1

Project Time Management

Institute for Facilities Management

Course Objectives

Explore the challenges with managing a campus project schedule

Review industry practices and contractual issues

Discuss incentive clauses

Outline

1. Project Time Management2. Design Time Management3. Construction Time Management4. Contractual Incentives

2

Project Time Management

Managing project timelines in a campus environment is particularly challenging

Campus Challenges

Immovable completion datesCompressed and restrictive

construction windowsProjects requested late

Campus Challenges

3

Project complexityFunding processPermitting process

Campus Challenges

Board/administrative/regulatory approvalsDecision-making processNumber of people involved

Campus Challenges

Basic Goals of a Project

Lowest Cost

Highest Quality

Shortest Time

4

Competing Goals

Shortening the schedule usually drives up cost and/or lowers quality

Insufficient Design Time

Reduces the opportunity for optimizing value and lowering project expenses

Lowers the quality of the design documents leading to higher bids and change orders

Insufficient Construction Time

Drives up bids in covering acceleration costs and higher risks

Limits the amount of time available for quality workmanship

Reduces competition

5

Prioritizing Goals

A project without sufficient time has lessened the importance of the cost and quality goals to time

Design Time Management

Time is a Finite Resource

The time allotted for construction is inversely proportional to the time taken for design

6

Time is a Finite Resource

Design Phases

ProgrammingDetermines and describes the facility needs

Schematic DesignDetermines the scale and

relationship of the project components

Design Phases

Design DevelopmentFixes and describes the size and character of the

entire project and building systems

Construction DocumentsDetails the project for

bidding and constructingpurposes

7

Building the Pyramid

Designing is a process of building upon decisions...like blocks in a pyramid

Decisions (the building blocks) must be timely or the building process halts

Design Schedules Crash…

…when decisions are made or changed in the wrong phase of design; effectively dismantling the decision pyramid

Project Team Orientation

Clients and decision-makers need to understand and work with the discreet phases of design

8

ConstructionTime Management

Construction Schedule

The schedule is the project team’s tool for managing construction time

Construction Schedule

Select an appropriate scheduling tool for the project

9

Critical Path Schedules

Critical Path Schedules

Early Start & Early Finish

Late Start & Late Finish

Float

10

Critical Path Schedules

Float is defined as the time between the earliest possible completion of an activity and the latest required completion

Most activities have float time

Critical activities do not have float time

Critical Path Schedules

The delay of a critical activity will cause an equal delay in the project’s completion

The sequence of critical activities from start to finish is the critical path

Look-Ahead Schedules

11

Scheduling Considerations

Seasonal timingManpower availabilityLong lead items

Building in extra lead time allows time for...…shop drawing approval…long delivery items…planning the execution of the work

Scheduling Strategies

Time Extensions

A time extension is warranted only if an excusable or compensable delay impacts the critical path

12

Schedule Delays

Non-excusableExcusable (Non-compensable)Compensable

Non-Excusable Delays

Contractor’s Fault

Poor planning, rework, insufficient manpower, poor management, late deliveries, etc.

Excusable Delays

Nobody’s Fault

Weather delays, strikes, acts of God, etc.

Non-compensable

13

Compensable Delays

Owner’s (or A/E’s) Fault

Scope changes, design errors, etc.

Schedule Management

Key to successful schedule management is early recognition and response to delays

Contractual Strategies& Incentives

14

Bidding Strategies

Phase the construction

Direct purchase long lead items

Bid an alternative schedule

Contractual Requirements

Specify owner’s rights and contractor’s duties related to schedule delays

Schedule Incentive Clauses

Three types:• Actual Damages• Liquidated Damages• Bonus/Penalty

15

Actual Damages

Owner seeks reimbursement for damages actually incurred by the delay

Open-ended risk to contractor

Difficult to ascertain, burden of proof lies with the owner

Liquidated Damages

Eliminates arguments over valuation

Less risk for the contractor

Must be a reasonable projection of damages

Liquidated Damages

Limits the amount owner may collect

Need not be damaged to collect

Contractor may build damages into the bid

16

Bonus/Penalty Clause

Penalty must be balanced by a bonus

Provides contractor with a positive incentive

Summary

Prioritize the project goals of cost, quality, and time

Recognize the discrete phases of the design process and manage the decision making process accordingly

Utilize contractual strategies as inducements and incentives for the contractor to meet the project schedule

IDT

ask N

am

eD

ura

tion

Sta

rtF

inis

hP

redecessors

1M

ate

rial P

rocu

rem

en

t100 d

ays

Tu

e 1

/14/1

4T

ue 6

/3/1

4

9C

on

str

ucti

on

110 d

ays

Wed

3/5

/14

Th

u 8

/7/1

4

10

Ind

oo

r T

urf

Bu

ild

ing

110 d

ays

Wed

3/5

/14

Th

u 8

/7/1

4

11

PE

MB

- R

oofing a

nd w

all

panels

56 d

ays

Wed 3

/5/1

4W

ed 5

/21/1

4

12

PE

MB

- w

all

insula

tion

5 d

ays

Thu 5

/22/1

4T

hu 5

/29/1

411

13

OH

Door

Insta

llation

4 d

ays

Mon 6

/23/1

4T

hu 6

/26/1

412

14

Kalw

all

Insta

llation

9 d

ays

Tue 5

/13/1

4F

ri 5

/23/1

4

15

*Perm

anent build

ing d

ry-in

0 d

ays

Fri 5

/23/1

4F

ri 5

/23/1

414,1

1

16

Fire P

rote

ction R

ough-in

20 d

ays

Tue 4

/29/1

4T

ue 5

/27/1

4

17

Ele

ctr

ical O

verh

ead R

ough-in

19 d

ays

Wed 4

/30/1

4T

ue 5

/27/1

4

18

Duct S

ock H

angers

5 d

ays

Tue 5

/27/1

4M

on 6

/2/1

4

19

Masonry

Walls

for

Sta

ir5 d

ays

Wed 5

/21/1

4W

ed 5

/28/1

4

20

Meta

l S

tud W

alls

10 d

ays

Wed 5

/21/1

4W

ed 6

/4/1

4

21

Pain

t H

igh R

oof S

tructu

re10 d

ays

Wed 5

/21/1

4W

ed 6

/4/1

416F

S-5

days,1

7F

S-5

days

22

Insta

ll S

prinkle

r C

ages

10 d

ays

Thu 6

/5/1

4W

ed 6

/18/1

421

23

Pain

t Low

er

Str

uctu

ral S

teel

5 d

ays

Thu 6

/5/1

4W

ed 6

/11/1

421

24

Insta

ll F

abric P

anels

at th

e c

eili

ng

5 d

ays

Thu 6

/5/1

4W

ed 6

/11/1

421

25

Hang L

ight F

ixtu

res

8 d

ays

Mon 6

/9/1

4W

ed 6

/18/1

44,1

8,2

4F

S-3

days

26

Sport

s E

quip

ment In

sta

llation

15 d

ays

Mon 6

/2/1

4F

ri 6

/20/1

421F

S-3

days

27

Insta

ll S

core

board

2 d

ays

Thu 6

/5/1

4F

ri 6

/6/1

421

28

Above 1

5' P

unch L

ist

2 d

ays

Mon 6

/23/1

4T

ue 6

/24/1

425,2

7,2

6

29

Turf

Levelii

ng c

ours

e a

nd insula

tion

5 d

ays

Wed 6

/25/1

4T

ue 7

/1/1

428

30

Insta

llation o

f in

flo

or

heating p

ipin

g10 d

ays

Tue 7

/1/1

4T

ue 7

/15/1

429F

S-1

day

31

Insta

llation a

nd fin

e g

radin

g o

f th

e fin

al base m

ate

rial fo

r th

e turf

5 d

ays

Thu 7

/10/1

4W

ed 7

/16/1

430F

S-4

days

32

Sport

s T

urf

Insta

llation

15 d

ays

Thu 7

/10/1

4W

ed 7

/30/1

431F

S-5

days

33

Insta

ll W

all

Pads

5 d

ays

Thu 7

/17/1

4W

ed 7

/23/1

432S

S+

5 d

ays

34

Mis

c. H

ard

ware

and F

inis

hes

5 d

ays

Thu 7

/17/1

4W

ed 7

/23/1

432S

S+

5 d

ays

35

Fin

al C

leanin

g3 d

ays

Tue 7

/29/1

4T

hu 7

/31/1

432F

S-2

days

36

*Build

ing C

lean

0 d

ays

Thu 7

/31/1

4T

hu 7

/31/1

435

37

Contr

acto

r P

unch L

ist

5 d

ays

Fri 8

/1/1

4T

hu 8

/7/1

436

38

Lin

k B

uild

ing

61 d

ays

Tu

e 5

/13/1

4T

hu

8/7

/14

39

Exte

rio

r C

on

str

ucti

on

40 d

ays

Tu

e 5

/20/1

4W

ed

7/1

6/1

4

40

Exte

rior

East W

all

Fra

min

g5 d

ays

Tue 5

/20/1

4T

ue 5

/27/1

4

41

Insta

llation o

f D

uct W

ork

on the R

oof

10 d

ays

Thu 5

/22/1

4T

hu 6

/5/1

4

42

Roof to

p G

as p

ipin

g c

onnections to the R

TU

's

3 d

ays

Fri 6

/6/1

4T

ue 6

/10/1

441

43

Z-F

urr

ing a

nd R

igid

Insula

tion

13 d

ays

Tue 5

/20/1

4F

ri 6

/6/1

4

44

Pre

cast V

eneer

- E

ast W

all

5 d

ays

Tue 6

/3/1

4M

on 6

/9/1

4

45

Meta

l B

uild

ing S

idin

g in C

ourt

yard

and W

est W

all

5 d

ays

Tue 6

/10/1

4M

on 6

/16/1

444

46

Ere

ct R

oof S

tair

3 d

ays

Tue 6

/17/1

4T

hu 6

/19/1

445,9

2

47

Dri-D

esig

n M

eta

l P

anels

- E

ast W

all

10 d

ays

Tue 6

/10/1

4M

on 6

/23/1

444

48

Exte

rior

Sto

refr

ont and E

ntr

ies

6 d

ays

Tue 6

/24/1

4T

ue 7

/1/1

440,4

7

49

Roof E

dge C

opin

gs

10 d

ays

Wed 7

/2/1

4W

ed 7

/16/1

445,4

8

50

Inte

rio

r C

on

str

ucti

on

61 d

ays

Tu

e 5

/13/1

4T

hu

8/7

/14

51

Inte

rior

Masonry

Wall

- R

estr

oom

s12 d

ays

Thu 5

/15/1

4M

on 6

/2/1

4

52

Inte

rior

Masonry

Walls

- S

tora

ge A

reas

22 d

ays

Wed 5

/21/1

4F

ri 6

/20/1

4

53

ME

P O

verh

ead R

ough-in -

Phase 2

35 d

ays

Tue 5

/20/1

4W

ed 7

/9/1

4

54

Acoustic S

pra

y -

Mech / E

lec R

oom

3 d

ays

Tue 5

/27/1

4T

hu 5

/29/1

4

55

Pain

t -

Mech / E

lec R

oom

2 d

ays

Fri 5

/30/1

4M

on 6

/2/1

454

56

Ele

ctr

ical R

oom

Equip

ment

24 d

ays

Tue 5

/13/1

4M

on 6

/16/1

4

57

*Perm

anent P

ow

er

0 d

ays

Mon 6

/16/1

4M

on 6

/16/1

456

58

Mechanic

al R

oom

Equip

ment P

ipin

g &

Insta

llation1

5 d

ays

Fri 5

/30/1

4T

hu 6

/19/1

455F

S-2

days

59

Meta

l S

tud F

ram

ing a

nd D

ryw

all

10 d

ays

Mon 6

/9/1

4F

ri 6

/20/1

452F

S-1

0 d

ays

60

Pain

t D

ryw

all

walls

and s

offits

3 d

ays

Mon 6

/23/1

4W

ed 6

/25/1

459

61

Pain

t R

oof S

tructu

re in o

pen a

reas

3 d

ays

Wed 6

/25/1

4F

ri 6

/27/1

453F

S-1

0 d

ays

62

Sealin

g M

asonry

Walls

5 d

ays

Mon 6

/30/1

4M

on 7

/7/1

452F

S+

5 d

ays

63

Pain

t C

MU

walls

4 d

ays

Mon 6

/30/1

4T

hu 7

/3/1

452F

S+

5 d

ays

64

Wood P

anelin

g a

t E

ntr

y2 d

ays

Mon 7

/7/1

4T

ue 7

/8/1

463

65

Ceili

ng G

rid

5 d

ays

Tue 7

/8/1

4M

on 7

/14/1

462

66

Acoustic W

all

Panelin

g in C

onf R

oom

4 d

ays

Tue 7

/15/1

4F

ri 7

/18/1

465

67

Lig

ht F

ixtu

res in G

rid

4 d

ays

Fri 7

/11/1

4W

ed 7

/16/1

465F

S-2

days

5/1

85/2

56/1

6/8

6/1

56/2

26/2

97/6

7/1

37/2

07/2

78/3

8/1

0June

July

August

Un

ive

rsity o

f Io

wa

HT

RC

- I

ndo

or

Turf

Add

itio

nP

roje

ct

Sche

du

le P

rin

ted

Tu

e 5

/20

/14

Perio

d:Th

ru:

Job

Nam

e: :

HTR

C

PM:

Bria

n H

edgr

en /

Jill

Mey

erC

ON

STR

UC

TIO

N C

OM

PAN

YJo

b N

umbe

r:

Supt

:Tr

avis

Ben

zLo

ok-A

head

Sch

edul

e

1/6/14

1/7/14

1/8/14

1/9/14

1/10/14

1/11/14

1/12/14

1/13/14

1/14/14

1/15/14

1/16/14

1/17/14

1/18/14

1/19/14

1/20/14

1/21/14

1/22/14

1/23/14

1/24/14

1/25/14

1/26/14

Con

tract

orA

ctiv

ityM

onTu

eW

edTh

urFr

iS

atS

unM

onTu

esW

edTh

urFr

iS

atS

unM

onTu

eW

edTh

urFr

iS

atS

unR

athj

e A

djus

t wat

er m

ain

into

new

HTR

C b

uild

ing

XX

Do

pres

sure

test

ing

on n

ew s

anita

ry s

ewer

line

s ov

er to

the

Art

Stu

dio

build

ing.

XX

Nee

dham

Sha

g ou

t ste

el o

n bu

ildin

g pa

d.

XX

XX

XS

tart

erec

ting

stee

l on

the

grou

nd.

XX

XX

XX

XX

Cen

tenn

ial

Con

trac

tors

Form

and

pou

r fou

ndat

ion

wal

ls a

cros

s th

e ea

st

side

XX

Bac

kfill

foun

datio

n w

alls

acr

oss

the

east

sid

e.X

XX

XC

lean

off

the

build

ing

pad

XX

XB

ackf

ill th

e fo

unda

tion

wal

ls a

cros

s th

e w

est s

ide

of th

e bu

ildin

gX

XFo

rm a

nd p

our f

ound

atio

n w

alls

acr

oss

the

north

en

d of

the

build

ing.

X

XX

Bac

kfill

the

foun

datio

n w

alls

on

the

north

sid

e.

XX

Dig

foot

ings

in th

e lin

k ar

ea.

XX

XX

XX

XW

ork

on fo

rmin

g an

d po

urin

g w

alls

in th

e lin

k ar

ea.

XX

XX

XX

XX

Bac

kfill

foun

datio

n w

alls

in th

e lin

k ar

ea.

XX

XX

X

Elec

tric

al

Pre

p an

d p

our p

ower

tran

sfor

mer

pad

XX

XW

ork

on u

nder

grou

nd ro

ugh-

ins

in th

e lin

k ar

ea.

XX

XX

X

1/26

/201

41/

6/20

13 01-1

3-40

02