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Integrate contractors schedules

5 replies [Last post]
Sun, 2003-05-25 20:42
Ray Messinger
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What is the best way to update/integrate multiple contractors schedules into a Master? Request the P3 files?
Subprojects? 123/Excel export files?

Do you have to dictate to the contractors what the Activity code structure should be?

What if you want to maintain certain linkages between different contracts milestones and not recreate them each update?

Thanks,
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Replies

Tue, 2003-07-08 22:51
#1
Jorge Taguinod
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Hi Ray!

I totally agree with Paul here.

The basic thing to remember if you are the one maintaining the integrated (master) schedule is that you should be the one to setup the data structure -- which means that you should setup the codes for the items found under the Data Menu.

You can then let the subs populate these codes with their own values. And Pauls way of allowing subs to define their own values -- that is by assigning the first one or two characters per sub -- is a sure way for them not to overwrite or mix-up the values of others.

Updates may be gathered by the subs sending copies of their projects. Another way would be to use the Primavera Post Office, which you can also file for future reference.

Good luck.

Jorge P3 Taguinod
Crown Systems
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Tue, 2003-06-10 19:09
#2
Paul Harris
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Willie -

Resources. Each organization should prefix their own user defined resources with their Project ID.

Layouts and Filters. These may have a 2 character code so for example I let organization A have Resource and Filter ID’s A* to C*, organization B D* to F* and so on so each organization has a unique set of filters and layouts that no one else should edit.

Activity Codes. Some Codes are nominated at master project and all activities should have these codes. Organisations often will have the requirement for their own codes for their own reporting. I set up codes with generic names such as system and subsystem which are say 10 characters and each organization can use them for what they want and they prefix their code with the Project ID to make their code unique.

Calendars, Cashflow Codes and Custom Data Items are normally negotiated as required.

Activity ID codes are Project Group Codes and are mandatory to all projects.

Regards

Paul E Harris
www.eh.com.au
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Tue, 2003-06-10 06:57
#3
William Cormack
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Paul

Interesting post.

Could you expand on your final paragraph please. Im not quite sure what you are saying.

regards

Willie
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Tue, 2003-05-27 02:55
#4
Forum Guest
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Ray

There are several basic methods and a number of techniques that may be used to integrate a contractors schedule and I agree with Rons comments about not using spreadsheets.

With all the methods I suggest that you get someone with a lot of experience to help you set up as there are many pitfalls and problems with all the techniques. If it is not possible to obtain someone with experience then I suggest you do some testing with some small schedules going through the processes of updating and rescheduling so you know exactly what your schedule is doing and how it is going to work.

If you are able to get your contractors on the same network as your master project then you may assign them a subproject and use the P3 Access rights to limit which projects they may open and edit.

When you are unable to get them on the same network then there other options.
1. Check out a project for them to update and check it back in. Checking out retains the relationships from outside the subproject when rescheduling. One of the main problems with this process is that when you end up with a corrupt checked out project file it may not be batched to fix it up.
2. Use the interproject relationship function, there are several options when using this file, read the documentation and see what you think.

You ask about shared codes, in the project and subproject environment, including checkout files the Activity Codes, Resources, Calendars, Layouts and Filters are shared. I usually give each contactor a range of values that they may use for Layouts, Filters and Calendars. I get them to Prefix "Subproject" specific Activity Codes and Resources with the Subproject ID which makes the Codes unique to each Subproject.

Regards

Paul E Harris
Director
Eastwood Harris
www.eh.com.au
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Mon, 2003-05-26 00:31
#5
Ronald Winter
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Ray,

You have an important first step to make before worrying about integrating P3 projects. First, you have to GET the P3 files. If you do not have a backup of the electronic P3 schedule, then you have not got the schedule. You may have hundreds of pounds (or kilograms) of paper but you still do not have the schedule. You only have ‘snapshots’ that show certain aspects of the schedule. Question: Could you build an exact copy of a house with only a picture of the front of it?

Once you have the legal backup copies of the schedule, you can begin to integrate. Now you have to answer the question: are you trying to link several simultaneous subprojects together into one master schedule, or are you trying to link like schedules from the same project together over time?

If you have subprojects (each one controlled by a different contractor,) then P3 subprojects are the way to go. You can set-up inter-project relationships and report on the entire project while still keeping the various projects independent.

If you wish to view the same project over time, leave the schedules separate and link them together for reporting purposes by using the Target Schedule feature.

Forget spreadsheets for importing schedules, each sheet can only show you a part of the picture and in the end, you still do not have a legal copy of the schedule. Spreadsheets are for doing advanced analysis and linking your schedule data to the cost system, not for backup or schedule transfer. Good luck!
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