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Progress Schedule Template

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					 SEPTEMBER WEBINAR



 IMPLEMENTING PRIMAVERA P6 WITH THE
NY STATE DEPARTMENT OF TRANSPORATION

             Presented by:
            Jonathan McNatty
NYSDOT Capital Improvement Program




The NYSDOT 2010-2015 Capital Program describes the future
needs and challenges facing the State’s transportation system, the
objectives and performance measures recommended to be used to
determine the State’s investments and outlines a proposed
$25.8 billion infrastructure investment program to achieve those
objectives.
                                                                     2
NYSDOT Office of Construction Primavera
 https://www.nysdot.gov/main/business-center/contractors/construction-division/primavera




                                                                                           3
         NYSDOT Requires P6 Software

639.1 20 PROGRESS SCHEDULE – TYPE 1or item 639.2x 20 CPM (CRITICAL PATH
METHOD) PROGRESS SCHEDULE – TYPE 2 on a construction contract.


   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 Department’s construction inspection staff.
   Appropriate Department personnel, Consultants, and Contractors will
   also have access to these schedules on the Department’s 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.

                                                                          4
                 Design Guidance on
             CPM Progress Schedule Types
                   Item 639.1 20 - Progress Schedule – Type 1

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
                                                                                            5
                 Design Guidance on
             CPM Progress Schedule Types

              Item 639.21 20 - CPM Progress Schedule – Type 2A

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

                                                                                             6
                 Design Guidance on
             CPM Progress Schedule Types
              Item 639.22 20 - CPM Progress Schedule – Type 2B

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

                                                                                             7
             Design Guidance on
      CPM Progress Schedule Types Cont.

             Item 639.23 20 - CPM Progress Schedule – Type 2C

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.

                                                                                       8
              Design Guidance on
       CPM Progress Schedule Types Cont.

          Item 639.23 20 - CPM Progress Schedule – Type 2C 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.




                                                                                             9
            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
                                                                10
           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 ID’s and Passwords for access to software and data on the
  Department’s network servers.

• The form can be downloaded from the following web page
  https://www.nysdot.gov/main/business-center/contractors/construction-
  division/primavera, or can be provided by the Department’s
  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

                                                                       11
Contractor Request for Access Form




                                     12
Access to P6 EMPD Email from NYSDOT
•   The Department will process these requests and should generally provide the
    User ID’s and Passwords within two weeks of receipt by the Regional
    Construction Engineer.




                                                                              13
               CITRIX Web Interface
•   Login to the CITRIX Web Interface to access the NYSDOT P6 EMPD with User
    Name and Password provided by the NYSDOT
    https://www4.dot.state.ny.us/Citrix/MetaFrame/auth/login.aspx




                                                                         14
             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




                                                                      15
             Login to Primavera P6
•   Login to the P6 Software with the Log In Name and Password provided
    by the NYSDOT to the PMDB_Construction_Prod Database




                                                                          16
               Contractor Work Area
•   The Contractor Work Area gives access only to the projects that the user has
    been assigned rights too
•   Multiple projects can be assigned under one user account




                NYSDOT Project #                          Contractor




                                                                               17
         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




                                                                              18
    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.

                                                                                           19
Template WBS to be Modified




                              20
    NYSDOT Schedule Filename Convention

•   The Contractor will create all progress schedules using the NYSDOT
    Schedule Filename Convention




                                                                         21
Preconstruction Schedule Meeting
•   C. Preconstruction Schedule Meeting:
    The Contractor shall contact the Regional Construction Engineer after
    notification they are the apparent low bidder, but no later than two (2) State
    Business Days following the notice of contract award to schedule a
    Preconstruction Schedule Meeting. The purpose of this meeting will be to
    discuss all essential matters pertaining to the satisfactory scheduling of
    project activities, and to resolve any known questions regarding
    interpretation of the contract requirements for this work
•   The Project Scheduler shall be prepared to discuss the following:
    1.     The proposed hierarchal Work Breakdown Structure (WBS) for the Progress
         Schedules. The Project Scheduler shall provide a paper copy at the meeting.
    2.   The proposed project calendars.
    3.   The proposed project activity codes, and various code values for each activity
         code.
    4.   Specifics of any contract Time-Related Clauses (A+B Bidding,
         Incentive/Disincentive, Liquidated Damages, Lane Rental, etc.);
    5.   The Contractor’s schedule methodology to be employed, proposed work
         sequence and any proposed deviations from the contract plans with respect to
         Staging or Work Zone Traffic Control phasing.
                                                                                          22
    Contractor Working File/Project
•   The Contractor makes a copy of the provided NYSDOT Template project and
    creates the Contractors working file/project, the project name contains the
    NYSDOT project number and – CON. This is the main editing file.
•   The Contractor can then start modifying the WBS and inputs summary
    activities to show the proposed sequence of work for the project




                                                                              23
Contractor Proposed WBS




                          24
Proposed Construction Sequence




                             25
Initial Baseline Schedule Narrative




                                  26
Baseline Progress Schedule @ Award
Baseline Progress Schedule @ Award
• a) The Contractor shall ensure the schedule accurately reflects the
       proposed approach to accomplish the work outlined in the
       Contract documents and conforms to all requirements of this
       specification.
• b) The schedule shall define a complete logical plan that can
       realistically be accomplished, to execute the work defined in the
       Contract.
• c) The schedule shall comply with the work constraints and
       milestones defined in the Contract as well as all other contractual
       terms and conditions. The schedule shall meet all interim
       milestone dates and shall not extend beyond the contract
       completion date. This submission shall reflect the Contractor’s
       plan at the time of contract award, and prior to the start of any
       work. No negative float is allowed in the Baseline Progress
       Schedule @ Award submission.
                                                                         27
            NYSDOT P6 Global Data
Calendars
• Use clearly defined calendars that account for expected seasonal weather
   conditions (including winter shutdown periods) and environmental permit
   requirements, for the planning and scheduling of activities.
• All other calendars developed by a Contractor shall be established as Project
   Calendars, with the calendar name including the contract D# and describing the
   function (i.e., D260000 - Asphalt Calendar, D260000 - Concrete Calendar
• Activities for shop drawing reviews and other approvals by Department
   personnel shall be assigned the Department’s standard Global – “State
   Business Day, 5 Day Work Week w/State Holidays, Field” Calendar that reflects
   all holidays observed by the State.
• Any Global calendars used in the progress schedule shall be those established
   by the Department. There are only two Global Calendars developed and
   maintained by the Department for use by Contractors. they are the following:
           - NYSDOT Milestone/Curing 365 Day / 8 hour
           - State Business Days, 5 Day Work Week w/State Holidays, Field


                                                                              28
             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 Department’s enterprise database:


   1)    RESPONSIBLE PARTY (DOT GLOBAL)
   2)    STAGE (DOT GLOBAL)
   3)    AREA (DOT GLOBAL)
   4)    TYPE OF WORK (DOT GLOBAL)
   5)    PAY ITEM (DOT GLOBAL)
   6)    CHANGED (ADDED/DELETED) WORK (DOT GLOBAL)
   7)    TIME Related Clauses (DOT GLOBAL)
   8)    DELAY (DOT GLOBAL)



                                                                                      29
Standard NYSDOT Activities




                             30
NYSDOT Contract “Milestones Layout”




                                  31
        NYSDOT Schedule Review
                                               TABLE 2        (in State Business Days)
    Timeframe from receipt of Notice of    Timeframe for      Timeframe from Notice of Award to acceptance by
     Award to Submission of complete      Engineer’s Review              the Engineer not to exceed
           Baseline Schedule.                (Column 2)                         (Column 3)
               (Column 1)

                    10                           10                                      40



Schedule Submission
• Within the timeframe indicated in Table 2 column 1, submit one electronic
   copy of the Baseline Progress Schedule @ Award in a Critical Path Method
   (CPM) format for the Engineer’s review and acceptance
• The Engineer will review the schedule and return it, accept it with
   comments, or reject it within the timeframes indicated in Table 2, column 2,
   following the date of receipt of the Contractor’s submission
• If the schedule is returned with comments, the Contractor shall address all
   comments and revise the schedule as necessary. The Contractor shall
   complete the Final Baseline Progress Schedule @ Award and obtain the
   acceptance of the Engineer within the timeframe required in Table 2, column 3

                                                                                                                32
    Baseline Progress Schedule @ Award

•    The Contractor/Consultant makes a copy of the D261293-CON project and
     names the schedule the Baseline Progress Schedule @ Award when ready to
     submit for approval.




•    The status of all submitted schedules will be Inactive so the file can not be
     edited once it has been submitted to the NYSDOT. The NYSDOT then makes a
     copy of the submitted file/project and copies it into their review area in P6.




                                                                                33
    Schedule Submission by Email
•   Contractor/Consultant emails the NYSDOT EIC-Engineer In Charge to
    formally submit the Baseline Progress Schedule @ Award
•   Per the specifications, two Appendix attachments are sent with the email;
    Baseline Narrative and Schedule Log Report




                                                                                34
Schedule Log Report




                      35
Baseline Schedule Narrative




                              36
Final At Award Progress Schedule
•   If the Baseline Progress Schedule @ Award is returned to the Contractor with
    comments, the Contractor shall make a copy of the schedule and rename it as
    the Final Baseline Progress Schedule @ Award with comments addressed and
    revisions made as necessary. The Contractor shall complete the Final Baseline
    Progress Schedule @ Award and obtain acceptance of the Engineer within the
    timeframe required in column 3 of Table 2, or within one week of the
    Contractor’s receipt of the final comments by the Engineer, whichever is
    sooner.
•   The Engineer shall review the schedule and return it, accepted or with
    comments, within 5 State Business days following the date of receipt of the
    Contractor’s submission.
•   The Final Baseline Progress Schedule @ Award must be “accepted” or
    “accepted as noted” by the Engineer prior to the Department evaluating any
    Contractor disputes associated with time impacts. This does not preclude the
    Contractor from submitting a dispute while the schedule is being reviewed for
    acceptance.


                                                                              37
Final At Award Progress Schedule

•   NYSDOT – EIC Engineer in Charge approves the Baseline Progress
    Schedule @ Award.
•   Contractor/Consultant a makes copy the “Active” CON file/project that has
    been updated and names the schedule the Final Baseline Progress
    Schedule @ Award to establish the Baseline or Target Schedule for all
    future work.




                                                                                38
           Assign Baseline Schedule




EIC-Engineer in Charge Signoff/Approval




                                          39
         Monthly Progress Schedule
•   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
    Contractor’s submission within five (5) State Business Days following receipt of
    the Contractor’s complete schedule submission. The Engineer will either
    “accept” the schedule, “accept as noted”, or “reject” the schedule for re-
    submittal by the Contractor


                                                                                 40
    Monthly Progress Schedule Updates
•   The Contractor/Consultant continues to work in the “Active” file/project
    D261293-CON to perform the monthly update. Once completed the project is
    named the Month #1 Progress Schedule Submission when ready to submit the
    fist update to the NYSDOT.
•   The Contractor/Consultant makes a copy of the D261293-CON project and
    names the schedule the Month #1 Progress Schedule Submission when ready
    to submit the fist update to the NYSDOT. This process will continue for each
    monthly update.




                                                                               41
    Monthly Progress Schedule Submissions
•   Contractor/Consultant emails the NYSDOT EIC-Engineer In Charge the
    Monthly Progress Schedule
•   Per the specifications two Appendix attachments are sent with the email;
    Appendix 1 – D Size Plot / Appendix 2 – Schedule Log Report /
    Appendix 3 Claim Digger Report / Schedule Narrative




                                                                               42
      Final NYSDOT Schedules
• As-Built Schedule (Last Progress Schedule)
  D261293-1AB As-Built Progress Schedule

• Time Impact Analysis Schedule
  D231293-1T1A Time Impact Analysis

• Recovery Schedule
  D261293-1RS Recovery Schedule

                                           43
    Why the NYSDOT Spec Works?
• Cost Included as a Bid Item to the Contract
• No Software to purchase
• Access from any location via Internet
• Importing from MSP, SureTrak, and P3 not an
  issue because there is no importing!
• Do not need to create and submit lots of reports,
  NYDOT has global reports/layouts/filters
• Submissions and communication done
  electronically thru email
• NYSDOT CPM Schedule Manual & Support
                                                 44
Questions?


             45
       Jonathan McNatty
Certified Primavera Consultant/Trainer
4955 Chestnut Ridge Road, Suite 201
        Orchard Park, NY 14127
           T. (716) 417-7094
      E. jmcnatty@drmcnatty.com
        W. www.drmcnatty.com
  Offices in California and New York

				
DOCUMENT INFO
Description: Progress Schedule Template document sample