Massport Capital Programs Enterprise Schedule Management Primavera Schedule Toolkit Design January 2018 Version 1.0
Contents 1.0 INTRODUCTION 2 1.1 DISCLAIMER 3 2.0 TOOLKIT SCHEDULE COMPONENTS 4 2.1 SCHEDULE FILE 4 2.2 PRIMAVERA SCHEDULE SETTINGS - 4 2.3 CALENDARS 5 2.4 MILESTONES 6 2.5 ACTIVITY SETTINGS 7 2.6 SCHEDULE LAYOUTS 8 2.7 Narrative ------------------------- -9 Publication Version Control: Document Title Version Date Author Reviewed By MPA Schedule Toolkit 1.0 01/24/2018 PMA Consultants MPA Project Controls 1
1.0 INTRODUCTION The Authority s Design Schedule Toolkit is an extension of the Project Schedule Specification and is intended to provide Designers with support and guidance in meeting the requirements of the schedule specification. The toolkit is comprised of this document, a Primavera schedule XER file and Primavera schedule layout PLF files. The objective is to use the design schedule information for planning, controlling and reporting purposes. This narrative provides step-by step instructions for creating the design schedule, which will be used to estimate the duration of the design portion of the project. Also, the templates created were developed to serve as a platform for the Designer s project design schedule development, subject to approval by the Authority. The intent to use a design schedule template is to: To help the Authority adjust to changes during design. Can be used to prepare proactive recovery /acceleration plans during changes/delays during design. Develop a tracking and reporting process that helps the Authority monitor schedule status and to initiate corrective action (if required). Produce reports to help the Authority s management team to evaluate the capital program. Improve logistics. Finally, the toolkit provides the following benefits: provided vendors with a schedule backbone that support the software requirements, minimizes the administrative burden of adjusting the vendor schedule platform to meet these requirements, provide standard reports, calendars, activity IDs and layouts that meet the Authority s requirements. 2
1.1Disclaimer It remains the Designer s responsibility to ensure that the schedule submittal meets the Authority s Contract and specification requirements. The Designer remains responsible for the overall proposed design, design schedule, and any/all applicable deliverables. The Contract and specification control for instances where there are discrepancies between these documents and the toolkit. The Authority does not guarantee that the toolkit is free from errors or inconsistencies, and the presence of such errors or inconsistencies does not relieve the Designer from preparing schedule submittals in accordance with the Contract requirements. The Authority makes no representations or warranties of any kind, express or implied, about the accuracy, reliability, or completeness with respect to the toolkit or any of the information, services, or related content contained therein for any purpose. The Authority assumes no liability or responsibility for any damages (whether incurred directly or indirectly) or loss of any kind that might arise from the use of, misuse of, or the inability to use the information contained in the toolkit. The Authority assumes no liability for improper or incorrect use of the toolkit. The Authority reserves the right to update, remove, or amend any of the information contained in the toolkit as needed without prior notice. Refer to the Authority s website for updates to this toolkit. 3
2.0 Toolkit Schedule Components 2.1 Schedule File This attached schedule template was created in Primavera P6 release 17.12 and was designed in an effort to aid the Designer in developing a schedule that will meet the Contract specifications. The template includes standard resources ids, cost accounts, project and activity codes, work breakdown structure organization, work calendars, and standard layouts. In order to use the template, the Designer will need to save the XER file to the scheduler s local drive, open Primavera and import the file. 2.2 Primavera Schedule Settings The template has been developed using the following schedule settings, which can be found under tools/schedule/options. The Designer shall adhere to these settings. 4
2.3 Calendars Primavera uses activity calendar assignments to model the allowable work periods. The Authority has developed several standard calendars to represent the work periods normally encountered on Authority projects. These calendars were developed in accordance with the standard specifications and many of the common work restrictions. The Designer is recommended to use these calendars whenever possible; however, it is the Designer s responsibility to ensure that the calendars are in compliance with all project restrictions. The Designer should ensure that each activity in the schedule is assigned to a calendar that is appropriate for the work type. The Designer must ensure that Calendars are maintained at the Project Level. Global calendars will not be accepted. The following standard Calendar has been created: The Designer must request the use of any additional calendars prior to their use. The template schedule has been updated to include Massachusetts holidays through 2029. Holiday references: http://www.sec.state.ma.us/cis/cishol/holidx.htm 5
2.4 Milestones The Contract requires the following milestones to be included with all schedule submissions. All Contract milestones should be assigned to a 7 day calendar with no holidays provided. As noted in the schedule specification, the activity ID and activity name must match what has been provided in the specification (as listed below). In addition, the activity ID and activity name must not change through the life of the design. MPA Design Milestones Activity ID Activity Name MPA2000 Design Selection and NTP MPA2100 Finish Programming / Feasibility (0%-10%) MPA2200 Finish Concept Design (10%-20%) MPA2300 Finish Schematic Design (20% 30%) MPA2400 Finish Design Development (30% 50%) MPA2500 Finish Construction Documents (50% 100%) 6
2.5 Activity Settings Work Breakdown Structure Each schedule submission must adhere to the WBS provided below. This WBS is included in the schedule toolkit XER file. The WBS structure shown below is the primary means for schedule organization and grouping. Additional WBS detail may be added and utilized at the Designer s discretion. WBS Structure: Design Schedule Activity Codes The WBS will serve as the primary method for schedule organization and grouping. However, activity codes may be added and utilized at the vendor s discretion. The Designer must ensure that Activity Codes are maintained at the Project Level. Global activity codes will not be accepted. 7
2.6 Schedule Layouts The Authority requires that each schedule submission be accompanied by the following standardized schedule reports. Each report should be created (PDF format) and submitted as required in the schedule specification. The Authority has created several Primavera Layouts file (PLF) for use of the Designer to meet the requirements of the specifications. The Designer should download the Primavera Layout file (.PLF). The following layouts have been created: 1. All Activities (General Schedule Layout) 2. Critical Path/Longest Path Layout 3. Look ahead Layout 4. Recent Progress Layout To import layout files, follow the steps listed below: 1. Import each Layout separately (Navigate to View/Layouts/Open/Import) 2. Once imported, select the layout you wish to use (Navigate to View/Layouts/Open) The Authority requires the following information to be included within all schedule reports, unless otherwise noted. Schedule Information Columns View: o Current Schedule: Activity ID, Name, Start*, Finish*, Total Float, o Baseline Schedule: Baseline Start, Baseline Finish, Baseline Total Float, Variance of Baseline Finish o *Start and Finish dates should be the Primavera fields labeled Start and Finish. Schedule Information Bars View: o Bars presented, colors, target information, calendar formatting, etc. Appropriate grouping and sorting Appropriate color formatting Appropriate data filtering Administrative Report Information: o Header and footer information, Report titles, Page break locations, page numbers, etc. 8
2.7 Narrative As stated in the schedule specification, Design Contract, Article 1.3.7 [article to be added to specifications], all schedule submissions shall include a detailed written narrative. The Designer s narrative should address the following: Provide a milestone chart. Include the original and modified Contractual (or approved baseline) dates as well as the current and previous forecasted dates for all interim and Contractual milestones. Provide variance columns for the following a) current vs Contractual, b) current vs modified Contractual, c) current vs previous. Provide executive summary. Progress: o Provide a summary of work progress during the update period. Provide a list of response required for key decisions. Indicate which items are critical or near critical (based on project total float), as well as the need date for the response. Planned Percent Complete Update. 9
MPA Schedule Toolkit & Narrative - Design Date: 07-Feb-18 Data Date: 01-Feb-18 Activity ID Activity Name Original Duration MPA Template (v01) - Design 720 01-Jul-18 19-Jun-20 MPA Project Start-Up 180 01-Jul-18 27-Dec-18 MPA3000 Project Commencement 0 01-Jul-18* MPA3100 Planning 90 01-Jul-18 28-Sep-18 MPA3200 Studies 90 01-Jul-18 28-Sep-18 MPA3300 Regulatory/Approvals 90 29-Sep-18 27-Dec-18 Design Milestones 360 28-Dec-18 22-Dec-19 MPA2000 Design Selection and NTP 0 05-Feb-19 MPA2100 Finish Programming / Feasibility (0%-10%) 0 17-Mar-19 MPA2200 Finish Concept Design (10%-20%) 0 16-May-19 MPA2300 Finish Schematic Design (20%-30%) 0 15-Jul-19 MPA2400 Finish Design Development (30% - 50%) 0 03-Oct-19 MPA2500 Finish Construction Documents (50%-100%) 0 22-Dec-19 Design Selection and NTP 40 28-Dec-18 05-Feb-19 MPA2010 Select Design Firm 20 28-Dec-18 16-Jan-19 MPA2020 Notice To Proceed 20 17-Jan-19 05-Feb-19 Programming / Feasibility (0%-10%) 40 06-Feb-19 17-Mar-19 MPA2101 Project Definition 20 06-Feb-19 25-Feb-19 MPA2102 Conduct Survey 20 06-Feb-19 25-Feb-19 MPA2103 Prepare & Submit Project Program Proposal 20 26-Feb-19 17-Mar-19 Concept Design (10%-20%) 60 18-Mar-19 16-May-19 MPA2201 Prepare & Submit Concept Design & Design Exceptions Report 20 18-Mar-19 06-Apr-19 MPA2202 Prepare & Submit Concept Design Proposed Construction Schedule ( 20 07-Apr-19 26-Apr-19 MPA2203 Review & Approve Concept Design Proposal 20 27-Apr-19 16-May-19 Schematic Design (20%-30%) 60 17-May-19 15-Jul-19 MPA2301 Prepare & Submit 30% Design & Design Exceptions Report 20 17-May-19 05-Jun-19 MPA2302 Prepare & Submit 30% Design Proposed Construction Schedule (CTD 20 06-Jun-19 25-Jun-19 MPA2303 Review & Approve 30% Design Proposal 20 26-Jun-19 15-Jul-19 Design Development (30%-50%) 80 16-Jul-19 03-Oct-19 MPA2401 Prepare 50% Design Docs 0 16-Jul-19 MPA2402 Prepare 50% Architectural Drawings 20 16-Jul-19 04-Aug-19 MPA2403 Prepare 50% Civil Drawings 20 16-Jul-19 04-Aug-19 MPA2404 Prepare 50% Electrical Drawings 20 16-Jul-19 04-Aug-19 MPA2405 Prepare 50% Environmental Drawings 20 16-Jul-19 04-Aug-19 MPA2406 Prepare 50% Fire Protection Drawings 20 16-Jul-19 04-Aug-19 MPA2407 Prepare 50% Landscaping Drawings 20 16-Jul-19 04-Aug-19 MPA2408 Prepare 50% Mechanical Drawings 20 16-Jul-19 04-Aug-19 MPA2409 Prepare 50% Plumbing Drawings 20 16-Jul-19 04-Aug-19 MPA2410 Prepare 50% Structural Drawings 20 16-Jul-19 04-Aug-19 MPA2411 Prepare 50% Proposed Construction Schedule (CTD) 20 05-Aug-19 24-Aug-19 MPA2412 Submit 50% Design Package 20 25-Aug-19 13-Sep-19 MPA2415 Review & Approve 50% Design Package 20 14-Sep-19 03-Oct-19 Construction Documents (50%-100%) 80 04-Oct-19 22-Dec-19 MPA2501 Prepare 100% Design Docs 0 04-Oct-19 MPA2502 Prepare 100% Architectural Drawings 20 04-Oct-19 23-Oct-19 MPA2503 Prepare 100% Civil Drawings 20 04-Oct-19 23-Oct-19 MPA2504 Prepare 100% Electrical Drawings 20 04-Oct-19 23-Oct-19 MPA2505 Prepare 100% Environmental Drawings 20 04-Oct-19 23-Oct-19 MPA2506 Prepare 100% Fire Protection Drawings 20 04-Oct-19 23-Oct-19 MPA2507 Prepare 100% Landscaping Drawings 20 04-Oct-19 23-Oct-19 MPA2508 Prepare 100% Mechanical Drawings 20 04-Oct-19 23-Oct-19 MPA2509 Prepare 100% Plumbing Drawings 20 04-Oct-19 23-Oct-19 MPA2510 Prepare 100% Structural Drawings 20 04-Oct-19 23-Oct-19 MPA2511 Prepare 100% Proposed Construction Schedule (CTD) 20 24-Oct-19 12-Nov-19 MPA2512 Submit 100% Design Package 20 13-Nov-19 02-Dec-19 MPA2515 Review & Approve 100% Design Package 20 03-Dec-19 22-Dec-19 Construction 180 23-Dec-19 19-Jun-20 MPA5000 CM Selection and Construction NTP 0 23-Dec-19 MPA5100 Enabling Work 20 23-Dec-19 11-Jan-20 MPA5200 Environmental Remediation 20 23-Dec-19 11-Jan-20 MPA5250 Construction Period through TCO 90 23-Dec-19 21-Mar-20 MPA5400 Commissioning/Testing Complete 0 21-Mar-20 MPA5500 Substantial Completion (TCO) 0 21-Mar-20 MPA5550 Project Closeout 90 22-Mar-20 19-Jun-20 MPA5600 Construction Cert of Occupancy (COO) 0 19-Jun-20 MPA5700 Final Completion 0 19-Jun-20 Start Finish 2018 2019 2020 2021 J F M April May June July A S O N D J F M April May June July A S O N D J F M April May June July A S O N D J F March April May June July A S O N F F F F F F F F F F F F F F F F F F F F F F F F F F F F F F F F F F F F F F F F F F F F F F F 19-Jun-20, MPA Template (v01) - Design Project Commencement Planning Studies 27-Dec-18, MPA Project Start-Up Regulatory/Approvals 22-Dec-19, Design Milestones Design Selection and NTP Finish Programming / Feasibility (0%-10%) Finish Concept Design (10%-20%) Finish Schematic Design (20%-30%) Finish Design Development (30% - 50%) Finish Construction Documents (50%-100%) 05-Feb-19, Design Selection and NTP Select Design Firm Notice To Proceed 17-Mar-19, Programming / Feasibility (0%-10%) Project Definition Conduct Survey Prepare & Submit Project Program Proposal 16-May-19, Concept Design (10%-20%) Prepare & Submit Concept Design & Design Exceptions Report Prepare & Submit Concept Design Proposed Construction Schedule (CTD) Review & Approve Concept Design Proposal 15-Jul-19, Schematic Design (20%-30%) Prepare & Submit 30% Design & Design Exceptions Report Prepare & Submit 30% Design Proposed Construction Schedule (CTD) Review & Approve 30% Design Proposal Prepare 50% Design Docs 03-Oct-19, Design Development (30%-50%) Prepare 50% Architectural Drawings Prepare 50% Civil Drawings Prepare 50% Electrical Drawings Prepare 50% Environmental Drawings Prepare 50% Fire Protection Drawings Prepare 50% Landscaping Drawings Prepare 50% Mechanical Drawings Prepare 50% Plumbing Drawings Prepare 50% Structural Drawings Prepare 50% Proposed Construction Schedule (CTD) Submit 50% Design Package Review & Approve 50% Design Package Prepare 100% Design Docs 22-Dec-19, Construction Documents (50%-100%) Prepare 100% Architectural Drawings Prepare 100% Civil Drawings Prepare 100% Electrical Drawings Prepare 100% Environmental Drawings Prepare 100% Fire Protection Drawings Prepare 100% Landscaping Drawings Prepare 100% Mechanical Drawings Prepare 100% Plumbing Drawings Prepare 100% Structural Drawings Prepare 100% Proposed Construction Schedule (CTD) Submit 100% Design Package Review & Approve 100% Design Package CM Selection and Construction NTP Enabling Work Environmental Remediation 19-Jun-20, Construction Construction Period through TCO Commissioning/Testing Complete Substantial Completion (TCO) Project Closeout Construction Cert of Occupancy (COO) Final Completion Remaining Level of Effort Actual Level of Effort Actual Work Remaining Work Critical Remaining Work Milestone Page 1 of 1 TASK filter: All Activities Oracle Corporation