DRM Jan 2012 CPM Conference-Submitting Contractor Schedules in A Hosted P6 Professional DOT Environment JMcNatty-1

Walt Disney World Swan Hotel Florida January 21-25 2012
Submitting Contractor Schedules in a Hosted P6 Professional DOT Environment

Presented by: Jonathan McNatty, PSP Certified Primavera Trainer/Consultant
Twenty-five + years experience with Primavera
Oracle Primavera Software Oracle Certified Training Oracle Certified Implementation Support Project support services administrators, schedulers Integration Utilties
Managed Hosting Services Primavera Portfolios, P6, P6 Pro, Contract Management, Risk Acumen Fuse, Prism, Ecosys, MS Project, MS Dynamics Subscription based Oracle|Primavera utilities
New York Office: 4955 Chestnut Ridge Road, Suite 201 Orchard Park, NY 14127 Tel. 716.417.7094 Fax (716) 299-2034
Author Biography
22 years of construction industry experience 20 years experience with Primavera Software 12 years Certified Primavera Trainer and Implementation Consultant 17 years experience as CPM Scheduler AACE member for 8 years Member of PMI and AGC PSP Planning & Scheduling Professional with AACE July 2011
Email: jmcnatty@drmcnatty.com
NYSDOT Capital Improvement Program
The NYSDOT 2010-2015 Capital Program describes the future needs and challenges facing the States transportation system, the objectives and performance measures recommended to be used to determine the States investments and outlines a proposed $25.8 billion multimodal infrastructure investment program to achieve those objectives.
NYSDOT Office of Construction Primavera

https://www.nysdot.gov/main/business-center/contractors/construction-division/primavera
NYSDOT Requires P6 Software

ITEM 639.1022 20 CPM (CRITICAL PATH METHOD) PROGRESS SCHEDULE
B. Scheduling Software: The State will provide Primavera P6 software, or newer release, and computer system for use by the Engineer to review the schedules submitted by the Contractor. The Department has installed Primavera P6 software, or newer release, on internet accessible servers for use by the Departments construction inspection staff. Appropriate Department personnel, Consultants, and Contractors will also have access to these schedules on the Departments Enterprise Project Management Database (EPMD). The Department will determine the location to store the project schedule files on the EPMD, and will provide the Contractor the naming convention for all progress schedule submissions.
Design Guidance on CPM Progress Schedule Types

Type - 2 Progress Schedule
For simple projects, that generally meet the following criteria: Estimated construction cost of $5 million or less Do not contain any Special Time-Related Contract Provisions, such as A+B Bidding, Incentive/Disincentive, or Lane Rental/ Does not include municipal betterments Has only minor utility relocations, no environmental permits involved, no right-of-way takings, and no community controversy No bridge rehabilitations project, new bridge construction projects, or culvert replacement contracts Example Project types include: Traffic Signal Requirements contracts, Guiderail Requirements type contracts, Signing type contracts, Pavement striping contracts, Maintenance Asphalt Paving contracts, Landscaping contracts, and Emergency Standby contracts Level of Effort: Summary Bar Chart Anticipated less than 300 activities

Type 2A Progress Schedule
For projects of routine complexity, that generally meets the following criteria: Estimated construction cost of between $3M to $50 million, and May include minor Special Time-Related Contract Provisions, such as a limited amount of work Included in A+B Bidding, Incentive/Disincentive, or a limited amount of work included under an Incentive/Disincentive clause May contain environmental permits with seasonal requirements; and May contain municipal betterments with potential for changes in scope or cost Example Project types include: The majority of construction projects will be included in this category. It includes, but is not limited to: small to medium bridge replacements and new bridge construction Level of Effort: Anticipate from 300 to 4,000 activities in the schedule

Type 2B Progress Schedule
For complex projects, that generally meet the following criteria: Estimated construction cost of between $20M to $100 million, and May contain any Special Time-Related Contract Provisions, such as A+B Bidding, Incentive/Disincentive, or Lane Rental; or May include major utility relocations; or May have complex construction staging, phasing, or M&PT issues; or May have restrictive seasonal work limitations, limitations on workdays or work shifts; or May have complex constructability issues Example Project types include: Interstate Interchange Reconstruction contracts, major bridge rehabilitations, projects with multi agency/jurisdictional issues Level of Effort: Anticipate from 4,000 to 8,000 activities in the schedule. Resource loading of labor and equipment resources at the crew level only

Type 2C Progress Schedule
For very costly or complex projects that meet the following criteria: Estimated construction cost of $100 million or greater; or Has significant utility relocations; or May contain one or more special Time-Related Contract Provisions, such as A+B Bidding, Incentive/Disincentive, or Lane Rental; or Has major environmental mitigation; or Has complex construction staging, phasing, or M&PT issues; or Has complex constructability issues; or Has large number of right-of-way takings and/or relocations; or Has major community controversy. Where the Department has commitments with other outside parties that include firm contract milestones with penalties for delays. Has many different outside agencies involved for approvals that increase potential for delays.

Type 2C Progress Schedule Cont.
Example Project types include: Large Urban Highway Reconstruction contracts, Signature Bridge contracts, major highway viaduct rehabilitations/reconstructions Level of Effort: Anticipate from 6,000 to 13,000 activities in the schedule. A large number of Shop Drawing activities should be anticipated. Resource loading of labor resources at the labor classification level, equipment resources for major and specialized equipment, and contract pay item resources assigned with quantities entered. Contractor will assign a full time CPM Scheduler to: Develop the baseline schedule; update the schedule on a daily basis, provide a Status Report of updated activities weekly; submit Progress Schedule files monthly that reflect all revisions and updates corresponding to payment estimate periods; and coordinate (generally daily) with the Engineer during the life of the contract on schedule issues.
DRMcNatty & Associates, Inc.Overview of Consulting Services for NYSDOT Projects

Certified Consulting, Training, and Mentoring for P6 Project Manager Software for Contractors awarded NYSDOT Projects Mentoring of the NYSDOT CPM Schedule Specifications Create the Initial Project Baseline Progress Schedule for the Preconstruction Meeting and WBS project structure Create the At Award Baseline Progress Schedule @ Award for submission and approval to the NYSDOT to establish the approved baseline schedule before construction Create the Monthly Progress Schedule Updates recording actual progress of work including changes /delays to the schedule Create Baseline and monthly progress update schedule narratives Generate Appendix Reports required by the NYSDOT CPM Schedule Specifications Attend project schedule meetings Online training & consulting support via the internet
Contractor Access to EPMD

The Contractor shall submit Request for Access Forms to the Regional Construction Engineer for each proposed Primavera user to obtain the User IDs and Passwords for access to software and data on the Departments network servers. The form can be downloaded from the following web page https://www.nysdot.gov/main/business-center/contractors/constructiondivision/primavera, or can be provided by the Departments Construction Supervisor. These forms may submitted any time following the contract letting date and announcement by the Department that the Contractor is the apparent low bidder. Access forms can be sent to CPMSCHEDULINGSECTION@dot.state.ny.us
Contractor Request for Access Form
Access to P6 EMPD Email from NYSDOT

The Department will process these requests and should generally provide the User IDs and Passwords within two weeks of receipt by the Regional Construction Engineer.
CITRIX Web Interface

Login to the CITRIX Web Interface to access the NYSDOT P6 EPMD with User Name and Password provided by the NYSDOT https://www4.dot.state.ny.us/Citrix/MetaFrame/auth/login.aspx
P6 CITRIX Web Interface

Click on the Primavera P6 Icon to login to the software https://www4.dot.state.ny.us/Citrix/MetaFrame/site/default.aspx
Click the P6 Icon Link
Contractor Work Area in NYSDOT P6

The Contractor Work Area gives access only to the projects that the contractor has been assigned rights too Multiple projects can be assigned under one contractor account Up to two user accounts per Contractor can be assigned to each project Contractors can request more users to be added by the NYSDOT
NYSDOT Project Templates

The Department or its agents will make available to the apparent low bidder on network servers the Suggested Preliminary Construction CPM Schedule in Primavera P6 format within seven (7) calendar days of the letting date as a template to assist the Contractor in developing the Baseline CPM Progress Schedule in a timely manner Template contains sample WBS Structure to be modified by the Contractor Template contains standard activities required by the NYSDOT Contractor can make a copy of the NYSDOT Template project and create the Initial Baseline Progress Schedule and input the contractor activities , durations, logic, project calendars, and project codes
NYSDOT Project WBS Structure

Work Breakdown Structure (WBS) - A multi level hierarchal WBS shall be incorporated. The levels (nodes) shall include, but not be limited to: Level 1 - is the project level; Level 2 - shall have three nodes; Preconstruction Activities, Construction Activities, and Post Construction Activities Level 3 - Preconstruction activities shall have two sub nodes; Submittals/Shop Drawing Activities, and Procurement /Fabrication Activities); Construction activities shall be broken into nodes for various geographic Areas of work within the project limits Level 4 - the Areas of work shall have sub nodes for the various Stages of work Level 5 - the Stages of work shall have sub nodes for the various highway features: bridges, highway segments, interchanges, intersections/roundabouts, etc; Level 6 - the highway features should be broken into their components (a bridge into components such as Piles, Substructure, Superstructure), and a highway segment into components such as pavement, drainage, earthwork, lighting, traffic signals, etc.
Template WBS to be Modified
NYSDOT Schedule Filename Convention

The Contractor will create all progress schedules using the NYSDOT Schedule Filename Convention
Import Contractor Activities with Excel

Export from P6 into an XLS (Microsoft Excel) File from the project in P6
Import Contractor Activities with Excel cont.

Contractor can update the XLS (Microsoft Excel) document with all activities Import includes the Activity ID, Activity Name, and Original Duration Do not change the Column Headings NO IMPORTING FROM SURETRAK, PRIMAVERA P3 or MS PROJECT!
Activity IDs can be created using Excel
Import Contractor Activities with Excel cont.

Contractor does not have rights to Import the Excel file Contractor emails the Excel file to the NYSDOT for verification and import Activities can then be assigned to the WBS by drag and drop and filters NYSDOT Global data is not effected or replaced by importing with Excel
Group & Sort by WBS
Use P6 Drag & Drop feature to move activities under the correct WBS name
NYSDOT P6 Global Data

Activity Codes The Global activity codes established by the Department shall be used to the maximum extent practicable. The Contractor shall assign the appropriate activity code values to each activity in the progress schedule for the following Global Activity Codes that are in the Departments enterprise database: 1) 2) 3) 4) 5) 6) 7) 8) RESPONSIBLE PARTY (DOT GLOBAL) STAGE (DOT GLOBAL) AREA (DOT GLOBAL) TYPE OF WORK (DOT GLOBAL) PAY ITEM (DOT GLOBAL) CHANGED (ADDED/DELETED) WORK (DOT GLOBAL) TIME Related Clauses (DOT GLOBAL) DELAY (DOT GLOBAL)
Standard NYSDOT Activities
Submit Final Baseline Schedule

Contractor makes a copy of the CON file per the NYSDOT Schedule Filename Convention when Final Baseline Schedule is approved The CON file is the main editing file for all future updates All submitted files are marked Inactive so they cannot be edited after submission to the NYSDOT
Submit Final Baseline Schedule cont.

Contractor submits the Baseline Schedule to the NYSDOT via email
Baseline Schedule Narrative
Monthly Progress Schedule Submissions

First Monthly Progress Schedule Submission Within three State Business Days following acceptance of the Final Baseline Progress Schedule @ Award or the closing date for the first months contract payment period whichever is later, the Contractor shall perform a Progress Schedule Update to reflect the status of all activities where work was performed in the time period between the start of work and acceptance of the Final Baseline Progress Schedule @ Award. Data Date - the Data Date shall be the date the Project Scheduler last edits the schedule prior to submission to the Engineer (generally the last working day of the contract payment period). The Engineer will review the Monthly Progress Schedule submissions and will prepare a written response (Progress Schedule Review Report) to the Contractors submission within five (5) State Business Days following receipt of the Contractors complete schedule submission. The Engineer will either accept the schedule, accept as noted, or reject the schedule for re-submittal by the Contractor
Monthly Progress Schedule

Access the main editing file with the CON designation for Contractor This is the main file for all updates each month The CON file is the only Active file all other schedule submissions are Inactive so they can not be edited after being submitted and approved by the NYSDOT Once the monthly update is complete and ready for submission a copy is made per the NYSDOT naming convention and submitted via email for review and approval
Updating a Monthly Progress Schedule
The Data Date
The Data Date cont.
Using Excel to Collect Update Data

Copy activities from P6 and paste into an Excel file and customize columns Send via email to field personal to provide update information
Progress Spotlight
Setting the New Data Date
Click on the Data Date & Drag to the New Data Date
Setting the New Data Date cont.
All Activities that fall into the status period will be highlighted in Yellow
New Data Date for the Current Update
Status Period for Current Update
Use GoToMeeting for Online Updates

Collaborate online for Monthly Updates & Review sessions Email participants that need to attend the online meeting
Submit Monthly Update to NYSDOT

Contractor makes a copy of the CON file per the NYSDOT Schedule Filename Convention when Monthly Update Schedule is ready for review The NYSDOT copies the submitted file and pastes into the NYSDOT schedule review area in P6 to perform their review and approval All submitted files are marked Inactive so they cannot be edited after submission to the NYSDOT
Submit Monthly Update to NYSDOT

Contractor submits the all Monthly Update Progress Schedules to the NYSDOT via email Contractor provides specific Monthly Submission documents to the NYSDOT per the CPM Specifications Monthly Update Narrative / Schedule Log Report / Size D 24x36 Plot
Schedule Files in P6
Contractor has one Active File which is the Working Schedule to perform all monthly updates. Contractor make a copy of the update and applies the NYSDOT naming convention and makes the file Inactive
Why the NYSODT CPM Spec Works

Cost included as a bid item in the contract No software to purchase Access from any location via the internet Importing and overriding of Global P6 Date not an issue No importing from Microsoft Project, SureTrak, P3
Why the NYSODT CPM Spec Works cont.

Do not need to create lots of reports, NYSDOT has standard/global reports, layouts and filters All schedule submission and review is done electronically thru email and Adobe PDF attachments The CPM Specifications were written with a combined effort from NYSDOT, AGC, CPM Consultants, and NY State Contractors NYSDOT commitment from the top down
Questions?
Jonathan McNatty
Operations Manager, New York 4955 Chestnut Ridge Road, Suite 201 Orchard Park, NY 14127 T. (716)-417-7094 F. (716) 299-2034 Email. jmcnatty@drmcnatty.com Web. www.drmcnatty.com
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DRM Jan 2012 CPM Conference-Submitting Contractor Schedules in A Hosted P6 Professional DOT Environment JMcNatty-1

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Walt Disney World Swan Hotel Florida January 21-25 2012

Submitting Contractor Schedules in a Hosted P6 Professional DOT Environment

Twenty-five + years experience with Primavera

NYSDOT Capital Improvement Program

NYSDOT Office of Construction Primavera

NYSDOT Requires P6 Software

Design Guidance on CPM Progress Schedule Types

Design Guidance on CPM Progress Schedule Types

Design Guidance on CPM Progress Schedule Types

Design Guidance on CPM Progress Schedule Types

Design Guidance on CPM Progress Schedule Types

DRMcNatty & Associates, Inc.Overview of Consulting Services for NYSDOT Projects

Contractor Access to EPMD

Contractor Request for Access Form

Access to P6 EMPD Email from NYSDOT

CITRIX Web Interface

P6 CITRIX Web Interface

Click the P6 Icon Link

Contractor Work Area in NYSDOT P6

NYSDOT Project Templates

NYSDOT Project WBS Structure

Template WBS to be Modified

NYSDOT Schedule Filename Convention

Import Contractor Activities with Excel

Import Contractor Activities with Excel cont.

Activity IDs can be created using Excel

Import Contractor Activities with Excel cont.

Group & Sort by WBS

NYSDOT P6 Global Data

Standard NYSDOT Activities

Submit Final Baseline Schedule

Submit Final Baseline Schedule cont.

Baseline Schedule Narrative

Monthly Progress Schedule Submissions

Monthly Progress Schedule

Updating a Monthly Progress Schedule

The Data Date

The Data Date cont.

Using Excel to Collect Update Data

Setting the New Data Date

Setting the New Data Date cont.

New Data Date for the Current Update

Status Period for Current Update

Use GoToMeeting for Online Updates

Submit Monthly Update to NYSDOT

Submit Monthly Update to NYSDOT

Why the NYSODT CPM Spec Works

Why the NYSODT CPM Spec Works cont.

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