
Float
- Will effect Critical Path
- Eligible for time
extension (if Owner
caused)

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Lesson 7: SCHEDULE ANALYSIS

TIME IMPACTS (continued)

PLANNED
- Original workplan
- Approved Baseline

NEW IMPACT (NonCritical)

- Add impact activity
- Connect Relationships
- Recalculate Schedule
- No effect on Critical Path
- No time extension

NEW IMPACT (Critical)

- Add impact activity
- Connect Relationships
- Recalculate Schedule
- Will effect Critical Path
- Eligible for time
extension (if Owner
caused)

Advanced CPM Scheduling With SureTrak

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Lesson 7: SCHEDULE ANALYSIS

SCHEDULE RECOVERY

Example:
After updating and recalculating a schedule, the project is now forecasted to
complete on 7/05/01 which is 4 days later than the 7/1/01 target date
#1210 - Drainage Structure is on a 5 day work calendar
#1500 Embankment Fill/Settlement is on a 7 day work calendar
There is a FS (finish to start) relationship between the two activities

By overlapping activities, the target completion date could be achieved

- Change relationship to SS (start to start) with a lag of 21 days
- Creates overlap of 4 workdays
- Assumes start of Embankment Fill overlaps with last few days of Drainage Structure

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Lesson 7: SCHEDULE ANALYSIS

SCHEDULE RECOVERY (continued)

By changing Drainage Structure to a 6 day work calendar, the target completion date
could be achieved
- Establish 6 day work Calendar
- Assign Drainage Structure to that calendar
- Assumes contractor can work those Saturdays and the potential cost (if any) is
acceptable

By changing (reducing) the duration of the Embankment/Fill, the target completion date
could be achieved
- Change Remaining Duration on #1500 to 17w1d (reduces it by 4 workdays)
- Assumes the reduced duration can be accomplished and is acceptable under the
specs

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Lesson 7: SCHEDULE ANALYSIS

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TIME IMPACT ANALYSIS PROCESS

Copy
File

Always make a working copy of the live schedule

Store
Target Dates

Storing the current dates allows for later comparison and

identification of changes

Note Completion
Date

Note the current completion date, before the changes are

incorporated

Add Impact
Activity

Add a new activity with a description that represents the

impact, assign to proper calendar and assign the duration

Connect
Relationships

Connect the new activity in between the activities where

the impact occurred

Make Notes In
Activity Logs

Describe the impact in detail in the Activity Logs

Recalculate
Schedule

Recalc (F9) the schedule to establish the revised dates

Evaluate Impacts To
Critical Path &
Completion Date

Page 7- 8

Compare recalculated impact schedule to the stored target

dates and identify variances

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Lesson 7: SCHEDULE ANALYSIS

PREPARING A TIME IMPACT ANALYSIS (also for What-If analysis)

Restore Project UPD1

- Tools, Project Utilities, Restore
Save As TIA1
- File, Save As
Open Layout 02
- From Layout pulldown list
Store Current Dates
- Define, Target Dates, Early
Check Project Completion Date
- File, Project Overview
Add impact activity
- Click On #1540 COLUMNS BR 720
- Press INS key
- Add #1600 *NEW IMPACT ACTIVITY (4 days)
Connect Relationships
- Predecessor is #1520 BENT FOOTINGS
- Successor is #1540 COLUMNS BR-720
Recalculate Schedule
- Press F9
Re-Check Project Completion Date
- File, Project Overview
Print Layout
- File, Print

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Lesson 7: SCHEDULE ANALYSIS

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CONFIRM SUBMITTAL

Narrative

Xxxxxxx xxxx
xxx xxxx xxxx
Xxxxxxx xxxx
xxx xxxx xxxx
Xxxxxxx xxxx
xxx xxxx xxxx
Xxxxxxx xxxx
xxx xxxx xxxx
Xxxxxxx xxxx
xxx xxxx xxxx
Xxxxxxx xxxx

Bar Chart Schedule

Backup
Disk

Be sure to review the steps to Backup a Project with

the Contractor
-

In SureTrak, Select Tools, Project Utilities,

Backup

Select the Project you want to back up

Select Project Groups for the Type, backup

wwith a .prx extension

Select the A Drive (in the field below the

Project Section) to back up to a diskette

TT II PP

THE PROJECT DOES

NOT NEED TO BE OPEN

You must Restore the .prx file on your computer

before you can open the project for review

Page 7- 10

Select Tools, Project Utilities, Restore

Selec the Type to be Project Groups

Select the From folder and the To folder

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Lesson 7: SCHEDULE ANALYSIS

REVIEWING A TIME IMPACT ANALYSIS

Review the written request for time extension

Narrative

Open the Project (after Restore)

-

File, Open

Xxxxxxx xxxx
xxxx xxxx
Xxxxxxx xxxx
xxxx xxxx
Xxxxxxx xxxx
xxxx xxxx
Xxxxxxx xxxx
xxxx xxxx
Xxxxxxx xxxx
xxxx xxxx
Xxxxxxx xxxx

Recalculate Schedule
- F9

Identify Added / Modified Activities

- Utilize Comparison Layout (see page 6-11)
- or Utililze Digger

Review and Validate Calendars assigned to Added / Modified Activities

- F7, Activity Form

Review and Validate Durations for Added / Modified Activities

- In columns or Activity Form (F7)

Review and Validate Relationships for Added / Modified Activities

- View, Activity Details, Predecessor/Succesor

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xxx
xxx
xxx
xxx

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Lesson 7: SCHEDULE ANALYSIS

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REVIEWING A TIME IMPACT ANALYSIS (continued)

Compare to previous schedule for float of affected activities

- Open the other project file
- Window, Tile Vertical

Review previous and current proposed Critical Path

- Format, Filter
- Select Critical Path

Validate impacts on controlling operations on Critical Path

Optional
-

Page 7- 12

Make copy of Impacted Schedule

Dissolve impact activities (Edit, Dissolve)
Recalculate Schedule
Review un-impacted schedule

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Lesson 7: SCHEDULE ANALYSIS

REVIEW QUESTIONS
1. This Lesson is focused on a. Specifications SSP #08-010
b. Schedule Updates
c. Time Impact Analysis

(7-1)

2. Approved TIA schedule changes are to be shown on a. Baseline Schedule

b. Last Update Schedule
c. Next Update Schedule

(7-2)

3. Engineer has how long after receipt of the TIA to approve or reject?
a. 15 Working Days
b. 2 Weeks
c. 10 Working Days

(7-3)

4. Impacts to the Critical Path are always eligible for a time extension.
a. True
b. False

(7-4,5)

5. Which statement is incorrect:

a. Schedule Recovery is recommended if there is negative float
b. It is best to artificially shorten durations for Schedule Recovery
c. It is best to consider concurrent activities for Schedule Recovery

(7-6,7)

6. Which step is not part of preparing a Time Impact Analysis?

a. Copy file to new name
b. Clear Target Dates
c. Add Impact Activity

(7-9)

7. A written TIA is required to be submitted.

a. False
b. True

(7-10)

8. Which step is not a suggested part of Reviewing a TIA?

a. Recalculate Schedule
b. Compare current and previous Critical Paths
c. Change Activity Codes
d. Validate impacts on controlling operations

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(7-11,12)

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Lesson 7: SCHEDULE ANALYSIS

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WORKSHOP #7
Use SureTrak to Prepare a Time Impact Analysis:

1.

Restore and open the UPD1.prx file (page 7-9)

2.

Save project schedule file as TIA2 (page 7-9) and Recalculate the schedule

3.

Store Early Dates as Target Dates (page 7-9)

4.

Check and note the Project Completion Date (page 7-9)

5.

Modify Existing Activity (#1130 REVIEW/APPROVE FALSEWORK DRAWINGS - BR

720) for Impact (page 7-9)
a. Change Remaining Duration to 60 days
b. Recalculate Schedule
c. Re-check and note the Project Completion Date

6.

Add New Impact Activity in Stage 2 (page 7-9)

a. #1999
b. *FALSEWORK INSPECTION
c. 2 days duration
d. Connect Relationships
Predecessor = 2550
Successor = 2560
e. Recalculate Schedule
f. Re-check and note the Project Completion Date

7. What are your recommendations about these TIAs?

Page 7- 14

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Lesson 7: SCHEDULE ANALYSIS

ADDITIONAL WORKSHOPS

Use SureTrak to Analyze the following Impacted Schedules and submit your results
to your District CPM Specialist.

There are 4 schedule files IMP1, IMP2, IMP3, IMP4 on the CD, assume they were
submitted by a contractor to represent their time impacts

Review / analyze each schedule file (utilizing the techniques included in this Advanced
Class)

Identify all the changes

Evaluate the schedule impact(s)

Determine if there is a time extension due to the contractor and if so, how much

Submit a brief report on each file listing the changes, the impacts, what changes you would
accept / reject and the time extensions you would recommend (if any)

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Lesson 7: SCHEDULE ANALYSIS

Page 7- 16

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Class #G0CO94

GLOSSARY OF COMMON TERMS

Activity

A task, event or other project element on a schedule that contributes to

completing the project. Activities have a description, start date, finish date,
duration and one or more logic ties.

Activity Codes

Values assigned to project activities to organize then into manageable

groups for updating, analyzing, reporting, plotting, and summarizing.

Actual Cost

The cost incurred to date for a resource or activity.

Actual Dates

Start (AS) and Finish (AF) dates that you record for an activity that has
progress or is complete.

Actual Quantity

The amount of a resource used to date.

Backward Pass

The calculation of a network's late dates.

Bar Chart

The graphical display of activities according to time. Relationships

between activities are not shown. A bar chart is also called a Gantt Chart.

Baseline
Schedule

The initial schedule representing the Contractors work plan on the first
working day of the project.

Budget

The estimate of the total units or costs required by a resource or cost

account for an activity.

Calendar

The workdays and holidays defined for a project that determine when
an activity can be scheduled.

Completion

The date on which a project is to be finished.

Contract
Completion

The current extended date for completion of the contract shown on the
weekly statement of working days furnished by the Engineer in
conformance with the provisions in Section 8-1.06, Time of Completion,
of the Standard Specifications.

Constraint

A restriction imposed on the start or finish of an activity.

Critical Activity

An activity that has the least amount of total float.

Critical Path

The longest continuous chain of activities for the project that has the
least amount of total float of all chains. In general, a delay on the
Critical Path will extend the scheduled completion date.

Critical Path
Method (CPM)

A network based planning technique using activity durations and the

relationships between activities to mathematically calculate a schedule
for the entire project.

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Class #GOCO94

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GLOSSARY OF COMMON TERMS

Data Date

The day after the date through which a schedule is current. Everything
occurring earlier than the data date is as-built and everything after the
data date is planned.

Driving
Relationship

A predecessor/successor relationship in which the predecessor

determines the successor's early dates.

Duration

The amount of time (in workdays) needed to complete an activity.

Early Completion The difference in time between an early scheduled completion date
Time
and the contract completion date.
Early Finish (EF)

The earliest date when an activity can finish based on the completion of
its predecessors.

Early Start (ES)

The earliest date when an activity can begin after its predecessors have
been completed.

Earned Value

The value of work performed rather than actual work performed.

Exception

A day when work must occur that was originally designated as a nonworkday.

Finish to Finish
(FF)

A type of relationship in which a successor activity finish depends on its

predecessor activity's finish.

Finish-to Start
(FS)

A type of relationship in which a successor activity can begin only when its
predecessor activity finishes.

Float

The difference between the earliest and latest allowable start or finish
times for an activity.

Forward Pass

The calculation of the network's early dates.

Free Float

The amount of time that an activity's early start can be delayed without
delaying the early start of a successor activity.

Lag

An offset or delay from an activity to its successor.

Late Finish (LF)

The latest date when an activity can start without delaying the project's
completion.

Late Start (LS)

The latest date when an activity can start without delaying the project's
completion.

Loop

Circular logic within a network.

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Class #G0CO94

GLOSSARY OF COMMON TERMS

Milestone

An event activity that has zero duration and is typically used to represent
the beginning or end of a certain stage of the project.

Narrative Report

A document submitted with each schedule that discussed topics

related to project progress and scheduling.

Near Critical
Path

A chain of activities with total float exceeding that of the critical path
but having no more than 10 working days of total float.

Negative Float

The total number of days that the start or finish of an activity exceeds the
time allowed. Negative float indicates a delay in the schedule.

Negative Lag

An offset or lead time from an activity to its successor in which the

successor's start date is earlier than the predecessor's start date.

Network

The series of activities required to complete a project.

Nonworkperiod

A period of time when work may not occur.

Open End

An activity that has no successor or predecessor relationships to other

activities in the network.

Out-of-Sequence Work completed for an activity before it is logically scheduled to occur.

Progress
Percent Complete The proportion of an activity that is complete.
Performance
Measurement

The comparison of the current plan to a target plan to assess whether it

is progressing as intended.

Planning Unit

The increment of time used to schedule a project. The planning unit can
be in hours, days, weeks, or months.

Predecessor

An activity that must logically occur before another activity.

Progress

The completion of work.

Resources

The people, materials, equipment or services required to complete a project.

Schedule

A list of the activities needed to complete a project, along with their

start and finish dates.

Schedule
Calculation

The calculation of early and late dates for each activity in the project.

Scheduled
Completion Date

The planned project finish date shown on the current accepted

schedule.

Advanced CPM Scheduling With SureTrak

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GLOSSARY OF COMMON TERMS

Slack

See Float.

Slippage

Lateness determined by measuring the target finish of an activity from

its actual or current early finish.

Sorting

The arrangement of data in a specific sequence.

Start-to Start
(SS)

A type of relationship in which a successor's start depends on the start of

its predecessor.

State Owned
Float Activity

The activity documenting time saved on the critical path by actions of

the State. It is the last activity prior to the scheduled completion date.

Status

The process of updating a project by indicating progress at regular

intervals.

Subproject

A portion or unit of a larger project that can be more readily managed

as a separate project.

Successor

An activity that must logically occur after another activity.

Target

A project plan that can be compared to the current schedule to measure

progress.

Task

A unit of work. Also called an activity.

Time Impact
Analysis

A schedule and narrative report developed specifically to demonstrate

what effect a proposed change or delay has on the current scheduled
completion date.

Total Float (TF)

The amount of time that an activity or chain of activities can be delayed

before extending the scheduled completion date.

Update Schedule A current schedule developed from the baseline or subsequent schedule
through regular monthly review to incorporate as-built progress and any
planned changes.
Updating

The process of recording progress in a project at regular intervals.

Variance

The difference between the current and target schedule dates.

Work Breakdown The graphical depiction of the hierarchy of work needed to complete a
Structure (WBS) project.
Workday

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Any day of the week when work can be scheduled.

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TECHNICAL TIPS

TECHNICAL TIPS - DOWNLOAD

How can I find and download SureTrak Technical Tips?

1. Go to www.primavera.com
2. Click on Support tab, then choose Knowledgebase, then click on SureTrak

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TECHNICAL TIP - SCHEDULE (DIAGNOSTIC) REPORT

What is the Schedule (Diagnostic) Report and how do I install it?

This utility generates a Scheduling Report in SureTrak 3.x similar to the one created in
Primavera Project Planner (P3).
Output provides information on the following:
I. General Project Information (General, Dates, Logic Settings, Status)
II. Activities with Actual Dates On or Past the Data Date
III. Activities with Constraint Dates
IV. Open End Activities
V. Milestone Activities
To use the utility, unzip all of the files included in the SCHEDRPT30.ZIP file (on your class CD)
to the SureTrak Basic Scripts folder (by default C:\Program Files\SureTrak\Scripts32).
You can verify this location by checking under Tools\Options\File Locations\Softbridge Scripts.
After these files are in the correct folder, open the project and go to Tools\Basic Scripts. You
will find the new schedrpt.sbx file in the list of available scripts.

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TECHNICAL TIPS

TECHNICAL TIP - UPGRADING TO SURETRAK 3.0b

Step by Step instructions on how to upgrade to SureTrak 3.0b.
1. Go to http://support.primavera.com/st30frames.nsf
2. Click on Updated Files on left side of screen
3. Download STSrvPck2.exe
4. Double Click on the STSrvPck2.exe file. This will launch the Setup Program.

5. Setup will prompt you to close all other

programs. Click "Next"

6. Read the SureTrak Project Manager 3.0b

License Agreement. Click "Accept"

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7. Setup will prompt you to overwrite any existing SBL scripts.

Click "Yes" if you want to overwrite otherwise click "No".

8. After running the installation you will receive the following dialog box.
Click "Finish" to complete the installation.
At this point, please reboot your machine.

SureTrak version 3.0b upgrade has been installed on your machine successfully.

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TECHNICAL TIPS

TECHNICAL TIPS SURETRAK MENUS / SHORTCUTS

Advanced CPM Scheduling With SureTrak

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TECHNICAL TIPS SURETRAK KEYBOARD SHORTCUTS

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TECHNICAL TIPS

TECHNICAL TIPS SURETRAK MOUSE POINTER SHAPES

Advanced CPM Scheduling With SureTrak

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TECHNICAL TIPS SURETRAK ICONS

To customize the icons on the Toolbar, select Tools, Customize, Toolbar

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TECHNICAL TIPS

TECHNICAL TIP - TARGET DATES

How can I import early dates from a baseline schedule into my production (current) schedule
as target dates?

1. Open the baseline schedule

2. Navigate to "Tools, Basic Scripts..."

3. Select the "compbase.sbx" script and then click "Run"

4. In the new window, select "Export File", leave the file

name as it is and select "Early" in the dates section and click
"OK" - This will export the target dates of the baseline
project into a file that will be imported into the production
(current) schedule

5. After processing has completed, close the baseline project

and open the production schedule.

6. Navigate to "Tools, Basic Scripts..."

7. Select the "compbase.sbx" script and then click "Run"

8. In the new window, select "Import File", leave the file

name as it is and select "Target" in the dates section and
click "OK" - this will import the target (early) dates of the
baseline project into the production (current) schedule

After processing has completed, your target dates are now

present in the production schedule.

Advanced CPM Scheduling With SureTrak

[2003] by California Department of Transportation.

TECHNICAL TIPS

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TECHNICAL TIP - TARGET BARS

How can I show Target Bars (based on Target Dates) in my production (current) schedule?

1. Open the project

2. Navigate to "Format, Bars" and under Data Item, look for

"Target Bar"
- If the target bar is not listed under "Data Item",
click on the "+" and add the "Target bar" to the
Data Item list
- Place a check mark in the "Visible" column for
the "Target Bar"
- This will make the yellow target bar appear in the
"Sample Bar" area
- Click "OK".

3. Navigate to "Format, Row Height"

- Select "Automatic Size" and apply to
"All Activities"
- Click "OK"
- This will resize the row heights automatically
so that the target bars will have "room" to be
shown on the schedule bar chart

Advanced CPM Scheduling With SureTrak

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CONTRACTOR TIPS

CONTRACTOR TIPS PROJECT SCHEDULE SETUP

1. When creating a new project file, choose the
Project Groups Type, this will provide a
number of benefits to the schedule process

2. We recommend that the 4 character Project

(file) Name be structured as follows:
a. First 2 characters represents a project
abbreviation
rd
b. 3 character represents B for Baseline
or U for Update
th
c. 4 character represents the version of
that Baseline or the Update number
d. If you exceed 9 updates, then use
A,B,C, etc.

3. Project Dates should be entered as follows:

a. Start Date = NTP
b. Must Finish By = Contract Completion
Date

4. Enter the Project Title

5. Enter your company name

6. Activity Codes
a. Use Activity Codes, do not use the WBS in SureTrak
b. Codes are to include
i. Stage
ii. Responsibility
iii. Location
iv. Element
v. Pay Item

7. Calendars
a. Should be established as per the specifications regarding Caltrans non-workdays
b. Please take care in assigning activities to the proper work calendar or 7 day calendar

8. Target Dates
a. Once the baseline is ready for submittal, store the
Target Dates
i. Define, Target Dates
b. Once the baseline is approved, store the latest
Target Dates again and do not change

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CONTRACTOR TIPS PROJECT SCHEDULE SETUP (continued)

9. Create the following layouts in the baseline file for Caltrans use and do not make changes
a. Caltrans Baseline Review Layout

b. Caltrans Weekly Schedule Layout

c.

Caltrans Update Review Layout

d. Caltrans Comparison Layout

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CONTRACTOR TIPS

CONTRACTOR TIPS BACKING UP A PROJECT

The steps to create a back up of project using SureTrak Project Manager are as follows:
1. Open SureTrak Project Manager.
2. Select Tools, Project Utilities, Backup. SureTrak's Backup window will appear.

3. In the backup window, there are several sections that need attention prior to backing up the project. The first
being the "From folder". The "From folder" is asking you to point it to the folder that contains the project you wish
to back up. You can change the location by hitting the "Browse.." button. You may need to change the "Type"
that SureTrak is looking for; depending if the backed up project is a SureTrak, Project Groups, or Concentric P3
type project. If the project is a project groups type or concentric (p3) type project and you wish to send a single
file, change the type to "Project Groups" type project and it will create a single file for easier sending through
email.
Sure Trak type projects, once backed up, will have a ".stx" extension.
Project Group type projects, once backed up, will have a ".prx" extension.
Concentric P3 type projects, once backed up, will have multiple files with ".p3c" as the extension.
The next area that you will need to set is the "To folder". The "To folder" is asking you where you want SureTrak
to put the backed up project. You can change the location by hitting the "Browse.." button.
4. Check the "Compress" option to reduce the total file size.
5. Click "Backup". You can now attach this project to email.

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CONTRACTOR TIPS RESTORING A BACKED-UP PROJECT

The steps to restore a backed-up project using SureTrak Project Manager are as follows:
1. Place the file in any folder on your hard drive (or network).
2. Open SureTrak Project Manager.
3. Select Tools, Project Utilities, Restore. SureTraks Restore window will appear.

4. In the restore window, there are several sections that need attention prior to restoring. The first
being the "From folder". The "From folder" is asking you to point it to the folder that contains the
backed up project. You can change the location by hitting the "Browse.." button. You may need to
change the "Type" that SureTrak is looking for; depending if the backed up project is a SureTrak,
Project Groups, or Concentric P3 type project.
Sure Trak type projects will have a ".stx" extension.
Project Group type project will have a ".prx" extension.
Concentric P3 type projects will have multiple files with ".p3c" as the extension.
The next area that you will need to set is the "To folder". the "To folder" is asking you to point it to the
folder that you want SureTrak to restore the project. You can change the location by clicking on the
"Browse.." button.

5. Click "Restore". You can now use SureTrak to open the project.

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ANSWERS

LESSON 5 REVIEW QUESTIONS

Page 5-19
1. B
2. C
3. C
4. A
5. B
6. D
7. 50%
8. C
9. B

Page 5-9
1. C
2. Cost and Duration
3. C
4. B
5. E
6. B
7. D
8. C

LESSON 6 REVIEW QUESTIONS

Page 6-7
1. A
2. B
3. C
4. A
5. B
6. B

Page 6-15
1. B
2. C
3. D
4. C
5. F
6. C
7. B
8. A

LESSON 7 REVIEW QUESTIONS

Page 7-13
1. C
2. C
3. B
4. B
5. B
6. B
7. B
8. C

Advanced CPM Scheduling With SureTrak

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CD INSTRUCTIONS

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SURETRAK DEMO & STUDENT FILES

1. RUN MULTIMEDIA DEMO OF SURETRAK

a. Click on START, RUN
b. Enter X:\RUNDEMO.EXE (where X is the CD Drive)
c. This runs a multimedia demo in your browser program

2. INSTALL WORKING COPY OF SURETRAK PROGRAM

a. Full working version of program
b. Limited to 25 activities
c. Click on START, RUN
d. Enter X:\ST3\SETUP.EXE (where X is the CD Drive)
e. Install to C:\SURETRAK
f. Choose Typical Installation
g. Choose Project Groups for default project type
h. Installation also installs some demo schedules

3. STUDENT CLASS FILES

a. Copy all contents of the X:\PROJECTS directory (where X is the CD Drive) to
C:\SURETRAK\PROJECTS
b. Copy all contents of the X:\PROJECTS\LAYOUTS directory to
C:\SURETRAK\LAYOUTS
c. To restore the compressed class projects, refer to page 6-8 in the class manual
d. To open the projects, refer to page 6-9 in the class manual
e. See Tech Tip on Page T-2 to install the Schedule (Diagnostic) Report script

Version 3.0 May 9, 2003

Advanced CPM Scheduling With SureTrak

[2003] by California Department of Transportation.