Project Schedule
Background
The Project Schedule record provides a single source for Project Managers to manage project milestones. Users can use dates from the schedule in other records (e.g., deliverables, project changes) or to drive the duration of the construction contract expenditure forecast.
Access: From the module menu, Schedules --> Schedules
Available reports: 180 Day Lookahead, Program View, Schedule Lookahead, Scheduling Gantt Chart, Projects Over/Under Schedule, Scheduling Dashboard
Tips & Tricks
Schedule Views
To reduce errors, ensure date columns are consistent with Start/Finish or Finish/Start for Planned, Actual, and Baseline
Actual Start/Finish columns must be visible for the "Status Schedule" WalkMe step-by-step to work
Filtering by total float "0" will provide all critical activities
Baseline Schedules
It is recommended to baseline schedules immediately after configuring the schedule template. This ensures cascaded changes and makes sure that the progress of each of the scheduled tasks are easily identifiable
Baselines are required at FIR
Approval to change the baseline schedule should adhere to regional policies and processes
Status Schedules
Progressing tasks could include the need to break out tasks into different activities or change dependencies to accurately show schedule progression
Status dates should be updated as the final step when progressing the schedule, but the PM should take time after updating the status date to identify and/or resolve any resulting issues
Once the project starts, monthly updates are recommended
Milestones and Durations
Milestones do not have a duration
Task durations cannot be edited for parent (summary) tasks
You can change the relationship between tasks (parent/child) with the arrows above the planned start dates
Dependencies and Lag
Incorrect dependencies show up in the Gantt chart as red relationships. All correct dependencies will show up as blue.
Dependencies can be created in the Gantt chart by selecting the beginning or end of the first task, holding the right mouse button and dragging it to the beginning or end of the second task. All types of dependencies can be created this way.
Lags should be minimized. It is recommended that long lead times be inserted as tasks for increased visibility and understanding of impacts to the schedule.
Task Codes and Cost forecasting
Task Codes:
Milestone - Assign to the appropriate milestone to ensure that the dates are pulled into all of the milestone/schedule reports
Forecasting - Assign to the parent (summary) task of the work to be completed if multiple activities are in the schedule (Design, ROW, Utilities...). Ensure the construction task is assigned as the forecast code "Construction" to replace the current Drawdown cash management effort
Understanding Your Schedule
Your Project Schedule manages important project dates and timelines and connects these to your deliverables (Stage Gates) in the system.
Your Project Schedule includes:
Record Menu - Here, you can select any project Schedule, save your schedule, add a new schedule, delete the current schedule, share your schedule, and use the Schedule Setup button for Guided Help.
Schedule Tabs - Schedule tabs provide a place for notes, attachments, and notifications for your project schedule.
Project Data - Clicking the Expand icon here opens a panel with your specific project data to review. Use this menu to confirm your Project Status date.
Project Schedule - Edit your project start date and fine-tune your project task duration for any task. All items on your schedule are related and auto-adjust to any date changes made in this area.
Task Details - Here, you can document task details, including Dependencies and Project Codes.
Schedule Views
The schedule views can be modified, but only for the duration of time that you are logged in. The views reset every night, so it is recommended to complete a schedule configuration, modification, or status update to a single session to reduce re-work.
Task columns can be added or removed with ease.
Any of the 3 main columns can be modified by dragging the blue bars.
Toggling the filter on or off will add a task bar at the top that will provide text, number and date filter opportunities.
Updating Schedule Status Date
Keeping the Status date accurate is an important step in maintaining an accurate project schedule.
Steps:
Click the Expand icon to view your project information in the Schedule record.
2. Updating the Status date should be the final step in updating the status of the schedule. This is the date that the schedule tasks have been progressed to.
3. Click the Condense icon to close your Schedule Detail view.
4. Click Save to save your Changes.
Adjusting Schedule Start Dates & Duration
With your Project Schedule open, you can adjust your Start date and the duration of any tasks listed within your schedule.
Update Start Date - To update your Schedule start date, type or select a new date with the calendar icon to replace the current start date.
Update Duration - In the Duration field for any task, click to replace the existing duration time with the new duration then press Enter to update this and all related Schedule dates based on your new duration.
Schedule Save - Click this Save icon any time you are making changes in the Schedule area displayed here. This ensures your schedule changes are saved.
Adding Tasks to Your Schedule
Click the + icon in your Schedule header to add a new Task row.
Enter a Code and Task Name for your task in the newly provided columns.
The new Code must fall between your currently existing task codes in the Schedule, depending on your preferred area of placement.
Ex. set a code of 040 if you'd like the new task between code 030 and 050
Click the Save icon to save your new task.
4. With your mouse, click and drag the newly created Task to the corresponding area of your Schedule, based on the Code column.
5. As needed, use the indention icons to align your task correctly in the Schedule view.
6. Click the blue hyperlink in your new task row to populate its information in the Details section below your Schedule.
7. Click Dependencies to relate this new task to a Predecessor and Successor task in the Schedule.
8. Click Add to add a predecessor for this new task. This connects the tasks and due dates in the Schedule.
9. Select your Predecessor task from the drop-down list provided and click Save within the table.
10. Repeat Steps 8 & 9 for your Successor task.
*Click Save within each table to save your updates.
Baseline the schedule
Click the check mark from the top menu bar once you are ready to baseline your schedule at FIR, have received Program Engineer approval to re-baseline, or would like to baseline (unofficial) before FIR in order to track task dates.
The tool will populate every tasks planned start/finish date to the baseline start/finish dates.
Distributing the Schedule
The Project schedule can be shared in multiple ways depending on the audience's needs. The first method can be copying and emailing the link although this method is outside of PMWeb but can be lost in the email Inbox.
The more preferable distribution method is utilizing the "Notification" functionality within PMWeb. The benefit is this keeps a log of when and to whom the schedule has been sent to. The only drawback is the intended audience must have access to PMWeb.
The third and
Definitions
Critical Path Method (CPM) Scheduling - CPM Scheduling is a logic-based planning technique using activity durations and relationships between activities to calculate a schedule determining the minimum total project duration and the interdependencies of all activities.
Critical Path - The longest logical path through the CPM network driven by calendars, constraints, and activity logic. It consists of activities that determine the shortest time for project completion and the sequence of activities such that a delay to any of the activities on the critical path will prolong contractual project milestones, such as project completion.
Critical Activity — An activity that must be completed on schedule for the project to finish on time. If a critical activity is delayed, the project finish date might also be delayed.
Status Date (Data Date) – The starting point from which to schedule all remaining work. It can also be considered the cut-off date wherein all work before this date has actual starts, actual finishes, or both.
Dependencies (Relationships) – Logical ties between scheduled tasks to create an order to activities.
Duration – The length of time a task requires
Constraint – The overriding of logic with a set date.
Lag – Added duration to a relationship.
Float ― The amount of delay activity can experience before it impacts the completion of the schedule.
Total Float – The amount of time between the earliest date an activity can start and the latest date when an activity must start, or the earliest date an activity can finish and the latest date when an activity can finish before the activity causes a delay to the project.
Free Float – The amount of time an activity can be delayed without delaying the Early Start or Early Finish of its successor activity or activities.
Slack ― Microsoft Project uses the term slack in place of float.
Gantt Chart – A time-scaled graphical display of the project’s schedule.
Milestone – A scheduled task without a duration.
Parent Task (Summary Task) – A schedule task without any relationships (dependencies) that provides a summary of the child tasks.
FAQs
Below are some frequently asked questions. If you have a question but don't see it listed here, fill out a website help form.
Do I update the Schedule Status Date monthly, or at major milestones?
This depends on your region. Most regions recommend updating your Schedule record at least monthly, but more often if needed to record major milestones.
Why did the update for my project’s “AD (milestone)” date on the PMWeb Schedule not change?
Perhaps the change didn’t get saved. Below are the steps to save an updated PMWeb Schedule by clicking the “Save” buttons.
Why is my project’s PMWeb “AD (milestone)” date not reflected on the Go Sheet?
The “Scheduled Ad Date” on the SAP cj20n Business Manager (BM) tab is the source for the “AD Date” on the Go Sheet.
When I update the PMWeb “AD (milestone)” date, what’s the process to update the SAP AD date?
Follow your Region’s process for updating the SAP AD date. In R2, project staff need to request an Ad date change via email to the Business Office: To: Mary Balchuck; Cc: Jason Ahrens; Michael Nusen. The Business Office will change the SAP cj20n BM tab “Scheduled AD Date”.
Where is the Go Sheet (Anticipated Projects Advertisements Next 180 Days) located?
Navigate to the Current & Future Bidding Opportunities page. Once on the web page, click "GoSheet Anticipated Project Report".
Do we need to update the “AD Certainty” field (green/yellow/red) on the SAP cj20n, Project Manager Tab?
No. The “AD Certainty” field does not need to be managed because the field was removed from the Go Sheet (as per the decision made at the 6-8-22 PRTO TAC meeting).
Where is the bi-weekly calendar for project Ad dates?
Visit the Bid Advertisement Calendar page link here. Once on the webpage, click the Bid Advertisement Calendar link, as shown below, to download the calendar.
How do I create a Construction-Phase-Only Schedule for Non-Capital Engineering Projects?
Here’s the 8-click method to Delete pre-con Schedule tasks as shown below:
Click the "Select or unselect all rows" white square.
Deselect the 6 Construction Phase/Tasks.
Click the "X" Delete Selected Rows button.
Click the “small” & “big” Save buttons too.
How do I create a Construction-Phase-Only Schedule for Non-Capital Engineering Projects?
Here’s the 8-click method to Delete pre-con Schedule tasks as shown below:
Click the "Select or unselect all rows" white square.
Deselect the 6 Construction Phase/Tasks.
Click the "X" Delete Selected Rows button.
Click the “small” & “big” Save buttons too.