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PUB 615 - Pennsylvania Department of Transportation

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1. eene ennt rennen nnne 2 30 2 05 Attaching and Reading Notes eet eter ce o eter eee et et ete eene 2 34 2 9 6 Editing Activity Entries ide eet e e e e ene e aria danielle 2 35 2 9 7 Moditying the Schedule erede OR DESDE 2 36 2 0 8 Recurting Activities ue ees eee eee tiae aen ete e ee de ee ete 2 37 2 10 Auxiliary Files 5 een RR E eee RR E eos 2 38 DAO A Calendar File ipee per ee RR REOR Herde i ARS 2 38 2 10 2 Resource Elle tee Tote eh e ER etre ee tr oU Ae 2 40 2 10 3 Code FileS uen ete etu endete Hen ere e ees d 2 40 2 11 Working with Activity Views eio terria enner bti Leer Le sete eL esent ete rebote nte 2 42 2 11 1 Working with the Activity Bar Chart View sese 2 42 2 11 2 Working with Parent Children Activities essent 2 42 2 11 3 Optimizing an Activity pee eet be tete eic 2 45 2 114 Managing Columns om pepe e ae e m 2 48 2 11 5 Managing ROWS ias uentus eo qe tea 2 50 2 12 Analysis ee Sead tea e a inita enean 2 53 2 12 1 Time Analysis Defined ie eee ere E sb edes nadia 2 53 2 12 2 Performing Time Analysis dte ee eire EU e cer ee PE ee Pede 2 54 243 Baseline EM 2 56 2 13 1 Recording Baseline ee HS dees 2 56 2i113 2 Creating a Baseline
2. 2 12 2L k Whe Summary Tabien eno a a a ae ied 2 14 2 ka khe Preferences Tab ee har ee EE UR EA D E TERRENAE e E ia 2 14 21 3 The Eil s Tab zt i tee a es EAE EENES 2 15 DAS THE Status Tab i entere teet etre oet vente see gd 2 16 2 A lhe Cost Labs eei pace rettet reet fct e eee ete SQUE HER Res 2 16 DAG The Notes eee ERE DE rd eR Rs 2 16 2 477 he Scheduling t i ette Ht e Ue it eee ted ee e ed 2 17 2 7 5 The User Fields reete ne eer ERE E PUN FERNER SS 2 18 2 7 0 TheAccess Control Lab rics ete eee terree eet tete Ree ie eee e eere uen 2 18 2 1 10 The Open Status Tab im e cete Re e eee e aria cents 2 20 2 lI The Codes Tab gesserit e odas 2 21 2 8 Working With VLE WS 2 enu Ride ee EE Pee nei eet quie e ie Ht AE eens 2 22 2 5 Displaying Opern Plan ten t re e Rer OE Me da 2 22 2 8 2 Scrolling Ve WS eedem Pg east ER e esperto d tds 2 25 2 9 Enterng and Relating Activities edente te costs ede D dee too eee teta 2 25 2 9 Identifying Basic Activity Fields eese enne nre 2 26 Table of Contents Publication 615 2 0 2 Entering Activity Data one e ete denter et ep ert iere Dee estne 2 26 2 9 3 Using the Activity Details Dialog esses ren rennen 2 28 2 9 4 Modifying Activity
3. 2 22 NULL PRD UID None The unique identifier for a Welcom product record NUMBER 10 0 NOT NULL TYPE Nos o Noe juwo 0 NULL Table WST PRD Installed Welcom Products The Installed Products table stores product identifiers that are used to determine security information for each specific product This table is not defined in the Open Plan data dictionary and its structure must not be changed Open Plan Field Name Field Label Description Data Type Oracle Data Type DESCRIPTION None The name of the installed product None VARCHAR2 60 NOT NULL FLAG None None JNUMBERGQ0 O NULL INSTALLDATE The date and time the product was installed DATE NOT NULL INSTALLEDVER ah None The major version number the portion of the version number to the left None NUMBER 10 0 NULL of the decimal place INSTALLEDVER MIN None The minor version number the portion of the version number to the None NUMBER 10 0 NULL right of the decimal place LICENSE The license key for the installed product None VARCHAR2 32 NULL MESSAGETEXT Dues ce message that is to be displayed to each user upon logging into the fa erg NULL product MSGEXPIRE None The expiration date of the login message None DATE NULL PRD_UID None unique identifier for a Welcom product record NUMBER 10 0 NOT NULL Table WST PSO Securable Object Definition The Securable Object Definition table stores items that products define and recog
4. Open Plan Late Start Finish dates are in the future Open Plan Late Start date has been missed Open Plan Late Finish date has been missed Open Plan Actual Start or Actual Finish Dates are entered Open Plan Actual Start or Actual Finish dates are entered but the Actual Start or Actual Finish dates fall after the Baseline date Table D 4 PDOC Chart Float color coding Float Color Description Project has less than 15 days of negative float Project has equal to or greater than 15 days of negative float D 3 System Data Configuration Data Table OPP ALR Email Advisory Definitions The Email Alerts table contains Open Plan email alerts definitions System defined items are stored with a blank USR ID field The data dictionary table identifier for table OPP ALR is ALR Open Plan Field Name Field Label Description Data Type Oracle Data Type ADDR FIELD None The email address to which an email advisory message is to TEXT VARCHAR2 32 NOT NULL be sent ADDR FMT None Flag indicating whether the email addresses are embedded in INTE NUMBER 10 0 NOT NULL the field or listed in a field ALR ID None frre unique name of an email advisory definition VARCHAR2 60 NOT NULL ALR_UID None The unique identifier of an email advisory definition This field GUID VARCHAR2 22 NOT NULL is not displayed in Open Plan COMBINE None Flag indicating that Open Plan will combine all the messages
5. m mee m gt fest iie 04 1999 29998 LET prejete Ter Pt m a D SE 0 Figure 3 13 Progressing Screen using Date Range T Click Submit 3 9 Chapter 3 WelcomHome Publication 615 3 4 Approve Reject Pending Progress The steps in Section 3 4 are to be completed by the PM or owner How to Approve Reject Pending Progress in WelcomHome 1 Click Progressing along the left hand side and click Activity Authorization 2 Select your project from the drop down menu or select All Open Plan 3 x 3 Check the Authorize or Reject boxes or click authorize all or reject all WelcomHome Actas Actes tes Desiriptien Siart liimh imaa d EEC Auth mti i Bom RD tee E Map o u oo OFTEN E Figure 3 14 Activity Authorization Page 4 Click Submit and then click Close WelcomHome Activty Lxarited er ip Figure 3 15 Activity Save Log Dialog Once the project manager or owner approves progression Open Plan must be launched and a time analysis must be run with an updated time now date on the project If any progress was rejected an email 3 10 Chapter 3 WelcomHome Publication 615 is not automatically sent to the consultant Emails to the consultant can be sent directly through WelcomHome How to Send an Email when Progress is Rejected 1
6. eese eene enne nre 2 78 2 17 3 Printing the Document 5 dete met ee e d Nr 2 81 2 18 Getting On Line Help Dt ee E ete eee eet eei be eee eee e oe Rene 2 83 2 18 Using Help ciae eee aes e petiti ete be MA eeu 2 83 Chapter 3 WelcomHOm vn thor 3 1 3 0 WeleomHome Overview e etate i eere Me Re orae o ten 3 1 3 1 Logging on to 3 1 3 2 Setting Up A Project iu rq mde eet obedece te 3 2 3 9 Updating A PrOJeCU s e e E Pee eret eme ete tease ete ede 3 7 3 4 Approve Reject Pending Progress sess ener enne nennen entere nnne 3 10 APPENDIX ciisiccedevestvancsctosacsstisscenteastecsusssnassaeassestcdaasasetsedecessnabennedaseansdntoasoasaaseswasoasdueenhetooesdeeusseasecheasedaesd STANDARD REPORT ACTIVITIES et tei de xe eie variates cheese eee 3 1 Wu ed Uie B1 b C Lem SCHEDULE SETUP CHEGMKPLIST 4 aceite i tte ert ert ener ee tet n B 1 B l Project Checklist eee et eel tea epe it ane Ree Ra ee B 1 APPENDIX exceso PORTFOLIO MANAGER REFERENCE eren enr en rennen C 1 C 1 CALENDAR FILE ALTERNATIVE WORK SCHEDUDLE eere C 1 C2 RESOURCGE EILE intet certet fe tet c be et ho e et eb eee eee ties C 1 C3 CODE 5 hee epe edite Bie C 1
7. 1 Display the Project Explorer 2 Right Click on the Projects Folder 3 Click Filter 4 Check Enable Filter 5 Choose what Field Name you want to filter on select an Operator and enter a Criterion 6 Click OK Filter Settings Ed v Enable Filtering Field Name Client m perator Equals ae Hel Criteria Engineering District 8 0 ET Figure 2 6 Filtering in the Project Explorer View Note that only those projects that fit the criteria selected will be displayed To remove the filter disable the filter unselecting the Enable Filtering The projects shown in the Open Plan Explorer can also be grouped by any of the fields appearing within the right hand side of the Open Plan Explorer To Group Projects in the Project Explorer View 1 Display the Project Explorer 2 Right Click on the Project Column Heading for the type of grouping desired 3 Click Group To expand any group click the to the left of the group title The grouping can be cancelled by right clicking within the column heading and selecting Ungroup 2 5 Working with Open Plan Files Once Open Plan has been started the user can create a new project or open a project that was previously created Once the project data has been entered the project must be saved in order to store the changes When a project is closed its image is removed from the project workspace and it is cleared from memory 2 7 Chapter
8. NRISKSI MULS Risk Number of Flag for risk analysis option INTE NUMBER 10 0 Simulations NULL OPCLIENT Client The name of the client OPCOMPANY Company The name of the company OPMANAGER Project Manager The name of the project manager OPSTAT Project Status The computed status of a project Valid value are Planned In Progress and Complete These values are stored in the database as 0 1 and 2 respectively OUTOFSEQ TA Out of Flag for time analysis option Sequence Option Percent The project s percent complete Complete EXT XT m Project Manager The project manager s email address E mail RS Priority 1 Flag for resource scheduling option Optio RS Priority 2 Flag for resource scheduling option Option RS Priority 3 Flag for resource scheduling option Option RJ FLAG DUI Se _ _ __ _ 10 0 n R In Progress Flag for resource scheduling option 10 0 Priority Option Project Phase The project status Valid values are Proposed Open and Closed These 4 values are stored in the Open Plan database as P O and C respectively RCL ID Reporting The name of the default reporting calendar for the project 20 Calendar ROJTYPE Project Type 20 RDS UID Resource File The unique identifier that links a project record to a unique resource object directory record for the resource file assigned to the project This field is not displayed in Open Plan The re
9. 1 Goto the Open Plan Library Folder 2 Select the Calendars folder 3 Double click on the calendar that you want to view Use the Page Up key to go to previous years Use the Page Down keys to go to next year Note that there can be several different calendars in a calendar file 2 38 Chapter 2 Open Plan Publication 615 2012 February March April TW TES SMTWTFS SMTWTFS 12 00 08 gt 55 UB 910MM NN 5 6 7 8 NB MM 9101112 58 15 16 17MM M1213 1415 16M Mic 17 18 19 2088 22232488 MB 19 20 21 22 230 B 23 24 25 26 27 8 29 B 26 27 28 29 NN 5 June July August TW TES SMTWTEFS SMTWTFS M o SES S5 CN 12 5008 4 5 6 7 cM NM 5000 5B 7 8 Mi 1213 14 15M Mie 1718 19 208 BB 1415 16 17 Mics 19 20 21 220 MMM 23 24 25 26 270 B 20 21 22 23 24 BH 25 26 27 28 2988 8 30 31 Wl 27 28 29 30 31 ctober November December wTFS SMTWTFS SMTWTFS 34 SH 2 10 11 Ell MS 5 gt E 3456s 17 18 19 14 15 1600 NN i0 11 12 13 1 24 25 260 19 20 21 18 19 20 2 31 Bl 26 27 28 29 30 a 2408 26 27 28 8 31 Calendar PDSCAL lt Default gt Working Day C Non Working Day E Extra Day 7 Holiday EE Figure 2 28 Calendar View The most important thing to keep track of when viewing any calendar is the title bar at the top of the Open Plan window This indicates which calendar is being viewed To change the calendar that you are viewing righ
10. 1 Select the successor dependent activity 2 Activate the Activity Details dialog 3 Click on the Relationships tab 4 Modify the type of dependency link or add lead or lag time as desired Chapter 2 Open Plan Publication 615 5 Click Apply 6 Click Close Relationships can also be deleted If a relationship is deleted accidentally it must be recreated It cannot be recovered using an Undo feature To Delete an Activity Relationship Using the Activity Details Dialog 1 Select the appropriate activity 2 Activate the Activity Details Dialog 3 Click on the Relationships tab 4 Select the activity link to be deleted 5 Press Delete 6 Click Apply T Click Close Relationships can also be literally drawn between activities using the mouse pointer However you must be in Relationship Mode to use this method When creating a relationship using the mouse the mouse must be positioned directly over the activity bar to activate the Z formation mouse pointer To Create an Activity Relationship Using the Mouse 1 Click the Relationship Mode button amp on the toolbar 2 Position the mouse pointer on the appropriate edge of the predecessor bar The mouse pointer appears as a one headed Z 2 32 Chapter 2 Open Plan Publication 615 tZ Open Plan Desktop Activity Barchart View Kim Test 181 J File Edit View Project Tools Add Ins Window Help Oel O t e
11. Figure 2 55 The Filter Expression Dialog Box 4 Create the filter expression A drop down arrow is available to select from defined fields 5 Click OK 6 Click Apply 7 Click OK 2 15 2 Sorting Project Data Sorts are similar to filters in the way that they are accessed and created However unlike filters sorts do not hide data they reorganize it By default activities are sorted by Activity ID Use the status bar See Figure 3 1 to identify which filter and or sort is currently applied to the project data Disable subsections and outlining before applying a sort To Apply an Existing Sort 1 Open any activity view 2 Choose Tools Sorts 2 70 Chapter 2 Open Plan Publication 615 Display for Activity lt Cancel Sort gt a lt Temporary Sort gt Ear Son Hes Cancel Late Date Sort BD report Help Bobs new sort Bobs Sort Default Activity Sort District 1 0 Due period Figure 2 56 The Sorts Dialog Box 3 Select the Sort you want to apply to the view 4 Click OK 1 Choose Tools Sorts 2 Choose Cancel sort 3 Click OK A temporary sort is a sort that does not require a name and does not need to be saved The temporary sort will only be in effect while you are in the current view Once you close out of the view or the project the temporary sort will be gone If you save a view with a temporary sort applied the view will be saved with the tempora
12. H A While Open Plan can certainly be uead in 5 ctand alana zi Figure 2 68 The Contents Page of Open Plan s Help Dialog Box 2 83 Chapter 2 Open Plan Publication 615 A book icon indicates that the topic has subtopics A page icon with a question mark represents the actual Help topic that can be displayed 4 5 Double click on the topic Repeat step 4 until the desired topic is listed in the Contents Double click on the topic Click on the Close button in the upper right corner when finished or Choose File Exit The following table lists the buttons that may be displayed at the top of a Help window Table 2 19 Help Buttons Help Buttons Description Help Topics Returns to the Help Topics dialog box Back Returns to the last topic Print Prints the Help topic Provides a listing of additional help topics that are related to the current help See Also topic This button does not appear in the regular help screen Exit Exits from the help window This button does not appear in the regular screen The Help Index is an alphabetical list of topics similar to the index in a book To Use Help Index 1 2 Click Help Select the Index tab 2 84 Chapter 2 Open Plan Publication 615 3 Or 1 2 Open Plan Help IDE x File Edit Bookmark Options Help Working with Open Plan Data In Open Plan 3 0 data is stored in an SQL data reposit
13. INTE NUMBER 10 0 NOT NULL generated by the advisory into a single email that is sent to each addressee FILTER None rhe name of a filter assigned to an email advisory definition TEXT VARCHAR2 1024 NULL LASTUPDATE None The date and time that the email advisory definition was last DATE DATE NOT NULL updated MESSAGE ee body of message that will be sent by the email advisory LONG NULL definition OWNER ID None frre user ID of the owner of the email advisory definition VARCHAR2 20 NULL SEQUENCE None Used to manage multi user concurrency in shared mode This INTE NUMBER 10 0 NOT NULL field is not displayed in Open Plan SUBJECT None The subject line for emails generated by an email advisory TEXT VARCHAR2 100 NULL definition USR ID If empty indicates that the email advisory definition is shared TEXT VARCHAR2 20 NULL by all users Table OPP BGE Batch Global Edit Definitions The Batch Global Edit Definitions table contains batch global edit definitions The data dictionary table identifier for table OPP BGE is BGE Field Name Field Label Description Data Type Oracle Data Type BGE ID None The name of a batch global edit definition This name must be TEXT VARCHAR2 60 NOT NULL unique for each Data type BGE UID None The unique identifier of a batch global edit definition This field is GUID VARCHAR2 22 NOT NULL not displayed in Open Plan GLOBALEDITS globa
14. Open Plan Field Name Field Label Description Data Type Oracle Data Type lt ACT UID Activity ID The unique identifier for an activity record in the database This GUID VARCHAR2 22 NOT NULL field is not displayed in Open Plan The activity s ID ACT ID is displayed instead Project File The unique identifier of a project object directory record This VARCHAR2 22 NOT NULL field is not displayed in Open Plan The project s name DIR ID is displayed instead EFDATE Early Finish Date The early finish date for a risk activity record FDAT DATE NOT NULL ESDATE Early Start Date The early start date for a risk activity record DATE DATE NOT NULL PERCENTILE Percentile PONTE JNUMBER 10 0 VARCHAR2 22 NUMBER 10 0 Table OPP SUB Subproject Summary I nformation The Subproject Summary Information table contains calculated summary data for subproject activities as well as the external subproject name for external subproject activities The data dictionary table identifier for table OPP SUB is SUB Open Plan Field Name Field Label Description Data Type Oracle Data Type ACT UID Activity ID The unique identifier for an activity record in the database This GUID VARCHAR2 22 NOT NULL field is not displayed in Open Plan The activity s ID ACT ID is displayed instead DIR UID Project File The unique identifier of a project object directory record This GUID VARCHAR2 22 NOT NULL field is not displayed in Open Plan The project
15. is PRJ Open Plan Field Name Field Label Description Data Type Data Type ACT CLH ID Default Activity The name of the default activity calendar for the project TEXT VARCHAR2 60 NULL Calendar ACTDATEOPT TA Actual Date The value of the time analysis actual date option INTE NUMBER 10 0 NULL Option Default Activity The default activity type for a project Valid values are ASAP ACTT VARCHAR2 4 NULL Discontinuous Effort Driven External Subproject Finish Milestone Hammock Subproject and Start Milestone which are stored in the database as L D R E H and S respectively ACWP_LAB ACWP Labor The actual cost of work performed for labor resources assigned a DBLE NUMBER 15 2 NULL project s activities ACWP MAT ACWP Material The actual cost of work performed for material resources assigned a DBLE NUMBER 15 2 NULL project s activities ACWP ODC ACWP Other The actual cost of work performed for other resources assigned a DBLE NUMBER 15 2 NULL Direct Cost project s activities The actual cost of work performed for subcontract resources assigned a DBLE NUMBER 15 2 NULL project s activities Actual Finish A project s actual finish date FDAT DATE NULL A project s default open mode for its ancillary files Valid values are TEXT VARCHAR2 4 NULL Exclusive Shared or Read Only which are stored in the database as E S or R respectively ASDATE Actual Start A project s actual start
16. Details z 8 20 My Folder Description H E Projects ii Engineering Dist 12 05 29 2007 08 00AM SR 0088 Sec H E Open Plan Library G 06046 Federal Express 06 01 2007 08 00AM FedEx Pavem Briefcase G 093R Template Engineering District 9 0 01 01 2007 08 00AM Dist9 0 Depar 0 Users dg 09 DF Template Engineering District 9 0 06 01 2007 08 00AM Dist 9 0 Depa p Startup i 09 MC Const template 01 01 2007 08 00AM for MC Constr 09 MC Preservation Engineering District 9 0 01 01 2007 08 00AM Dist9 0 Minor 09 ROW template Engineering District 9 0 01 01 2007 08 00AM Dist 9 0 Cons TF Temnlate Fnnineerina istrict 9 0 nimi 12117 na nnam Dist 9 Trans Figure 2 3 The Project Explorer 4 Click Customize Columns 5 The Customize Columns Box will appear If you want to add a column choose a field from the left hand side and click the gt button If you want to remove a column choose a field from the right hand side and click the lt button Once all the columns that you want to appear show up on the right hand side click OK See Figure 2 4 2 5 Chapter 2 Open Plan Publication 615 Customize Columns 1 2 Available fields Actual Finish Actual Start ACWP Labor ACWP Material ACWP Other Direct Cost ACWP Subcontract All_Project_Finish_D ates Ancillary File Open Mode Auto Progress Activities Option Auto Progress Based On Option Auto Progress Complete If Finish
17. Or Right click on the users folder and choose add A user name will have to be created for the individual As a default the name newuser will be used This newuser will be highlighted in blue See Figure C 7 below and have to be renamed The users name should be their LAN user ID for consistency If you click off the newuser before renaming a user account named newuser will be created Renaming of user accounts is not permitted in the security applet C 7 Appendix C Portfolio Manager Reference Publication 615 WelcomSecurity Administrator M E3 System Edt Tools Help User Details New ser MMANDEL MMCKISS Groups Address Data Notes Products MMENEND MMERCHA First Name MONROER MOON MOYERRO MPATRICK Last Name MSCHMID MSG MSMITH MSORBO MURRAYR zj MVHALL MWEDL MWILKIN MWINTER NBALAGOPAL NDONAHO i i L Figure C 7 Welcom Security Administrator Users 4 Inthe General Tab of the User Details all fields will have to be filled out and a password will have to be created To create a password click the password button You will have to type in a temporary password twice then click ok 5 Inthe Groups Tab the user will have to be added to at least one group Click the add button and select from the list of groups then click ok Any user that will be creating projec
18. Paint 2 Figure 2 24 An Example of Lag Time Negative Lag sometimes called Lead time is an overlap between two activities For example one painter might be able to begin painting a room before the plasterer is finished sanding the surface Lead time is expressed as a negative number in the lag field suchas 1d or 24h 2 33 Chapter 2 Open Plan Publication 615 Plaster Figure 2 25 An Example of Lead Time Lag and lead time can also be expressed in terms of a percentage Percentages are permitted only on start to start relationships The percent is calculated based on the predecessor activity duration 2 9 5 Attaching and Reading Notes Most of the fields in the activity database serve a specific purpose and are limited in length A Notes field is provided to give the user a place to type in paragraphs of text to describe an activity The Notes field can contain any information that the user determines is important The Notes field can be spell checked by using the spell checker button Note text can be typed directly into the note field or added using the copy cut and paste command function to transfer text from another source The text box can contain a maximum of 29KB of text In addition to text links to files web pages and email addresses may be entered Information for adding links and their required format can be found through the Open Plan Help menu under Note At the activity level each note may be assigned
19. The Open Status tab displays the information about the open status of the project The following information is displayed on this tab User ID This column displays the user ID of each person who has the project open Machine ID This column displays the ID of each computer where the file is open Open Mode This column displays the mode in which the project is open Opened On This column displays the date and time that the project was opened Open modes include Exclusive Shared and Read Only In Exclusive mode only the user with the file open is able to make changes to it Other users are locked out and only able to open in Read Only mode Shared mode allows multiple users to open the file and make changes simultaneously while Read Only mode does not allow users to overwrite or save changes within the open project Users in Read Only mode are able to save changed by selecting Save As and creating a new file 2 20 Chapter 2 Open Plan Publication 615 Summary Preferences Files Status Cost Notes Scheduling User Fields Access Control Open Status Codes Project Name 50931 Description 58 8045 Sec GUS User Name Phone 4 KIMBMIL PDFPTPOBAPP2K31 Read Only D2Feb03 13 47 Kimberlee Waiwada Figure 2 18 The Project Properties Open Status Tab 2 7 11 The Codes Tab The PDSMASTER template contains a list of standard project types and complexities During the schedule setup
20. 0 NOT NULL User Defined EVT When using the User defined percentage earned value INTE NUMBER 10 0 NULL Split 96 technique this field contains the percentage earned at the start of the activity in a baseline Target Finish Type The target finish type for an activity in a baseline Valid values TARG VARCHAR2 4 NULL are None Not Earlier Than Not Later Than On Target and Fixed Target These values are stored in the Open Plan database as null NE NL ON and FX respectively Target Start Type The target start type for an activity in a baseline Valid values TARG VARCHAR2 4 NULL are None Not Earlier Than Not Later Than On Target and Fixed Target These values are stored in the Open Plan database as null NE NL ON and FX respectively FDATE Target Finish The target finish date for an activity in a baseline FDAT DATE NULL SDATE Target Start The target start date for an activity in a baseline DATE DATE NULL FDATE Expected Finish The expected finish stored in a baseline for an activity FDAT DATE NULL Table OPP BSC Baseline Access Control List The Baseline Access Control table stores access control list information for items in the baseline directory table The data dictionary table identifier for table OPP_BSC is BSC Open Plan Field Name Field Label Description Data Type Oracle Data Type Access ID None EXT VARCHAR2 20 Nor NULL BAS UID None The unique identifier for a baseline record This field is not GUID VARCH
21. 1 6 Chapter 1 Policy Publication 615 1 8 2 2 Committed A committed baseline shall be established prior to the end of the calendar year preceding the project let date Projects that contain a committed baseline are those that are part of PennDOT s committed program and have a locked down let date 1 8 2 3 Benchmark Benchmark baseline or snap shot can be created at any time throughout the project life cycle These baselines may be used as a documentation of activity status at a particular time or phase of a project When a project is selected to be a part of PennDOT s yearly committed program a committed baseline is established 1 8 3 Baseline Target Completion Date In the process of establishing a baseline schedule a target date shall be set This target date shall coincide with the date recorded in PennDOT s ECMS system 1 9 Lead Grouped Project When there are several small like projects e g roadway striping guiderail replacement which will be occurring county or district wide these small projects may be combined into a single project The following shall define as it pertains to design projects what a lead project is and what a grouped project comprise 1 9 1 Lead Project A lead project is a single project schedule A lead project is described as one single ECMS number that encompasses more than one MPMS number The schedule of the lead project is required to have the detail and work requirements associate
22. ACT_TYPE Activity Type The activity type stored in a baseline for an activity Valid values JACTT VARCHAR2 4 NULL are ALAP ASAP Discontinuous Effort Driven External Subproject Finish Milestone Hammock Subproject and Start Milestone which are stored in the database as L D R E F P and S respectively In multi projects where not all external subprojects are opened the types Foreign Project Foreign Subproject and Foreign Activity may be present but these types are not stored in the database If exported the short forms for Foreign Project Foreign Subproject and Foreign Activity are Z Y and G respectively ACT UID Activity ID The unique identifier that links an activity record to a baseline GUID VARCHAR2 22 NOT NULL activity records This field is not displayed in Open Plan The activity ID ACT ID field is displayed instead AFDATE Actual Finish The actual finish date stored in a baseline for an activity FDAT DATE NULL ASDATE Actual Start The actual start date stored in a baseline for an activity DATE DATE NULL BAS UID None The unique identifier for a baseline record This field is not GUID VARCHAR2 22 NOT NULL displayed in Open Plan BFDATE Actual Start The baseline finish date stored in a baseline for an activity FDAT DATE JNULL BSA ID Baseline Activity ID The activity ID of an baseline activity record TEXT SA UID None unique identifier of a baseline activity record GUI
23. Delaying Res The unique identifier of the delaying resource for an activity in GUID VARCHAR2 22 NULL baseline This field is not displayed in Open Plan The unique identifier that links the baseline activity calculated VARCHAR2 22 NOT NULL results record to a unique project object directory record This field is not displayed in Open Plan The project s name DIR ID is displayed instead FDATE Early Finish The early finish date for an activity in a baseline FDAT DATE NULL ESDATE Early Start The early start date for an activity in a baseline ETC LAB ETC Labor The estimate to complete for labor resources assigned to an activity in a baseline ETC MAT ETC Material The estimate to complete for material resources assigned to an activity in a baseline ETC ODC ETC Other Direct The estimate to complete for other resources assigned to an Cos activity in a baseline ETC QTY Labor Remaining The estimated labor remaining quantity for an activity in a Units baseline DATE NULL NUMBER 15 2 NULL NUMBER 15 2 NULL NUMBER 15 2 NULL NUMBER 15 2 NULL ETC SUB ETC Subcontract The estimate to complete for subcontract resources assigned to DBLE NUMBER 15 2 NULL an activity in a baseline DATE NULL INTOTFLT inish Total Float The finish total float for an activity in a baseline REEFLOAT Free Float FDATE Late Finish The late finish date for an activity in a baseline DAT LOGI CFLAG Activity Logic Flag The activity lo
24. In most cases this means that the successor activity cannot be completed before the predecessor activity is completed Finish to Start Relationship The relationship between activities that specifies that the start of the successor activity depends on the completion of the predecessor activity In most cases this means that the successor activity cannot start until the predecessor activity is completed This is the default relationship Fixed Form Significant Coding Structure A coding structure that relies on the length of the code to represent the hierarchical level Float The number of time periods by which an activity can be delayed without affecting other activities in the project Foreign Activity A placeholder activity used to represent relationships with projects that are not currently open Forward Pass A procedure within time analysis to calculate the early start and early finish date of all activities in a project schedule process to calculate the earliest a project will be completed Free Float The maximum amount by which an activity can be delayed beyond its early dates without delaying any successor activity beyond its early dates In the absence of finish targets free float is always less than or equal to total float Front Load ed Pertaining to a distribution of effort or budget an assignment of effort that has a greater amount or percentage of the whole or all of the effort occurring during the
25. Once the progress is rejected and submitted the rejected activity will be highlighted in red Click the envelope icon of the highlighted row See Figure 3 17 Project Kim Test Kim Test eda cio Ae I El Dgorskit 030 020 010 m Prepare CE Documentation 25Dec08 01Jan09 Planned 0 00 Dgorskii 030 020 010 f B Prepare CE Documentation 25Dec08 01Jan09 Planned 0 00 E E baorskii 030 020 030 m B approve CE 25Dec08 25Dec08 Planned 0 00 li E Daorskii 030 100 M B Environmental Clearance 01 09 Planned 0 00 a Figure 3 16 Activity Authorization Page 2 This will open up a new email If the person s email is already associated with their profile the recipient s email address will be automatically generated otherwise an email address will need to be provided A subject should be provided such as Project XXXXX In the contents type a few sentences stating that the progress for Project XXXXX Activity ID XXX XXX 15 rejected because If there is more than one rejected activity submitted by the same person you may want to just type one email to that person as opposed to an email for each rejected activity 3 Once the email is ready to be sent click send Note that an email can be sent at any other time through the activity authorization page by clicking the envelope icon 81 THIS PAGE INTENTIONALLY LEFT BLANK APPENDIX STANDARD REPORT ACTIVITIES TH
26. Status Cost Notes Scheduling User Fields Access Control Open Status Codes Project Name 50331 Description sn 8045 Sec GUS Calendar File Resource Definition File Poses Code Files 1 PDSWBS PDSWBS Standard PENNDOT Work Breakdown Structure Code File 2 PDSOBS PDSOBS Standard PENNDOT Organizational Breakdown Structure Cod Code3 PDSCOST PDSCOST PennDOT Cost Functions Code4 PDSSTANDARD PDSSTANDARD PENNDOT Standard Activities Cancel Help Figure 2 12 The Project Properties Files Tab 2 15 Chapter 2 Open Plan Publication 615 2 7 4 The Status Tab On the Status Tab the following project constraints are set Finish Type must be Target Target Finish constraint date must match the Not Later Than finish constraint date set on Open Bids activity or whatever activity is the last one in the schedule Applying these constraints will report negative and positive float in the Minimum Total Float field of the Status Tab after project updating and a time analysis is run Summary Preferences Files Status Cost Notes Scheduling User Fields Access Control Open Status Codes Project Name ps3 7 Description SRSM5SecGUS tst S m Status r Project Dates Status in Progress Project Start pda P Min TotalFloat fied Time Now 01Feb09 Finish Target Start 7 E La
27. The project s name DIR ID is displayed instead PALLOC UID Project Allocation The unique identifier of the project directory object for which this GUID VARCHAR2 22 resource was reserved This field is not displayed in Open Plan The project s name DIR ID is displayed instead NULL The unique identifier of a project object directory record This GUID VARCHAR2 22 NOT NULL field is not displayed in Open Plan The unique identifier for a project summary usage record This VARCHAR2 22 field is not displayed in Open Plan RES CST Resource Cost The cost of the reserved resource DBLE NUMBER 15 2 NULL RES_ESC Resource Escalated The escalated cost of the reserved resourced DBLE NUMBER 15 2 NULL Cost RES_LEVEL Res Level amount of reserved resource that was assigned DBLE NUMBER 15 2 NULL RES_UID Resource ID The unique identifier of the reserved resource This field is not GUID VARCHAR2 22 NOT NULL displayed in Open Plan The resource s ID RES ID is displayed instead RES_USED Res Used total amount of resource that is reserved DBLE NUMBER 15 2 NULL RFDATE Finish Date The date the resource reservation ends FDATE DATE NULL RS_PRIORTY Used to determine the order of processing during resource INTE NUMBER 10 0 NOT NULL scheduling RSDATE Start Date The date the resource reservation begins DATE DATE NULL SEQUENCE Update Count Used to manage multi user concurrency in shared mode INTE NUM
28. and 1 respectively F SDATE Late Start The late start date calculated by time analysis for an activity DATE DATE NULL s Mean Early Finish The mean early finish date calculated by risk analysis for an DATE NULL activity s Mean Early Start The mean early start date calculated by risk analysis for an DATE NULL activity E NULL 3 zIr m m m o gt gt gt amp z z 2 Q 3 5 5 0 Mean Late Finish The mean late finish date calculated by risk analysis for an F DATE NULL activity H Mean Late Start The mean late start date calculated by risk analysis for an DATE NULL activity 10 s Mean Total Float The mean total float calculated by risk analysis for an activity DURA VARCHAR2 10 NULL Computed Remaining The remaining portion of the original duration for an activity DURA VARCHAR2 10 NULL calculated by time analysis Based on progress information supplied by the user or calculated during progress calculations First Usage The date upon which an activity first used a resource calculated DATE DATE by resource scheduling 0 0 NULL 2 DL lt Z Z Wt mim mi m WE Sys gt gt gt 2 gt gt gta c r Cc 5 SEI eT Sched Float The activity s scheduled float calculated by resource scheduling DURA VARCHAR2 1 NULL SCHED DUR Sched Duration The activity duration calculated by resource scheduling DURA VARCHAR2 1 JNULL SDEV_EF Std De
29. calculations Ladder a style for displaying children in a breakdown structure Lag A time delay associated with a relationship in a project Lag can be either positive or negative Negative lag is sometimes called lead Late Dates Calculated in the backward pass of time analysis late dates are the latest dates on which an activity can start and finish Late Finish The latest date on which an activity must be completed if the project completion date and any finish targets are to be met This date is calculated by time analysis See Section 2 6 A for calculations Late Start The latest date on which an activity must start if the project completion date and finish targets are to be met This date is calculated by time analysis See Section 2 6 A for calculations E 6 Appendix E Glossary Publication 615 Late Peak Pertaining to a distribution of an effort or budget an assignment of effort that maximizes at one point during the finish or end duration of a task Linear Pertaining to a distribution of an effort or budget an assignment of effort that is consistent during the duration of a task Logic Loop A sequence of activities that forms a loop back into its own beginning activity Mean The most common and useful measure of central tendency for a probability distribution The mean value is the same as the average or expected value Median A measure of the central tendency of a probab
30. consultant restores the bk3 file the changes should be made within the existing file a new file should not be created The initial baseline should not be modified Once the changes are complete and the schedule is good a bk3 file should be sent back to the PennDOT Project Manager Before the new schedule is restored the original project on the PennDOT server can be renamed to the original name with the term old following the ECMS number Once the project is restored check to make sure the initial baseline is still there If everything is intact and the changes that were made are acceptable the old file can then be deleted 2 16 3 Importing from Primavera and Microsoft Project The requirement within PennDOT to import and export data resides primarily within the construction side where PennDOT and Contractors require two way communications when reporting project status For example Contractors are required to report project status to PENNDOT and PENNDOT may want to communicate project data back to the Contractor However contracting firms may use various project management tools therefore a standard method of transferring project data is needed Whether you are managing a design consultant or monitoring a contractor s schedule you will need to import project files that were not created in Open Plan Therefore you must know how to convert file formats and then how to import and export those converted project files Information concer
31. development of all project design schedules The template contains the activities that are commonly found in the process of performing analysis studies and other necessary work required to complete a project and prepare necessary bid documents for the project The organization and nomenclature of activities within the template are not to be altered Work that is required for a project that may not be identified or contained in the template may be added following the procedure in Section 1 2 2 Non Standard Activities 1 2 Chapter 1 Policy Publication 615 For the purpose of project design schedules activities are defined as standard and non standard activities 1 2 1 Standard Activities Standard activities are those organized and defined within the current PennDOT master template These activities have specific and required descriptions and coding that is required and used in the preparation of reports To maintain the integrity and consistency of report data altering activity descriptions or coding is not permitted 1 2 2 Non Standard Activities Any activity added to a design schedule that is not identified in the current PennDOT master template is considered a non standard activity Non standard activities are to be Inserted within an appropriate activity structure already identified in the template Identified by an ID number consistent with the group it is placed within Assign all activity level codes that is est
32. in part by the print options Open Plan contains defaults for many of the print options for views although all of the options may be changed A separate print configuration is required for each view For example setting a header or footer for one view does not affect other views To Change Print Options 1 Display the project in the desired view 2 Choose File Print Options 3 Click on the General tab 2 78 Chapter 2 Open Plan Publication 615 General View Margins in Inches Include Notes 2 Project sce Left os 3 p me wA Bottom 0104 Select Categories Orientation Display Line Numbers in Spreadsheet C Potrat I Suppress Color in Spreadsheet Headings Landscape V Expand Columns to Fill Page Cancel Hep Preview Figure 2 65 T he Print Options Dialog Box Showing its General Page 4 Select the desired page Orientation Portrait Landscape 5 Click OK Page margins can be controlled through the Print Options dialog box on the General Tab By limiting the margins on the page it is sometimes possible to fit more of the Gantt Chart timescale on the page 1 Display the project in the desired view 2 Choose File Print Options 3 Click on the General tab 4 Enter the desired margins in the corresponding value boxes 5 Click OK The View Options page in the page setup dialog box provides settings that control the way that the view is printed To Change Vi
33. project is completed in a specified time period Project management includes allocating resources to complete project activities without exceeding a project budget A project manager must keep track of the progress of project activities to ensure that the project is completed on schedule In order to accomplish this a project manager must keep track of an enormous amount of information and needs to communicate clearly and regularly with the project team Project scheduling software assists the project manager in organizing project information The manager can use the software to define a work plan and organize tasks and details The software can also help keep the project team and management informed and involved and can provide a conduit to incorporate feedback from team members As actual work on the project is completed reports can be generated to show project performance by comparing work performed to an established work plan or baseline This information can assist the project manager in pinpointing problem areas of the project Project management software is a tool which offers the following benefits Organizes project and activity details Manages resources and identifies scheduling conflicts Provides reports tailored to the team members needs Provides documentation of scheduled dates Identifies tasks that are ahead of or behind schedule Assists in planning and rescheduling can compare different options 2 1 Open
34. while retaining the specified profile for resource requirements relative to this split duration Spreadsheet View view in which data is shown in a tabular format Three types of spreadsheet views are available in Open Plan activity spreadsheets relationship spreadsheets and resource assignment spreadsheets An activity spreadsheet is always shown as one of the windows in a barchart view Standard Deviation A measure of the amount of random variation in a random variable calculated as the square root of the variance Same as root mean square deviation Start Activity An activity that is not logically dependent on any predecessor activity Start Milestone A milestone activity signifying the start of a project phase Start To Finish Relationship The relationship between activities that specifies that the finish of the successor activity depends on the start of the predecessor activity In most cases this means that the successor activity cannot be completed before the start of the predecessor activity Start To Start Relationship The relationship between activities that specifies that the start of the successor activity depends on the start of the predecessor activity In most cases this means that the successor activity cannot be started before the start of the predecessor activity Stochastic Random variation that cannot be predicted other than in statistical terms Stretching In resource scheduling it
35. 010 020 Review Final TS amp L District 120 010 010 030 Review Final TS amp L BOD 120 010 010 040 Review Final TS amp L FHWA 120 010 010 050 Approve Final TS amp L 120 010 020 010 Prepare Final Structure Foundation Report Figure 2 29 Bar Chart View Parent activities can be either shown rolled up denoted by a plus sign next to the activity or expanded denoted a minus sign next to the activity When a parent task is expanded all of its children are shown When a parent task is rolled up only the parent activity is visible Oftentimes multiple parent activities will be nested For instance Activity 120 Structures might be a parent of several structure activities Any one of these structures e g 120 010 Structure S 54705 may itself have several child activities such as 120 010 010 TS amp L Development These activities may themselves be parents Successively clicking the plus button to expand the activity list is sometimes refered to as drill down The buttons in Open Plan menu bar include double plus and double minus signs which can be used to quickly expand or collapse all activities Clicking the double plus will show all activities while the double minus will only show top level activities To Expand a Parent Activity 1 Select the parent activity of the subproject that you want to expand 2 Click on the plus sign th
36. 060 070 Review amp Submit NPDES Permit Application x 060 900 E amp S Plan Approved x 060 999 NPDES Permit Approved x 080 Final Pavement Design and Preservation 080 010 Final Pavement Design X 080 020 Pavement Preservation Package X A 2 Appendix A Standard Report Activities Publication 615 4 SS 8 Activity ID Activity Description 2 5 E E 5 Alala a z al opal 080 999 Pavement Design Approved x X 090 Final Right of Way Plan Development X X X X 090 050 Perform Final ROW Plan Check x 090 999 Final ROW Plan Approved x 100 Right of Way Appraisal amp Negotiation X X x X 100 010 Perform Right of Way Appraisal X X 100 010 030 Complete Appraisal x 100 010 040 Review Appraisal X X 100 020 Perform Right of Way Negotiation X 100 020 020 DT Requests to Central Office 100 020 030 File DT and Notify Condemnee 100 020 040 010 Request Just Compensation Funds 100 020 045 Relocations Complete Occupants Vacated 100 020 050 Request R W Certificate X 100 025 Issue Interim ROW Certificate 100 030 Issue Final ROW Certificate X X 110 Waterway Permit Application X X X 110 010 Prepare Hydrologic and Hydraulic Report X 110 025 999 H amp H Report Approved X 110 050 Joint Permit Application 401 Water Quality Certificate X X 110 050 010 Prepare Joint Permit Applicat
37. 2 Open Plan Publication 615 2 5 1 File Types Open Plan uses specific file types in projects that appear within the Project Explorer Project Data Calendar Definition Resource Definition Code Definition View Definition Backup File Within each installation of Open Plan there is only one Project Explorer It holds icons for all project and ancillary files added to it Therefore every time you open or create a new file be it a project resource code or calendar file a corresponding icon is added to the Project Explorer Open Plan is designed to store a project s information in a project folder This means that Open Plan uses a project explorer window to represent the contents of a project plan 2 5 2 Opening Open Plan Projects Opening a project from the Open Plan Project Explorer makes all of the components of the project accessible The project is opened by selecting a project view within the project To Open an Open Plan Project 1 Click on the Open button Or Choose File Open Press CTRL as an alternative 2 8 Chapter 2 Open Plan Name Description Owner Last Update 4 0088 04M SR 0088 Section 04M Tenmil SYSADMIN 06046 FedEx Pavement Replacement MR YAN 09 3A Template Dist9 0 Department force proje DANMCCON 09 DF Template Dist 9 0 Department Force Proj SROBERT 09 MC Const t for MC Construction projects 09 MC Preser Dist9 0 Minor Pr
38. 3 Chapter 3 WelcomHome Publication 615 8 Click OK WelcomHome ALAS Coe me w dated reme Vete rere iter Code ren Lore Comenta te Mette Category Laws Actes Comments te huts Category Figure 3 6 Schedule Link 9 Click on Project Usernames Groups Under Owner specify who the owner of the project is The default will be the creator of the WelcomHome project but this can be changed at any time by using the drop down box 10 Click Add 11 If Security Information dialogue box pops up asking Do you wish to display the nonsecure items click Yes 12 In the Bottom right hand corner check the Show Users box 13 Check the users that you want access given to Use caution when adding entire groups such as WELCOMHOME PM etc because that will add all members of that group to the project Table 3 1 WelcomHome Groups Group Description This group is for PennDOT personnel Members of this group have limited WELCOMHOME access rights Users can become a member of this group by requesting access via the ECMS security form This is the primary group for business partners The BP Admin ECMS BP WELCOMHOME security account must add their users to the BP WELCOMHOME group in ECMS in order to grant access to WELCOMHOME This is a generic group for all PENNDOT project managers Membership PM gives users certain rights such as creatin
39. 9 6 Editing Activity Entries Open Plan Desktop provides several tools for modifying any of the entries that are made in a project Several of the editing tools such as Cut Copy and Paste are standard features in most software When an entry is made in a view the entry can be modified using the Entry Bar Corrections can be canceled using the Esc key or accepted using the Enter key To Edit an Activity 1 Select the cell containing the information to be edited 2 Type the new word or characters 3 Press Enter 2 35 Chapter 2 Open Plan Publication 615 In order to perform editing operations on specific activities it is necessary to select the information that is to be manipulated There are several methods for selecting information To Select an Activity Field 1 Position the mouse pointer on the activity field cell 2 Click the primary mouse button To Select an Entire Activity 1 the entire row 1 Position the mouse pointer on the activity s row selector button 2 Click the primary mouse button To Select Multiple Consecutive Activities 1 Select the first activity in the range 2 Press Shift and select the last activity in the range Press Ctrl while selecting activities to select multiple non consecutive activities 2 9 7 Modifying the Schedule Once a schedule is created using the PDSMASTER template it will need to be modified to conform to the project Any activity that pertains to
40. Activity ID description start and finish date duration WBS code and other data is presented through the use of graphical and tabular data formats With the creation of a project Open Plan links an assortment of views that may consist of Gantt bar charts network diagrams hierarchy trees histograms and tables These views have been standardized to facilitate the input presentations and retrieval of key project information Views can be linked added or unlinked removed from a project When modifications are made to a standard view and it is to be saved a new name must be given to the view If you do not change the name of the view the original view will be overwritten and the changes made to the view will appear in all projects that have links to the view For district specific views the following standard naming convention applies where X is the District DD X BAR 001 For Barchart Views D X NET 001 For Network Views D X SRD 001 For Spreadsheet Views D X HST 001 For Histogram Views The Description should be representative of what the views actually present 2 8 1 Displaying Open Plan Views Views are independent files and are housed in the Open Plan Library Views can be accessed through any open project PennDOT s standard Open Plan views are included linked in the PDSMASTER template These views are available whenever the PDSMASTER is used to create a new project 2 22 Chapter 2 Open Pl
41. CO users of Central Office that have access to Open Plan This group must be assigned to every schedule with role set to Team Member and read only set to Yes CO EXEC Members of the Central Office Executive Staff DIS THE Contains every Open Plan user within a specific district This group is typically assigned read only access Read only access permits users to back up files but not to restore them and users cannot edit a project s contents PDES Used by Project Development Engineers in Central Office to add notes based on letting calls weekly PDOC sessions and other meetings This group must be assigned to every schedule with read only set to No PM Used for PennDOT Project Managers Users assigned a PM role can create and delete projects update progress restore files and perform most Open Plan functions SYSADMIN District Portfolio Managers are assigned this role as is the Open Plan Support Team in Central Office Users assigned SYSADMIN rights have complete and unrestricted access to all of Open Plan the Security Administrator and the Migration Utility Members can also make system changes as needed WORLD This group covers any user that has access to Open Plan If this group is assigned to a schedule read only must be set to Yes To do otherwise allows anyone to edit a schedule for good or for ill 2 19 Chapter 2 Open Plan Publication 615
42. Choose Tools Filters The Filters dialog will appear Display for Activity Cancel Temporary Filter 03 riginal Duration Milestone 0 14 Day Bweek 7 Day Releases BaselineStart vs ActualStart Variance Filter BOD Letting Contract Management for wBS 2000 Dimmed Activities ECMSII CR Filter Figure 2 54 The Filters Dialog Box 3 Select the filter you want to apply to the view 4 Click OK In order to return to a complete display of project data a filter must be removed To remove an existing filter the current filter must be canceled 1 Choose Tools Filter 2 Choose Cancel filter 3 Click OK A temporary filter is a filter that does not require a name and does not need to be saved The temporary filter will only be in effect while you are in the current view Once you close out of the view or the project the temporary filter will be gone If you save a view with a temporary filter applied the view will be saved with the temporary filter in effect To Create a Temporary Filter 1 Choose Tools Filters The Filters dialog will appear See Figure 3 52 2 60 Chapter 2 Open Plan Publication 615 2 Select Temporary Filter 3 Click Edit The Filters Expression Dialog box will appear Filter Expression x Name Share this Item with Others temporary Insert Parentheses i el Ex 21 Name ears OK Help gt gt
43. Click on Dataviews 18 Select the views that you want associated with the project At a minimum select Gantt Chart Milestones and Project Health 3 5 Chapter 3 WelcomHome Publication 615 MANAGE DATAVIEWS Test Project Uemege Pete vene Te 005 oF Danse amm or citer the check bacs t Se Daran fret jo peter ty cmm idi Dorian pns tms Pet gre the schade ink De order te omm eiemel Deum rn ment tpr Figure 3 8 Dataviews Screen 19 Click OK 20 If desired you may change the date format This is accomplished by clicking on Date Format Figure 3 9 Date Format Screen Additional items are available These are not required for every project they are optional see below table 3 6 Chapter 3 WelcomHome Publication 615 Table 3 3 Additional Project Functionality Optional Item Functionality External Application Link can be linked to external applications that house their data in databases You can link your WelcomHome project to any number of external applications that store their data in a database The WelcomHome project The Configure Home Page Interface allows users to construct a home Homepage E pag page that shows information that is important to the project team The dashboard component allows users to create customize and view Dashboards high level project or program level dashboards and associated instrume
44. EJ C Admin Forms E 80094 bk3 District 6 0 bk3 14 WINDOWS Bill bk3 District 8 0 bk3 23154 bk3 Dan2 bk3 District 9 0 bk3 25594 bk3 Dan bk3 District 10 0 ke 48055 bk3 Dist 12 Mast bk3 District 10 0B bk3 76992con bk3 Distict 8 0 CON bk3 District 12 0 bka Eki 2 File name Files of type Backup Files 3 Cancel Figure 2 62 Open Restore File 3 Click Open 4 Select the project to be restored PENNDOT users should ensure that none of the following items are checked Views Auxiliary Data External Subprojects and System Library Data 2 15 Chapter 2 Open Plan Publication 615 Projects District 10 0 E Uncheck Projects BOAD District 9 0 Views Everything Auxiliary Data Extemal Subprojects System Library Data Files that cannot be restored due to your Access Rights Finish Figure 2 63 File Restoration 5 Click Finish Auxiliary files such as calendar resource and code files should not be modified from the Department standard files nor should additional auxiliary files be attached to the project file The Department will not be adding these files to the server environment and incorporation of these files could generate errors during the restore process If the views auxiliary data external subprojects or system library data options are not unchecked the existing files on the PEN
45. NUMBER 10 0 NULL RES CLASS Res Category The resource category Valid values are Labor Material Other RESC VARCHAR2 20 NULL Direct Costs and Subcontract These values are stored in the Open Plan database as L N C and S respectively RES ID lResourrelD fhe identifier of a resource unique within a resource file HIER VARCHAR2 59 NOT NULL RES TYPE Res Type The resource type Valid values are Normal Consumable REST VARCHAR2 20 NULL Perishable Resource Pool and Skill These values are stored in the Open Plan database as null C D P and S respectively RES_UID rhe unique identifier for a resource record GUID VARCHAR2 22 NOT NULL ROLLCOST Res Type If set to False Open Plan does not consider this resource during BOOL VARCHAR2 4 NULL cost calculations and it is not rolled up to the activity level Roll up for If selected this option specifies that all availabilities and BOOL VARCHAR2 4 NULL Scheduling assignments for this resource should be treated as availabilities and assignments for the first parent of the resource in the hierarchy that does not have this option selected SEQUENCE Update Count Used to manage multi user concurrency in shared mode INTE NUMBER 10 0 NOT NULL SUPPRESS Suppress If selected this option suppresses resource scheduling for this BOOL VARCHAR2 4 NULL resource During resource scheduling Open Plan treats suppressed resources as though they were unconstrained THRESHOLD Res Threshold Specifies an
46. Name Field Label Description Data Type Oracle Data Type ACT UID None The unique identifier for an activity record in the database This GUID VARCHAR2 22 NOT NULL field is not displayed in Open Plan ACWP LAB ACWP Labor The actual cost of work performed for labor resources assigned to DBLE NUMBER 15 2 NULL an activity ACWP MAT ACWP Material The actual cost of work performed for material resources DBLE NUMBER 15 2 NULL assigned to an activity ACWP ODC ACWP Other Direct The actual cost of work performed for other resources assigned to DBLE NUMBER 15 2 NULL Cost an activity ACWP QTY Labor Actual Units The quantity of units for the work performed by labor resources DBLE NUMBER 15 2 NULL assigned to the activity ACWP SUB ACWP Subcontract The actual cost of work performed for subcontract resources DBLE NUMBER 15 2 NULL assigned to an activity BAC_LAB BAC Labor The budget at completion for labor resources assigned to an DBLE NUMBER 15 2 NULL activity BAC_MAT BAC Material The budget at completion for material resources assigned to an DBLE NUMBER 15 2 NULL activity BAC_ODC BAC Other Direct The budget at completion for other resources assigned to an DBLE NUMBER 15 2 NULL Cost activity BAC_QTY Labor Budget Units The total number of labor resource units budgeted for the DBLE NUMBER 15 2 NULL activity BAC_SUB BAC Subcontract The budget at completion for subcontract resources assigned to DBLE NUMBER 15 2 NULL an activity BCWP_L
47. PILES tail aiid Lah aioe aaa eee eae C 2 CS EIETERS AND SORTS hne RH SSEEE AE EP I E ER HERR EE Pe ee qi AEREE C 2 Cr ating a New Filter is ee eee ate ec bt C 2 C 2 Creating a INeWSOTE s esse y e Hee OH REO ERE C 3 5 5 Saving Filters and SOrts oed e et eere egere qe ee eate ERR Tene cda 4 6 CREATING MODIFYING VIEWS 4 Table of Contents Publication 615 C 7 PROJECT SCHEDULING ARCHIVING 1 1 eret eere entente inten C 5 CO SECURIVY t eee i ete eio eee pectet eds C 6 Ye id ad DAT D D Potete CRYSTAL REPORTS ee e e ENE et E TERETE D INTRODUCTION et eie edem reet tes Da E E D 1 D2 CLIENT SOFTWARE wii lone tegmen e ota aie D 1 0 3 ENTERPRIS E 1 D 4 OPEN PEAN REBPORTS 5 ette re e e ene C Re aue eges D 1 D 4 1 The Performance Metric Report sess eene enne enne entere nene D 1 DAD PDOC Wall Charts 2 42 5 ertet mee Patet epe etr oe hu ett iet D 2 APPENDIX ue EON tad E 1 APPENDIX Quer REFERENCES c ICE F 1 TOC 6 Chapter 1 Policy Publication 615 Chapter 1 Policy 1 0 Introduction project design schedules prepared for the Pennsylvania Department of Transportation PennDOT will be prepared and maintained using the project management software and release currentl
48. Plan data dictionary and its structure must not be changed Open Plan Field Name Field Label Description Data Type Oracle Data Type RES ID Not used by Open Plan None VARCHAR2 59 NOT NULL USR ID Not used by Open Plan None VARCHAR2 20 NOT NULL Table WH OP3 RESASSOC Op3x Resource Association The Resource Association table contains information that associates resources created in Open Plan 3 x with resources in WelcomHome These Open Plan resources can be viewed and edited in WelcomHome The table is not used by Open Plan This table is not defined in the Open Plan data dictionary and its structure must not be changed Open Plan Field Name Field Label Description Data Type Oracle Data Type RES ID Not used by Open Plan None VARCHAR2 59 NOT NULL SCHEDULEDSN Not used by Open Plan None VARCHAR2 100 NULL USR ID Not used by Open Plan None 2 20 NOT NULL APPENDIX E GLOSSARY THIS PAGE INTENTIONALLY LEFT BLANK Appendix E Glossary Publication 615 Activity The smallest self contained unit of work used to define the logic of a project In general activities have a definite start and finish date use resources such as people materials or facilities and have an associated cost Activity Loading Assigning to an activity required or projected costs or actual labor equipment hours or days Activity On Arrow A network diagramming method where nodes and activities are plotted to
49. VARCHAR2 22 NOT NULL unique resource object directory record This field is not displayed in Open Plan The resource file s name DIR ID is displayed instead RES CST Resource Cost The cost for resource usage in a baseline DBLE NUMBER 15 2 NULL RES ESC Resource Escalated The escalated cost for resource usage in a baseline DBLE NUMBER 15 2 NULL RES UID A unique identifier that links a baseline usage record to a GUID VARCHAR2 22 NOT NULL resource file Res Used The total quantity of resource used between the start and finish DBLE NUMBER 15 2 NULL dates of the baseline record RFDATE Finish Date The end of the period during which the resource was used in the FDAT DATE NULL baseline RSDATE Start Date The beginning of the period during which the resource was used DATE DATE NULL in the baseline EQUENCE Update Count Used to manage multi user concurrency in shared mode INTE NUMBER 10 0 NOT NULL Calendar Data Table OPP CLH Calendar Headers The Calendar Header table stores calendar name and description information for individual calendar definitions within a calendar file The data dictionary table identifier for table OPP CLH is CLH Open Plan Field Name Field Label Description Data Type Oracle Data Type Nulls CLH ID None The name of a calendar within a calendar file unique within each HIEI VARCHAR2 59 NOT NULL file CLH UID None A unique identifier for a calendar header record This value is not
50. a Project The steps in this section are for in house project updating For updating within WelcomHome see Chapter 3 2 14 1 Entering Activity Progress Once an initial baseline is created a schedule can be updated to show and report activity progress Updating consists of recording activity Actual Start dates the amount of work complete and Actual Finish dates when the activities are complete Progress for each activity is entered in the Activity Progress dialog box The Activity Progress box can remain open while you perform other operations in Open Plan To Open the Activity Progress Box 1 Open a project activity view 2 Right click on the left most box of the activity to be progressed to open the Activity Details Dialog Box Activity Details 50969 x General Relationships Resources Codes Advanced Risk User Fields Notes ID Status Planned Desc Perform Public Involvement Duration 30d Target Dates Calendar lt Default gt 7 Statt None Bl Type ASAP Finish None E Subproject njaj Cose Undo Appl Posen Figure 2 49 The Activity Details Dialog Box Progress 3 Click Progress Button The Activity Progress Dialog Box will open 2 63 Chapter 2 Open Plan Activity Progress 50969 Lx Activity Resources Notes ID 005 01 0 060 Status Planned Desc Perform Public Involvement 7 Time Now Ould A
51. a category The category field is used to group notes A drop down arrow is displayed to facilitate the selection of predefined and user defined note categories which is the same as the note categories at the project level Activity Details 70036 xi General Relationships Resources Codes Advanced Risk User Fields Notes ID Joos 010 060 Desc Perform Public Involvement Category Note abc Defau Default gt gt pi Close Undo Apply New Progress Help Figure 2 26 The Notes Tab of the Activity Details Dialog Box 2 34 Chapter 2 Open Plan Publication 615 To Attach a Note to an Activity 1 Select the desired activity 2 Open the Activity Details dialog and click on the Notes tab 3 Select the Category that the note should appear in 4 Position the cursor in the Notes box 5 Type the note 6 Click Apply T Click Close Once an activity note has been created a notepad icon will appear in the row selector cell the leftmost gray box showing that there is a note associated with that activity The Activity Details dialog can be used to quickly read and review the note 060 010 030 020 Review Final Structure Plans District Figure 2 27 Note Indicator Icon 1 Select the activity containing the note 2 Open the Activity Details dialog and click on the Notes tab If the note is not visible use the Category drop down box to check in another note category 2
52. a new description Failure to adhere to this process will cause views to be overwritten Open Plan views are located in the Views folder within the Open Plan Library folder Views may be linked to a project by selecting the view and dragging it to the project folder If a project is open an alternate method to create the link is to right click the view and select Open The user then has an option to create a permanent link or just review the project using the selected view temporary link Information displayed within an Open Plan view may be filtered To check if the view is filtered look in the lower right hand portion of the Open Plan program window The text No Filter will appear verifying the absence of a filter application If a filter is present its title will appear To remove or apply a filter to the present view select Tools gt Filters gt Cancel Filter or select a filter to apply 2 24 Chapter 2 Open Plan Publication 615 Information presented within Open Plan views can be transferred to an Excel spreadsheet A direct copy and paste will transfer all information from a given Open Plan view into Excel 2 8 2 Scrolling Views Since only a limited portion of a project can be viewed on a screen at one time Open Plan provides both mouse and keyboard methods for changing the project display These methods include moving from task to task as well as moving through the timescale Traditional horizontal and vertical sc
53. additional number of units of availability for a DBLE NUMBER 15 2 NULL resource that can be used to avoid project delays if necessary UNIT Res Units The unit in which a resource s cost is measured TEXT VARCHAR2 20 NULL UNIT COST Res Unit Cost The unit cost of a resource DBLE NUMBER 15 2 NULL USR ID Updated By The last user to update the record TEXT VARCHAR2 20 NOT NULL Table OPP_ RSL Resource Cost Escalation The Resource Cost Escalation table stores information that allows resource cost to change over time The data dictionary table identifier for table OPP_RSL is RSL Open Plan Field Name Field Label Description Data Type Oracle Data Type COST Res Unit Cost The resource escalation rate of a resource DBLE NUMBER 15 2 NOT NULL The unique identifier of a resource object directory record This VARCHAR2 22 field is not displayed in Open Plan LASTUPDATE Last Updated The date and time that the resource escalation record was last DATE DATE NOT NULL updated RES UID The unique identifier that links a resource escalation record toa GUID VARCHAR2 22 NOT NULL resource record RSL DATE Res Effective Date The date upon which the resource escalation rate takes effect DATE DATE NOT NULL RSL UID The unique identifier for a resource escalation record This field is GUID VARCHAR2 22 NOT NULL not displayed in Open Plan SEQUENCE Update Count Used to manage multi user concurrency in shared mode INTE NUMBER 10 0
54. associated with each schedule will make the transition a smooth one once the pilot is completed C 3 CODE FILES The Department work breakdown structure PDSWBS organizational breakdown structure PDSOBS cost function file PDSCOST and standard activity file PDSSTANDARD should be associated with the project schedule Please use the following assignment table Table C 1 Code Assignment Table Code Assignment Code File Prompt 1 PSDWBS 2 PDSOBS 3 PDSCOST 4 PDSSTANDARD Every activity in the project schedule should have all four codes assigned Any changes to the predefined codes that are established in the PDSMASTER template should be approved by the Portfolio Manager so that historical data is not compromised If the Portfolio Manager has questions with regards to how these changes are to be applied they should contact Central Office The PDSSTANDARD code field should be used for screening non standard activities out of the Department s historical data A 1 has already been added and is used to identify all the activities in the PDSMASTER template Any new activity that is added outside of these activities should be assigned a SIP C 1 Appendix C Portfolio Manager Reference Publication 615 Any changes to the established code files will have to be submitted by the Portfolio Manager to Central Office for approval If an approved change does take place Central Office will make the change and send a notificat
55. baseline update INTE NUMBER 10 0 NULL dans usniD OET VARCHAR2QO NOTNUL Table OPP BCR Baseline Activity Calculated Results The Baseline Activity Calculated Results table contains data that is calculated by the scheduling and cost calculation modules The data dictionary table identifier for table OPP is BCR Open Plan Field Name Field Label Description Data Type Oracle Data Type Nulls ACWP LAB ACWP Labor The actual cost of work performed for labor resources assigned to DBLE NUMBER 15 2 NULL an activity in a baseline m j NULL ACWP ODC ACWP Other Direct The actual cost of work performed for other resources assigned to DBLE NUMBER 15 2 NULL Cost an activity in a baseline ACWP QTY Labor Actual Units The quantity of units for the work performed by labor resources DBLE NUMBER 15 2 NULL assigned to the activity ACWP SUB ACWP Subcontract The actual cost of work performed for subcontract resources DBLE NUMBER 15 2 NULL assigned to an activity in a baseline BAC_LAB BAC Labor The budget at completion for labor resources assigned to an DBLE NUMBER 15 2 NULL activity in a baseline BAC_MAT BAC Material The budget at completion for material resources assigned to an DBLE NUMBER 15 2 NULL activity in a baseline BAC_ODC BAC Other Direct The budget at completion for other resources assigned to an DBLE NUMBER 15 2 NULL Cost activity in a baseline BAC_QTY Labor Budget U
56. be recorded as complete by using the following procedure 1 Record the date that someone determined the activity is not needed as the Actual Start and Actual Finish dates 2 Set the Progress Type as Complete and Progress Value as 100 3 Do not change the plan duration of an activity Open Plan will calculate the duration based on the activity dates entered for the activity 4 Record the reason why the activity is not needed in the Activity Details gt Notes Tab Select Task Note fr4om the Category drop down menu and then enter an explanation of why the activity is not needed and by whose direction 5 After entering the data run a time analysis with the Time Now date set for one day later than the most recent actual date Review the log viewer for progress out of sequence and make any necessary changes in logic to eliminate the out of sequence progress The remaining logic of the project schedule should be reviewed and adjustments made as needed in respect to the target finish date 2 65 Chapter 2 Open Plan Publication 615 6 Keep the necessary activities logically tied into the schedule Many activities within the schedule are used in project reports and serve as a measure of project progress Deleting activities after the baseline is set could result in an inaccurate measurement of project status For projects that do not have a baseline set the activity may be deleted and its predecessors and successor
57. duration to all of the activities in the schedule See Page 2 27 The only activities that can have a zero duration are flagged milestone activities Create the logic in the schedule See Page 2 31 activities must have a predecessor and a successor the exceptions being the first activity does not need a predecessor and last activity does not need a successor Once the durations and logic are established in the schedule run time analysis with an appropriate time now date and review the early and late finish dates for the project See Page 2 54 If this is a consultant project the consultant shall create a bk3 file and send it to the PENNDOT PM See Page 2 72 If this is a consultant project the PENNDOT PM will then restore the project into PENNDOT s environment See Page 2 74 The PENNDOT PM will review the schedule for logic and duration If any changes are needed they will be made at this point Once the schedule is finalized the PENNDOT PM will need to determine what the committed let date will be for the project or if the project will not be let a Project Finish date will need to be determined Make sure the let date matches when the funding will be available for the project and that it coincides with a scheduled PennDOT let date Once the let date is established the Open Bids activity and or the Project Finish activity should have a Not Later Than finish constraint date matching the committed let date or committed p
58. for an activity in a baseline The earned value technique assigned to an activity in a baseline EVTE Valid values are Level of Effort Percent Complete 50 50 0 100 100 0 User Defined Percentage Planning Package and Resource T T PROGTYPE Progress Type The progress type used by an activity in a baseline Valid values are Planned Remaining Duration Percent Complete Elapsed Duration Expected Finish and Complete These values are stored in the Open Plan database as null R P E X and C respectively PROGVALUE Progress Value The progress value for an activity in a baseline DURA VARCHAR2 10 NULL NULL VARCHAR2 59 VARCHAR2 22 DATE 59 22 VARCHAR2 59 VARCHAR2 100 VARCHAR2 10 VARCHAR2 22 VARCHAR2 10 VARCHAR2 4 10 0 VARCHAR2 2 VARCHAR2 NUMBER 10 0 VARCHAR2 10 DBLE NUMBER 15 2 VARCHAR2 4 RS SUPRESS Suppress The state of the suppress resources flag for an activity in a BOOL VARCHAR2 4 Requirements baseline The resource scheduling options for an activity in a baseline Valid values are Normal Splittable Stretchable Reprofilable and Immediate These values are stored in the Open Plan database as null P T R and 1 respectively SEP ASG Separate The state of the Separate Assignments flag for an activity in a BOOL VARCHAR2 4 NULL Assignments baseline VARCHAR2 4 EQUENCE Update Count Used to manage multi user concurrency in shared mode INTE NUMBER 10
59. for tracking the project with the various accounting and tracking systems that PennDOT uses 1 4 2 Internal For the purpose of project identification each project will be identified by a type and category Project type and category are code files associated with the PennDOT s design schedule template The project type and category will be selected from the values available 1 5 Local Projects A local project shall be defined as A municipality or agency owned lead project that may include roadway bridge or roadway facility construction reconstruction or maintenance A transportation alternative project requirements set for the preparation and updating of a project schedule apply to local projects Responsibility for developing the project scope of work will be a joint effort of any local agency and PennDOT PennDOT will provide support and guidance in the preparation of the design schedule so that the schedule requirements are achieved The project schedule shall be progressed as defined in Section 1 12 Schedule Monitoring of this document so that the status of the project can be tracked Any scope change identified during the life of the project will be immediately addressed so that any impact to the project let date can be determined A baseline schedule shall be set for local projects PennDOT should take into consideration the delivery of previous local projects when setting a baseline schedule Any baseline sch
60. is to be entered monthly and is to document the status or amount of work realized on or before the record date All progress must be entered by the tenth of every month For reporting purposes work shall be progressed in increments of 5 and not to exceed 95 complete until the work is actually complete and any necessary documentation is transferred to the responsible party 1 12 2 Project Delay As part of project schedule documentation if a delay is identified in scheduled work information as to the reason or purpose of delay should be recorded Refer to Section 1 3 3 Documentation 1 12 3 Project Time Recovery If a delay in a project activity results in the project being forecasted as being delivered greater than 15 working days beyond the scheduled delivery date a plan to recover this lost time must be identified and implemented The course of action will be defined as the schedule recovery plan 1 13 Project Scope Change Any change in scope of work will be applied to the current schedule status prior to the next scheduled update so that the effect of the change in scope can be relayed to the project team 1 13 1 Increased Scope of Work When the scope of work is increased in a project the project schedule will be updated to reflect the change in scope and the increase in scope of work will be documented PennDOT s master template contains activities commonly found in a design project When additional work is required t
61. maximum possible values Any allowable outcome between the two extreme values is equally likely For example the distribution of the outcome from the throwing of a single die is uniform in the range 1 to 6 Variance discrepancy between the actual and planned performance on a project either in terms of schedule or cost Whole Relationship A relationship in which both the predecessor and the successor activities are visible in the displayed view Work Breakdown Structure WBS The breakdown of a project from the client s point of view in terms of deliverables E 12 Appendix E Glossary Publication 615 Working Day The standard working day on the calendar For example assume that a calendar defines Monday through Friday as days on which work is normally performed In this case a Monday that has not been identified as a holiday would be a working day Work Period Any unit of time that work may be done Zoning A feature of Open Plan that causes activities on a network view to be grouped into horizontal bands based on one or more criteria E 13 THIS PAGE INTENTIONALLY LEFT BLANK APPENDIX REFERENCES THIS PAGE INTENTIONALLY LEFT BLANK Appendix F References Publication 615 Callahan Michael T Daniel G Quackenbush and James E Rowings 1992 Construction Project Scheduling McGraw Hill Series in Construction Engineering and Project Management Clough Richard H 1986 Construction Contracti
62. record to a GUID VARCHAR2 22 NOT NULL resource record SEQUENCE Update Count Used to manage multi user concurrency in shared mode INTE NUMBER 10 0 NOT NULL SUPPRESS Suppress Flag Flag to suppress a resource s requirement during resource BOOL VARCHAR2 4 NULL scheduling USR ID Updated By The user ID of the last user to update the resource assignment TEXT VARCHAR2 20 NOT NULL record Table OPP_ CST Resource Actuals The Resource Actuals table stores actual quantities and actual costs that are incurred by resources against activities The RDS UID and RES UID fields are allowed to be blank to support activity level costs The data dictionary table identifier for table OPP_CST is CST Open Plan Field Name Field Label Description Data Type Oracle Data Type ACT_UID Activity ID The unique identifier for an activity This field is not displayed GUID VARCHAR2 22 NOT NULL Open Plan The activity s ID ACT ID field is displayed instead ACWP Cost The actual cost of work performed for an individual cost record DBLE NUMBER 15 2 NULL 15 2 ACWP Escalated Cost The escalated actual cost of work performed for an individual cost DBLE NUMBER NULL record ACWP QTY ACWP Quantity The quantity of units for the work performed by labor resources DBLE NUMBER 15 2 NULL for a cost record BCWP CST BCWP Cost The budgeted cost of work performed for an individual cost DBLE NUMBER 15 2 NULL record BCWP ESC BCWP Escalated Cost
63. represent the logical connection of activities and their interdependence Activity Status The state of completion of an activity Examples of status are Planned The activity has not yet started In progress The activity is in progress Complete The activity is complete Actual Cost of Work Performed ACWP The actual cost expended on an activity a part of a project or an entire project Actual Finish The date on which an activity was completed Actual Start The date on which an activity was started Actual Resource Within resource scheduling a resource that Open Plan may substitute for an activity requirement during resource leveling if the requested 1st selected resource is not available As Late As Possible ALAP An activity for which Open Plan sets the early dates as late as possible without delaying the early dates of any successor As Soon As Possible An activity for which Open Plan sets the early dates to be as soon as possible This is the default activity type Assignment Profile Curve A profile that describes how a resource assignment is spread through the duration of an activity Open Plan provides seven standard assignment profile curves back load double peak early peak front load late peak linear and normal bell Asymmetrical Distribution A non balanced distribution around a center point unbalanced the right side does not equal the left side front load back load Arr
64. s name DIR ID is displayed instead S EFDATE Early Finish The subproject s early finish date FDAT DATE NULL S ESDATE Early Start The subproject s early start date DATE DATE NULL SUBPRJ UID External Subproject The unique identifier that identifies an external subproject within GUID VARCHAR2 22 NOT NULL a project This field is not displayed in Open Plan The external subproject s name DIR ID is displayed instead Table OPP USE Resource Usage The Resource Usage table contains resource usage information that is generated by the resource scheduling module The data dictionary table identifier for table OPP USE is USE Open Plan Field Name Field Label Description Data Type Oracle Data Type CT A UID Activity ID The unique identifier for an activity This field is not displayed in GUID VARCHAR2 22 NOT NULL Open Plan The activity s ID ACT ID is displayed instead a Alternate Res ID The unique identifier that links the resource usage record to the VARCHAR2 22 resource record representing the resource assignment alternate This field is not displayed in Open Plan The alternate resource s ID RES ID is displayed instead ASG UID None The unique identifier for a resource assignment This field is not GUID VARCHAR2 22 NOT NULL displayed in Open Plan CLH UID Calendar ID The unique identifier of the resource calendar for a resource GUID VARCHAR2 22 NOT NULL usage record This field is not displayed in Open Plan
65. the Activity ID column 2 Type the ID number you would like to assign to the activity 2 26 Chapter 2 Open Plan Publication 615 3 Press TAB 4 Type the name of the activity A default duration of 0 day and an Early Start and Early Finish date for the activity are automatically calculated 5 Press Enter 6 Repeat steps 2 through 5 until all activities are entered The duration of an activity is the amount of time units determined to perform the described work For example one workweek is normally described as 5 days of work Duration is entered by the project manager The following table identifies the time units that are used to describe activity duration Table 2 9 Time Units Time Unit Data Entry Shortcut Minutes t Hours h Days d Weeks Ww Months m For consistency all durations assigned to activities will be in working days Historic durations for many activities are contained in the PDSMASTER template alongside standard descriptions and required coding values For activities which are to be completed by the District these durations may be changed provided the changes are made with a sound understanding of the project s needs and typical review times For reviews involving Central Office staff or FHWA the durations contained within the PDSMASTER should be considered as minimums Generally these review periods are 15 days for Bureau of Project Delivery reviews and 25 days for FHWA revie
66. the PennDOT PM should select the appropriate project type from the drop down menu The Project Type classification is based on the primary nature of the project For example a 10 mile roadway resurfacing project which includes a bridge should be classified as roadway resurfacing not bridge preservation Similarly a bridge replacement project which includes the reconstruction of 1000 feet of approach on both sides should be classified bridge replacement In addition the project type is further defined as either Design Build or Design Bid Build Therefore a bridge replacement project may be coded as bridge replacement design build or bridge replacement design bid build Project Properties E X Summary Preferences Files Status Cost Notes Scheduling User Fields Access Control Open Status Codes Project Name 50331 Description sn 8045 GUS G REP DB Bridge Replacement Ef BRG REP DB PLX MAd Cancel Help Figure 2 19 The Project Properties Codes Tab 2 21 Chapter 2 Open Plan Publication 615 Additionally all projects shall have a project code that identifies the complexity of the project These consist of the following Major Complexity Moderate Complexity Minor Complexity The definitions of the above are those found in PennDOT s Design Manual DM1 Chapter 2 2 8 Working with Views A view is a screen or window that displays project data Project information such as
67. the project It is recommended that the project description include county state route section and local name If an existing project is to be replaced by an updated project and the existing project is to remain on the server the project name for the existing project should use the MPMS project number followed by OLD 2 7 Supplying Open Plan Project Information 2 12 Chapter 2 Open Plan Publication 615 Open Plan provides a place for the project manager to store descriptive information about the project It is referred to as the Project Properties dialog box Information such as the project name project manager and project description are entered into this dialog box This information is vital since it is drawn upon for reports and can be used for filtering and sorting To access the project properties dialog box from within an open project select Project gt Properties from the main menu To access the project properties dialog box from the Explorer view right click on the project folder icon and then select Properties Table 2 2 describes the categories of information that are stored in the project properties dialog box Table 2 2 Project Properties Tabs Properties Tab Name Description Summary Provides descriptive information about the project Preferences Contains default settings such as Default Date Format Default Activity Type Default Duration Units and Default Acce
68. the project should be tracked in the schedule Sometimes this will necessitate the use of duplicate activities For example if a project has multiple structures each individual structure should be tracked separately in the schedule If the activity is not listed in the PDSMASTER a nonstandard PennDOT activity can be created As a project progresses it may also become necessary to track detail that was not included in the original schedule This can be accomplished by opening a read only copy of the PDSMASTER template and copying the activities over When you copy activities from the PDSMASTER all code fields are copied along with the activity If you copy a parent activity all the children activities will be brought over along with the parent activity To Copy and Paste Activities from the PDSMASTER 1 Open the current project in exclusive mode that you want to add the activities to 2 Minimize the current project 3 Open the PDSMASTER in read only mode 4 Find the activity in the PDSMASTER that needs to be copied Click on the left most gray box of the first activity that you want to copy If there are several activities in a row that need to be copied you can click on the first one and drag the cursor down to the last one that you want to copy If the activities are not in a row you can select multiple activities by holding down the CTRL key If you select a parent activity you do not need to select all the children activities they
69. they can contact Central Office However if the District chooses to create their own reports they can reference the System Data contained in this appendix to locate the appropriate tables and fields within Open Plan to create their Crystal Reports D 3 ENTERPRISE This intranet based system contains Crystal Reports that have already been developed by Central Office These reports have various parameters that are used to refresh the reports based on current Open Plan data of the Open Plan reports can be found in the Open Plan folder under Public Folders Central Office is responsible for uploading Crystal Reports to this folder but District users with the appropriate security level can run the reports located here at their discretion The Open Plan folder contains a multitude of reports and new reports are added regularly D 4 OPEN PLAN REPORTS Central Office runs multiple reports on a regular basis There are two main reports that individuals within Central Office and the Districts are getting measured on the Performance Metric and the PDOC charts D 4 1 The Performance Metric Report The Performance Metric Report is run on the 10th of every month The Performance Metric Report encompasses the district s entire portfolio of Open Plan schedules The Performance Metric Report measures the baseline finish date against both the early and late finish dates of the project If either the early or late finish date is past the baseline finish d
70. to 2 Activity Description P 22 alphanumeric characters Duplicate names are allowed Represents the length of the activity expressed in working time units For Duration example an activity s duration may be 3 days or 2 weeks Durations are entered by the project manager Early Start The earliest date and time when the activity can be scheduled to start Early Finish The earliest date and time when the activity can be anticipated to finish The difference between early and late start dates measured in working Total Float periods Predec ss rs Denotes the ID of any other activity whose scheduled dates must be considered when scheduling this selected activity Calendar A definition of valid working periods for an activity The Calendar ID used to calculate the start and finish dates of the activity Defines how the activity is treated during time analysis By default the type Type is ASAP As Soon As Possible Other types include Start Milestone Finish Milestone and ALAP As Late As Possible 2 9 2 Entering Activity Data Any activity oriented view can be used to enter an activity ID and activity description The Activity Bar Chart the default view is convenient because it provides the most commonly used fields for building an activity list To Enter an Activity ID and Description 1 While in an activity data view for example BARVW select the first available cell in
71. unique within a project HEIR VARCHAR2 59 NOT NULL ACT_TYPE Activity Type The activity type stored in a baseline for an activity Valid values JACTT VARCHAR2 4 NULL are ALAP ASAP Discontinuous Effort Driven External Subproject Finish Milestone Hammock Subproject and Start Milestone which are stored in the database as L N D R E F P and S respectively In multi projects where not all external subprojects are opened the types Foreign Project Foreign Subproject and Foreign Activity may be present but these types are not stored in the database If exported the short forms for Foreign Project Foreign Subproject and Foreign Activity are Z Y and G respectively ACT UID None The unique identifier for an activity record in the database This GUID VARCHAR2 22 NOT NULL field is not displayed in Open Plan AFDATE Actual Finish The actual finish date for an activity Value may be user entered FDAT DATE NULL or calculated by progress calculations ASDATE Actual Start The actual start date for an activity Value may be user entered DATE DATE NULL or calculated by progress calculations BFDATE Baseline Finish The baseline finish date for an activity based on the last baseline FDAT DATE NULL selection BSDATE Baseline Start The baseline start date for an activity based on the last baseline DATE DATE NULL selection Calendar ID The unique identifier that links an activity record to a unique VARCHAR2 22 calendar record Th
72. view 2 Choose Tools Sorts 3 Click on New 4 Name the sort 5 Select the table that the sort will apply to 6 Click OK The Sort Expression dialog will appear Sort Expression Ea Name o Eam Help Share this Item with Others Figure C 2 The Sort Expression Dialog 7 Inthe Sort Expression dialog box enter the sort expression using the Field and Order columns 8 Click OK 9 Click OK C 3 Appendix C Portfolio Manager Reference Publication 615 C 5 3 Saving Filters and Sorts Filters and sorts can be easily added to any Open Plan view However the new filters and sorts are only temporary until saved In order for the filter or sort to remain in the view all changes must be saved to a view file which is outlined below To Save a Filter or Sort to a View After the filter or sort is applied to the view 1 Choose File Save View 2 Typea name for the file in the Name textbox 3 Click OK The new view file is placed in the active Project s views folder and in the Open Plan Library in the Views folder To make it available to other projects select the View file from the Open Plan Library and then drag the icon into the appropriate project folder C 6 CREATING MODIFYING VIEWS Portfolio Managers are the only individuals who should be creating or saving modified views The only way to create a new view is to do a save view In order to save a view the view that you are doing a save
73. view on must be open 1 Choose File Save View 2 for the file in the Name textbox See below for naming convention 3 Click OK If modifications are made to a view and a save view was not done when closing out of the view a dialog box will appear See Figure C 3 Open Plan Professional xi A Save changes to view Activity Barchart View or to a new view Yes No Figure C 3 Save Changes to View Dialog If the changes that you made to a view are something that you want to keep you would have to click yes Once you click yes another dialog box will appear See Figure C 4 If you click no the modifications that you made to the view will not be saved C4 Appendix C Portfolio Manager Reference Publication 615 Save Current Yiew As OK Name Cancel dui Description Activity Barchart View Help Figure C 4 Save Current View As Dialog When modifications are made to a standard view and it is to be saved a new name must be given to the view See below If you do not change the name of the view the original view will be overwritten and the changes made to the view will appear in all projects that have links to the view The following convention should be used for naming views Department Views PDSBAROO1 PDSNET001 PDSSRD001 PDSHST001 District Specific Views where the X represents the District number DXBAROO1 DXNETO001 DXSRDOO1 DXHS
74. which the access GUID VARCHAR2 NOT NULL control record applies This field is not displayed in Open Plan READONLY Determines whether the user group or role combination is restricted to NTE NUMBER 10 0 NOT NULL opening the directory object in read only mode ROL ID The unique identifier of a role EXT VARCHAR2 NOT NULL 22 22 GRP ID The unique identifier of a group EXT VARCHAR2 20 NULL 0 20 20 NULL USR ID The unique identifier of a user EXT VARCHAR2 Table WST GRP Group Definitions The Group Definitions table contains definitions of valid groups The data dictionary table identifier for table WST GRP is GRP Open Plan Field Name Field Label Description Data Type Oracle Data Type DESCRIPTION he description of a group TEXT VARCHAR2 60 NULL GRP_ID he unique identifier of a group TEXT VARCHAR2 20 NOT NULL MANAGER he group s manager TEXT VARCHAR2 20 NULL ROL ID he default role for a group TEXT VARCHAR2 20 NULL Table WST_LIC License Exceptions The License Exceptions table contains information about license exceptions This table is not defined in the Open Plan data dictionary and its structure must not be changed Open Plan Field Name Field Label Description Data Type Oracle Data Type LIC USERS pone NUMBER 10 LICENSE pone JVARCHAR2 32 LOGGED_USERS NUMBER 10 0 LOGINTIME MACHINE 10 The machine ID of a currently logged in user None VARCHAR2 20 NOT NULL PRD UID The unique identif
75. 020 Perform Roadway Borings 1040 Prepare Pavement Design 045 010 Prepare Final ROW Plan 045 050 Perform Final ROW Plan Check Figure 2 52 The PennDOT Standard Schedule Variance Bar Chart The legend for the schedule variance bar chart is displayed in the printed report Baseline Baseline Milestone Milestone Milestone Actual Figure 2 53 PennDOT Standard Bar Chart Legend The numbers after each of these markings indicate whether the activity is running behind schedule or ahead of schedule compared to the active baseline If the number is zero 0 the activity is running on schedule compared to the active 2 15 Filters and Sorts 2 15 1 Filtering Project Data A technique used to analyze a project is to limit the number of tasks that are displayed to make it easier to focus on specific tasks A filter is used to apply a logical condition to tasks or resources in the project Only tasks or resources that meet the conditions in the criteria appear when the filter is used By default applying a filter in Open Plan hides tasks that do not meet the filter criteria Filters can be customized and new filters can be defined Use the status bar See Figure 3 1 to identify which filter or sort is currently applied to the project data Disable subsections and outlining before applying a filter 2 68 Chapter 2 Open Plan Publication 615 To Apply an Existing Filter 1 Open any activity view 2
76. 10 Issue Utility Relocation Clearance D 419 District 4 Appendix A Standard Report Activities Publication 615 2 33 g Activity ID Activity Description 2 5 E F E 5 DAlaluales z 180 060 020 n Relocation Clearance Certification Central 190 Perform Public Utility Commission Coordination X X 190 010 030 Prepare Railroad Reimbursement Agreement CON X 190 030 File PUC Application x 190 030 020 Submit ROW Plan to PUC 190 050 Issue PUC Secretarial Letter 190 070 Issue PUC Order 190 080 Submit Construction Plans to PUC x 210 Hold Final Plan Checks BOPD X 270 Final Design Office Meeting X 280 PS amp E Package X X 280 020 Perform QA of PS amp E Package District X 280 030 Submit PS amp E to Bureau of Project Delivery 280 040 Review PS amp E BOPD X 280 050 Review PS amp E FHWA X 280 060 PS amp E Approved 300 Advertise Project X 310 Open Bids 315 Project Re Bid X 320 Award Contract 5 THIS PAGE INTENTIONALLY LEFT BLANK APPENDIX SCHEDULE SETUP CHECKLIST THIS PAGE INTENTIONALLY LEFT BLANK Appendix B Schedule Setup Checklist Publication 615 B 1 Project Checklist a EJ de Create the new project using the PDSMASTER template See Page 2 11 The MPMS project number should be used as the project name for the pro
77. 1T 5 PURPOSE d 1 1 1 1 1 Project and Schedule nennen enne 1 1 1 2 Standard Template ee eet te n ee A eere lode rette eee 1 2 L2 Ls Standard Activities s ince eerte etie erigere te ene eei aee cea dene 1 3 1 2 2 Non Standard dete inei 1 3 1 3 Schedule Setup and Documentation 1 3 1 3 T Schedule Setup n enter reden teet e eee 1 3 1 3 2 Schedule Access and Access Rights neret nennen 1 3 1 3 3 Documenta oin 36 eoe a tto atte tee tube S 1 4 L 3 4 Activity Duration ee name eem e ee eget bee ei decur eta 1 4 1 3 4 1 Project Calendar eee RR ee dee ee E eie re UU 1 4 1 3 5 Project Constralnts ue osea Oso qp aes d a E EE OT MO 1 4 1 35 L Target EIER ERE PREISE 1 4 1 3 5 2 Intermediate Target Dat s i heeds ane cuida 1 4 1 3 5 3 Delivery Rte Dee Sid edt teinte dete 1 4 1 4 Project Identification e eene Eo ete tee be bete eee ee eot Dee nee te 1 5 1 4 External 1 5 1 22 Internal iret ette re eerie te bee ease DRE EE dE 1 5 1 5 Eocalb Projects idiot ete t tet te Me e eie Prep Lite e Re Ue e e 1 5 1 6 Activity COGIDg oi de oerte ton uites Hir o tb ede ES ote orte LRL eas 1 5 1 7 Level of Detail Wor
78. 5 Resource Limited Resource Scheduling The production of scheduled dates in which the resource constraints are considered as absolute and project completions are delayed as necessary to avoid exceeding resource requirements Resource Offset The number of work periods between the start of the activity and when the resource is first required Resource Period The number of work periods for which a resource is required Resource Pool A higher level resource in a resource breakdown structure Resource Scheduling The process of calculating a set of scheduled dates that takes into account the resource requirements of each activity and the availability of these resources Resource Thresholds In resource limited scheduling it is possible to specify that a particular resource may be exceeded if necessary by an amount not to exceed the specified threshold for that resource Resource Total A specified total of resource units required by an activity over a period of time Risk Analysis Any technique designed to quantify the impact of uncertainty Usually but not necessarily associated with the Monte Carlo simulation technique used in Open Plan Schedule A combination of work and work related activities having a time requirement assignment and logical tie or link between them Scheduled Dates The start and finish dates calculated by the resource scheduling program having regard to resource constraints as well a
79. AB BCWP Labor The budgeted cost of work performed for labor resources DBLE NUMBER 15 2 NULL assigned to an activity BCWP_MAT BCWP Material The budgeted cost of work performed for material resources DBLE NUMBER 15 2 NULL assigned to an activity BCWP_ODC BCWP Other Direct The budgeted cost of work performed for other resources DBLE NUMBER 15 2 NULL Cost assigned to an activity BCWP_QTY Labor Earned Units The earned value of labor resource units budgeted for the DBLE NUMBER 15 2 NULL activity BCWP_SUB BCWP Subcontract The budgeted cost of work performed for subcontract resources DBLE NUMBER 15 2 NULL assigned to an activity BCWS LAB BCWS Labor The budgeted cost of work scheduled for labor resources assigned DBLE NUMBER 15 2 NULL to an activity BCWS MAT BCWS Material The budgeted cost of work scheduled for material resources DBLE NUMBER 15 2 NULL assigned to an activity BCWS ODC BCWS Other Direct The budgeted cost of work scheduled for other resources DBLE NUMBER 15 2 NULL Cost assigned to an activity BCWS QTY Labor Scheduled The budgeted quantity of labor for the work scheduled for the DBLE NUMBER 15 2 NULL Units project from the baseline start date until time now BCWS SUB BCWS Subcontract The budgeted cost of work scheduled for subcontract resources DBLE NUMBER 15 2 NULL assigned to an activity COMP_RS_C Sched Actions Calculated by resource scheduling Indicates if the activity was RSCL VARCHAR2 4 NULL spli
80. AR2 22 NOT NULL displayed in Open Plan SC UID None unique identifier for a baseline access control record GUID VARCHAR2 22 NOT NULL D TYPE None VARCHAR2 2 NOT NULL RIGHTS None XT VARCHAR2 5 NOT NULL Table OPP BSD Baseline Subproject Associations The Baseline Association table contains information that associates baselines created in a master project with its external subprojects so that the baseline can be viewed and edited in the external subproject The data dictionary table identifier for table OPP BSD is BSD Open Plan Field Name Field Label Description Data Type Oracle Data Type Nullis BAS UID None The unique identifier for a baseline record This field is not GUID VARCHAR2 22 NOT NULL displayed in Open Plan BASESEL None Indicates if a baseline is selected or not The value is 1 if selected NTE NUMBER 10 0 NULL and O if not BSD UID None unique identifier of a baseline description record GUID VARCHAR2 22 NOT NULL DIR UID None The unique identifier that links a baseline record to a unique GUID VARCHAR2 22 NOT NULL project object directory record This field is not displayed in Open Plan Table OPP BSU Baseline Resource Usage The Baseline Resource Usage table contains information copied from the resource usage table for baseline comparison purposes The data dictionary table identifier for table OPP BSU is BSU Open Plan Field Name Field Label Description Data T
81. AT DATE NULL Date SMOOTHING RS Smoothing Flag for resource scheduling option INTE NUMBER 10 0 NULL Option TARTDATE Start Date The start date for a project DATE DATE NULL STARTPC User Defined If the User Defined Percentage is selected as the default earned value INTE NUMBER 10 0 NULL EVT Split technique for the project this field stores the percentage that is earned at the start of the activity TARTVIEW Startup View The view that is opened when a project is opened TEXT VARCHAR2 20 NULL TATDATE Time Now time now date for a project DATE DATE NULL TA BEFORE RK Risk Time Flag for risk analysis option INTE NUMBER 10 0 NULL Analyze Before Risk Analysis TA Subproject Flag for time analysis option INTE NUMBER 10 0 NULL End Activity TA Show Flag for time analysis option INTE NUMBER 10 0 NULL Summary Dates Option Project Target Target cost for the project DBLE NUMBER 15 2 NULL Cost Target Finish The target finish date for a project FDAT DATE NULL ar a a ee TFTYPE Target Finish The target finish type for a project TARG VARCHAR2 4 NULL Type TIMEUNIT RS Scheduling Flag for resource scheduling option INTE NUMBER 10 0 NULL Interval TOTACT Total Activities The total number of activities in the project INTE NUMBER 10 0 NULL TOTACTCOM Total Completed The number of completed activities in the project INTE NUMBER 10 0 NULL Activities TOTACTPRG Total Activities number
82. BER 10 0 NOT NULL Table OPP_RES Resource Definitions The Resource Definition table contains the resource elements that make up a resource breakdown structure The data dictionary table identifier for table is OPP_RES is RES Open Plan Field Name Field Label Description Data Type Oracle Data Type CLC_COST Cost based on If True the cost of the resource is based on the progressed BOOL VARCHAR2 4 NULL Progress Qty quantity of the resource CLC_PROG Progress based on If True the resource s progress is calculated from the progress of BOOL VARCHAR2 4 NULL Act Progress the activity to which it is assigned DESCRIPTION Res Desc The description of a resource record TEXT VARCHAR2 100 NULL DIR UID None The unique identifier that links a resource record to a unique GUID VARCHAR2 22 NOT NULL resource object directory record This field is not displayed in Open Plan NO LIST Suppress in Lists If selected this option suppresses the inclusion of this resource in BOOL VARCHAR2 4 NULL all lists While the resource is not deleted from the file and thus does not affect cost calculations the resource cannot be used in resource assignments nor is it included in any list of resources PALLOC UID Project Allocation The unique identifier of the project directory object for which this GUID VARCHAR2 22 resource was reserved This field is not displayed in Open Plan POSITION NUM Child Position 7557
83. Background Color Font Cancel Help Figure 2 30 The Spreadsheet Preferences Dialog Box 2 11 3 Optimizing an Activity View As with other Windows applications Open Plan users can use scroll bars to look at more data within a given window The Activity Bar Chart view contains two scroll bars one for each window Vertical scrolling is accomplished with a single bar since data on the spreadsheet corresponds to data on the bar chart Using the to Date dialog box can allow you to move to a specific time more easily than scrolling manually The format of the date that you type in is quite freeform it will recognize 25Mar95 for example The main constraint is that you must specify the date in the correct order To Go To a Specific Date 1 Click with the right mouse button anywhere on the barchart or Click on the View menu 2 Choose Go To Date 3 Select one of the first 3 options or enter a date 4 Click OK 2 45 Chapter 2 Open Plan Publication 615 The Date Scale controls the display of bars Because reporting standards vary widely between organizations Open Plan allows you to define the components of the date scale on the bar chart view 1 Point to the date scale area of the barchart 2 Position the mouse pointer on top of any vertical border The mouse will turn to a black double headed arrow 3 Click hold and drag the mouse to the right or the left to contract or stre
84. Baseline 11 15 0 c dgorski state pa us Company Total Complete 7 3 BASE02 2nd Baseline 01 157 Raudenbush Engineering Total Relationships 56 Client Total Assignments o Engineering District 8 0 Cancel Figure 2 46 Current Baselines 2 13 5 Updating Baselines After the initial baseline is created and progress is recorded it may be necessary to update the baseline perhaps the scope of work has changed or a revised target finish date has been approved Baselines can be updated with all new Target Dates and Activities or a filter can be used to limit the activities and dates which are updated To Create a Baseline Update 1 Open the project in Exclusive Mode Baselines cannot be updated in Shared or Read Only modes 2 Change the target constraint date as needed at the activity and project level 3 Runa Time Analysis See Section 2 10 2 61 Chapter 2 Open Plan Publication 615 4 From the Open Plan menu Choose Project Baselines The Baseline dialog box will appear Baselines x Name Description Based lt Multiple Baselines gt Multiple baseline selection lt No Baseline gt Clear baseline selection Base00 Initial Baseline 2 2 2007 Early Dates Initial Baseline 3 1207 Late Dates 4 New Update Delete Access Figure 2 47 The Baselines Dialog Box 5 From the list of existing baselines select the baseline to be updat
85. D SDATE Baseline Start The baseline finish date stored in a baseline for an activity DATE CLH UID Calendar ID The unique identifier that links a baseline activity record to a GUID unique calendar detail record This field is not displayed in Open Plan The calendar s name CLH ID is displayed instead DESCRIPTION Activity Desc The activity description stored in a baseline for an activity XT P ne DHIGH Pessimistic Duration The maximum duration for an activity in a baseline URA DIR_UID Project File The unique identifier of a project object directory record This GUID field is not displayed in Open Plan The project s name DIR_ID is displayed instead DLOW Optimistic Duration The minimum duration for an activity in a baseline URA DSHAPE Duration Distribution The duration distribution curve for an activity in a baseline DIST Type EVT Earned Value Technique 96 Complete These values are stored in the Open Plan database as A C E F G H K and L respectively MAXDUR Max Duration The maximum duration of a stretchable or reprofilable activity in a baseline MAXSPLITS Max Number of The maximum number of splits possible for a splittable activity in Splits a baseline MINSPLITD Min Split Length The minimum size of a split for a splittable activity in a baseline URA OPKEY Key Activity he state of the key activity flag for an activity in a baseline ORIG DUR Original Duration PPC Physical Complete The physical percent complete
86. DSWBS codes are permitted Changes can only be approved and implemented by Central Office in order to preserve historical data To Bring Additional Code Reference Files into a Project 1 Open the Open Plan Library and then select the Codes folder 2 Locate the code file right click and select Copy 3 Open the target project s code folder 4 Right click anywhere within the folder and select Paste The first four code fields are reserved for the PennDOT standard code references as detailed in Table 3 12 Additional code files may be referenced in slots 5 through 99 Note also that any edits made within a 2 41 Chapter 2 Open Plan Publication 615 coding reference will propagate to all other projects which reference this coding file For this reason it is not permitted to modify the PDSWBS PDSOBS PDSCOST or PDSSTANDARD 2 11 Working with Activity Views 2 11 1 Working with the Activity Bar Chart View In a Bar Chart view activities are shown as colored bars PennDOT standard Bar Chart views provide a set of pre determined projects and what data should be displayed on the chart It is possible to display many different pieces of data on a bar chart but care must be taken so that it is not illegible or busy The value of any view is the project information and the story that it tells To Display Relationships While in Bar Data Mode 1 Choose Tools Barchart Preferences Or 2 Click the secondary mouse
87. Data The User Numbers table stores user defined number field data This table is a sparse storage mechanism that contains only the data for fields that have data defined The data dictionary table identifier for table OPP_UNM is UNM Open Plan Field Name Field Label Description Data Type Oracle Data Type BAS UID None The unique identifier for a baseline record This field is not GUID VARCHAR2 22 NULL displayed in Open Plan DIR UID None The unique identifier of the directory object to which the user GUID VARCHAR2 22 NOT NULL defined field belongs FIELD NAME None The name of a user defined numeric field TEXT VARCHAR2 60 NOT NULL FIELD VALUE The value of a user defined numeric field DBLE NUMBER 15 2 NOT NULL FK UID None The unique ID that links a user defined numeric record to a GUID VARCHAR2 22 NOT NULL record in another table This value is not displayed in Open Plan ROW UID None The unique identifier for a user defined numeric value GUID VARCHAR2 2 NOT NULL TABLE TYPE The data type for which the user defined numeric field data is TEXT VARCHAR2 4 NOT NULL stored Valid values are ACT Activity BSA Baseline Activity CDR Code Directory COD Code Data Project Directory ASG Resource Assignment REL Relationship AVL Resource Availability RES Resource Data and RDS Resource Directory Table OPP UTX User Text Data The User Text table stores user defined text field data This table is a sparse
88. Description Duration Total Float Early Dates Late Dates Baseline Finish Actual Start Actual Finish and Notes PDVARBAR Bar Chart Bar chart with columns Activity ID Activity Description Duration Actual Start Baseline Variance Early Start Early Finish Total Float and WBS Schedule Variance View comparing baseline start dates versus actual start dates PSSPDVW Spreadsheet Table containing columns Activity ID Activity Description Computed Status Successor Successor Description Successor Status Successor Log Successor Type Predecessor Predecessor Description Predecessor Status Predecessor Lag and Predecessor Type RELSPDVW Spreadsheet Table containing columns Predecessor Predecessor Description Successor Successor Description Calendar ID Relationship Lag Relationships Type Relationship Free Float and Relationship Total Float SPREADVW Spreadsheet Table Containing Columns Activity ID Activity Description Duration Activity Type Early Dates Late Dates Total Float Calendar ID Progress Type and Progress Value When a new project is created from scratch it does not immediately inherit every view listed in the Open Plan Library Rather Open Plan only installs three views If a new project is created from an existing project those views linked to the originating project template are carried over 2 23 Chapter 2 Open Plan Publication 615 Caution is
89. Dist 90 Consultant and Project v 09 TE Template Dist 9 0 Transportation Enhancem O 09810 Bridge Master Dist 9 0 Bridge Master File C 10027 SR 0590 Section 671 C 10027JFA Bridge Oves Lake Genero SR 0690 sex 10142 SR 0087 Section 771 FORO n cT Bh ee To ee mentee Me MaM 4 Figure 2 59 The Backup Dialog Box 4 Click OK 5 Select the file location to back up the project and name the backup file The file name chosen for the bk3 file during this step is independent of the actual project s name during the backup and restore process It is recommended that the date be include in the backup file name to help identify versions of the bk3 file For example if you are working on ECMS Project 123456 then the 2 73 Chapter 2 Open Plan Publication 615 file name used in this step might look like 123456 20080325 bk3 where 20080325 represents the date year month date the file was backed up Save As ki xi Save in Open Plan Desktop 3 1 er E3 File name OpenPlanB ackup Save as type Backup Files bk3 Cancel Figure2 60 The Backup Save As Dialog Box 6 Click Save This completes the file backup process At this point the file can be shared either by saving it to a disc or through an email attachment 2 16 2 The File Restoration Process The restore process allows the user to restore project files that were backed up using the Open Plan Backup function The
90. F Open Plan Field Name Field Label Description Data Type Oracle Data Type DIR UID None object directory item in which the folder was created GUID VARCHAR2 XF ID None unformatted name of the Open Plan Explorer Folder HIEI VARCHAR2 NOT NULL 22 60 is not displayed in Open Plan TYPE Nome EXT JVARCHAR244 NULL Table OPP EXI Explorer Folder I tems The Explorer Folder Items table stores the data associated with folder items assigned to the Open Plan Explorer The data dictionary table identifier for table OPP EXI is EXI Open Plan Field Name Field Label Description Data Type Oracle Data Type DIR UID None For rows where the table type is VUE specifies the unique GUID VARCHAR2 22 identifier of the object directory item to which the view is assigned EXF UID None The unique identifier of an Open Plan Explorer folder This value GUID VARCHAR2 22 NULL is not displayed in Open Plan 22 EXI UID None unique identifier of an Open Plan Explorer folder item This GUID VARCHAR2 NOT NULL Lo value is not displayed in Open Plan ITEM TYPE None The type of item Valid values are CLD Calendar file COD TEXT VARCHAR2 4 NULL Code file PJT Project template PRJ Project file RDS Resource file and VUE View ITEM_UID None The unique identifier for an Open Plan Explorer item This field is GUID VARCHAR2 22 NULL not displayed in Open Plan USR ID No
91. GUID VARCHAR2 22 NOT NULL displayed in Open Plan DESCRIPTION None description of a calendar within a calendar file EXT VARCHAR2 100 NULL 22 DIR UID None The unique identifier that links a calendar header record to a GUID VARCHAR2 22 NOT NULL unique calendar object directory record This field is not displayed in Open Plan 0 4 DATE NOT NULL LASTUPDATE None date and time that the calendar was last updated EQUENCE Used to manage multi user concurrency in shared mode NUMBER 10 0 NOT NULL UPPRESS E9oL JVARCHAR2 4 NULL SR ID None frre user ID of the user who last updated the record EXT VARCHAR2 20 NOT NULL Table OPP_CLR Calendar Details The Calendar Detail table stores the working and non working information for calendars defined in the calendar header table The data dictionary table identifier for table OPP_CLR is CLR Field Name Field Label Description Data Type Oracle Data Type CLH UID None The unique identifier that links a calendar detail record to the GUID VARCHAR2 22 NOT NULL calendar header table This field is not displayed in Open Plan CLR UID None f unique identifier for a calendar detail record GUID VARCHAR2 22 NOT NULL DATESPEC None A string that identifies a type of rule for a calendar Valid values DSPC VARCHAR2 10 NOT NULL are Sunday through Saturday standard days a date with no year recurring holidays a specific date DIR UID None The u
92. H 6 2 n amp ss G5 amp S enw Activity Bachar View 7 Oct De Activity Desc Duratior Jan Feb Mar Apr May Jun Jul amp ug Sep Nov P 01002 B 15d 020 Second Activity 54 021 addedActivity 5d m This is an example of a 025 second activity added 504 030 Third Activity sa f relationship line that was Fourth Activity drawn in Fifth Activity added 060 Sixth Activity Seventh Activity 080 02 B 20d 085 added act 20d 090 let 0 141 ota mi F ForHep presFl NN Filter o f Z7 Figure 2 23 Activity Relationships Using the Mouse in the Bar Chart View 3 Click and drag the mouse pointer to the appropriate edge of successor activity Logic ties relationships between activities are not assigned in the template they need to be set by the design team Every child activity must have a predecessor and a successor the only exceptions being the first activity Start Project does not need a predecessor and the last activity Open Bids does not need a successor Lag time is a pause or wait time between two activities For example on a small painting project with one painter the painter might need to plan for drying time between the first and second coats of paint Lag time is expressed using a specific amount of time such as 1d or 24h Paint 1
93. ID None unique identifier for a sort definition record GUID VARCHAR2 22 NOT NULL TABLE TYPE None The table type to which the sort is applied TEXT VARCHAR2 4 NOT NULL USR ID If empty indicates that the sort definition is shared by all users TEXT VARCHAR2 20 NULL Table WST DCT Data Dictionary The data dictionary table defines the columns for tables within Open Plan The structure of this table itself should never be modified If the structure of any Open Plan tables defined in the data dictionary is modified appropriate entries or adjustments must be made to this table This table is not defined in the Open Plan data dictionary and its structure must not be changed Open Plan Field Name Field Label Description Data Type Oracle Data Type coL FLAGS None None NUMBERO10 0 FKEY FLD None Poe JVARCHAR220 FKEY REQUIRED o Non NUMBEROO 0 TABLE None None VARCHAR FKEY VIRTUAL None None NUMBER 10 0 NUMBER 10 0 NUMBER 10 0 NUMBER 10 0 SYS NAME None NULL TABLE TYPE The three character identifier of the table in which the field exists None VARCHAR2 4 NOT NULL 5 The Open Plan data type of the field None VARCHAR2 4 NOT NULL USR NAME None A user defined name to be displayed for this field overriding the name None VARCHAR2 60 NULL determined by the STRING_ID Table WST_LCK Object Locks The Locked Objects table maintains a list o
94. IS PAGE INTENTIONALLY LEFT BLANK Appendix A Standard Report Activities Publication 615 To facilitate standard reports Table A 1 Standard Report Activities is a tabulation of activity descriptions that shall be used in all design schedules Changes or alterations abbreviations etc shall not be performed The specific text and spacing that appears in this table shall be used The activities below are consistent with the current PennDOT master design schedule template 1 Appendix A Standard Report Activities Table 1 Standard Report Activities Publication 615 21 wl x Activity ID Activity Description gt gt 2 E E 2 2 2 z 005 Start Project X 010 030 Consultant Services x 020 Environmental Analysis X 020 030 Perform Threatened and Endangered Species Coordination X 020 040 Cultural Resources X 030 Environmental Documentation X X X 030 060 Section 4 f Evaluations 030 100 Environmental Clearance x 040 Design Field View X X X 040 010 010 Surveys X 040 010 050 Line amp Grade x 040 010 070 Safety Review X 040 010 090 040 Submit Plans and Authorization to Utilities x 040 010 130 Preliminary Pavement Design X 050 Design Exceptions X X 060 Erosion amp Sedimentation Control Plan NPDES X X X 060 050 Review amp Submit Erosion and Sedimentation Control Plan x
95. NCE BY Barry Schoch P E Secretary of Transportation George W McAuley Jr P E Acting Director Bureau of Project Delivery PUBLICATION 615 Scheduling Manual Procedures for Design Schedules 3rd Edition October 2013 pennsylvania DEPARTMENT OF TRANSPORTATION PUB 615 10 13 Forward Publication 615 Prepared by The Pennsylvania Department of Transportation In conjunction with Gannett Fleming Inc Raudenbush Engineering Inc Published October 2013 This manual has been prepared for the purpose of providing guidance to Department staff and their consultants on how the Open Plan and WelcomHome tools should be used for design scheduling on Department projects It should be noted that the Department has a series of publications that deal with scheduling topics and that the guidance in Publication 615 is only intended for the design process Our Estimating Manual Publication 352 deals with how scheduling factors can have an impact on estimates The Project Planning and Scheduling Workbook Publication 449 focuses on construction schedules Questions with regards to Publication 615 can be directed to the Project Schedules Specifications and Constructability Section in the Bureau of Project Delivery Table of Contents Publication 615 PUBLICATION 615 SCHEDULING MANUAL PROCEDURES FOR DESIGN SCHEDULES CHAPTER SUBJECT PAGE Chapter Policy 1 1 1 0 Introduction che LER de HG od eec den diet ee 1 1
96. NDOT Open Plan server will be overwritten For file and data integrity these options should always be unchecked 6 Ifa project already exists with the same name within the target Open Plan database you will receive the restore target exists dialog You will then be asked what you would like to do with the restoration of this file Project BOAD District 10 0 already exists Ves Do you wish to Skip restore of item Yes All Overwrite existing item C Rename and restore 5 Cancel Figure 2 64 The Restore Target Exists Dialog Box 2 76 Chapter 2 Open Plan Publication 615 T Select what you would like to do with the restoration of this file by selecting Skip Restore of Item Overwrite existing Item or Rename and restore The Rename and restore option should not be used because any project baselines will be lost in this process The correct way to restore an updated existing project is to rename the existing project on the server before the restore process The existing project can be renamed to the original name with the term old following the ECMS number Once the existing schedule is renamed the new updated schedule can be restored and at this point the restore target exists dialog should not appear If there is an existing project with an initial baseline already established and there are major changes in the project that require an updated schedule a bk3 file should be sent to the consultant Once the
97. NOT NULL USR ID Updated By The user ID of the last user to update the resource escalation TEXT VARCHAR2 20 NOT NULL record Table OPP SKL Skill Assignments The Resource Skill Assignment table stores skill assignments to be used against resource definitions The data dictionary table identifier for table OPP SKL is SKL Open Plan Field Name Field Label Description Data Type Oracle Data Type DIR UID None The unique identifier that links a skill record to a unique resource GUID VARCHAR2 22 NOT NULL object directory record This field is not displayed in Open Plan RES SKL UID None unique identifier for a skill assigned to a resource GUID VARCHAR2 22 NOT NULL RES UID e xm unique identifier for the resource record that represents a GUID VARCHAR2 22 NOT NULL skill record SEQUENCE Used to manage multi user concurrency in shared mode INTE NUMBER 10 0 NOT NULL SKL UID None The unique identifier for a skill record GUID VARCHAR2 22 NOT NULL User Defined Fields Table OPP NTX Note Text The Note Text table stores the note text associated with note categories assigned to a data object The data dictionary table identifier for table OPP_NTX is NTX Open Plan Field Name Field Label Description Data Type Oracle Data Type BAS UID None The unique identifier that links a baseline record to a note record GUID VARCHAR2 22 NULL This field is not displayed in Open Plan DIR UID EN unique identifier of the directory o
98. OS 299 7 08 PUBLICATION TRANSMITTAL LETTER 615 OCTOBER 2013 EDITION pennsylvania DATE DEPARTMENT OF TRANSPORTATION October 24 2013 SUBJECT OCTOBER 2013 EDITION Scheduling Manual Procedures for Design Schedules and PDSMASTER Template INFORMATION AND SPECIAL INSTRUCTIONS The attached October 2013 Edition of the Scheduling Manual Procedures for Design Schedules is the Third Edition of Publication 615 The detailed information uniform procedures and policies presented herein should be included on all PennDOT design schedules All District Offices should distribute this Manual to the appropriate staff within their organization responsible for preparing and or monitoring and updating PennDOT design schedules District Portfolio Managers should assure that all PennDOT design schedules are in compliance with this Manual The PDSMASTER template shall be used for all new PennDOT design schedules and any project that is to be let within 2015 and there after The PDSKEY and PDSPRJ Templates are no longer to be used CANCEL AND DESTROY THE FOLLOWING ADDITIONAL COPIES ARE AVAILABLE FROM The October 2009 Edition of Publication 615 and the PDSKEY and PDSPRJ Templates L PennDOT SALES STORE 717 787 6746 phone 717 787 8779 fax ra penndotsalesstore state pa us D PennDOT website www dot state pa us Click on Forms Publications amp Maps L DGS warehouse PennDOT employees ONLY APPROVED FOR ISSUA
99. OT NULL TABLE TYPE File Type EXT VARCHAR2 4 NOT NULL Table WST Code Breakdown Definition The Code Breakdown Definitions table contains the code elements that make up a code breakdown structure The data dictionary table identifier for table WST CDR is CDR Open Plan Field Name Field Label Description Data Type Oracle Data Type NUMBER 15 2 VARCHAR2 6 VARCHAR2 6 VARCHAR2 6 CDR UID None The unique identifier of a code record This field is not displayed GUID VARCHAR2 22 NOT NULL in Open Plan CP PU CP VF None Not used by Open Plan None NUMBER 15 2 NULL DESCRIPTION Code Description The description of a record in a code breakdown structure TEXT VARCHAR2 100 NULL DIR UID None GUID VARCHAR2 22 NOT NULL PARENT None Not used by Open Plan None VARCHAR2 59 NULL POSITION NUM Child Position TE 10 0 vuL O NUMBER 15 2 NUMBER 15 2 SEQUENCE UpdateCount Usedto manage multi user concurrency in shared mode _ INTE _ Not used by Open Plan NUMBER 15 2 NULL P PU Not used by Open Plan NUMBER 15 2 NULL P VF Not used by Open Plan NUMBER 15 2 NULL P VU one NUMBER 15 2 UPPRESS Suppress PONTE VARCHAR2 4 AG one VARCHAR2 20 SR ID EXT VARCHAR2 20 Explorer Data Table OPP EXF Explorer Folders The Explorer Folders table stores the data associated with folders assigned to the Open Plan Explorer The data dictionary table identifier for table OPP EXF is EX
100. Plan and PennDOT The Pennsylvania Department of Transportation PennDOT uses Open Plan a project management software package to help oversee and manage its highway and bridge program Open Plan plays a crucial role in the delivery of this program because it Enhances the ability of PennDOT Project Mangers to plan and manage highway projects Supports project management and reporting at both the project and portfolio levels Provides Historical Data Management and Analysis 2 1 Chapter 2 Open Plan Publication 615 PennDOT maintains a standard template to be used in the creation of a project schedule This template the PDSMASTER contains a master list of standard activities and their required coding for PennDOT design projects The PDSMASTER template is available on the Department s Open Plan server and also on PennDOT s ECMS mainframe Any design schedule created for PennDOT must use the PDSMASTER template In this manual PDSMASTER and or PDSMASTER template will refer to the current PDSMASTER template residing on the PennDOT Open Plan server The ideal time for schedules to be created is within one month of the scoping field view However since the project development process may contain factors which can generate a lag in the start of the major design activities the schedules must be developed in a timeframe commensurate with their complexity Minor projects should have a schedule developed no later than two months from the
101. Publication 615 Time Analysis can also be performed clicking on the Time Analysis button on the toolbar Using the button to run Time Analysis does not allow one to update the Time Now date To update the Time Now Date open the Time Analysis Dialog Box using the procedure outlined above Regardless of how Time Analysis is performed via the Time Analysis dialog or Time Analysis tool the system will produce a Time Analysis Log File To View the Log Viewer 1 Choose View Log Viewer 2 Click on the Time Analysis Tab welcom Log iewer xi File View Help System Log CADocuments and Settings c kwaiwada OPP_TA LOG Time analysis log initialized 05 29 13 08 33 51 Project 50931 Time Now 29May2013 TA Actual Date Option Set Subproject Summary Date Option Set Ignore positive lags on out of sequence activities 010 is a start activity 020 is a start activity 040 is a start activity 050 is a start activity 060 is a start activity 070 is an isolated activity 090 is a start activity 110 is a start activity 120 is an isolated activity 010 010 is a start activity 020 040 is a start activity 040 10 is a start activity 120 010 is an isolated activity 040 10 010 is a start activity x Ready Z Figure 2 41 Welcom Log Viewer Time Analysis Tab 2 13 Baselines 2 13 1 Recording a Baseline Before you start to track progress of the project activities you will need
102. QAD District 10 0 Views gi BQAD District 9 0 Master File for District 9 0 T se Dave s Districts alendars A G Resources Cj District 10 0 District 12 0 Project Templates a e Gp Briefcase District 6 0 Users B District 8 0 Startup District 9 0 gl Kim Test This is a Test Mike Sorbo iF OPP Op Manual Operations Manual c3 Templates Figure 2 2 The Project Explorer The Open Plan Project Explorer contains the following folders My Folder Projects Open Plan Library 2 4 Chapter 2 Open Plan Publication 615 Briefcase Users Startup Additional folders can be created within Folder to help organize project files To Add a Folder to the Project Explorer 1 Display the Project Explorer 2 Select the My Folder w Right click on the folder and select New Folder 4 Name the new folder 5 Press Enter To Add Remove a Column in the Project Explorer View Adding or Removing Columns in the Project Explore View can only be done in the Projects folder 1 Display the Project Explorer 2 Click on the Projects Folder 3 Right click on the columns along the top See Figure 3 3 File Edit View Project Tools Add Ins Window Help amp treed gt SS Right click along the columns e Global Display Format
103. RA VARCHAR2 10 NULL that resource scheduling can use for this activity MAXSPLITS Max Number of For a splittable activity the maximum number of times that INTE NUMBER 10 0 NULL Splits resource scheduling can split the activity MINSPLITD Min Split Length For a splittable activity the minimum period of time that resource DURA VARCHAR2 10 NULL scheduling can use when splitting the activity MSPUNIQUEID MSP Unique ID The MSP unique ID field for activities imported from Microsoft INTE NUMBER 10 0 NULL Project OPKEY Key Activity Controls whether risk analysis is to provide a detailed analysis of BOOL VARCHAR2 4 NULL the activity RITY GTYPE GVALUE ORIG DUR Original Duration The original duration for an activity This value is user entered DURA VARCHAR2 10 NULL except for hammocks and subprojects where the value is calculated by time analysis and effort driven activities where the value is calculated based on the amount of resource assigned to the activity PC Physical Complete The physical percent complete for an activity Value may be user DBLE NUMBER 15 2 NULL entered or calculated by progress calculations P P P Progress Type The progress type used by an activity Controls the behavior of PROG VARCHAR2 4 NULL the activity in conjunction with the actual date information Valid values are Planned Remaining Duration Percent Complete Elapsed Duration Expected Finish and Complete These values are stored i
104. RS Open Plan Field Name Field Label Description Data Type Oracle Data Type BRS_ID None The unique name of a bar set TEXT VARCHAR2 32 NOT NULL BRS_UID None The unique identifier of a bar set This field is not displayed in GUID VARCHAR2 22 NOT NULL Open Plan DATA None the binary datausedbyabarset LONG RAW NULL DATALEN None TE NBER O JNUL TYPE None Flag used to determine the type of bar set Activity or Multi table NTE NUMBER 10 0 NULL These values are stored in the Open Plan database as 0 and 1 respectively USR ID None The user ID of the last user to update the bar set TEXT VARCHAR2 20 NOT NULL VERSION None NUMBER 10 0 NULL Table OPP EMF Metafiles The Metafile Data table stores the list metafile names that are used by title blocks and bar charts The data dictionary table identifier for table OPP EMF is EMF Open Plan Field Name Field Label Description Data Type Oracle Data Type DATA Noe frre binary field used to store enhanced metafiles LONG RAW NULL DATALEN None RdNTE NUMBER 10 O NULL DESCRIPTION None rhe description of a metafile TEXT VARCHAR2 60 NULL EMF ID None The name of a metafile TEXT VARCHAR2 20 NOT NULL SHAPE None The shape of the metafile Used to help categorize metafiles into TEXT VARCHAR2 32 NULL manageable groups Table OPP VLD View Layout Data The View Layout table stores information that results from the intersection of a vie
105. Roles are assigned to Users and to Groups A User may be assigned to multiple Groups and have Multiple Roles Data security is managed by assigning permissions to roles If a User is granted multiple roles with different access restrictions in a single project the greater permission controls Table 3 5 lists the predefined roles along with their descriptions Table 2 5 Predefined Roles Role Description A minimal role that allows read only access Default Users cannot change data All DIST groups and the CO group have Default set as the role for that group This allows everyone in a District access to view a project schedule but not to make any changes to it Default Team Member Can update project status but cannot edit activities descriptions or durations PM Can perform most functions as a SYSADMIN but cannot define the workweek SYSADMIN Provides unrestricted access within a project Every project should use access controls The following roles are standard Project Manager Project Manager for Design Team Member Read Only Team Members Team Member 2 PDES Team Member CO Team Member Read Only The USER ID column is populated with all users of the Open Plan software Within this column a single user can be identified and provided access rights The remaining column Read Only is a toggle It provides read only access to a project or file 2 7 10 The Open Status Tab
106. T XT he user s first name 50 he user s last name 2 50 he user s location EXT 2 60 XT VARCHAR2 20 EXT VARCHAR2 32 lt gt 2 I gt 2 N m lt gt 2 I gt 2 2 2 212 12 212 12 21212 121212 CICICICICICICICICIJC JCICICIC 5 OUNTRY O lt gt 2 e I gt 2 5 0 5 0 lt lt gt gt Alix ijt gt gt 2 R2 4 m lt gt 2 O I gt 2 MAIL m lt gt 2 O aa gt R2 60 0 0 SEJE m 2 2 6 60 6 2 ILTER 1 IRST_NAME LAST_NAME OCATION MANAGER ASSWD mim lt lt lt gt gt gt Aii OF LOF LA IJI I gt gt gt D NININ 4 m lt gt 2 O I gt 2 lt gt 2 O I gt 2 he user s manager m ALTMANAGER None DESCRIPTION None LAST NAME None MANAGER None he user s encrypted password None The user s phone number TEXT JVARCHAR2QO NULL he user s state EXT NULL 20 he user s ID EXT VARCHAR2 20 NOT NULL he user s zip code VARCHAR2 20 NULL View Data Table OPP_BRS Bar Set Definitions The Bar Set Definition table stores bar set definitions used by barchart views The data dictionary table identifier for table OPP_BRS is B
107. T001 For both cases the Description should be representative of what the views actually do C 7 PROJECT SCHEDULING ARCHIVING An archiving environment was set up to store all projects that were let and any old project that is not being worked on This environment will be used to pull historical data One month after the beginning of the calendar year the Project Manager or Portfolio Manager should create a backup file for all projects that were let the previous year and restore it to the archiving environment Once the project is restored on the archiving environment it should be deleted from the production environment How to Switch between the Production amp Archiving Environment 1 Logon to the Remote Desktop 2 Double Click on the Open Plan Icon to open Open Plan 3 your username and password C 5 Appendix C Portfolio Manager Reference Publication 615 4 Hold down the CTRL button and Click LOGIN 5 Select OPP31 for the production environment or Select OPP31 Archive for the archiving environment and Click OK See Figure C 5 Data Sources Data Sources DPP31 Archive Help di Add Edit Delete FIGURE 5 Open Plan Data Sources Dialog C 8 SECURITY APPLET A security applet was developed as part of the Open Plan software package to assist organizations in controlling access to their applications and data The Portfolio Manager will be responsible for two aspects of the WelcomSecurit
108. The calendar s ID CLH ID is displayed instead CST CLASS Cost Class The cost class for the resource usage This information is used TEXT VARCHAR2 20 NULL during Cobra integration DIR_UID Project File The unique identifier of a project object directory record This GUID VARCHAR2 22 NOT NULL field is not displayed in Open Plan The project s name DIR ID is displayed instead PALLOC UID Project Allocation The unique identifier of the project directory object for which this GUID VARCHAR2 22 NULL resource was reserved This field is not displayed in Open Plan The project s name DIR ID is displayed instead RDS UID Resource File The unique identifier that links a resource usage record to a GUID VARCHAR2 22 NOT NULL unique resource object directory record This field is not displayed in Open Plan The resource file s name DIR 10 is displayed instead RES CST Resource Cost The cost of the resource used during the period defined by the DBLE NUMBER 15 2 NULL record s start and end dates RES ESC Resource Escalated The escalated cost of the resource used during the period defined DBLE NUMBER 15 2 NULL Cost by the record s start and end dates RES UID Resource ID The unique identifier for a resource This field is not displayed in GUID VARCHAR2 22 NOT NULL Open Plan The resource s ID RES ID is displayed instead RES USED Res Used The amount of resource used during the period defined by the DBLE NUMBER 15 2 NULL record s start a
109. The escalated budgeted cost of work performed for an individual DBLE NUMBER 15 2 NULL cost record BCWP QTY BCWP Quantity The earned value of labor resource units budgeted for the DBLE NUMBER 15 2 NULL activity CST UID ue 0 unique identifier for a cost record This field is not displayed GUID VARCHAR2 22 NOT NULL in Open Plan DIR UID Project File The unique identifier that links a resource cost record to a unique GUID VARCHAR2 22 NOT NULL project object directory record This field is not displayed in Open Plan The project file name DIR ID is displayed instead END DATE Period End Date The end date for the resource cost period FDAT DATE NULL RDS UID Resource File The unique identifier that links a cost record to a unique resource GUID VARCHAR2 22 NULL directory object record This field is not displayed in Open Plan The resource file s name DIR ID is displayed instead RES UID The unique identifier that links a cost record to a unique resource JGUID VARCHAR2 22 NULL record This field is not displayed in Open Plan The resource ID RES ID field is displayed instead SEQUENCE Update Count Used to manage multi user concurrency in shared mode INTE NUMBER 10 0 NOT NULL START DATE Period Start Date The start date for a resource cost period DATE DATE NULL Table OPP IRL Inter project Relationships The Inter project Relationships table contains the definition and scheduling constraint information for relationships be
110. To minimize the possibility of version control issues staff with a project level role of PM or SYSADMIN should be the only members that are backing up files 2 To backup an individual project file choose File Manage Files Backup File 2 72 Chapter 2 Open Plan Publication 615 KT Open Plan Desktop Open Plan Explorer 3M File Edit View Project Tools Add Ins Window Help Mew Ctrl N 4 Ctrl O Close Save Gtrl 5 Save As le Save view Display Format Details Send Nam Manage Files Delete File Print Setup Backup File Print Options Restore File Print Gtrl P i 4 Check Out Print Preview Check In Import E 3 Change Mode o Change Owner and Access Rights 1 Project 20400 2 Project 58123 3 Project 66649 Figure 2 58 Backup File 3 Select the project to back up Pay close attention to the project name that is selected in this step During the restore process this project name will be assigned to the restored project Check Items to Backup Codes 2 Progects 0089 04M SR 0088 Section 04M Terende Creek 0 06046 FedEx Pavemeri Replacement Project 09 38 Template Dist9 0 Depaetemeei force project v 1 03 DF Template Dit 9 0 Depatman Force Project C 03 MC Const template foc MC Construction projects C 03 MC Preservation Dist O Project 103 ROW template
111. Type The target finish type for an activity Valid values are None Not TARG VARCHAR2 4 NULL Earlier Than Not Later Than On Target and Fixed Target These values are stored in the Open Plan database as null NE NL ON and FX respectively TARGSTYPE Target Start Type The target start type for an activity Valid values are None Not TARG VARCHAR2 4 NULL Earlier Than Not Later Than On Target and Fixed Target These values are stored in the Open Plan database as null NE NL ON and FX respectively Table OPP ASG Resource Assignments The resource assignments table stores activity resource assignments that are used for resource scheduling and cost calculations The data dictionary table identifier for table OPP ASG is ASG Open Plan Field Name Field Label Description Data Type Oracle Data Type ACT_UID Activity ID The unique identifier for an activity record in the database This GUID VARCHAR2 22 NOT NULL field is not displayed in Open Plan The activity s ID ACT ID is displayed instead ALT RES UID Alternate Res ID The unique identifier that links the assignment record to the VARCHAR2 22 resource record representing the resource assignment alternate ASG UID None frre unique identifier for a resource assignment GUID VARCHAR2 22 NOT NULL CST CLASS Cost Class The cost class for the assignment This information is used during TEXT VARCHAR2 20 NULL Cobra integration Project File The unique identifier that links a
112. a project DBLE NUMBER 15 2 NULL Units ETC Subcontract The estimate to complete for subcontract resources assigned to a DBLE NUMBER 15 2 NULL project s activities Earned Value The default earned value technique for a project Valid values are Level EVTE VARCHAR2 2 NULL Technique of Effort Percent Complete 50 50 0 100 100 0 User Defined Percentage Planning Package and Resource Complete These values are stored in the Open Plan database as A C E F G H K and L respectively ETC Subcontract Flag for resource scheduling option NTE NUMBER 10 0 NULL Late Finish Date The project s late finish date calculated by time analysis DAT DATE 3 sz lt lt lt z o m m nl gt 2 215 5 gt al a 50 2 Em m mim i5 m z z xio gt N U zold Cc m c 8 525 S 2 2 a gt lt 2 Min Calculated The minimum calculated duration unit for the project NUMBER 10 0 NULL Duration Unit Min Total Float The minimum total float for the project DURA VARCHAR2 1 NULL Minutes per Day Minutes per day for the project NTE NUMBER 10 0 NULL t 0 5 ject 10 0 Minutes per Minutes per month for the project NUMBER 10 0 NULL Month Minutes per Minutes per week for the project NUMBER 10 0 NULL Week MSP Import Stores the settings specified for MSP Import Export VARCHAR2 20 NULL Options TA Multiple Flag for time analysis option NUMBER 10 0 NULL End Option
113. a record to a unique VARCHAR2 22 NOT NULL view object directory record This field is not displayed in Open Plan VARCHAR2 4 Resource Histogram K Risk Histogram M Multi table Spreadsheet N Network View R Resource View S Spreadsheet X Multi table Barchart and Y Calendar View NULL NULL NULL The name of a view title block assigned to a view VARCHAR2 20 NULL User Data Baseline Data Table OPP_BAS Project Baseline Directory The Project Baseline Directory stores information used to define baselines that have been created on a project The data dictionary table identifier for table OPP_BAS is BAS Open Plan Field Name Field Label Description Data Type Oracle Data Type BAS ID None name of a baseline unique within a project TEXT VARCHAR2 10 NOT NULL The unique identifier for a baseline record This field is not VARCHAR2 22 displayed in Open Plan BASETYPE None A flag indicating the baseline type Early Late or Scheduled INTE NUMBER 10 0 NOT NULL These values are stored in the Open Plan database as 0 1 2 respectively DESCRIPTION Description The description of a baseline TEXT VARCHAR2 6 NULL The unique identifier that links a baseline record to a unique VARCHARGUT project object directory record This field is not displayed in Open Plan FILTER The filter used when updating a baseline EXT VARCHAR2 1024 NULL FLAGS Specifies the options that were selected on the
114. ab Privilege to create edit and or view an Open Plan project is controlled using Access Rights and Access Modes On the Access Control Tab four columns are available providing input selection of GROUP ROLE USER ID and READ ONLY Within this dialog box groups roles and users may be selected Access is controlled by being identified as a User an individual given the right to log in to and use a supported application then by assignment to one or more of the following categories 2 18 Chapter 2 Open Plan Publication 615 Project Properties LX Summary Preferences Files Status Cost Notes Scheduling User Fields Access Control pen Status Codes Project Name 50931 Description SR 8045 Sec GUS Owner 15 Group NVELAGA Narayana Velaga v ReadOnly 4 TNEVING TEAM MEMBER TEAM MEMBER CDAVIES Cancel Help Figure 2 17 The Project Properties Access Control Tab Group a selection of user individuals Using groups is a convenient method to grant a specific right or rights to a large number of users A user must be assigned to at least one group so that the user may log into an Open Plan application Role an identity that defines what permission a User or Group may have Roles apply to projects auxiliary files views etc The following table lists the predefined groups and their descriptions Table 2 4 Predefined Groups Group Description
115. ablished for the project 1 3 Schedule Setup and Documentation Schedules prepared for PennDOT require specific information for the purpose of project tracking and data retrieval The following sections define those requirements 1 3 1 Schedule Setup PennDOT s master template contains fields that require specific data entry These fields are either a drop down selection box or a field capable of direct data entry Chapter 2 of this document provides information regarding the fields that must contain information It also provides direction as to what information and the required format for direct data entry A project schedule shall contain all the activities that define the scope of work During the development of a project schedule all necessary parties will be consulted to identify and plan the work the duration needed to complete the work requirements and the interaction and sequencing of work to complete the project scope in an achievable time frame 1 3 2 Schedule Access and Access Rights To facilitate the review of project schedules PennDOT staff and business partners must be provided access to the schedule This access is accommodated and controlled by users and groups and provides a level of access rights to the project schedule Chapter 2 of this document identifies the codes required to identify user and group access and the level of rights e g read only to individual schedules project schedules must identify who
116. activity s Activity Type defines how the activity is treated during time analysis Open Plan supports eight different activity types all of which are listed below ASAP As Soon As Possible ALAP As Late As Possible Start Milestone Finish Milestone Discontinuous Subproject Hammock Effort Driven External Subproject available only in Open Plan Professional The most commonly used activity types are ASAP Start Milestone Finish Milestone and Subproject A Hammock is a task that summarizes the duration from the start of one task to the end of another task To hang a hammock between two activities create a new activity ID and description and keep this activity type as ASAP Under relationship set the first task as a predecessor start to start and the last task is also as a predecessor finish to finish Once that is set go back to the activity type and change it to hammock A Subproject Activity is a parent by default and cannot be changed to another type of activity If all child activities of an existing parent activity are deleted the parent activity type does not automatically change and must be manually changed from subproject to ASAP 2 29 Chapter 2 Open Plan Publication 615 A Milestone is an activity which does not represent any actual work but is used to mark a significant point within a project Start Milestones denote the beginning of activity such as the start of a particular project phas
117. advised in interpreting column titles Open Plan allows the user to provide a descriptive title for a selected data field The column description may not correspond or match the Open Plan data field The user should always review the column description and actual column field source prior to interpreting the information displayed To Display an Open Plan View 1 Open any project 2 Select the View folder of the project 3 Double click on the desired view icon Open Plan Explorer M E Display Fomat My Felder aj Nome Deon 8 1 rye 06046 FedEx Pavement Replacemert 1 BQAD District 10 0 Master File for BOAD District 9 0 Master Mle for BOAL Dave s Districts District 10 0 District 12 0 District 6 0 District 8 0 District 9 0 Km Test This i a Test omm Codes d POSRES Standard PENNDOT Res Mike Sorbo OPP Op Manu Oper ations Manu Templates Projects Open Plan Library Briefcase Activity Barchart View Barchart View Logic Trace Network Network View eCCCocvsss E Figure 2 19 The View Folder of an Open Project Views can be referenced by all projects If a change is made to a view such as a column width change or time scale alteration this change will appear in all projects that have links to this view It is imperative that anyone who makes a revision to a standard or default view rename it when saving and give it
118. an View Title BARVW Type Bar Chart Publication 615 Table 2 6 PDSMASTER Views Description Bar Chart with columns Activity ID Description Duration Total Float Early Start and Early Finish FLOWVW LOGICT Network Network Pure logic diagram presenting project top level parent activities as nodes with their logic ties Pure logic diagram presenting project activities as nodes with their logic ties PDSACTBR Bar Chart Bar Chart with columns Activity ID Activity Description Start Date Finish Date Duration Total Float WBS WBS Description OBS OBS Description Cost Function Cost Function Description Responsible Party and Calendar ID PDSMLSUM Bar Chart Bar Chart with columns Activity ID Activity Description Milestone Dates WBS and Total Float PDSNETWK Network Network diagram with logic links Nodes provide responsibility information PDSSCHVR Bar Chart Bar chart with columns Activity ID Activity Description Actual Duration Early Start Early Finish and Total Float Schedule Variance View comparing against active Baseline based on Early Dates PDSSCHVR LATE PDSSRDO001 Bar Chart Spreadsheet Bar chart with columns Activity ID Activity Description Actual Duration Late Finish Baseline Late Finish and Total Float Schedule Variance View comparing against active Baseline based Late Dates Table containing columns Activity ID Activity
119. an these objects are often referred to as files DIR UID None A unique identifier for an object directory record This field is not GUID VARCHAR2 22 NOT NULL displayed in Open Plan LASTUPDATE None rhe date and time that the directory object record was last updated DATE DATE NULL OPENMODE None The mode in which the object is to be opened Exclusive Shared or TEXT VARCHAR2 1 NOT NULL Read Only The values are stored in the database as E S and R respectively OWNER ID None The user ID of the object s owner TEXT VARCHAR2 20 NULL SEQUENCE Used to manage multi user concurrency in shared mode INTE NUMBER 10 0 NOT NULL TABLE TYPE None The data type of the directory object Valid values are CLD calendar VARCHAR2 4 NOT NULL file COD code file PRJ project file RCL reporting calendar RDS resource file and VUE view file USR ID Noe rhe user ID of the last user to update the directory object record TEXT VARCHAR2 20 NOT NULL Security Data Table WST ACL Object Access Rights The Object Access Control table stores access control information for items in the object folder table The data dictionary table identifier for table WST ACL is ACL Open Plan Field Name Field Label Description Data Type Oracle Data Type ACL UID The unique identifier for an access control record This field is not GUID VARCHAR2 NOT NULL displayed in Open Plan DIR UID The unique identifier for the directory object record to
120. and FF respectively EQUENCE Update Count Used to manage multi user concurrency in shared mode INTE NUMBER 10 0 NOT NULL SUCC ACT UID Successor The unique identifier of the successor activity This field is not GUID VARCHAR2 22 NOT NULL displayed in Open Plan The successor activity s ID ACT ID is displayed instead SUCC DIR UID Noe frre unique identifier of the successor activity s project GUID VARCHAR2 22 NOT NULL USR ID Updated By The user ID of the last user to update the inter project TEXT VARCHAR2 20 NOT NULL relationship record Table OPP_REL Activity Relationships The Activity Relationships table contains the definition and scheduling constraint information for relationships between activities in the same project The data dictionary table identifier for table OPP_REL is REL Open Plan Field Name Field Label Description Data Type Oracle Data Type CLH_UID Calendar ID The unique identifier that links the relationship record to a unique GUID VARCHAR2 22 NOT NULL calendar detail record This field is not displayed in Open Plan The Calendar s name CLH ID is displayed instead DIR UID Project File The unique identifier that of a project object directory record GUID VARCHAR2 22 NOT NULL This field is not displayed in Open Plan The project file s name DIR ID is displayed instead LASTUPDATE Last Updated The date and time that the relationship record was last updated DATE DATE NOT NULL PRED ACT UID Pr
121. and layout of the view pages are complete a view can be printed If the data in the view is filtered only the displayed data will print Sorted data also prints as displayed To Print a View 1 2 Display the project you want to print in the desired view Choose File Print Press Ctrl P as an alternative Print ixi Printer Name PDKB7B2 SP1 Lexmark Optra 5 2455 on Properties Status Ready Type Lexmark Optra 5 2455 Where T5020 Comment Print to file m Print range Copies All Number of copies 1 C Pages from fi to fi Selection Figure 2 67 The Print Dialog Box Select the Print range you wish to print Type the Number of copies to print Click OK or Display the project you want to print in the desired view Click on the Print button 2 82 Chapter 2 Open Plan Publication 615 Using the Print button on the toolbar bypasses the Print dialog box 2 18 Getting On Line Help The Help feature in Open Plan provides a variety of methods for obtaining information Some help tools are designed to provide reference information about commands and processes Other tools are designed to provide Help while the user is working on an Open Plan project The Contents page provides direct access to the Help application which contains a complete reference of Open Plan information Tools include a categorized outline of topics Contents tab an alphabet
122. approved scoping form date Major and moderate complexity projects should have a schedule developed no later than six months from the approved scoping form date In all cases the schedule development must be completed prior to the physical start of any schedule activities contained within the schedule 2 2 Using Open Plan Open Plan is designed to provide the tools that a project manager needs to create project schedules update project progress and communicate the status of projects to the project team Two versions of Open Plan are installed throughout PennDOT The two versions include Open Plan Desktop the most commonly used version and Open Plan Professional used primarily by Portfolio Managers The following table lists differences between the two versions Table 2 1 Open Plan Professional vs Open Plan Desktop Open Plan Professional Open Plan Desktop Can create and perform filters and sorts Can create and perform filters and sorts Can create templates and views Can create views cannot create templates Can create calculated fields Can change preference in Network and Barchart Views Cannot create calculated fields Cannot change preferences in Network and Barchart views Can create a master project by including external subprojects as activities Cannot include external subprojects as activities 2 3 Launching Open Plan Desktop PennDOT Environment Only Whe
123. are system defined items The data dictionary table identifier for table OPP RCD is RCD Open Plan Field Name Field Label Description Data Type Oracle Data Type CUT DATE Noe date period in a reporting calendar FDAT DATE NULL CUT LABEL None rhe label for a date period in a reporting calendar TEXT VARCHAR2 20 NULL DIR_UID None The unique identifier that links a reporting calendar detail record to a GUID VARCHAR2 22 NOT NULL unique reporting calendar object directory record This field is not displayed in Open Plan The reporting calendar s name DIR_ID is displayed instead RCD_UID None rhe unique identifier for a reporting calendar record cul D VARCHAR2 22 NOT NULL SEQUENCE Used to manage multi user concurrency in shared mode INTE NUMBER 10 0 NOT NULL Table OPP_RLP Rollup Definitions The Rollup Definitions table stores rollup definitions The data dictionary table identifier for table OPP_RLP is RLP Open Plan Field Name Field Label Description Data Type Oracle Data Type LASTUPDATE None rhe date and time that the roll up definition was last updated DATE DATE NOT NULL OWNER 10 None The owner of a rollup definition TEXT VARCHAR2 20 NULL RLP ID None The name of a rollup definition unique within each table type for which TEXT VARCHAR2 60 NOT NULL rollups may be defined RLP_UID None The unique identifier for a rollup definition record GUID VARCHAR2 22 NOT NULL ROLLUPS None The rollup fi
124. ash will not require a design schedule due to the urgent nature of repairs or replacement 1 1 Chapter 1 Policy Publication 615 Table 1 1 Non Complex Minor Schedule Requirements Project Schedule Bridge Replacement Required Bridge Rehab Repair TIP funded Required Micro Surfacing Projects TIP funded Recommended Betterments ROW no permits no utilities TIP funded Recommended Betterments ROW permits utilities needed TIP funded Required Transportation Alternative Projects excluding Transit Required District Wide Program Projects RPMs Guiderail Line painting etc Not Required Grade Crossing when not part of a highway project Not Required ITS only camera and or VMS DMS installation Not Required Maintenance Funded Paving Projects Not Required Maintenance Funded Bridge Projects Recommended Department Force Bridge Boxes Culverts Recommended Any project that all pre construction phases can be completed within 4 months Not Required It will be the discretion of the District to create and maintain a design schedule for any project within Table 1 1 that is tagged as Recommended or Not Required The District Portfolio Manager is responsible to ensure that project schedules are created and maintained as defined within this policy 1 2 Standard Template The Pennsylvania Department of Transportation maintains a master template to be used in the
125. at appears to the left of the parent activity or Choose View Expand or Click the Expand button on the toolbar You can also issue a command to collapse parent information while in a barchart or spreadsheet view To Collapse a Parent Activity 1 Select the parent activity of the subproject that you want to collapse Chapter 2 Open Plan Publication 615 2 Click on the minus sign that appears to the left of the parent activity or Choose View Collapse or Click the Collapse button on the toolbar This procedure hides the children of the subproject and allows you to work with the data at a summary level Open Plan also allows parent and children to be presented as an outline where the parent activities are listed as headings and the children are listed as subsections This outlining can be turned off causing all items to appear as a single list of activities Removing outlining can be useful when applying filters 1 Click with the right mouse button anywhere on the spreadsheet 2 Choose Preferences 3 Select Disable Subsections and Outlining 4 Click OK 2 44 Chapter 2 Open Plan Publication 615 Spreadsheet Preferences Ea Options Table Name Activity Grid Lines Y C Enable Subsections Grid Color mm Enable Outlining Disable Subsections and Outlining Show Skills as Resources m Heading Text Color a Background Color Font Table Text Color z
126. ate a zero will be reported for that project If the early and late finish dates are on or before the baseline finish date a one will be reported for that project The report than totals the number of projects meeting the baseline finish dates divides that by the total number of projects showing up on the Performance Metric Report and calculates a percentage The goal is to have all of the districts at a percentage greater than 90 In order for a project to show up on the Performance Metric Report the following must be strictly adhered to D 1 Appendix D Crystal Reports Publication 615 The name of the project must be the ECMS number only no extra text can be used in the project name The client field must be Engineering District X 0 X being the District number A baseline must be established based on late dates with the description including Initial Baseline Note only one base line schedule should be described as Initial Baseline The project status must be as planned or in progress If the project status is complete it will not be pulled onto Performance Metric Report Open Plan schedules should have an initial baseline created after the project team has reviewed and approved the schedule This review and approval should occur prior to the progressing of activities so that the data in the initial baseline is not skewed Once an initial baseline is established it cannot be modified or deleted Once it is crea
127. ate Maintenance Maintenance Betterment Roadway Intersection Improvement Roadway Reconstruction Roadway Rehabilitation Roadway Resurfacing Other Information Transportation System Culvert Traffic Signals Transportation Alternative Project Code ID ALI ALLBRG ALLEA ALLEIS ALI RDW BRG BRG PRE BRG PRE DB BRG PRE DBB BRG REH BRG REH DB BRG REH DBB BRG REP BRG REP DB BRG REP DBB MAT MAT IM MAT MB RDW RDW INT RDW REC RDW REH RDW RES OTR OTR ITS OTR CVT OTR TFS OTR TAP To coincide with the project type a second level of type is used This will identify the project as Design Bid Build or Design Build 1 8 Chapter 1 Policy Publication 615 1 10 1 Design Bid Build Project A Design Bid Build project is the customary design project type where all documents required for the construction of a project are complete prior to the advertisement and letting of the project 1 10 2 Design Build Project A Design Build D B project shall be a project that its design requirements are partially complete by either PennDOT or a consultant design team which will be awarded to a contractor for the continuation of design work and final construction The design build project will transfer the responsibility of design work to a design and construction team D B team which may include but are not limited to the following items Design of Highway Item s Design of Structure Item s When a design build project i
128. ation for an activity in a baseline DURA VARCHAR2 10 NULL SDEV_EF Std Deviation of The early finish standard deviation for an activity in a baseline FDAT VARCHAR2 10 NULL Early Finish WEE TEES gue SDEV ES Std Deviation of The early start standard deviation for an activity in a baseline DATE VARCHAR2 10 NULL Early Start SDEV FF Std Deviation of The free float standard deviation for an activity in a baseline DURA VARCHAR2 10 NULL Free Float SDEV_LF Std Deviation of The late finish standard deviation for an activity in a baseline DURA VARCHAR2 10 NULL Late Finish SDEV_LS Std Deviation of The late start standard deviation for an activity in a baseline DATE VARCHAR2 10 NULL Late Start SDEV_TF Std Deviation of The total float standard deviation for an activity in a baseline DURA VARCHAR2 10 NULL Total Float SFDATE Sched Finish The scheduled finish date for an activity in a baseline FDAT DATE NULL SSDATE Sched Start The scheduled start date for an activity in a baseline DATE DATE NULL TOTALFLOAT Total Float The total float for an activity in a baseline DURA VARCHAR2 10 NULL Table OPP_BSA Baseline Activity Details The Baseline Activity Details table contains information copied from the Activity Details table for baseline comparison purposes The data dictionary table identifier for table OPP_BSA is BSA Open Plan Field Name Field Label Description Data Type Oracle Data Type
129. bject to which the note GUID VARCHAR2 22 NOT NULL text belongs FIELD NAME None The category of a note text field which is a field name in TEXT VARCHAR2 60 NOT NULL OPP_UDF FIELD VALUE None The text of a note MEMO LONG NULL FK UID None The unique ID that links a note text record to a record in another GUID VARCHAR2 22 NOT NULL table This value is not displayed in Open Plan ROW UID None Aunique identifier for the note text record GUID VARCHAR2 22 NOT NULL TABLE TYPE None The data type for which the note text is stored Valid values are VARCHAR2 4 NOT NULL ACT Activity CDR Code Directory COD Code Data PRJ Project Directory RDS Resource Directory and RES Resource Data Table OPP UDEF User Field Definitions The User Fields table stores the definitions of user defined fields for each table with which they are associated The data dictionary table identifier for table OPP UDF is UDF Open Plan Field Name Field Label Description Data Type Oracle Data Type DESCRIPTION None rhe description of a user defined field TEXT VARCHAR2 20 NULL FIELD NAME None The name of a user defined field TEXT VARCHAR2 20 NOT NULL FIELD TYPE None The name of a user defined field note category or code TEXT VARCHAR2 4 NOT NULL assignment field SEQUENCE Used to manage multi user concurrency in shared mode INTE NUMBER 10 0 NOT NULL TABLE TYPE data type for which the user defined field is s
130. button while in the barchart area and then choose Preferences 3 Select Show Relationships 4 Click OK This procedure displays relationship lines that will print To Change Bar Data Mode to Relationship Mode Click the Relationship Mode button on the toolbar or Choose View Relationship Mode This procedure displays relationship lines that will not print 2 11 2 Working with Parent Children Activities Figure 3 28 shows parent child activities Using parent child activities has the advantage of allowing the project to proceed in a flexible manner A project can be planned using large activities and as the scope becomes more concrete detail can be added When new child activities are created the activity a level above them becomes a parent For more information on adding child activities to a mature schedule and the logic changes required to do so see Section 3 12 2 The parent child activity structure also allows easier reporting in that a report can be prepared showing only top level activities Such reports show a summary of information pertaining to that activity grouping without troubling the reader with excessive detail This is particularly useful when reporting project data to management Chapter 2 Open Plan Publication 615 110 090 Approve Joint Permit Application Parent Activity gt Child Activity 120 010 010 010 Final Type Size and Location TS amp L 120 010
131. by clicking the ellipsis button Table 2 15 Filters in the Add Baseline Dialog Box Filter Function In progress activities will be included in the baseline if this option is Include In Progress Activities checked If this is not checked progress will not be included in the baseline Completed activities will be included in the baseline if this option is Include Completed Activities checked If this is not checked completed activities will not be included in the baseline 2 58 Chapter 2 Open Plan Publication 615 This option can only be checked when you are updating a baseline It allows the user to choose what should be done with activities already in a baseline If there are new activities Open Plan will add baseline information for those activities and update the existing activities This option can be checked in conjunction with Include In progress Activities and Include Completed Activities if this is the case the Keep Existing Baseline Dates is enabled also Update Activities Already in Baseline 6 Click OK to return to the main baseline dialog T Click OK again to return to the view 2 13 3 PennDOT Baseline Naming Convention Every project must have an Initial Baseline created once the schedule is finalized This initial baseline should be based on Late Start and Late Finish dates and named BASEO0 Updated baselines should be saved using a different name to preserve the integrity of
132. cess that all PennDOT users should follow to create a new project A shortcut to this method would be to do a save as on the PDSMASTER A project created this way starts with all the standard activities and coding values already referenced in and requires only that the PM delete non applicable activities and assign logic and durations to those remaining 2 6 1 Create a New Open Plan Project To Create a New Open Plan Project Using a Copy of an Existing Project 1 Click on the New button Or Choose File New Chapter 2 Open Plan Publication 615 Or Press CTRL N as an alternative 2 Choose Project from the New File dialog File Type Project M 8 Use previous settings as defaults Next Finish Cancel Help Figure 2 9 The New File Dialog Box Enter a Name and Description for the new project See Project Naming Convention Below Click Next Choose Create a New File as a Copy of an Existing File Select PDSMASTER Fill out the New File Wizard Summary and continue hitting the Next button until everything is filled out and the Next button is grayed out See Supplying Open Plan Project Information Below Click Finish 2 6 2 Project Naming Convention The MPMS project number will be used as the project name for the project schedule This is critical for linking and retrieving data from Open Plan to generate reports The project description field can be used to further identify
133. cheduled for other resources DBLE NUMBER 15 2 NULL Cost assigned to an activity in a baseline BCWS QTY Labor Scheduled The budgeted quantity of labor for the work scheduled for the DBLE NUMBER 15 2 NULL Units project from the baseline start date until time now BCWS SUB BCWS Subcontract The budgeted cost of work scheduled for subcontract resources DBLE NUMBER 15 2 NULL assigned to an activity in a baseline BSA_UID Activity ID The unique identifier of a baseline activity record This field is GUID VARCHAR2 22 NOT NULL displayed in Open Plan COMP_RS_C Sched Actions Indicates if an activity in a baseline was split stretched or RSCL VARCHAR2 4 NULL reprofiled Valid values are Normal Splittable Stretchable Reprofilable and Immediate These values are stored in the Open Plan database as null P T R and I respectively COMPSTAT Computed Status The computed status of an activity in a baseline Valid value ACTS VARCHAR2 4 NULL Planned In Progress and Complete These values are stored in the database as 0 1 and 2 respectively CRITICAL Critical Flag The critical flag for an activity in a baseline Valid values are Not CRIT VARCHAR2 4 NULL Critical Critical Most Critical and Controlling Critical These values are stored in the Open Plan database as 0 1 2 and 3 respectively CRITI NDEX Probability of Being The criticality index for an activity in a baseline INTE NUMBER 10 0 NULL Critical DELAYRES UID
134. creen 2 Enter the project name Use the same name as Open Plan which should be the ECMS Number 3 Click on Project Folders Associate with Folder allows the user to choose where to put the project If left blank the project will be placed in the projects folder If you want to associate it with a folder a folder must be created first To create a folder click on the Tools along the left hand side Click on the Project Folders then name the folder and click Apply 4 Copy Project can be left as None or you can copy a project that was already created 5 Click OK 3 2 Chapter 3 WelcomHome Publication 615 WelcomHome m CREATE NEW WELOCOMHOME PROXCT see respet 5 Figure 3 4 New Project Screen 6 Click the Admin tab across the top to the far right This is where you will set up your entire project within WelcomHome WelcomHome ADMINIS TRATION FOR Test Project Figure 3 5 Administration Screen 7 Click on Schedule Link Enter the following information Application Open Plan 3 Data Source Schedule Browse for the schedule name from the Open Plan server Breakdown Structure can be left as Filter Code can be left as Save Timesheet Comments to Note Category can be left as default Save Activity Comments to Note Category can be left as default Assign Cobra Program should be unchecked 3
135. ctivity and RES Resource Data Table OPP_SPD Spread Curves The Spread Curves table contains Open Plan spread curves definitions These spread curves are used on resource assignments The data dictionary table identifier for table OPP_SPD is SPD Open Plan Field Name Field Label Description Data Type Oracle Data Type TEXT NOT NULL p_F1 None Thefirstvalueinaspread curve INTE NOT NULL p_F10 p_F2 None P_F3 P FA None Thefourth value in a spread curve INTE 3 3 3 0 22 22 name 59 22 4 cicicic P F6 None The sixth value in a spread curve INTE NUMBER 3 0 2 c Table OPP SRT Sort Definitions The Sort Definitions table contains Open Plan sort definitions System defined items are stored with a blank USR ID field This table is separated from the Calculated Fields Filters amp Global Edits table because sort names have to be unique only within the sort type whereas calculated field names must be unique across all calculated field types The data dictionary table identifier for table OPP SRT is SRT Open Plan Field Name Field Label Description Data Type Oracle Data Type VARCHAR2 200 VARCHAR2 60 VARCHAR2 20 SEQUENCE Used to manage multi user concurrency in shared mode INTE NUMBER 10 0 NOT NULL SRT ID EE name of a sort unique within each table type for which sorts may TEXT VARCHAR2 60 NOT NULL be defined SRT_U
136. d with the entire project scope of work This project scope of work will include the individual scope of work required to execute all the individual MPMS work requirements 1 9 2 Grouped Projects A grouped project does not require its own project schedule they will be encompassed under the lead project schedule Grouped projects must be called out and identified for reporting purposes so that the accurate project information is pulled from the lead project 1 9 3 Breakout Project When an individual project is pulled out from the group and is to be let on its own a stand alone project schedule now must to be created The stand alone project can no longer be tracked under the lead project schedule All activities that are associated with the stand alone project must be included in the breakout project schedule 1 7 Chapter 1 Policy 1 10 Project Types Each project schedule will be identified by a project type Table 1 2 Table 1 2 Project Type Publication 615 Code Description New Alignment Bridge Alignment Environmental Assessment Project Environmental Impact Study Project Roadway Alignment Bridge Bridge Preservation Bridge Preservation Design Build Bridge Preservation Design Bid Build Bridge Rehabilitation Bridge Rehabilitation Design Build Bridge Rehabilitation Design Bid Build Bridge Replacement Bridge Replacement Design Build Bridge Replacement Design Bid Build Maintenance Interst
137. date DATE DATE NULL AUTOANAL TA Auto Time Flag which indicates whether automatic time analysis is on or off INTE NUMBER 10 0 NULL Analysis Option AUTOPROGACT Auto Progress Flag which indicates whether activities should be progressed during INTE NUMBER 10 0 NULL Activities Option Jautomatic progressing or not AUTOPROGBASE Auto Progress Flag for progress calculation option INTE NUMBER 10 0 NULL Based On Option Auto Progress Flag for progress calculation option INTE NUMBER 10 0 NULL Complete If Finished AUTOPROGEND Auto Progress End date for progress calculations DATE DATE NULL End Date AUTOPROGFILT Auto Progress Filter for progress calculations TEXT VARCHAR2 50 NULL Filter Auto Progress Flag for progress calculation option INTE NUMBER 10 0 NULL PPC Option AUTOPROGPPC AUTOPROGPSB Auto Progress Flag for progress calculation option INTE NUMBER 10 0 NULL AUTOPROGRES Auto Progress Flag for progress calculation option INTE NUMBER 10 0 NULL Resources Option AUTOPROGSTRT Auto Progress Start date for progress calculations DATE DATE NULL Start Date AUTOPROGTYPE Auto Progress Flag for progress calculation option INTE NUMBER 10 0 NULL Type BAC LAB BAC Labor The budget at completion for labor resources assigned to a project s DBLE NUMBER 15 2 NULL activities BAC MAT BAC Material The budget at completion for material resources assigned to a project s DBLE NUMBER 15 2 NULL activities BAC O BAC Other Direct The bud
138. dated By 25283 Engineering District 10 0 07 01 2007 07 03 2007 01 41PM Customize Columns 24523 Brian Allen P E ADE Desigr 07 12 2007 07 12 2007 02 40PM Tt Remove Column 4786 SR49 610 01 29 2007 05 11 2007 09 04AM Tt Rename Column 170 Engineering District 1 0 07 05 2007 07 06 2007 01 15PM Th 79076 2 07 BP2 07 09 2007 05 11 2007 09 04am TH Sort Ascending 79097 2 07 BP3 07 09 2007 05 11 2007 09 04am V Sort Descending 73597 SR 120 06 05 29 2007 05 11 2007 09 04AM Tl Group PAVTMARK Joseph Dubovi ADE De 09 01 2004 05 11 2007 11 38AM Te 31608 D7 10 2007 07 10 2007 02 20PM Te 68248 Engineering District 11 0 03 07 2007 05 11 2007 10 18AM T X BestFit lamor rd delete Engineering District 1 0 06 01 2007 06 06 2007 02 10PM sl STAUBTI 1342 Engineering District 1 0 07 06 2007 07 12 2007 08 55AM Shawn Ausel DGORSKI PDSPRJ Engineering District 01 01 2007 07 12 2007 10 26AM SYSADMIN GGAVIN PDSMASTER Engineering District X 0 01 01 2007 07 12 2007 10 30AM SYSADMIN GGAVIN 77528 D amp H 10 18 2006 05 11 2007 09 53AM SYSADMIN DGORSKI 75847 Engineering District 4 0 D7 09 2007 07 10 2007 12 52PM SYSADMIN SHAZELT ane ENA dene aint nnn ning nn AESA CUTANATE rene Figure 2 5 Sorting in the Project Explorer View 2 6 Chapter 2 Open Plan Publication 615 To Apply a Filter in the Project Explorer View
139. defined in the Open Plan data dictionary and its structure must not be changed Open Plan Field Name Field Label Description Data Type Data Type GRP ID None The unique identifier of a group None VARCHAR2 20 NULL PFG UID None rhe unique identifier of a product function group record None VARCHAR2 22 NOT NULL RIGHTS None rhe rights specified by the product function group access record NUMBER 10 0 NOT NULL ROL ID None The unique identifier of a role None VARCHAR2 20 NULL Table WST PFD Project Function Group Detail The Product Function Group Details table stores the associations of Securable objects to function groups This table is used by the Security Runtime module to determine the securable objects that are controlled by a particular function group It is not referenced by the Security administration module This table is not defined in the Open Plan data dictionary and its structure must not be changed Open Plan Field Name Field Label Description Data Type Oracle Data Type UID None LL None JVARCHAR2 60 NOT NULL PFG UID None rhe unique identifier of a product function group record None 2 22 NOT NULL Table WST PFG Product Function Group Definitions The Product Function Group table stores a collection of one or more Securable objects that are controlled as a single item for purposes of defining access control For instance the user might define a function grou
140. duleMontitoring it efte de endi eer aerate ile 1 10 1 12 1 Activity Progress d ne idee eet tee see m eddie eda 1 10 1 122 Broject Delay qe e ots 1 10 1 12 3 Project Time R covety nonet e eed ea esie 1 10 1 13 Project Scope Change eee Re LR Dee e ce ib A eet EET D epe ee EE eru ane 1 10 1 13 1 Increased Scope of Ree E ee eee e pte 1 10 L 132 Decreased Scope eee dee etg e ec to Pede 1 10 1 14 Yearly Committed and Potential Projects eese nennen 1 11 1 14 1 Committed Projects Te a et RECIEN E DE 1 11 T T4 2 Potential Projects io rr Rieti Ht ie ei eon tee ete tn Mete as e ERU 1 11 1 15 Project Schedule Closeout 5 eoe eter e ca e the ee cu 1 11 T 15 1 Project IoSeout det rdc 1 11 1 16 Project Suspension or Cancellation ssesessseseeeeeee eene enne enne enne nein ens 1 11 1 16 1T Project Suspension om HOS UR ROO RE OT E eae ee 1 12 1 16 2 Project Cancellation eae eoe et b eque ee 1 12 117 Project Re Bid a nnde ORO 1 12 T I8 Scheduhng Archiving tee EE E Ee a aE NE 1 12 Chapter 2 Open Plan eese ecco eo ret ee e no rau Gn eaae ao epe oes o en eo uo Po av kx een eua ee eR au Ys Ga eoe Uo nose sio ree o inno n 2 1 2 0 Project Managemeht Leno et
141. e DIR ID is displayed instead STARTVIEW Noe view that is opened when a resource file is opened TEXT VARCHAR2 20 NULL Table WST COD Code Structure Directory Details The Code Structure Directory Details table stores information used to define the structure of a code breakdown structure The data dictionary table identifier for table WST COD is COD Open Plan Field Name Field Label Description Data Type Oracle Data Type pata None None JVARCHAR2 60 NOT NULL 22 ATA DIR UID None The unique identifier that links a code structure record to a unique GUID VARCHAR2 resource object directory record This field is not displayed in Open Plan The code file s name DIR ID is displayed instead PROMPT TEXT None The default prompt text that is displayed when the code file is attached TEXT VARCHAR2 20 NULL to a project or resource file TARTVIEW Noe rhe view that is opened when a code breakdown structure is opened TEXT VARCHAR2 20 NULL H FLAGS TEXT VARCHAR2 10 NULL Table WST DIR Object Directory The Object Directory table is the master directory for all project related data items The data dictionary table identifier for table WST DIR is DIR Open Plan Field Name Field Label Description Data Type Oracle Data Type DESCRIPTION None The description of a directory object TEXT VARCHAR2 100 NULL None The name of a project code calendar resource or view object In TEXT VARCHAR2 22 NOT NULL Open Pl
142. e Finish Milestones denote an activity s end such as delivery date for a product or completion of a segment of highway Milestones always have a duration of zero days To Define an Activity Type 1 Select the activity to be edited 2 Open the Activity Details dialog 3 Click on the General tab if not already there 4 Select an activity type from the Type drop down list 5 Click Close To Remove an Activity Type 1 Select the constrained activity 2 Open the Activity Details dialog 3 Click on the General tab 4 Choose ASAP from the Type drop down list 5 Click Close 2 9 4 Modifying Activity Relationships Activity relationships can be modified or deleted completely and lag and lead time between activities can be assigned There are four types of activity relationships that can be designated in Open Plan The following table lists the type of relationships along with their descriptions Table 2 11 Relationship Types Type of Relationship Description iat The successor activity cannot start until the predecessor activity has finished Finish to Start FS oe X This is the most commonly used activity type The successor activity can start as soon as the predecessor activity has begun This is the second most commonly used activity type The finish date of the successor activity is tied to the finish date of the predecessor activity This is infrequently used The successor activity cannot finish until the pred
143. e Options tab of the Time Analysis dialog box enter the new Time Now date Actual Date Option and Show Summary Dates in Subprojects should both be checked 2 54 Chapter 2 Open Plan Publication 615 Time Analysis 8 is great Options Time Now Target Type None Target Finish ES Analyze Each Time Data Changes Actual Date Option Show Summary Dates in Subprojects Cancel Help Figure 2 39 Time Analysis Dialog Box Options Tab The Target Type in Time Analysis should be the same as the Project Finish Type To check the Project Finish type load the Project Properties Dialog and select the Status tab If you would like to have Open Plan automatically calculate time analysis each time your data changes select the Analyze Each Time Data Changes option 4 Inthe Advanced tab of the Time Analysis dialog box Multiple Ends should not be checked and the Ignore Positive Lag of Predecessor radio button should be selected Time Analysis 8 is great Eg Options Advanced r Processing Options Multiple Ends Don t consider a subproject a finish activity if any child s successors are outside of the subproject Out of Sequence Options Ignore Positive Lag of Predecessor C Observe Positive Lag of Predecessor Ignore Predecessor Relationship Figure 2 40 Time Analysis Dialog Box Advanced Tab 5 Click OK 2 55 Chapter 2 Open Plan
144. e RO ee EUR SER eee He be d le ace ie eet E a een s 2 1 Table of Contents Publication 615 2 1 Open Plan and PennDOT enc ete eee eie me ertet tede 2 1 2 2 Usmg Opem Plan tede pete o eee e rie 2 2 2 3 Launching Open Plan Desktop PennDOT Environment Only eene 2 2 2 3 1 Starting Open Plan Desktop Remote Access seeseeeeeeeeereneen rennen enne 2 2 2 3 2 Exploring the Open Plan Window eese ene rennen nennen nennen 2 3 2 4 The Project Explorer eee due qi or OX E EORR EE 2 4 2 5 Working with Open Plan Files itinere centi debe etl ete ne Pede eoa bene 2 7 2 51 File bur eR 2 8 2 5 2 Opening Open Plan Projects Pee ERE SL EIER 2 8 2 5 3 Working with Open Projects eee eene rennen erstes trennen 2 10 2 5 4 Saving Open Plan Projects eese eene nnne nennen nennen enne 2 10 2 5 5 Saving Projects with a New Name nennen enne enitn nennen 2 10 2 5 6 Closing Open Pl n Projects 4 trei ett te e ete rire aee bee 2 11 2 6 Creating a New Open Plan rennen nre 2 11 2 6 1 Create a New Open Plan eene enne nennen 2 11 2 6 2 Project Naming Convention sorires ioiai a E E EE EE aa E E E e E ean 2 12 2 7 Supplying Open Plan Project
145. e archived 1 17 Project Re Bid When PennDOT determines that a project award will not occur and a repackaging or re advertising of a project will occur the project schedule will be updated to account for the project re bid Activities addressing the repackaging or other work required to be performed before a re advertising will be included in the project schedule and monitored and progressed as defined in Section 1 12 Schedule Monitoring 1 18 Scheduling Archiving Once a project is let and the overall status of the project schedule shows complete the project schedule should be backed up and restored to the archive environment that was created to store completed projects For the purposes of project reporting project archiving shall not be performed until one month after the end of a calendar year At that time all completed projects shall be restored to the designated archive environment so that historical data can be retrieved Chapter 2 Open Plan Publication 615 Chapter 2 Open Plan The purpose of this chapter and the next is to give Department and Consultant staff specific direction on how the Department expects them to use Open Plan and WelcomHome software packages This manual provides insight on what is needed to create manage and progress a PennDOT design schedule using Open Plan and WelcomHome 2 0 Project Management Project management is the process of organizing and scheduling tasks in a required sequence so that a
146. e assigned to the project These consist of the Department work breakdown structure PDSWBS organizational breakdown structure PDSOBS cost function file PDSCOST and standard activity file PDSSTANDARD Projects created with the Department s standard PDSMASTER template already have these files referenced in The standard assignments are as follows Table 2 12 Code Table Code Assignment Code File Prompt 1 PDSWBS 2 PDSOBS 3 PDSCOST 4 PDSSTANDARD All of the standard activities within the PDSMASTER template have coding assignments already given to them If you add non standard PennDOT activities to your schedule these activities must also have coding values added For non standard activities the PDSSTANDARD must be 2 while the other coding values should be selected which are appropriate for that activity To Select Coding Values for a New Activity 1 Open the Activity Details dialog box see section 3 7 3 for instructions on how to do this 2 Click on the Codes Tab 3 Select the appropriate WBS OBS and COST codes from the drop down menu It is the responsibility of the District Portfolio Manager to make coding assignments consistent with PennDOT methodology If the Portfolio Manager has questions with regards to how these changes should be applied contact the Open Plan Support Group within Central Office For standard activities established in the PDSMASTER template no changes to the P
147. e filter used by a global edit expression TEXT VARCHAR2 1024 NULL FLAGS o a value that identifies a record as a calculated field or a INTE NUMBER 10 0 NOT NULL filter GEDATA None The field that is updated by a global edit expression The TEXT VARCHAR2 60 NULL presence of a value in this field identifies a record in this table as a global edit LASTUPDATE None The date and time that the calculated field filter or global edit DATE DATE NOT NULL was last updated OWNER ID None The owner of the calculated field filter or global edit TEXT VARCHAR2 20 NULL SCALE None The number of decimal places for a numeric calculated field or INTE NUMBER 10 0 NOT NULL global edit expression SEQUENCE None Used to manage multi user concurrency in shared mode INTE NUMBER 10 0 NOT NULL TABLE TYPE None The table type upon which the calculated field filter or global edit TEXT VARCHAR2 4 NOT NULL is based Valid values are ACT Activity BSA Baseline Activity BSU Baseline Usage CDR Code Data PRJ Project Directory PSU Project Summary Usage ASG Resource Assignment REL Relationship AVL Resource Availability CST Resource Cost RES Resource Data RSL Resource Escalation USE Resource Usage RSK Risk Detail and SUB Subproject Note that PRJ and SUB are not valid for global edits TYPE None The data type of the calculated field filter or global edit TEXT VARCHAR2 4 NOT NULL expression Valid valu
148. e so that all codes are the same length Parent A higher level element in a hierarchical structure that summarizes lower level elements Percent Complete One measure of completion used in Open Plan to determine the remaining duration of a partially completed activity Perishable Resource A consumable resource with an expiration date Physical Percent Complete The percentage of the work content of an activity that has been achieved See also Budgeted Cost of Work Performed Placements The automatic calculation of coordinates for activities in a network view Planned Activity An activity not yet started Precedence Diagram Method One of the two popular methods of representing projects as networks in which the activities are represented by nodes and the relationships between them by arcs Predecessor an activity that logically precedes another activity Normally this term refers to an immediate predecessor that is one directly implied by the project data Priority Rule A rule used to determine the order of processing in resource scheduling algorithms Probability The measure of the chance of a particular outcome resulting from a random process If the process can be performed a number of times then the proportion of times that a particular outcome results should converge on a value called the probability as the number of trials increases Probability Distribution The representation of
149. ear the Districts are responsible for submitting a list of committed and potential projects Each project shall have a project schedule planning the scope of work and identifying when the project can be delivered 1 14 1 Committed Projects A committed project is defined as a project that the District obligates to letting during the calendar year and gives a forecasted completion date and open bid date The open bid date that is provided by the District is placed in the Committed Date field of ECMS and is then locked 1 14 2 Potential Projects A potential project is defined as a project that the District is anticipating to complete within the calendar year Potential projects require a target finish date and a baseline schedule as previously defined The District provides a list of projects that it believes can be delivered during the calendar year For these projects a forecasted let date is not entered into ECMS 1 15 Project Schedule Closeout Once project is let the project schedule shall be updated to reflect the overall project status of complete 1 15 1 Project Closeout A project schedule shall be considered complete when all activities in the schedule record actual start and finish dates No activity shall be deleted from the schedule Refer to Section 1 13 2 1 16 Project Suspension or Cancellation The following sections define the procedure to follow when a project is suspended or cancelled Chapter 1 Policy Publica
150. ecessor has started This relationship type should rarely be used Start to Start SS Finish to Finish FF Start to Finish SF 2 30 Chapter 2 Open Plan Publication 615 To Create an Activity Relationship Using the Activity Details Dialog 1 Select either the successor dependent or predecessor activity 2 Open the Activity Details dialog 3 Click on the Relationships tab Activity Details Kim Test xi General Relationships Resources Codes Advanced Risk User Fields Notes b oso Status Planned Desc Fifth Activity Duration Em x joo s Goto C PRAE i40 to Start lt Calendar of Successor 141d Finish to Start 055 lt Calendar of Successor 145d Finish to Start 060 lt Calendar of Successor 141d gt pi Close Undo New Progress Help Figure 2 22 The Relationships Tab of the Activity Details Dialog Box 4 Position the cursor in the first empty line in the Predecessor column 5 Select the number of the predecessor activity from the drop down list 6 Select the dependency link type from the drop down list in the Type field T Click Apply 8 Click Close The Activity Details dialog can be used to modify a relationship This dialog allows the user to review all of the relationships associated with one activity all at once To Modify an Activity Relationship Using the Activity Details Dialog
151. ect s priority and the type of dates that should be used when calculating the resource usage summary Further information regarding the Scheduling Tab and project priority within Open Plan can be found in the Open Plan Users Manual 2 17 Chapter 2 Open Plan Publication 615 Summary Preferences Files Status Cost Notes Scheduling User Fields Access Control Open Status Codes Project Name 50931 Description sn 8045 GUS Project Priority d Create Summary Usage Upon Saving Project Create Summary Usage Based On arly Dates Delete Summary Usage For This Project Delete Cancel Help Figure 2 15 The Project Properties Scheduling Tab 2 7 8 The User Fields Tab The User Fields tab specifies the values that Open Plan should include for user defined fields on the project table Further information regarding the User Fields Tab and user defined files can be found in the Open Plan Users Manual Project Properties x Summary Preferences Files Status Cost Notes Scheduling User Fields Access Control Open Status Codes Project Name 50331 Description sn 8045 GUS USER C1 Date Last Time Analysis Performed Projects Finish Constraint date ASG LEVEL TYPE ASG LEVEL VALUE Contract Type This is the code of the owning district PM MEAN EF RESIDUE Cancel Help Figure 2 16 The Project Properties User Fields Tab 2 7 9 The Access Control T
152. ed Optio Auto Progress Complete If Started Option Auto Progress End Date Auto Progress Filter Auto Progress PPC Option Auto Progress Resources Option Auto Progress Start Date Auto Progress Type BAC Labor Display these fields Name Client Time Now Description Last Updated Early Finish Date Project Manager DISTRICT Updated By Figure 2 4 Customize Columns To Sort a Column in the Project Explorer View Display the Project Explorer Click on the Projects Folder 3 Right click on the column along the top that you want the sort to apply to For example if you want to sort the projects based on Project Manager right click on the Project Manager column 4 Click either Sort Ascending or Sort Descending See Figure 2 5 1000000000000000000006006 tient Now Last Updated Project Mananer Tindared Hy 16124 Engineering District 6 0 05 23 2007 06 22 2007 05 54pm Ma 64498 Engineering District 6 0 0701 2007 07 06 2007 09 10am rr V Client 64494 Engineering District 6 0 07 01 2007 07 10 2007 10 32am Tr Y Time Now 13440 Engineering District 6 0 07 01 2007 07 11 2007 10 21am Tr V Last Updated 14532 Engineering District 6 0 01 29 2007 07 02 2007 08 53am TH V Project Manager 25543 Brian Allen P E ADE Desigr 07 12 2007 07 12 2007 02 40pm Y DISTRICT 25426 Brian Allen P E ADE Desigr 07 12 2007 07 12 2007 02 35PM Up
153. ed and choose Update The Update Baseline dialog box will appear Update Baseline xi Name BASE00 Description Initial Baseline 05 27 13 Based On Late Dates 7 Ignore Progress Use Original Project Start Date r Filter Filter kno fiter gt el By Include In Progress Activities Include Complete Activities Update Activities Already in Baseline In Progress and Complete Activities r Baseline Dates C Keep Existing Baseline Dates Update Baseline Dates with Current Plan Dates Roll up Data to All Baseline Parents Delete All Activities no Longer in Current Project Figure 2 48 The Update Baseline Dialog Box 6 Inthe Update Baseline dialog box edit the description by revising the date to the date that the update is performed The two checkboxes Update Activities Already in Baseline and Update Baseline Dates with Current Plan Dates must be selected so that the updated baseline will incorporate the new finish date To update only certain activities or dates click the box next to the Filter line This will allow you to select any of many filters that already exist or use a custom filter to only update certain activities 2 62 Chapter 2 Open Plan Publication 615 T Click OK The values in the Initial Baseline table are now updated Baseline information should be verified prior to the project being saved 2 14 Updating
154. edecessor The unique identifier of the predecessor activity This field is not GUID VARCHAR2 22 NOT NULL displayed in Open Plan The predecessor activity s ID ACT ID is displayed instead REL FF Relationship Free The relationship s free float DURA VARCHAR2 10 NULL Float REL LAG Relationship Lag The relationship s lag DURA VARCHAR2 1 NOT NULL REL_TF Relationship Total The relationship s total float DURA VARCHAR2 1 NULL Float Relationship Type The relationship type Valid values are Finish to Start Start to VARCHAR2 4 Start Start to Finish and Finish to Finish These values are stored in the Open Plan database as FS SS SF and FF respectively REL_UID frre unique identifier for an activity relationship record GUID VARCHAR2 22 NOT NULL SEQUENCE Update Count Used to manage multi user concurrency in shared mode INTE NUMBER 10 0 NOT NULL SUCC ACT UID Successor The unique identifier of the successor activity This field is not GUID VARCHAR2 22 NOT NULL displayed in Open Plan The successor activity s ID ACT ID is displayed instead USR ID Updated By The user ID of the user who last updated the relationship record TEXT VARCHAR2 20 NOT NULL Table OPP RSK Risk Key Activities The risk key activities table contains information generated by the risk analysis module for activities that are marked as key activities The data dictionary table identifier for table OPP_RSK is RSK
155. edule adjustments shall follow the guidance as provided in Section 1 8 Project Baseline of this document 1 6 Activity Coding Activities contained in the PennDOT master template are assigned codes that associate the activity with specific PennDOT identifiers corresponding to the PennDOT Work Breakdown Structure Organizational Breakdown Structure Cost Structure 1 5 Chapter 1 Policy Publication 615 Codes assigned to standard activities should not be changed Any revision to activity code assignments shall obtain prior approval from the Portfolio Manager activities within a design schedule shall have all code fields occupied with the appropriate code value 1 7 Level of Detail Work Activities Work that is required to be performed pertaining to the design process in order for the project to be let should be tracked in the project schedule Deletion of any work activities from the PennDOT master template for a project means that the work activity does not pertain to the delivery of the project this is the only instance when an activity is to be deleted from the project schedule Refer to Section 1 13 2 Decrease Scope of Work for further information 1 7 1 Project Scope Requirements Any time that there is a change in scope the project schedule will be updated to reflect the change 1 7 2 Submissions Reviews submissions reviews re submittals and time for addressing comments are required to be incl
156. eduling of any specific activity constrained date must be approved before the revision is made to the project schedule The number of date constraints will be minimal to facilitate flexibility but sufficient to provide on time delivery of the project 1 3 5 1 Target Date A target date will be assigned to the last activity of a project schedule and may also be assigned to the first activity of the project 1 3 5 2 Intermediate Target Dates To facilitate the on time completion of a project intermediate target dates may be set for document delivery or other events that are determined critical to the project delivery The need to coordinate any intermediate target is necessary with the appropriate Department or Agency Any change to intermediate target dates will require the approval of the impacted parties prior to revision Intermediate targets will be facilitated by the addition of a finish milestone activity 1 3 5 3 Delivery Date A target delivery date will be set for the project This date will coincide with an established let date defined by PennDOT The target date will be assigned to the last activity finish milestone of the project schedule Open Bids 1 4 Chapter 1 Policy Publication 615 1 4 Project Identification Project identification will be maintained at two levels external and internal 1 4 1 External The external project identification shall be the project MPMS number and will be the identification method
157. elds contained the rollup definition MEMO LONG NOT NULL SEQUENCE Used to manage multi user concurrency in shared mode INTE NUMBER 10 0 NOT NULL TABLE_TYPE None The data type for which the roll up definition is specified Valid values TEXT VARCHAR2 4 NOT NULL are ACT Activity RES Resource data and CDR Code data USR_ID If empty indicates that the crosstable export definition is shared by all i VARCHAR2 20 NULL users Table OPP_ SCA Code Structure Associations The Code Structure Association table stores the mapping of all breakdown structures to other folder level objects such as projects and resource files The data dictionary table identifier for table OPP_SCA is SCA Field Name Field Label Description Data Type Oracle Data Type COD NUMBER None rhe position of the code associated with a project or resource file NUMBER 10 0 NULL OD UID None rhe unique identifier of the code file that is associated GUID VARCHAR2 NOT NULL DIR UID None The unique identifier of a project object or resource file object directory GUID VARCHAR2 NULL record to which the code file is associated CA_ID None field name used for the associated code file C1 through C90 TEXT VARCHAR2 NOT NULL CA UID Noe unique identifier for a code structure association record GUID VARCHAR2 NOT NULL TABLE TYPE None The data type to which the code file is assigned Valid values are TEXT VARCHAR2 NULL A
158. ents are being met or where the schedule started falling behind In order to select multiple baselines the baselines must first be created To Select Multiple Baselines 1 Choose Project Baselines The Baselines dialog will appear See Figure 2 44 2 Inthe Baselines dialog box highlight Multiple Baselines 3 Choose Select 2 60 Chapter 2 Open Plan Publication 615 When you select Multiple Baselines from the Baselines dialog box Open Plan displays the following Multiple Baselines x Baseline 1 BASE00 Initial Baseline 0 Baseline 2 BASED 1st Baseline 11 Cancel Baseline 3 Y Help Figure2 45 Multiple Baseline Selection Tool 4 Selectthe baselines that you want as the active baselines a maximum of three The Summary tab of the Project Properties dialog box displays the current active baseline s for the project ITITTIOINSEE Summary Preferences Files Status Cost Notes Scheduling User Fields Access Control Open Status Codes Project Name fi 2345 Description SR 2035 Sec 000 Current Owner KIMBMIL Kimberlee Waiwadal Data Access Mode Not Open Project Phase Proposed Baselines Project Manager DE m Project Statistics Baselines David Gorski Total Activities 158 1 BASEOO Initial Baseline 01 02 Project Manager Email Address Totalin Progess E 2 BASEO1 1st
159. er INTE VARCHAR2 20 NOT NULL LICN UID Not used by Open Plan VARCHAR2 22 NULL Table WST USG User group Assignment The User Group Assignment table contains the associations of users to groups The data dictionary table identifier for table WST USG is USG Open Plan Field Name Field Label Description Data Type Oracle Data Type GRP ID None The unique identifier of a group TEXT VARCHAR2 NOT NULL 20 USG UID None rhe unique identifier for a user group association record GUID VARCHAR2 22 NULL USR ID None The unique identifier of a user TEXT VARCHAR2 20 NOT NULL Table WST USR User Definitions The User Definitions table contains definitions of valid users The data dictionary table identifier for table WST USR is USR Open Plan Field Label Description Data Type Oracle Data Type Nulls xr VARCHAR2 4 TEXT VARCHAR2 30 NTE NUMBER 10 0 ACT VALUE VARCHAR2 30 ADDRESS1 he user s address EXT 0 ADDRESS2 None Second line in the user s address TEXT VARCHAR2 60 ALTMANAGER None he user s alternate manager 20 he user s city XT 20 COMPARE ACT FIELD ACT RULE T o 2 2 0 3 m z ziziziz cicicicic 3 6 z ziziziz o o 515 5 5 5 o o lt gt 2 I gt 2 NULL he user s department XT description of the user s account he user s email address he user s fax number X
160. ert Rows from the listing that appears Open Plan Desktop PennDOT Standard Activity Darchart 8 is great Ed Project Tod Add ins Window Help _ 101 428 6 91 a SOS Se wo FOSS EFSF mcm secuti puc 1 Activity Description Stat Fish Totali f First Day of Project o o Motice to Proceed 0100101 010010040 Prepare initial Cost Estimate Concurrence of initial 010 010 040 0t 19Augf4 2d 21Aug14 2d iR m m m _ _ 010 010 040 030 01 Prepare Final Cost 21 amp ug14 22Augf4 2d Fatimate Figure 2 34 The Shortcut Menu Showing Insert Rows or 1 Click on the row indicator for the row that will be beneath the new inserted rows 2 Choose View Spreadsheet Insert Rows The Insert Rows dialog will appear Number of Rows to insert OK OK Cancel Heb n Help Figure 2 35 The Insert Rows Dialog Box 3 Enter the number of rows to be inserted 4 Click OK New rows will appear Chapter 2 Open Plan Publication 615 To Delete a Row Activity 1 Click with the right mouse button on the row indicator for the row that you wish to delete Activity ID Activity Description First Day of Project Notice to Proceed Figure 2 36 The Standard Activity View Showing an Entire Row Selected The figure indicates t
161. es are BOOL Logical DATE Date DBLE Decimal DURA Duration FDAT Finish Date INTE Integer or TEXT Character Note that filter expressions will always be of type BOOL USR_ID None If empty indicates that the calculated field filter or global edit is TEXT VARCHAR2 20 NULL shared by all users Table OPP_ CTX Crosstable Export Definitions The Crosstable Export Definitions table stores crosstable export definitions This table is not defined in the Open Plan data dictionary and its structure must not be changed Open Plan Field Name Field Label Description Data Type Oracle Data Type CTX ID None frre unique name of a crosstable export definition None VARCHAR2 60 NOT NULL CTX_UID None The unique identifier for a crosstable export definition record None VARCHAR2 22 NOT NULL This field is not displayed in Open Plan LASTUPDATE psc date and time that the crosstable export definition was last DATE NOT NULL updated OWNER ID None frre owner of a crosstable export definition None VARCHAR2 20 NULL SEQUENCE Used to manage multi user concurrency in shared mode NUMBER 10 0 NOT NULL SETTI NGS None frre various settings that make up a crosstable export definition LONG NOT NULL USR_ID If empty indicates that the crosstable export definition is shared E NULL by all users Table OPP RCD Reporting Calendars The Reporting Calendar Details table contains reporting calendar definitions Reporting calendars
162. es controlling the total length duration of the project by being the longest sum of durations in the network Criticality index In Open Plan a measure of the probability that a particular activity is on the critical path of a project Expressed as a percentage Cumulative Distribution The representation of a probability distribution as a cumulative curve Each point on the curve represents the probability that the random variable will be no greater than the value represented by that point By definition the height of such a curve must be non decreasing starting at zero and increasing to one Delay A suspension of work on a particular work activity Delaying resource In resource scheduling inadequate availability of one or more resources may require that the completion of an activity be delayed beyond the date on which it could otherwise be completed The delaying resource is the first resource on an activity that causes the activity to be delayed Dependency relationship between two activities ADM scheduling that identifies how or when the activities may be performed Discontinuous Activity An activity in which the interval between the start and finish dates is allowed to exceed its duration in order to satisfy start to start and finish to finish relationships with other activities Distribution See Probability Distribution Double Peak Pertaining to a distribution of effort or budget an assignment of e
163. ete Progress Type Use Percent Complete Remaining Duration Elapsed Duration or if the activity is complete Complete Progress Value expressed as either days or a percentage depending on Progress Type 3 8 Chapter 3 WelcomHome Publication 615 Figure 3 12 Progressing Screen 6 Click Submit If your security level permits and Save Directly to Open Plan is checked the progress information will be saved directly to Open Plan otherwise it will go into a queue for the project manager to approve reject How to View amp Progress Single or Multiple Projects based on a Date Range 1 Click Progressing along the left hand side and click Activities 2 Select your project from the drop down menu or select All Open Plan 3 x 3 Click Date Range along the top 4 Enter a Start Date and End Date then click OK This will give you a list of activities in which the late start and late finish dates fall within the date range that was specified 5 Click the activity that you want to progress 6 Enter the updated information Progress Progress Values Actual Start date Actual Finish date if complete Do not enter an Expected Finish date if not complete Progress Type Use Percent Complete Remaining Duration Elapsed Duration or if the activity is complete Complete WelcomHome ELI mem mmm Pea m Britz eration e
164. ew Options 1 Display the project in the desired view 2 Choose File Print Options Chapter 2 Open Plan Publication 615 3 Click on the View tab 4 Select the desired view option Date Range Specifies the specific date range that you want included in the report The settings in the table below are used to control the range of dates to be included Table 2 18 Date Range functions Option Function From The earliest date that you wish to start the report from To The latest date that you want included in the report Clicking this button will open the Date Range dialog box Calculate Enter the appropriate information and Open Plan will calculate a date range for you Print Options General View r Date Range r Horizontal 5 zx Fit to Page To 10 05 2007 Number of Pages Calculate Spreadsheet r Legend IV Include Include Visible Columns Only Upper Left Comer C Every Page Upper Right Gor First Page Lower Left Comer Resource Data Lower Jv Include j C Every Page C Last Page Cancel Help Preview Figure 2 66 The Print Options Dialog Box View Tab 5 Click OK A legend appears as a default on both the Gantt Chart and the PERT Chart views The position of the legend can be changed as well as the text that appears along with the legend To Change Legend Options 1 Display the project in the desired view 2 Ch
165. f items that are currently open within Open Plan The data dictionary table identifier for table OPP_LCK is LCK Open Plan Field Name Field Label Description Data Type Data Nulls DIR_UID None The unique identifier of the locked directory object This value is not GUID VARCHAR2 22 NOT NULL displayed in Open Plan The object s name DIR ID is displayed instead LASTUPDATE The date and time that the lock record was last updated DATE DATE NOT NULL LCK_UID None The unique identifier for an object lock record This value is not GUID VARCHAR2 22 NOT NULL displayed in Open Plan LOCKMODE None The mode in which the object is locked E Exclusive S TEXT VARCHAR 1 NOT NULL Shared R Read Only B checked out to the briefcase data source or checked out to the main data source MACHINE ID The machine ID of a user associated with an object lock record TEXT VARCHAR2 15 NOT NULL PRD UID UC NER 7 unique identifier for a Welcom product record NUMBER 10 0 NOT NULL ULI UID mo identifier for the user s login unique for each session even if for the ho RA NOT NULL same user USR_ID None The ID of the user that has the object locked TEXT VARCHAR2 20 NOT NULL Table WST_ MSG User Messages The User Messages table stores messages that are to be sent to users via Open Plan Once the message has been sent the record is removed from this table This table is not defined in the Open Plan da
166. ffort that increases and maximizes at two points during the duration of a task E 3 Appendix E Glossary Publication 615 Dummy Node A point A type of node used in arrow diagramming ADM scheduling to avoid a logic loop Dummy Activity An activity with zero duration used to indicate precedence relationships in an ADM network Duration The number of working periods required to perform the work represented by an activity In risk analysis this corresponds to most likely duration Earliest Feasible Date The earliest date on which the activity could be scheduled to start based on the scheduled dates of all its predecessors but in the absence of any resource constraints on the activity itself This date is calculated by resource scheduling Early Dates Calculated in the forward pass of time analysis early dates are the earliest dates on which an activity can start and finish Early Finish The earliest date on which an activity can finish This date is calculated by time analysis See Section 2 6 A for sample calculations Early Peak Pertaining to a distribution of effort or budget an assignment of effort that maximizes at one point during the beginning duration of a task Early Start The earliest date on which an activity can start This date is calculated by time analysis See Section 2 6 A for sample calculations Earned Value Cost Control approach to project cost control that quantifies the o
167. g a project etc PENNDOT PMs should be in this group 14 Select a role for each user While you can check multiple people at the same time they will all have the same role If people need different roles only select the users that will have a given role 3 4 Chapter 3 WelcomHome Publication 615 then repeat the process for each other role Read only rights can be given by checking the read only box Table 3 2 WelcomHome Roles Role Description This should either be the Portfolio Manager Assistant Portfolio Manager or Project Manager The owner can set up all admin settings within the project PM This should be the PennDOT Project Manager The PM can approve or reject progression Assign this role to both PennDOT FHWA amp BP team members Team members Team Member can progress the schedule but the progression needs approval from the PM before the progression is validated 15 Click OK If more people need to be added just click Add 16 Click OK again when all the users are added By default an email will be sent to each user that was added but there may be a lag in time amp WelcomHome wenn T Eb SaaS HG OF OTC Comer OF Drm PENNCO Paetus Managers Prset Ramage CINE ASAT T AICI z t ew m 1 boot ty awon Fe m E s ferr E E Figure 3 7 Add Users Screen 17
168. ges save the file then create a bk3 file to send back to the PENNDOT PM B 3 THIS PAGE INTENTIONALLY LEFT BLANK APPENDIX PORTFOLIO MANAGER REFERENCE THIS PAGE INTENTIONALLY LEFT BLANK Appendix C Portfolio Manager Reference Publication 615 C 1 CALENDAR FILE ALTERNATIVE WORK SCHEDULE The PDSCAL calendar file is the standard PENNDOT calendar file for design projects This is the only calendar file that should be associated with each project schedule This calendar file has several different calendars associated with it If a particular activity requires an alternative work schedule it should be assigned through the PDSCAL file If the appropriate calendar is not within the PDSCAL calendar file a change request should be submitted to Central Office There will be no changes made directly to the PDSCAL calendar file unless approved by Central Office Any change request to the PDSCAL file will have to be submitted by the Portfolio Manager to Central Office for approval If an approved change does take place Central Office will make the change and send a notification out to the Department when the change is made C 2 RESOURCE FILE The PDSRES resource file is the standard PENNDOT resource file The standard PENNDOT resource file is installed when using the PDSMASTER template At this point in time the Department is piloting the usage of this resource file for the future implementation of resource balancing Having this file already
169. get at completion for other resources assigned to a project s DBLE NUMBER 15 2 NULL Cost activities BAC QTY Labor Budget The total number of labor resource units rolled up to the project level DBLE NUMBER 15 2 NULL Units BAC S BAC Subcontract The budget at completion for subcontract resources assigned to a DBLE NUMBER 15 2 NULL project s activities BCWP BCWP a project s activities BCWP_ODC BCWP Other The budgeted cost of work performed for other resources assigned to a DBLE NUMBER 15 2 NULL DC LAB BCWP Labor The budgeted cost of work performed for labor resources assigned toa DBLE NUMBER 15 2 NULL project s activities BCWP Material The budgeted cost of work performed for material resources assigned to DBLE NUMBER 15 2 NULL jbiretCost projects activities HEEZSXI BCWP QTY Labor Earned The summed earned value of labor resource units budgeted for the DBLE NUMBER 15 2 NULL Units project s activities BCWP SUB BCWP The budgeted cost of work performed for subcontract resources DBLE NUMBER 15 2 NULL Subcontract assigned to a project s activities BCWS LAB BCWS Labor The budgeted cost of work scheduled for labor resources assigned toa DBLE NUMBER 15 2 NULL project s activities BCWS MAT BCWS Material The budgeted cost of work scheduled for material resources assigned to DBLE NUMBER 15 2 NULL a project s activities BCWS ODC BCWS Other The budgeted cost of work scheduled for other resources a
170. gic flag for an activity in a baseline Valid values VARCHAR2 4 NULL t FEDATE Earliest Feasible The earliest feasible start date for an activity in a baseline Start INFREEFLT Finish Free Float The finish free float for an activity in a baseline F F are Start Activity None End Activity Start and Finish Activity and Isolated which are stored in the database as S null F SF and 1 respectively g oio a BIEIS S S 2 2 2 m m m m mim SDATE Late Start he late start date for an activity in a baseline MEAN EF Mean Early Finish F MEAN ES Mean Early Start The mean early start date for an activity in a baseline MEAN FF Mean Free Float The mean free float for an activity in a baseline buRA VARCHAR2 10 JNULL MEAN_LF Mean Late Finish The mean late finish date for an activity in a baseline FDAT DATE NULL MEAN_LS Mean Late Start The mean late start date for an activity in a baseline NULL MEAN_ TF Mean Total Float The mean total float for an activity in a baseline DURA VARCHAR2 10 NULL REM_DUR Computed Remaining The remaining portion of the original duration for an activity ina DURA VARCHAR2 10 NULL Dur baseline RES_ DATE First Usage The date upon which an activity in a baseline first used a DATE DATE NULL resource RS_ FLOAT Sched Float The scheduled float for an activity in a baseline DURA VARCHAR2 10 NULL SCHED_DUR Sched Duration The scheduled dur
171. has access to the schedule and the level of access identified throughout the life of the project 1 3 Chapter 1 Policy Publication 615 1 3 3 Documentation Schedule development and changes made to the schedule during the life of the project need to be identified and recorded This project information is to be maintained and made available for review and archiving The project documentation may be comprised of notes attached to the schedule to schedule activities or electronic files maintained separate of the project schedule 1 3 4 Activity Duration Working days will be the unit of time assigned to activities for their durations 1 3 4 1 Project Calendar PennDOT s design template contains the standard project calendar to be used for all design projects requiring a schedule This project calendar contains various individual calendars that address non work days Any revision made to the standard calendar will be made by PennDOT s Central Office Any revision made to the standard calendar will be communicated by Central Office and will be further communicated by the District Offices as needed The standard PennDOT calendar shall be the only calendar associated with a design schedule 1 3 5 Project Constraints To manage the delivery of a project date constraints shall be set for the project let date as well as select milestones within the project Date constraints shall be coordinated with the appropriate Department s The resch
172. hat the deleted row will be activity ID 010 2 Select Delete Rows from the listing that appears 2 Open Plan Desktop PennDOT Standard Activity Barchart 8 is great LL Fle Edt Project Tools Addins Window alg x OAH AHA OS terre e494 2PW POSACTBR PenrDOT Standard Actrvty Bact KAALER ESEE First Day of Project Notice to Proceed 1 0100101 I 010010 0401 Prepare initial Cost DIO TAS DIT Estimate Concurrence of Initial 010 010 040 0t 010 010 040 030 0 1 Prepare Final Cost Estimate 4 ee 010 010 040 030 02 Approve Final Cost 25 amp ugf4 27Aug 4 3d 2664 Estimate 010 010 050 Perform Public 02Jan07 02Jan07 1d 280d bamhamart n 1411 rile For Help press Fi Wofkm Set MM Figure 2 37 The Shortcut Menu Showing Delete Rows Note that the options shown in this dialog box reflect those available in Open Plan Desktop Open Plan Professional has more options available The row will disappear If you have selected a parent activity a warning will appear before the parent and its children are deleted See below 2 52 Chapter 2 Open Plan Publication 615 If you proceed be aware of the Following All children will be deleted Delete the selected record and all children Figure 2 38 Warning Regarding Deleting a Parent Activity 3 Repeat steps 1 3 to delete additional rows as
173. i arm OUR e OR AE RES 2 57 2 13 3 PennDOT Baseline Naming Convention esee 2 50 2 134 Selecung Baseline eset oe cie te eens T dee e 2 60 2 13 5 Updating Baselines net tee dete de eren en dete fedi ipis 2 61 2 14 pdating a ProJect foe bt de t t een m epe tte 2 63 2 14 1 Entering Activity Prosresss caine eios tel e a aie 2 63 2 14 2 Updating Activity Detail ie niea ee Poit e ie crei ete ete inet 2 65 2 14 3 Progress Results and Progress Out of Sequence serene 2 66 2 14 4 Displaying Progress Information esses eene nene 2 67 2 15 Filters and tpe tee ettet edes 2 68 2 15 1 Filtering Project Data iss sce tee eese ect ete de tee re and 2 68 Table of Contents Publication 615 2 15 2 Sorting Project Data onde eite tee teet e er abest este 2 70 2 16 Managing and Backing Up Open Plan Files sese 2 72 2 16 1 The File Backup Process e ete tee teni etes Mie e de eene Ele e 2 72 2 16 2 The File Restoration Process eene eee eee eren ree ie ie eerte Rn 2 74 2 16 3 Importing from Primavera and Microsoft Project ceccccesceeesseceeneeceeeeeceeceenaeceeaeeeeaees 2 77 2 17 Prnt n g in Open Plan ceo RO RM OXON ED es 2 77 DATA Previewing the EH eee rete 2 77 2 17 2 Controlling Print and Layout Options
174. ick the right mouse button on the column heading of the column that is to be changed 2 Select Edit Column from the shortcut menu The Edit Column dialog will appear Chapter 2 Open Plan Publication 615 Table Field Name Early Finish Cancel Title Fish Hep Wrap Text Text Incells Indent Override Default Font Settings In column heading Id als M Bold Width BestFit Alignment Default gt C Specific fn 4 Color lt Default gt m Formatting 12 31 01 12 31 01 03 45PM 12 31 01 15 45 12 31 2001 12 31 2001 03 45PM z 7274 i4 1c Decimals 4 Figure 2 32 The Edit Column Dialog Box 3 Make changes as necessary 4 Click OK or 1 Double click on the column heading The Edit Column dialog will appear 2 Proceed with steps 3 and 4 above To Insert a Column 1 Click on the column heading of the column that will be to the right of column that is about to be inserted 2 Choose View Spreadsheet Insert Column 3 Select the field to be displayed in the column 4 Enter the text to be displayed as a column heading 5 Click OK 2 49 Chapter 2 Open Plan Publication 615 To Remove a Column 1 Click on the column heading of the column that is about to be removed 2 Choose View Spreadsheet Remove Column To Change the Order of Columns 1 Click on the column heading and then d
175. ict 940 Dave s Detrkts District 10 0 12 0 District 6 0 8 0 9 0 Vim Test This is a Test Mio Sodo OPP Op Manual Operations Manual Templates Status Bar For Hi prem Fi Ram MM Figure 2 1 The Open Plan Screen Open Plan Explorer 2 3 Chapter 2 Open Plan Publication 615 Menu Bar Menu items are similar to those found in other applications Features are grouped by task type Standard Toolbar Located directly below the menu bar the Standard Toolbar contains graphic buttons which allow quick access to the most frequently used features Outlining buttons appear on the right portion of the toolbar Status Bar The bar across the bottom of the Open Plan Window provides information about the status of special keys displays advisory messages and describes menu choices Messages regarding menu choices are displayed on the left as each available command item is hovered over The area on the right gives the current state of the keyboard such as whether Caps Lock or Num Lock is activated 2 4 The Project Explorer Open Plan s Project Explorer organizes projects associated code calendar and view files and other data Fx Open Plan Explorer IDE x d Global View Display Format Details x Projects gl 06046 FedEx Pavement Replacement Project Open Plan Library gl BQAD District 10 0 Master File For B
176. ier for a Welcom product record NUMBER 10 0 NOT NULL The unique identifier for a user None VARCHAR2 20 NOT NULL Table WST PFA Product Function Group Access Rights Access rights to a product function group are assigned for each role that the administrator has defined These access rights are stored in the Product Function Group Access Rights table Records in this table represent the intersection of a Role and a Product Function group and the specified access rights Each function group has 2 security attributes that can be controlled The first attribute controls the visible state of securable objects in the function group as Visible or Not Visible The second attribute controls the enabled state of securable objects in the function group as Enabled or Not Enabled The access attributes are stored in a single field using the following definitions FLAG VISIBLE Mask 0x00000001L 0 Not Visible 1 Visible FLAG_ENABLED Mask 0x00000002L 0 Not Enabled 1 Enabled These flags are independent so that a user may be granted rights to execute a command or modify a data element even if it is not displayed to the user because of the state of the visibility flag Data in the access right table is stored in a sparse format such that records only exist for items that have rights granted to them If an item is not specified as visible and is not specified as enabled then a record does not exist in the access rights table This table is not
177. ility distribution such that there is a 5096 chance of a value sampled from the distribution is less than the medium Milestone An activity with zero duration must be designated as either a start milestone or a finish milestone A significant point in time when an activity or activities is identified as beginning or ending Military Time A means of representing time by use of a 24 hour clock Mode A measure of central tendency for a probability distribution being the most likely single value for a variable sampled from that distribution For a theoretical distribution the mode is represented by the peak of the curve The mode is the same as the most likely value Monte Carlo Simulation The technique used in Open Plan to estimate the likely range of outcomes from a complex random process by simulating the process a large number of times Most Likely Value See Mode Multiple Ends Processing Option The multiple ends processing option causes time analysis to treat each end activity as if it was the end of an independent project so that the float would normally be zero Negative Float The amount of time by which the early date of an activity exceeds its late date Network A series of activities required to complete a project Network View A project drawing in which the project logic is the sole determinant of the placements of the activities in the drawing Frequently called a flowchart PERT chart l
178. ill appear 2 57 Chapter 2 Open Plan Publication 615 Add Baseline xi Name BASE00 Description Initial Baseline PIKAA Cancel BasedOn Y HE Ignore Progress Use Original Project Start Date Filter Filter kno filter gt Y E Include In Progress Activities Include Complete Activities J Update Activities Already in Baseline In Progress and Complete Activities Baseline Dates Keep Existing Baseline Dates Update Baseline Dates with Current Plan Dates Date to All Baseline Parents Delete All Activities no Longer in Current Project Figure 2 43 The Add Baseline Dialog Box 3 In the Add Baseline dialog box enter a name and a description for the baseline Reference 3 13 3 for Baseline naming requirements 4 From the Based On drop down list you can choose early late or scheduled dates for storing information related to resources and costs In PennDOT projects Initial Baselines should always be based on Late Dates and others should be based on Late Dates unless the user desires to track Early dates 5 Select desired filters and settings If you are creating an Initial Baseline Include In Progress Activities and Include Complete Activities should both be checked To restrict the baseline to a definite group of activities a filter can be specified A user can either pick an existing filter or a new filter can be created
179. in conjunction with the Trace Logic command see the menu bar Add Ins Trace Logic provides a method to identify specific logic flow through the project schedule Take note that a project needs to be open in exclusive mode the LOGICT view needs to be linked with the project LOGICT view contained in the project s view folder and an activity needs to be selected before executing the trace logic function command Once the trace logic function is executed the network view can be further refined filtered grouped etc by right clicking the view within the white area and selecting Placements or Preferences Do not to save the view after performing any selection of placements or preferences Any placements preferences used will be saved and the next person using the view may end up with a blank view set to the criteria you have set 2 14 4 Displaying Progress Information It is often desirable to produce Bar Charts which show how activities have performed relative to a baseline The PennDOT Standard Schedule Variance Bar Chart is the Department s standard view used to compare baseline information to progressed data There are two PennDOT standard variance views 2 67 Chapter 2 Open Plan Publication 615 PDSSCHVR and PDSSCHVR LATE PDSSCHVR compares the early finish dates to the active baseline while PDSSCHVR LATE compares the late finish dates to the active baseline 035 010 Prepare Geotechnical Engineering Report 035
180. ing duration or percent complete flags start or finish dates logic issues and whether activity is critical Subproject Information Internal and external projects with relationships to project activities Project Information Project status early and late finish dates completion percentage number of in progress and completed activities The Time Now date or Project Status date is the date from which all forward looking project progress is computed It can be thought of as day the remaining work starts In the PennDOT standard Bar Chart views the Time Now date is a dashed red vertical line 2 12 2 Performing Time Analysis Time Analysis recalculates all the schedule values Early Late dates Float etc based off the current entered progress and Time Now date If you are just creating a schedule and no progress has yet been entered Time Analysis will form a preliminary schedule As changes are made Time Analysis will yield an updated schedule and will report when a project is falling behind Time Analysis should be run Once all activities and logic are entered If any activity s attributes are changed If an activity is added or deleted If the calendars used by the project are changed If the Time Now date is changed or updated If an activity has progress entered To Perform a Time Analysis 1 Display any project view 2 Select Project Time Analysis 3 In th
181. ining Duration The remaining portion of an in progress activity Requested Resource The preferred resources requirement for an activity Resource An item required by an activity Resources can be people equipment facilities funding anything needed to perform the work of a project Resource Allocation A feature used in conjunction with alternate resources pools and skills that allows you to selectively replace a requested resource with one suggested by Open Plan During resource allocation you can also selectively lock the allocation of either the requested or the suggested resource Resource Assignment The requirement for a particular resource by a particular activity or part of an activity Sometimes called a resource requirement Resource Availability The level of availability of a resource which may vary over time Resource Breakdown Structure A feature of hierarchical resources Resource Definition Three data tables resource description resource availability and escalation files that together define a resource Resource Level specified level of resource units required by an activity per time unit Resource Leveling The resource scheduling process of determining scheduled dates such that neither the project completion date nor any target finishes are jeopardized while minimizing the maximum extent to which any resource availability is exceeded Appendix E Glossary Publication 61
182. ion 401 Water Quality Certificate 110 050 050 Submit Final Joint Permit Application X 110 050 999 Joint Permit Application Approved X 110 100 GP XXX Permit Application A 3 Appendix A Standard Report Activities Publication 615 2 33 g Activity ID Activity Description 2 5 E F E 5 DAlaluales z 110 100 010 Prepare GP XXX Permit Application X 110 100 030 Submit GP XXX Permit Application x X 110 100 080 Qu 4 P ril GP XXX Permit Application i 110 100 999 GP XXX Permit Application Approved X X 110 110 Exx 9999 Permit X 110 110 010 Prepare and Submit Exx 9999 Permit X 110 110 999 Exx 9999 Permit Approved x 110 120 010 DEP Prepare and Submit USACE Permit X 110 120 999 USACE Permit Approved X 120 Structures 120 010 010 Type Size amp Location Development X x 120 010 020 999 Final TS amp L Complete x X 120 010 030 Structure Foundation Development X X 120 010 030 999 Final Structure Foundation Report Approved X 120 010 040 Final Structure Design X 120 010 040 999 Final Structure Plans Approved X 150 Perform Value Engineering VEACTT X X 180 Develop Final Utility Plan 180 050 010 Obtain D 419 Utility Clearance x X x 180 050 010 020 Dd a NT Received from Utility Final M 180 050 010 060 Utility Agreement Executed and Issued to Utility 180 060 0
183. ion out to the Department when the change is made C 4 MASTER FILES Master files can function as a means for viewing a District s entire portfolio within one file They can be good management tool to summarize data and run monthly meetings Global edits can be made in a master file to change items in multiple projects at the same time as opposed to having to open up each individual file Master files have many advantages but caution must be used when master files are being utilized Time analysis should not be run within the master file time analysis should be run within the individual files If a time analysis is run in the master file it can skew the data in the individual files C 5 FILTERS AND SORTS C 5 1 Creating a New Filter To Create a New Filter 1 Open any activity view 2 Choose Tools Filters 3 Click on New The Filter Expression dialog will appear Filter Expression xi Name Share this Item with Others Prac tice Insert Parentheses Ei I Ear OY Feld Name as Cancel Help gt gt Figure C 1 The Filter Expression Dialog 4 Name the filter 5 Choose the field you want to filter on Code fields are C1 C90 C 2 Appendix C Portfolio Manager Reference Publication 615 6 Choose an operator 7 Enter the criteria Criteria is case sensitive 8 Add additional fields as necessary 9 Click OK C 5 2 Creating a New Sort To Create a New Sort 1 Open any activity
184. is field is not displayed in Open Plan The name of the calendar CLH ID is displayed instead DESCRIPTION Activity Desc The description of an activity vaRcHAR2 100 NuLL DHIGH Pessimistic Duration The maximum duration used by risk analysis for an activity DURA VARCHAR2 10 NULL DIR UID Project File The unique identifier that links an activity record to a unique GUID VARCHAR2 22 NOT NULL project object directory record This field is not displayed in Open Plan The project file s name DIR ID is displayed instead DLOW Optimistic Duration The minimum duration used by risk analysis for an activity DURA VARCHAR2 10 NULL DSHAPE Duration Distribution The duration distribution curve used by risk analysis for an DIST VARCHAR2 4 NULL activity Valid values are None Uniform Normal Beta and Triangular These values are stored in the Open Plan database as null U N B and T respectively Earned Value The earned value technique assigned to an activity Valid values EVTE VARCHAR2 2 NULL Technique are Level of Effort Percent Complete 50 50 0 100 100 0 User Defined Percentage Planning Package and Resource 96 Complete These values are stored in the Open Plan database as F G K and L respectively EV LASTUPDATE Last Updated The date and time that the activity was last updated DATE DATE NOT NULL MAXDUR Max Duration For a stretchable or reprofilable activity the maximum duration DU
185. is option extends the vertical tick marks on the scale down into the workspace Full Scale of the barchart or histogram view This option is used to control the thickness of the full scale lines The thickness Line Width can be set to a value between 1 and 8 Axis Height Control the height of the axis The manner in which Open Plan displays the date scale on bar chart and histogram views can be controlled by using the Date Scale Preferences dialog This dialog lists a variety of settings such as those listed in the table that follows Chapter 2 Open Plan Publication 615 To Format the Date Scale 1 Click with the right mouse button at the top of the barchart where the dates are displayed or 1 Click on the View menu 2 Choose Edit Date Scale 3 Click on the Manual tab Date Scale Preferences x Options Manual Reporting Calendar m Date Scale Options r Date Axis Options of Axes Axis Number 3 m Time Unit Weeks Count Reference Date ko Jan07 Format El Position Center Ful Scale Line Width E Autoscaling Font Axis Height 20 m Preview Jan 2007 Feb 2007 Mar 2007 Apr 2007 May 2007 pe 13 20 27 Jos to 2e to 17 2a st oz fta 2t 2e os t2 r9 26 o2 os Cancel Figure 2 31 The Date Scale Preferences Dialog Box 4 Usethe Preview area to select
186. is possible to indicate that the specified duration may be increased while the specified profile is reduced proportionately Subproject Can be either internal or external An internal subproject is also known as a parent activity An external subproject is a complete project shown as a single activity subproject in a large project master project Subsection A block of data in a spreadsheet that typically begins with a subheading and ends with a subtotal Successor An activity that logically follows another activity Normally this term refers to an immediate successor that is one directly implied by the project data Symmetrical Distribution A probability distribution in which variations from the central tendency by a given amount in either direction is equally likely Target Date A date imposed on an activity or project by the user There are two types of target dates target start dates and target finish dates Appendix E Glossary Publication 615 Target Finish A finish date imposed on an activity or project by the user Target Start A start date imposed on an activity or project by the user Target Type Open Plan allows you specify four types of target dates for activity start and finish dates Not Earlier Than The earliest date on which the activity can start or finish This constraint affects the early dates calculated by time analysis Not Later Than The latest date on which the activit
187. ivity DATE NULL DAT D ETC LAB ETC Labor The estimate to complete for labor resources assigned to an DBLE NUMBER 15 2 NULL activity ETC Material The estimate to complete for material resources assigned to an DBLE NUMBER 15 2 NULL activity be ETC Other Direct The estimate to complete for other resources assigned to an DBLE NUMBER 15 2 NULL Cost activity Labor Remaining The estimated labor remaining quantity for an activity NUMBER 15 2 Units ETC SUB ETC Subcontract The estimate to complete for subcontract resources assigned to DBLE NUMBER 15 2 NULL an activity FEDATE Earliest Feasible The earliest feasible start date for an activity calculated by DATE DATE NULL Start resource scheduling FINFREEFLT Finish Free Float The finish free float calculated by time analysis for an activity DURA VARCHAR2 10 NULL FINTOTFLT Finish Total Float The finish total float calculated by time analysis for an activity DURA VARCHAR2 10 NULL REEFLOAT Free Float The free float calculated by time analysis for an activity DURA VARCHAR2 10 NULL FDATE Late Finish The late finish date calculated by time analysis for an activity DATE NULL F Activity Logic Flag The activity logic flag for an activity Indicates how this activity is LOGI VARCHAR2 4 NULL related to others in the network Valid values are Start Activity None End Activity Start and Finish Activity and Isolated which are stored in the database as S null SF
188. ized index of topics Index tab and a search tool Find tab About Open Plan Desktop provides user information system information and technical support information 2 18 1 Using Help The contents page lists the topics and subtopics in Help 1 Click Help 2 Select Contents 3 Click on the Contents tab 55 Open Plan Help File Edit Bookmark Options Help Help Topics Back 2 Contents Index Search Welcome to Open Getting Started With Open Plan Plan 3 Open Plan File Operations Q working with Activities working with Open Plan Library Files working with an Open Plan Project Open Plan is an enterprise wide Q amp Calculating and Analyzing an Open Pld project management software Q amp Reviewing and Reporting Project Datd system that substantially Using the Open Plan Web Publisher improves a company s ability to Q amp Using Open Plan System Utilities manage and complete multiple Q amp Importing and Exporting Project Data projects on time and within Q amp Getting Open Plan Support budget Unlike less sophisticated Using the Open Plan Help System products Open Plan is a highly Using Baan and SAP Connectivity integrated comprehensive Glossary system that users can customize to fit their specific requirements It is the most technically advanced project management system on the market E EE 8E 8 E 8 E
189. ject has been modified it must be saved to store the changes Saving an existing project overwrites the original version of the project It is also possible to save an existing project using a different name so that the original project remains unchanged and a new project is created To Save an Open Plan Project Click on the Save button or Choose File Save Press CTRL S as an alternative 2 5 5 Saving Projects with a New Name The Save As command is used when the name of a saved project needs to be changed To Save an Open Plan Project With a New Name 1 Choose File Save As 2 10 Chapter 2 Open Plan Publication 615 New Name Practice Cancel Description Help This is a Test Create Project Template Figure 2 8 The File Save As Dialog Box 2 a name for the project in the New Name textbox 3 Click OK 2 5 6 Closing Open Plan Projects Although several projects can be open at one time it is best to close a project when it is not needed Closing a project removes its image from the project workspace and clears it from memory If a project is closed before it has been saved Open Plan prompts the user to save the project Note that the automatic save feature is not available within Open Plan Desktop 1 Choose File Close or 1 Right click on the project name in the project explorer window 2 Click Close 2 6 Creating a New Open Plan Project The following Steps is the pro
190. ject is a database of activity information The user can enter some of this information some of it is calculated In a simple project only a few activity fields may be entered 1 activity name and duration In a more complex project more of the fields may be used to further define each activity 2 25 Chapter 2 Open Plan Publication 615 Normal activities are the fundamental events or work that may be deemed necessary to finish the project Milestones are activities that serve as markers for important events or turning points in the life of the project During the planning process Subproject activities parent summary activities can be created to represent phases or components of the project Activities that are subordinate to a subproject activity are indented under the subproject By using subprojects your project plan can be viewed at various levels of detail 2 9 1 Identifying Basic Activity Fields Open Plan views provide an efficient means of entering and viewing project activity information The following table identifies some of the basic activity fields and the information it reports Some fields are user input fields while some are computed data generated by Open Plan Table 2 8 Basic Activity Fields Field Name Description ID Denotes an assigned number that is used to reference the activity The ID number appears only after it is entered by the user es eos Denotes the name of the activity which may consist of up
191. ject schedule Enter the project description which should include county state route section and local name In the Project Properties Summary Tab fill in the following See Page 2 14 Company Consulting Firm s name or PennDOT for in house projects Project Manager PENNDOT Project Manager Client Engineering District X 0 In the Project Properties Preferences Tab make sure Auxiliary Files are set to open in Read Only Default Access Mode and also that the following conversions are set See Page 2 15 1 day 8 hours 1 week 40 hours and 1 month 160 hours In the Project Properties Files Tab the following files must be associated with the project See Page 2 15 Calendar File PDSCAL Resource File PDSRES Code Files Code 1 PDSWBS Code 2 PDSOBS Code 3 PDSCOST Code 4 PDSSTANDARD In the Project Properties Access Controls Tab give access to the appropriate individual users and groups See Page 2 18 In the Project Properties Notes Tab type N A in the default notes category See Page 2 16 In the Project Properties Codes Tab select the appropriate codes that pertain to the schedule See Page 2 21 Delete activities that do not pertain to the project See Page 2 52 Add additional nonstandard or reoccurring activities to the schedule if necessary See Page 2 36 B 1 Appendix B Schedule Setup Checklist Publication 615 Ll E E Ee Assign an appropriate
192. k Activities sessi eene nennen enr 1 6 1 7 1 Project Scope Requirements ee e ed eee iei cede ed eda ge e edere e 1 6 1 72 Submissions Reyiews eei pede Re 1 6 1 7 3 Project Reporting ACEVIUeS uico eet HE ie RH He ERE REI HI ERE OL E RR RS ERE DE OS 1 6 1 8 Project Baseline ERE Ree tn e eoe eR Deere iab e 1 6 TOC 1 Table of Contents Publication 615 1 5 T Baseline Creation ier Hte te ete ri obe er e ee EP 1 6 1 8 2 Baseline Types uni Hehe e eet eie tige ce 1 6 1 82 T Intial 4 euin te de He stitit te o ette eU 1 6 118 22 5 Comntted ios eei ester e bale 1 7 1 8 2 3 Benchmark re nt tet te ed deae do lee e dts 1 7 1 8 3 Baseline Target Completion eese enne enne 1 7 f9 Lead Grouped Project ein dh e eene eed e deesse 1 7 1 9 1 Lead Project eee Rena ne ede 1 7 1 9 2 Grouped Projects ss ui teret ete otio ee EIER EO 1 7 1 9 3 Breakout aT Pete eo etes eR P 1 7 1 10 Project Types iet eto e ete dee oet se i ge et elses ete ede 1 8 1 10 1 Design Bid Build Project ecirar enota eee enne eenei a kE te nennen nnne 1 9 1 10 2 Design Build Project eei itte iei be He Dae ci esee Posee E 1 9 I 11 Project Complexity nee Ee eee este Inte eben beat Oe ae ante OE RE 1 9 1 12 Sche
193. l edit expressions contained in the batch global edit MEMO LONG NOT NULL definition LASTUPDATE NN last date and time that the batch global edit definition record DATE DATE NOT NULL was updated OWNER ID None The user ID of the owner of the batch global edit definition TEXT VARCHAR2 20 NULL SEQUENCE Used to manage multi user concurrency in shared mode NUMBER 10 0 NOT NULL TABLE TYPE The table type to which the batch global edit applies NOT NULL USR ID If empty indicates that the batch global definition is shared by all TEXT VARCHAR2 T NULL users Table OPP CLC Calculated Fields Filters amp Global Edits The Calculated Fields Filters amp Global Edits table contains Open Plan calculated field filter and global edit definitions All of these items may be referred to as calculated fields System defined items are stored with a blank USR ID field The data dictionary table identifier for table OPP_CLC is CLC Open Plan Field Name Field Label Description Data Type Oracle Data Type CLC_ID None The name of a calculated field filter or global edit unique within TEXT VARCHAR2 60 NOT NULL each table type for which calculated fields filters and global edits may be defined CLC_UID None The unique identifier of a calculated field record This field is not GUID VARCHAR2 22 NOT NULL displayed in Open Plan EXPRESSION None A calculated field filter or global edit expression TEXT VARCHAR2 4000 NULL FILTER Th
194. list of all logged in users as well as the machine ID of the workstation from which the user logged in The product number and password are also tracked for license checking purposes The data dictionary table identifier for table WST ULI is ULI Open Plan Field Name Field Label Description Data Type Oracle Data Type LICENSEREVOKED None Deprecated no longer used by Open Plan None NUMBER 10 0 NOT NULL LOGINTIME None A user s last login date and time DATE DATE NOT NULL MACHINE ID None The machine ID of a currently logged in user TEXT VARCHAR2 15 NOT NULL PRD UID The unique identifier for a Welcom product record NUMBER 10 0 NOT NULL ULI UID The unique identifier for a user login record GUID VARCHAR2 22 NOT NULL USR ID None The login name of a currently logged in user Records may remain in TEXT VARCHAR2 20 NOT NULL this table if a user exits the software abnormally but they will be removed the next time the user logs in and exits normally on the same machine Table WST_UPA User Product Access Control The User Product Access Control table stores information about which products user are permitted to run The data dictionary table identifier for table WST_UPA is UPA Open Plan Field Name Field Label Description Data Type Data Type FLAGS INTE NUMBER 10 0 NOT NULL PRD_UID None The unique identifier for a Welcom product record INTE NUMBER 10 0 NOT NULL USR ID None rhe unique identifier of a us
195. log viewer presents specific information about the project its activities and if any activity is progressed out of sequence Within the Time Analysis report any activity that has been progressed out of sequence will be listed at the bottom of the report 2 66 Chapter 2 Open Plan Publication 615 Welcom Log Viewer File View Help System Log ty Lag from 100 010 030 into finish of completed successor 100 010 040 ignored Lag from 100 010 040 into finish of completed successor 100 010 050 ignored Activity 060 002 020 has been progressed out of sequence Activity 060 001 010 has been progressed out of sequence Activity 060 003 034 has been progressed out of sequence Activity 120 010 030 010 has been progressed out of sequence Activity 130 030 has been progressed out of sequence Activity 130 020 has been progressed out of sequence Figure 2 51 Log Viewer Time Analysis Report Progress out of sequence occurs when an activity is started or completed when its assigned relationship type is not honored e g a finish to start relationship linking two activities is not being followed Progress out of sequence must be fixed by reviewing activity logic and making necessary activity relationship edits Open Plan provides four network views DEVFLOW FLOWVW FLOWPATH and LOGICT to assist in reviewing activity logic and progress These views provide a visual overview of activity progress and logic strings The LOGICT view
196. mode The changes will not be saved until the Open Plan project is saved Once the project is opened in exclusive mode other users can only open the project in read only mode Chapter 2 Open Plan Publication 615 Shared only available in Open Plan Professional If a project is opened in shared mode multiple users can open and make changes to that particular project at the same time There are some restrictions to opening a project in shared mode such as not being able to add or change an auxiliary file and if resource scheduling and time analysis is performed the results are not saved Extreme caution is to be used when opening a project in shared mode Read Only Read only mode only allows users to view a project If changes are made to the project the only way to save the project is by selecting save as Using just the save command will not work When a project is opened in read only mode other users can open the project in any other mode 2 5 3 Working with Open Projects In the Windows environment it is possible to work with more than one project at a time Several Open Plan projects can be opened at one time When more than one Open Plan project is open the Window menu can be used to move between several projects 1 Choose the Window menu 2 Select the desired project name from the menu list Press CTRL F6 as an alternative Note CTRL F6 only tabs through open windows 2 5 4 Saving Open Plan Projects When pro
197. n GUID VARCHAR2 22 NOT NULL Open Plan The resource s ID RES ID is displayed instead RFDATE Finish Date A valid date upon which the resource availability ends FDAT DATE NULL RSDATE Start Date A valid date upon which the resource become available DATE DATE NULL SEQUENCE Update Count Used to manage multi user concurrency in shared mode INTE NUMBER 10 0 NOT NULL USR ID Updated By The user ID of the last user to update the resource availability TEXT VARCHAR2 20 NOT NULL record Table OPP PSU Project Summary Usage The Resource Project Summary Usage table stores information that is used to produce a complete summary usage of project resources The data dictionary table identifier for table is OPP PSU is PSU Open Plan Field Name Field Label Description Data Type Oracle Data Type ACT ID Activity ID An activity ID for a project summary usage record TEXT VARCHAR2 NULL 59 CLD UID The unique identifier that links a project summary usage record GUID VARCHAR2 22 NULL to a unique calendar object directory record for the calendar file assigned to the project This field is not displayed in Open Plan CLH UID Calendar ID The unique identifier that links the project summary usage record GUID VARCHAR2 22 NULL to a calendar detail record This field is not displayed in Open Plan 22 DIR UID Project File The unique identifier of a project object directory record This GUID VARCHAR2 NOT NULL field is not displayed in Open Plan
198. n Open Plan is started the Open Plan Explorer appears on the screen From the Explorer you can open any existing project that you may have access to or create a new project 2 3 1 Starting Open Plan Desktop Remote Access To Start Open Plan from the Windows Desktop 1 Click on the Start button Chapter 2 Open Plan Publication 615 2 Choose Programs 3 Select Accessories 4 Select Remote Desktop Connection A shortcut can be created for this on your desktop 5 There will be a prompt for server name Choose PDTSOPENPLAN 6 Connect 7 OK 8 Logon to PENNDOT Use CWOPA Username and Password 9 Double click on the Open Plan Desktop shortcut icon Desktop OIr Click on the Start button Choose Programs Welcom Applications Open Plan Desktop 3 1 and Open Plan Desktop 10 Logon with your assigned Open Plan user id and password 2 3 2 Exploring the Open Plan Window Many of the screen features displayed on the Open Plan screen are familiar to users of other applications Others are unique to Open Plan Open Plan Desktop Menu f Edt View Project Addins Window Heb oOSWixuGgadseeioQueet so teo n Standard Toobar 7 OS ONC ee T Open Plan bgplorer Display Format Dass 06045 Pavement Reglacemert Project BQAD District 10 0 Master Pile for BQAD District 10 0 BQAD District 9 0 Master File for BQAD Distr
199. n the Open Plan database as null R P E X and C respectively P Progress Value The progress value for an activity The interpretation of Progress DURA VARCHAR2 10 NULL Value depends on the value of Progress Type For example a progress value of 100 could represent 100 complete or 100d remaining duration T X N 10 Priority The relative priority used by resource scheduling of this activity I NTE NUMBER 10 0 NULL compared to others R R R RS SUPRESS Suppress If set to true this activity and its resource requirements are BOOL VARCHAR2 4 NULL Requirements ignored during resource scheduling The resource scheduling options for an activity when the activity RSCL cannot be scheduled without conflict Valid values are Normal Splittable Stretchable Reprofilable and Immediate These values are stored in the Open Plan database as null P T R and 1 respectively SEP ASG Separate Controls whether Open Plan should consider multiple assignments BOOL VARCHAR2 4 NULL Assignments of members of the same pool or skill as separate assignments SEQUENCE Update Count Used to manage multi user concurrency in shared mode INTE NUMBER 10 0 NOT NULL STARTPC User Defined EVT When using the User defined percentage earned value INTE NUMBER 10 0 NULL Split 96 technique this field contains the percentage earned at the start of the activity The remainder is earned upon completion of the activity TARGFTYPE Target Finish
200. nd RDS Resource Directory Table OPP UDU User Duration Data The User Durations table stores user defined duration data This table is a sparse storage mechanism that contains only the data for fields that have data defined The data dictionary table identifier for table OPP UDU is UDU Open Plan Field Name Field Label Description Data Type Oracle Data Type BAS UID None The unique identifier for a baseline record This field is not GUID VARCHAR2 22 NULL displayed in Open Plan DIR UID None The unique identifier of the directory object to which the user GUID VARCHAR2 22 NOT NULL defined field belongs FIELD NAME None rhename of a user defined duration field TEXT VARCHAR2 60 NOT NULL FIELD VALUE None rhe value of a user defined duration field DURA VARCHAR2 10 NOT NULL FK UID None The unique ID that links a user defined duration record to a GUID VARCHAR2 22 NOT NULL record in another table This value is not displayed in Open Plan ROW UID None The unique identifier for a user defined duration value GUID VARCHAR2 22 NOT NULL TABLE TYPE None The data type for which the user defined duration field data is TEXT VARCHAR2 4 NOT NULL stored Valid values are ACT Activity BSA Baseline Activity CDR Code Directory COD Code Data PRJ Project Directory ASG Resource Assignment REL Relationship AVL Resource Availability RES Resource Data and RDS Resource Directory Table OPP UNM User Numeric
201. nd end dates Resource Data Table OPP AVL Resource Availability The Resource Availability table contains information describing the amount of resource quantity that is available for a specific time period The data dictionary table identifier for table OPP AVL is AVL Open Plan Field Name Field Label Description Data Type Oracle Data Type AVL UID None unique identifier for a resource availability record GUID VARCHAR2 22 NOT NULL CLH UID Calendar ID The unique identifier of the resource calendar for a resource GUID VARCHAR2 22 NULL usage record This field is not displayed in Open Plan The calendar s ID CLH ID is displayed instead The unique identifier that links a resource usage record to a VARCHAR2 22 unique project object directory record This field is not displayed in Open Plan The project s name DIR ID is displayed instead LASTUPDATE Last Updated The date and time that the resource availability record was last DATE DATE NOT NULL updated PALLOC UID Project Allocation The unique identifier of the project directory object for which this GUID VARCHAR2 22 NULL resource was reserved This field is not displayed in Open Plan The project s name DIR ID is displayed instead RES LEVEL Res Level Quantity available of this resource during the time period defined DBLE NUMBER 15 2 NOT NULL by the start and finish dates RES UID Resource ID The unique identifier for a resource This field is not displayed i
202. ne The user to whom the item belongs If blank the item refers to TEXT VARCHAR2 20 NULL the Projects or Open Plan Library folders Table OPP EXL Explorer Listview Fields The Explorer Listview fields table contains the fields selectable for display in the list view of the Open Plan Explorer This table is not defined in the Open Plan data dictionary and its structure must not be changed Open Plan Field Name Field Label Description Data Type Oracle Data Type CUSTOM NAME None None VARCHARZ50 NULL NUMBER 10 0 TABLE NAME None None VARCHARZ A NOT NULL UsRID None None VARCHAR220 NULL Table EXS Explorer Shortcut I tems The Explorer Shortcut Items table stores the data associated with shortcuts assigned to the Open Plan Explorer The data dictionary table identifier for table OPP EXS is EXS Open Plan Field Name Field Label Description Data Type Oracle Data Type DATA None The definition of the shortcut TEXT VARCHAR2 512 NOT NULL DESCRIPTION None The shortcut s description TEXT VARCHAR2 60 NOT NULL EXS UID None The unique identifier of an Open Plan Explorer shortcut This GUID VARCHAR2 22 NOT NULL value is not displayed in Open Plan Project Data Table OPP ACR Activity Calculated Results The Activity Calculated Results table contains data that is calculated by the scheduling and cost calculation modules The data dictionary table identifier for table ACR is ACR Open Plan Field
203. necessary or 1 Click with the left mouse button on the row indicator for the row that you wish to delete 2 Press the Delete key as found on the right side of the keyboard 1 Click on the row indicator for the first row to be deleted within a contiguous block 2 Hold the Shift key and then click on the last row to be deleted within the contiguous block 3 Choose View Spreadsheet Delete Rows The Delete Rows confirmation dialog will appear 4 Click Yes The selected rows will be deleted 2 12 Time Analysis 2 12 1 Time Analysis Defined Time Analysis is the process of determining the overall schedule of a project by calculating start and finish dates for each activity Time analysis calculations are based on the Time Now date the duration of the activities remaining to be complete and the logical relationships between them When you perform a time analysis the following data is calculated Table 2 14 Calculated Data when Time Analysis is Run Calculated Item Definition Early Dates The earliest dates on which an activity can start or finish Late Dates The latest dates when an activity can start or finish and still meet the project completion date and or project target dates Float The amount of time an activity can be delayed before it starts to affect other 2 53 Chapter 2 Open Plan Publication 615 activities within the project Activity Information Activity Progress remain
204. ng Fifth Edition John Wiley amp Sons Fisk Edward R 1992 Construction Project Administration Fourth Edition Prentice Hall Open Plan 3 1 WST Corporation 15990 North Barkers Landing Suite 350 Houston Texas 77079 2458 USA WelcomHome 4 3 WST Corporation 15990 North Barkers Landing Suite 350 Houston Texas 77079 2458 USA F 1 THIS PAGE INTENTIONALLY LEFT BLANK
205. ning importing and exporting data can be accessed using the Open Plan On Line Help see 3 15 of this Publication or the Open Plan Users Guide Chapter 23 2 17 Printing in Open Plan Open Plan Desktop provides many options for printing Users can print most views such as the Activity Bar Chart and the Network Diagram Open Plan provides an easy to use Print Preview feature for previewing a view before it is printed 2 17 1 Previewing the Printout Print Preview allows users to see what the hard copy of the printout looks like before sending it to the printer Previews may be zoomed in to show greater detail or zoomed out to examine multiple pages side by side Once a document is appropriately formatted it can be printed directly from the preview screen 2 77 Chapter 2 Open Plan Publication 615 To Preview the View Printout 1 Display the project in the desired view 2 Click on the Print Preview button 3 or 4 Choose File Print Preview 9l Display additional pages by clicking on the Next Page button or by scrolling down using the vertical scrollbar Change the display using the Zoom In Zoom Out or Two Pages buttons 6 Position the mouse pointer magnifying glass on the area of the preview screen that you wish to enlarge and click T Click Close to return to the project window 2 17 2 Controlling Print and Layout Options The amount of information that is displayed and the layout of charts are controlled
206. nique identifier that links a calendar detail record to a GUID VARCHAR2 22 NOT NULL unique calendar object directory record This field is not displayed in Open Plan OPFINISH None A valid time later than the OPSTART time SHFT VARCHAR2 6 NOT NULL OPSTART None A valid time SHFT VARCHAR2 6 NOT NULL OPWORK Flag indicating whether the specified date period is working or BOOL VARCHAR2 4 NOT NULL non working SEQUENCE Used to manage multi user concurrency in shared mode INTE NUMBER 10 0 NOT NULL Code Data Table OPP CRA Code Assignments The Code Assignments table stores code values assigned to projects activities resources and codes The COD NUMBER field identifies the code number to which the CDR UID value is associated This table is a sparse storage mechanism that contains only the records that have been assigned The data dictionary table identifier for table OPP CRA is CRA Open Plan Field Name Field Label Description Data Type Oracle Data Type BAS UID The unique identifier that links a baseline record to a code GUID VARCHAR2 22 NULL assignment This field is not displayed in Open Plan DIR UID p s oem BUD VARCHAR2 22 NOT NULL FEED NAME o VARCHAR2 60 NOT NULL FIELD VALUE CODE VARCHAR2 22 NOT NULL FK UID The unique ID that links a code record to a record in another GUID VARCHAR2 22 NOT NULL table This value is not displayed in Open Plan ROW UID _ VARCHAR2 22 N
207. nits The total number of labor resource units budgeted for the activity DBLE NUMBER 15 2 NULL in the baseline BAC SUB BAC Subcontract The budget at completion for subcontract resources assigned to DBLE NUMBER 15 2 NULL an activity in a baseline The unique identifier for a baseline record This field is not VARCHAR2 22 displayed in Open Plan The baseline s name BAS ID is displayed instead BCWP LAB BCWP Labor The budgeted cost of work performed for labor resources DBLE NUMBER 15 2 NULL assigned to an activity in a baseline BCWP MAT BCWP Material The budgeted cost of work performed for material resources DBLE NUMBER 15 2 NULL assigned to an activity in a baseline BCWP ODC BCWP Other Direct The budgeted cost of work performed for other resources DBLE NUMBER 15 2 NULL Cost assigned to an activity in a baseline BCWP QTY Labor Earned Units The earned value of labor resource units budgeted for the activity DBLE NUMBER 15 2 NULL in a baseline BCWP SUB BCWP Subcontract The budgeted cost of work performed for subcontract resources DBLE NUMBER 15 2 NULL assigned to an activity in a baseline BCWS LAB BCWS Labor The budgeted cost of work scheduled for labor resources assigned DBLE NUMBER 15 2 NULL to an activity in a baseline BCWS MAT BCWS Material The budgeted cost of work scheduled for material resources DBLE NUMBER 15 2 NULL assigned to an activity in a baseline BCWS ODC BCWS Other Direct The budgeted cost of work s
208. nize as being able to participate in the overall security model Securable objects can be broken down into 2 distinct groups Data elements and Commands Data elements represent is the persistent properties of an object that are typically stored as fields on a database table Commands are operations that can be executed by the user these are most analogous to the menu options available in each product Securable objects are stored on the table by Product ID The securable object table enumerates all items that the product exposes as securable This table is not defined in the Open Plan data dictionary and its structure must not be changed Open Plan Field Name Field Label Description Data Type Oracle Data Type OBJ UID None None VARCHAR2 60 NOT NULL PRD UID The unique identifier for a Welcom product record NUMBER 10 0 NOT NULL Table WST ROL Role Definitions Roles are used to specify access rights against product function groups The Security Role Definition table contains the definitions of the Security roles The data dictionary table identifier for table WST ROL is ROL Field Name Field Label Description Data Type Oracle Data Type DESCRIPTION None The description of a role TEXT VARCHAR2 60 NULL MANAGER None The role s manager TEXT VARCHAR2 20 NULL ROL ID None The unique identifier of a role TEXT VARCHAR2 20 NOT NULL Table WST ULI Logged In Users The currently Logged In Users table contains a
209. nts Process Template This module allows users to generate duplicate configure and delete process templates Notices You can post notices to people working on the project by sending them the notice via email or by just posting the notice Clean Up Items Forums This module allows users to clean up items that were created before a specific date user can either delete or archive global and project level items The forums module is a medium where users can debate or talk about certain posted topics Collaborate Contents Documents computer i e a chat room If there are users online you are able to talk directly with them via You can upload documents to attach to the project here 3 3 Updating A Project How to Progress a Project 1 Click Projects along the left hand side and click on the Projects folder 8 WelcomHome Figure 3 10 WelcomHome Screen 2 Click on the Project that you want to progress 3 7 Chapter 3 WelcomHome Publication 615 3 Click the Dataviews tab across the top of the navigation menu and select the Gantt Chart 4 5 dataview on the right Figure 3 11 Bar Chart Data View Click the activity you want to update and then select the progressing tab at the top Enter the updated information Actual Start date Actual Finish date if the activity is complete Do not enter an Expected Finish date if the activity is not compl
210. o be inserted into a schedule the master template shall be the source of identifying the additional work When the additional work is not identified in the master template Central Office shall be contacted for guidance 1 13 2 Decreased Scope of Work During the life of the project when the scope of work is decreased the project schedule will be updated to reflect the change in scope and the decrease in scope of work will be documented Activities that pertain to the scope reduction should not be deleted from the schedule These activities may be closed out as follows Chapter 1 Policy Publication 615 Record the date of activity modification by inputting Actual Start and Actual Finish dates from the activity Record the reason of activity modification within the activity note field The reason shall contain persons contacted date of contact and other relative information Project logic shall be addressed as necessary to retain the schedule s integrity If an activity must be deleted from the project schedule documentation is required as per Section 1 3 3 Documentation The reason as to why it was deleted shall contain persons contacted date of contact and other relative information PennDOT s Central Office shall be contacted for guidance in updating the project schedule to reflect the scope change The decrease in scope of work will be documented as required 1 14 Yearly Committed and Potential Projects Each y
211. of in progress activities in the project INTE NUMBER 10 0 NULL in Progress TOTRELSHP Total The number of relationships in the project INTE NUMBER 10 0 NULL Relationships TOTRESO Total Resource The number of resource assignments the project INTE NUMBER 10 0 NULL Assignments TSDATE Target Start A project s target start date DATE DATE NULL Date TSTYPE Target Start A project s target start type TARG VARCHAR2 4 NULL Type Table OPP RDS Resource Structure Directory Details The Resource Structure Directory Details table stores information used to define the structure of a resource structure The data dictionary table identifier for table OPP_RDS is RDS Open Plan Field Name Field Label Description Data Type Oracle Data Type ANCI LMODE None A resource file s default open mode for its ancillary files Valid values TEXT VARCHAR2 4 NULL are Exclusive Shared or Read Only which are stored in the database as E S or R respectively CLD UID None The unique identifier that links a resource file record to a unique GUID VARCHAR2 22 NOT NULL calendar object directory record for the calendar file assigned to the resource file This field is not displayed in Open Plan The calendar s name DIR ID is displayed instead DIR UID None The unique identifier that links a resource structure record to a unique GUID VARCHAR2 22 NOT NULL resource object directory record This field is not displayed in Open Plan The resource file s nam
212. ogic drawing or logic diagram Node point in time represented on a network schedule as a circle Non Working Day The standard non working day on the calendar For example assume that a calendar defines Monday thru Friday as days on which work is normally performed In this case a Saturday that has not been identified as an extra workday would be a non working day Normal Bell Pertaining to a distribution of effort or budget an assignment of effort that follows a typical bell curve distribution as presented in statistical studies E 7 Appendix E Glossary Publication 615 Normal Distribution A family of symmetrical continuous probability distributions defined by two parameters representing the mean and standard deviation of the distribution In Open Plan the sampling method for normal distributions is an approximation that curtails the curve at three standard deviations either side of the mean In theory there would be approximately a 196 chance of values falling outside of this range Organizational Breakdown Structure OBS A hierarchical structure designed to pinpoint the area of an organization responsible for each cost element in a project Out Of Sequence Progress Progress that has been reported even though activities that have been deemed predecessors in project logic have not been completed Pad Character A character that is used to fill out a code in a fixed format significant breakdown structur
213. oject File Name pe List Files of Type Project X Open Mode BILOTTO VGREENL 09 ROW templ Dist 9 0 Consultant and Project DANMCCON nn T T I 4 mse m ncm Default C Exclusive Shared C Read Only 05 30 2007 06 14 2007 05 31 2007 06 12 2007 05 14 2007 06 15 2007 05 11 2007 nc 4 non il Cancel Help Figure 2 7 The File Open Dialog Box Publication 615 2 Select the desired project to be opened and also select the Open Mode See Open Modes below for descriptions 3 Click OK Or 1 Rightclick on the project name in the project explorer window 2 Click Open 3 Select the desired Open Mode See Open Modes below for descriptions Or 1 Double click on the project name in the project explorer window 2 Select the View folder of the project 3 Double click on the desired view name When double clicking the view name the project will open in the default mode that was set in the Project Properties Dialog Box on the Preferences Tab Types of Open Modes Default In the Project Properties Dialog Box on the Preferences Tab you can specify the default mode in which to open your project This will open the project as defined within the Project Properties window of that project Exclusive A user can make any changes to a project that the users security level allows if the project is opened in exclusive
214. omplete In PennDOT schedules Expected Finish dates should never be used this field should always be left blank As Planned This is the default activity progress type All activities which have not yet started are set to As Planned Once an activity has started and an Actual Start date has been entered the progress type must be changed to elapsed duration remaining duration or percent complete Otherwise Open Plan will assume the activity is complete once the original duration is met Remaining Duration Remaining duration is used to enter the portion of an activity that remains to be completed Always enter a start date as well Elapsed Duration Elapsed duration is used to enter the amount of work that has already been performed on an activity Always enter a start date as well Percent Complete Percent Complete is used to enter a completion estimate as a percentage Always enter a start date as well Complete When an activity has been completed enter an Actual Finish date and select this progress type 2 64 Chapter 2 Open Plan Publication 615 Table 2 17 lists the various functions and settings within the Activity Progress dialog box When you progress an activity an actual start date must be entered and an actual finish date must be entered when the activity is finished Do not enter an expected finish date When an activity is in progress use either remaining duration elapsed duration
215. onic or paper means The purpose of this chapter is to provide users with the information to quickly get started in WelcomHome and start taking advantage of the benefits of the tool To access WelcomHome a user must have at least general user access to ECMS PennDOT users must also be a member of the ECMS WelcomHome security group Business partners must be a member of the ECMS BPWELCOMHOME security group this access is granted by the BPADMIN user account 3 1 Logging on to WelcomHome How to Logon to WelcomHome 1 Login to ECMS and select the References tab Then click on the WELCOMHOME link ennsylvania ALL oy o O Partner Sobetation norem Welcome te PennDOT s Engineering and Construction Figure 3 1 ECMS Homepage 2 Log on to WelcomHome with the same log on as ECMS At this point you can create a shortcut directly to this page by adding the link to your favorites 3 1 Chapter 3 WelcomHome Publication 615 WelcomHome Deltek executive reporting e WelcomHome ss The Web based Project Management Portal Figure 3 2 WelcomHome Login 3 2 Setting Up A Project WelcomHome projects should be set up by the PennDOT Project Manager Section 3 2 is written for District staff How to Create a Project in WelcomHome 1 Click Projects on the left and then click New Project z WelcomHome gt v r feumbur of tara ta Paw OO E Figure 3 3 WelcomHome S
216. oose File Print Options 3 Click on the View tab 2 80 Chapter 2 Open Plan Publication 615 4 Click on the checkbox indicating the inclusion of a legend 5 Click on the option indicating the desired alignment for the legend text 6 Click OK You can include up to six title blocks in most reports Three title blocks can be defined for the header of the report and three for the footer 1 Display the project in the desired view 2 Choose Tools Title Blocks 3 Select the desired header footer line item and then choose Edit 4 Make any manual changes to the text or Click the Fields button 5 Repeat step 4 until all desired items have been entered for the headers and footers 6 Click OK to complete the editing 7 Click OK to close the Title Blocks window 2 17 3 Printing the Document Before printing a document it is important to check that the appropriate printer is selected 1 Choose File Print 2 Select the desired printer from the Name list 3 Choose Properties to change the printer settings 4 Specify the desired printer settings 5 Click OK to set the properties 6 Click OK to print the view or 1 Choose File Print Options 2 Click on the Preview button Chapter 2 Open Plan Publication 615 3 4 5 6 T Choose Print Select the desired printer Choose Properties to change the printer settings Specify the desired printer settings Click OK twice Once the formatting
217. or percent complete do not use as planned Once the activity is complete mark it as complete and enter the actual finish date 2 14 2 Updating Activity Detail As a project progresses it may be necessary to provide additional detail or address activities that may not be required due to a change in scope Adding Activity Detail When a change in project scope occurs there may be the necessity to add work detail to the existing schedule Section 3 7 7 Modifying the Schedule and Section 3 7 8 Recurring Activities provides the method for adding detail activities to a schedule When activities are added to a project the new activities need to be tied into the project and a time analysis performed to verify that the original target date is still being met In the event that the project duration is extended beyond the target date project logic and activity durations may need to be changed Any change made should have the concurrence of the project team Upon concurrence the project initial baseline should be updated Activity Closeout During the life of a project work that is initially identified as being required may be determined that it is no longer needed by way of a scope change or study outcome To address this situation activities associated with the initial scope of work should not be deleted from the schedule but should be closed out If the project tis in progress the activity that is no longer needed to be tracked must
218. ory Because all the data and most configuration information are stored in the database you can log into Open Plan from any terminal on your network and have the same environment that you have on your own computer Access mode Backup Close Copy Create Delete Open Restore EH Bl In the strictest sense of the Create word Open Plan data is Data stored in tables in the data Delete source rather than in files However in order to make explanations of the software nacinr to undarctand dislaa Figure 2 69 The Index Page of Open Plan s Help Topics Dialog Box Type the first few letters of the word until the word is visible in the list box Scroll through the list box Click on the appropriate index entry If additional topics appear click on the topic Click on the Close button in the upper right corner when finished or Choose File Exit 2 85 THIS PAGE INTENTIONALLY LEFT BLANK Chapter 3 WelcomHome Publication 615 Chapter 3 WelcomHome 3 0 WelcomHome Overview WelcomHome is a web based collaboration portal that allows users to view and update Open Plan project schedules over the Web There are also other collaborative features such as user discussion forums and item tracking which can enhance project delivery The primary benefit of WelcomHome for PennDOT is the ability to allow business partners to update project schedules in Open Plan without having to send in a schedule via electr
219. ow Diagramming Method ADM A type of network diagramming method that uses two nodes to identify activities and activity interdependency Auxiliary File A resource code or calendar file associated with an Open Plan DOS project These files may be stored in either an Open Plan DOS project directory or an Open Plan DOS common directory Back Load ed Pertaining to a distribution of effort or budget an assignment of effort that has a greater amount or percentage of the whole or all of the effort occurring during the end or closing duration of a task E 1 Appendix E Glossary Publication 615 Backward Pass procedure within time analysis to calculate the late start and late finish date of all activities in a project schedule Barchart View A view that uses horizontal bars on a time scale to depict activity information In Open Plan a Barchart view is a composite view that displays an activity Barchart a spreadsheet and if resources are assigned to the project a histogram barchart is frequently called at Gantt chart Baseline A copy of the project data for baseline comparison use Beta Distribution A family of continuous probability distributions in which the random variable varies in the range of to 1 and with a skew and kurtosis peakedness that depends on pair of parameters In the context of Open Plan the definition of the beta distribution has been expanded to allow random variables dis
220. p that contains a single command This group can then be set to define whether or not a user can execute that command Another function group might be made up of a group of data elements that are secured as a group such as the fields that make up Activity Costs Another function group could be defined to control the ability to update Activity Progress This function group might contain both command and data elements to prevent the user from both displaying the progress dialog as well as changing the data elements through a spreadsheet As implied by their title product function groups are defined by each product Product function groups are also defined as applying to either a Group or a Role based on the value of the TYPE field A TYPE field value of O represents a Group a value of 1 represents a Role Function groups defined for groups are displayed as part of the Group administration module by product Function groups defined for Roles are displayed as part of the Role administration module by product Product function groups are stored in the Product Function Group table by product ID This table is not defined in the Open Plan data dictionary and its structure must not be changed Open Plan Field Name Field Label Description Data Type Oracle Data Type DESCRIPTION None rhe description of the product function group VARCHAR2 60 NULL PFG ID None oe vaaan UID None rhe unique identifier of a product function group record None
221. pecified Valid TEXT VARCHAR2 4 NOT NULL values are UDF UID None The unique identifier for a user defined field record GUID VARCHAR2 22 NOT NULL Table OPP UDT User Date And Finish Date Data The User Dates table stores user defined date field data This table is a sparse storage mechanism that contains only the data for fields that have data defined The data dictionary table identifier for table OPP UDT is UDT Open Plan Field Name Field Label Description Data Type Oracle Data Type BAS UID None The unique identifier for a baseline record This field is not GUID VARCHAR2 22 NULL displayed in Open Plan DIR UID None The unique identifier of the directory object to which the user GUID VARCHAR2 22 NOT NULL defined field belongs FIELD NAME None The name of a user defined date or finish date field TEXT VARCHAR2 60 NOT NULL FIELD VALUE None The value of a user defined date or finish date field DATE DATE NOT NULL FK UID None The unique ID that links a user defined date or finish date record GUID VARCHAR2 22 NOT NULL to a record in another table This value is not displayed in Open Plan TABLE TYPE None The data type for which the user defined date field data is stored TEXT VARCHAR2 4 NOT NULL Valid values are ACT Activity BSA Baseline Activity CDR Code Directory COD Code Data PRJ Project Directory ASG Resource Assignment REL Relationship AVL Resource Availability RES Resource Data a
222. process will write all project data views code calendar resource files and other auxiliary data to the project destination during the restore process unless precautions are taken Extra caution needs to be taken during the restore process since this process can overwrite existing views codes calendar files etc that are currently in the destination database thus affecting all projects that are linked to the various views calendars etc To Restore a Project Backup 1 Click File Manage Files Restore Files Staff with a project level role of PM or SYSADMIN should be the only members that restore files This will minimize the possibility of version control issues 2 74 Chapter 2 Open Plan Publication 615 LZ Open Plan Desktop Open Plan Explorer QI File Edit View Project Tools Add Ins Window New e Q uie l4 m Open Ctri o Close 5 6065023 amp Save Gris v Save amp s le Save View Display Format Details Send allNam Manage Files Delete File Print Setup Backup File Print Options Restore File Print SE i Check Out Print Preview Check In Import Change Mode Change Owner and Access Rights 1 Project 20400 pw Southern Figure 2 61 Restore File 2 Select the location of the Open Plan project backup file with a bk3 extension Look in 2 kimbmil on pdkbhome2k01 user H MAA amp ck
223. r cost calculation option INTE NUMBER 10 0 NULL Calculated Cost DEFDURUNIT Default Duration The default duration unit for a project INTE NUMBER 10 0 NULL Unit DEFENDHR Default Finish The hours in the default end time for a project INTE NUMBER 10 0 NULL Hour DEFENDMN Default Finish The minutes in the default end time for a project INTE NUMBER 10 0 NULL Minute DEFSTARTHR Default Start The hours in the default start time for a project INTE NUMBER 10 0 NULL Hour DEFSTARTMN Default Start The minutes in the default start time for a project INTE NUMBER 10 0 Minute DFORMAT Current Date Current date format for the project TEXT VARCHAR2 50 NULL Format DIR UID Name The unique identifier that links a project record to a unique project GUID VARCHAR2 22 NOT NULL object directory record This field is not displayed in Open Plan The project s name DIR ID is displayed instead EFDATE Early Finish Date The early finish date for a project FDAT DATE NULL NULL ETC LAB ETC Labor The estimate to complete for labor resources assigned to a project s DBLE NUMBER 15 2 NULL activities ETC MAT ETC Material The estimate to complete for material resources assigned to a project s DBLE NUMBER 15 2 NULL activities ETC ODC ETC Other Direct The estimate to complete for other resources assigned to a project s DBLE NUMBER 15 2 NULL Cost activities E Labor Remaining The estimated labor remaining quantity for
224. rag the column to its new position As noted earlier Open Plan Desktop does not allow templates to be re written Therefore all changes to a bar chart or spreadsheet must be saved to a new view file To Save Changes to a View 1 Choose File Save View 2 Type a name for the view in the Name textbox 3 Type a description for the view in the Description textbox 4 Click OK Additional information regarding views their creation and naming can be found in Section 3 5 2 11 5 Managing Rows Changes to a bar chart or spreadsheet view are not limited to modifying columns the project manager can just as easily make changes to the rows in Open Plan This section reviews the methods for customizing TOWS To Insert a Row or Multiple Rows Between Existing Tasks 1 Click with the right mouse button on the row indicator for the row that will be beneath the new inserted row The row indicator is on the left most side of the screen M 010 010 040 010 01 Prepare Initial Cost 15Mar07 19Mar07 2d 2211d Estimate 010 010 040 010 02 of Initial 19 07 21Mar07 24 2211d Esimtate 010 010 040 020 01 Prepare 75 Complete 15Aug14 19Aug14 2d 195d Cost Estimate 2 50 Chapter 2 Open Plan Publication 615 Figure 2 33 The Standard Activity View Showing an Entire Row Selected The figure indicates that the new row will be added above activity ID 010 010 040 020 2 Select Ins
225. re S 54705 120 010E Structure S 54709 Changes made to parent activities are automatically applied to their children So for instance if you rename 120 010 to 120 0104 the standard activity 120 010 010 TS amp L Development will switch to 120 010A 010 This method of numbering with letters should be used for any recurring activity in the schedule 2 10 Auxiliary Files 2 10 1 Calendar File Calendars define valid working periods for project activities Before assigning a calendar to an activity the calendar needs to be created and saved within the calendar file The calendar file contains one or more calendars up to 255 Calendar files have one calendar called default If no calendar is assigned to a project i e PDSCAL Open Plan performs all calculations based on the Open Plan DEFAULT calendar which is based on a 5 day work week and an 8 hour work day The PDSCAL calendar file is the standard PennDOT calendar file and should be used for all PennDOT projects This calendar file contains multiple calendars that define different standard work days and hours Within the PDSCAL are two calendars 5 day and PennDOT 5 day The PennDOT 5 day calendar is based on a 7 5 hour work day The 5 day calendar is based on an 8 hour work day Both identify holidays and weekends Activities that will be performed by PennDOT or DEP can be assigned the PennDOT 5 day calendar Other concerns consultants etc can be assigned the 5 day calendar
226. resource assignment record to GUID VARCHAR2 22 unique project object directory record This field is not displayed in Open Plan The project s name DIR ID is displayed instead LASTUPDATE Last Updated The date and time that the resource assignment was last DATE DATE NOT NULL updated LEV TYPE Res Curve The spread curve selected for the resource assignment A null TEXT VARCHAR2 1 NULL value means that the resource is a level per time unit instead of a total Valid values for this field come from the spread curves defined via the Open Plan Tools Menu Spread Curves Physical Complete The physical percent complete for a resource assignment DBLE NUMBER 15 2 NULL RDS_UID The unique identifier that links a resource assignment record to GUID VARCHAR2 22 NOT NULL unique resource object directory record This field is not displayed in Open Plan The resource file s name DIR_ID is displayed instead REMAINING Remaining The remaining resource requirement for a resource assignment DBLE NUMBER 15 2 NULL Requirement RES_LEVEL The amount of resource required by the resource assignment DBLE NUMBER 15 2 NULL RES_ OFFSET Res Offset The number of time units that must elapse between the start of DURA VARCHAR2 10 NULL an activity and the time when the resource starts working RES PERIOD Res Period The total time for which the resource is required DURA VARCHAR2 10 NULL RES UID The unique identifier that links the assignment
227. roject finish date On the Project Properties Status Tab set an Target finish date to match the date on the Open Bids or Project Finish activity whichever is the last activity in the schedule See Page 2 16 Run another time analysis with an appropriate time now date after the constraint dates are associated with the Open Bids and or Project Finish activity and the overall project See Page 2 54 The PENNDOT PM will then create the initial baseline See Page 2 57 based on late dates following PENNDOT s standard naming convention See Page 2 59 Once the initial baseline is created it should not be modified or deleted If this is a consultant project the PENNDOT PM should create a bk3 file and send it to the consultant so that they have the current schedule See Page 2 72 If this is a consultant project before the project starts the PENNDOT PM must set up a WelcomHome project See Page 3 2 Once the project starts progress must be entered into the schedule via WelcomHome for consultants and Open Plan for in house jobs At a minimum schedules must be updated once a B 2 Appendix B Schedule Setup Checklist Publication 615 month The time now date should be set to the first of the month All schedules must be updated and a time analysis must be run by the tenth of the month The morning of the tenth Central Office will run standardized reports capturing the data for the previous month L When an activity is sta
228. roject was let and the ECMS Actual Bid Date is within 30 days of the ECMS committed Bid Date This is a miss The Open Plan Open Bids Date is more than 30 days past the ECMS committed Bid Date and the current date the report was run on is 30 days past the ECMS Committed Bid Date The Open Plan Open Bids Date is before the ECMS Committed Bid Date and the project has not been let yet The Open Plan Open Bids Date was moved from its original ECMS Committed Bid Date but is still within 30 days This is an anticipated miss The Open Plan Open Bids Date is more than 30 dates past the ECMS Committed Bid Date and the ECMS Committed Bid Date is still within 30 days of the current date that the report was run on The Open Plan Open Bids Date is equal to the ECMS Committed Bid Date and the date is in the future Table D 2 PDOC Chart Project Description color coding Description Column Color Description The project is more than three weeks away from being advertised The project is to be advertised within three weeks The project has missed the ECMS or Open Plan Advertisement Date The project is Advertised but not Bid The project has been Bid Light Orange Notice to Proceed has been issued Physical Work is Complete Project is not in ECMS or is a Department Force project Table D 3 PDOC Chart Project Milestone color coding Project Milestone Color Description
229. roll bars are provided for browsing the project view using a Mouse Keyboard shortcuts are also provided Table 2 7 Keyboard Movements Keyboard Command Action Up Arrow Move up one row Down Arrow Move down one row CTRL Left Arrow Move to the first far left field of the current row CTRL Right Arrow Move to the last far right field of the current row CTRL Home Move to the first field of the first task row top left CTRL End Move to the last field of the last task row bottom right Move around in a form table or dialog box Within a spreadsheet view TAB TAB or SHIFT TAB moves the cursor one cell to the right while SHIFT TAB moves the cursor one cell to the left CTRL PgDn Expand All lists all tasks including subprojects and activities CTRL PgUp Collapse All A vertical divider bar separates the table portion from the timescale portion of all Gantt or Bar Chart views This bar can be moved to the left or to the right to adjust the size of each portion viewed on the screen To Adjust the Partition of the Activity Barchart View 1 Position the mouse pointer on the vertical bar that separates the table portion from the timescale portion of the Activity Barchart view The mouse pointer appears as a vertical sizing arrow 2 Click and drag with the mouse to the desired position 2 9 Entering and Relating Activities One major component of a pro
230. rsions must be 1 day 8 hours 1 week 40 hours and 1 month 160 hours Summary Preferences Files Status Cost Notes Scheduling User Fields Access Control Open Status Codes Project Name ps tt Description fsR8045SecGUS 7 Default Date Format Default Activity Type Def Activity Calendar 310 01 k Defaut Startup View Def Relationship Calendar PDSACTBR PennDOT Standard Activity Barchat x lt Calendar of Successor gt Y Conversions Durations 4 p Default Access Mode E DA B nt p 25 Default Units Project Earned Value Das Percent Compete per Week hrs o mins Min Calculated Duration Auxiliary Files per Month 160 hrs 0 mins Days 7 7 Start xf Cancel Help Figure 2 11 The Project Properties Preferences Tab 2 7 3 The Files Tab The Files tab provides information on the various auxiliary files associated with a project These files include the project calendar resource file and code files PennDOT s PDSMASTER template has the appropriate calendar resource and code files assigned These files should not be changed or removed Additional code files can be assigned to a project when it is open in exclusive mode Clicking the ellipsis to the right of the Codes Files box will result in a selection window of available code files and available code fields Summary Preferences Files
231. rted an actual start date must be entered See Page 2 63 When an activity is in progress Remaining Duration Elapsed Duration or Percent Complete must be used do not leave the activity Planned Once an activity is completed an actual finish date must be entered and the activity must be marked complete If this is a consultant project after the progress is submitted in WelcomHome the PENNDOT PM will need to go into WelcomHome to review the progress and either approve or reject the progress See Page 3 10 Once the progress is approved it will not show up in the schedule until the PENNDOT PM goes into Open Plan and runs a time analysis with an appropriate time now date Over the life of the project if there is negative float in the schedule greater than or equal to fifteen days a schedule recovery plan is required This should include how you plan on making up the lost time or if the time cannot be made up it may require the let date to be moved If a schedule recovery plan is required the N A should be removed in the project level default notes category by the PENNDOT PM and the recovery plan cited See Page 2 16 If this is a consultant project and there are changes that need to be made to the schedule other than progress the PENNDOT PM must send a bk3 file of the current schedule to the consultant The consultant will then restore the file on their environment make the necessary chan
232. ry sort in effect 1 Choose Tools Sorts The Sorts dialog will appear See Figure 2 56 2 Select Temporary Sort 3 Click Edit 4 The Temporary Sort Expression Dialog box will appear Chapter 2 Open Plan Publication 615 8 Temporary Sort Expression Cancel Help Fields Figure 2 57 The Temporary Sort Expression Dialog Box Create the sort expression A Fields button is available to help create sort expressions Click OK Click Apply Click OK If a filter is applied prior to a sort only those activities that meet the filter criteria will appear in the sort Therefore if one wants all activities to be sorted the filter should be removed before applying the sort Also certain views are based on a defined filter and a sort The status bar will identify which filter or sort is being used See Figure 3 1 2 16 Managing and Backing Up Open Plan Files 2 16 1 The File Backup Process The backup process enables the user to back up an entire project along with all associated baseline and additional files such as code calendar and resource files into a single backup file This backup file provides an easy way to collect all of the information that is associated with a project and transport it to another computer where it can be restored To Backup a Project 1 Before starting the backup procedure ensure that the WORLD group has the SYSADMIN role for the project
233. s 70036 xi General Relationships Resources Codes Advanced Risk User Fields Notes Status Planned Desc Perform Public Involvement Duration 5d Target Dates Calendar I lt Default gt Start None mi Type ASAP Finish None BI Subproject El M KILLI Close Unda Apply New Progress Help Figure 2 21 The Activity Details Dialog Box 2 28 Chapter 2 Open Plan Publication 615 The Activity Details Dialog contains fields of data that are not available in the PennDOT Standard Activity Bar Chart view These fields are grouped into eight separate categories These categories are described in the following table Table 2 10 Activity Detail Tabs Category Description General Includes basic activity information such as name duration target start and finish dates Also includes activity type ASAP Start Milestone Finish Milestone etc Includes information about activity predecessors successors and the types of Relationships dependency links for each Resources Includes information about resource assignments Codes Displays code identifiers Advanced Activity constraints and milestones are indicated Risk Displays information regarding an activity s probability User Fields Displays user defined information about an activity Notes Provides a memo text area for attaching notes or documentation to an activity An
234. s the information that was not saved in the project will be lost Once you click yes the project is now unlocked WelcomSecurity 4 v Remove lock For Project Kim Test by user KIMBMIL Live Figure C 9 Welcom Security Administrator Remove Lock Dialog C 9 Appendix C Portfolio Manager Reference Publication 615 WelcomSecurity 2 j User KIMBMIL is still active removing this lock may cause data loss Are you sure you want to remove the lock Yes No Figure C 10 Welcom Security Administrator Remove Lock Assurance Dialog C 10 APPENDIX D CRYSTAL REPORTS THIS PAGE INTENTIONALLY LEFT BLANK Appendix D Crystal Reports Publication 615 D 1 INTRODUCTION While Open Plan views can facilitate a lot of the Department s reporting needs it may be easier to create a Crystal Report when the reporting need requires pulling data from multiple projects Crystal Reports is the Department s official software for generating reports Crystal Reports pulls data from the Open Plan data source to create user defined reports There are two ways of using Crystal Reports the client software and the enterprise version D 2 CLIENT SOFTWARE The client software is installed on a PC and used to create standalone Crystal Reports and Enterprise Reports The data structure of the Open Plan software can be very confusing for a user trying to create a report Therefore if a District needs assistance creating a Crystal Report using Open Plan data
235. s Planned Baseline Start joz 0 Actual Start Baseline Fini Actual Finish Percent Complete Expected Finish El C Complete Pon Gee Un Publication 615 7 _ C Remaining Duration 308 x C a D E 12Feb07 Elapsed Duration 0 0 Help Figure 2 50 The Activity Progress Dialog Box Table 2 17 Functions within the Activity Details Dialog Box Field Usage Actual Start Actual Finish Once an activity starts that start date is entered here When an Actual Start date is entered a progress type must also be entered If you do not enter a progress type the As Planned selection is used and Open Plan will compute an elapsed duration on its own and once the original duration has passed will presume the activity is complete This can cause schedules to show up as having positive float when in fact they are behind When an activity is complete the Actual Finish date is entered here When you enter this date also select complete from the progress type buttons Actual Finish dates should never exceed the Time Now Date Expected Finish Expected Finish dates may be considered if no other information is provided This date takes precedence over any Actual Start date entered Once an activity is in progress progress needs to continue to be tracked accurately If an Expected Finish date is entered and the Expected Finish date is met or exceeded the activity will be considered c
236. s executed let PennDOT will retain responsibility for specific approvals and or the transfer of information for review and approval before certain construction activities may commence or continue The specific work that PennDOT will facilitate coordination of will be defined within the design build special provision included in the bid documents of the design build contract Work that a D B team will be required to perform that PennDOT will coordinated and or approve will be included in the D B team s design build schedule and will identify a duration that is considered appropriate for the work to be complete To accommodate the PennDOT coordination of work the design build schedule will contain the activity descriptions that are contained in the current PennDOT template 1 11 Project Complexity Each project schedule will be identified by complexity Table 1 3 Project Complexity will coincide with PennDOT definitions Table 1 3 Project Complexity Code Description Code ID Complexity PLX Most Complex Major PLX MAJ Moderately Complex PLX MOD Non Complex Minor PLX MIN 1 9 Chapter 1 Policy Publication 615 1 12 Schedule Monitoring PennDOT requires that all schedules are updated a minimum of once every month with a record date data date of the first of the month The record date is defined as the day that project work will continue after recording progress 1 12 1 Activity Progress Progress
237. s in the summary tab should be filled out with the following data Project Manager PennDOT Project Manager Company Consultant Firm or PennDOT Client Engineering District X 0 X being the district number Project Properties xi Summary Preferences Files Status Cost Notes Scheduling User Fields Access Control Open Status Codes Project N ame 50931 Description sn 8045 Sec GUS Owner NVELAGA Narayana Velaga Project Manager Frank Russo Project Manager Email Address c frusso state pa us Company Michael Baker Client Engineering District 6 0 Data Access Mode Not Open m Project Statistics Total Activities f s Total Complete fo Total Relationships feo Total Assignments p Total In Progress Baselines 1 BASEOO nitial Baseline 1 157 Project Phase Proposed x Select Baseline 2 7 2 The Preferences Tab The following project settings are controlled using this tab Description Default Date Format Default Activity Type Default Activity Calendar Startup View Default Relationship Calendar Conversions Default Duration Units Minimum Calculated Duration Default Access Mode Earned Value Cancel Help Figure 2 10 The Project Properties Summary Tab Chapter 2 Open Plan Publication 615 Note that the conversions that are set should not be modified The conve
238. s project logic Schedule Variance SV A summary measure of lateness for a project or part of a project Scheduled Duration The scheduled duration of an activity is calculated by resource scheduling and takes into account such advanced activity management techniques as activity splitting stretching or re profiling Scheduled Finish The date calculated by the resource scheduling program as the earliest date on which an activity can finish having regard to resource constraints as well as project logic Scheduled Float Calculated during resource scheduling the scheduled float of an activity is the difference between the late finish date and the scheduled finish date of the activity In some circumstances scheduled float may be shared with other activities in the logical flow of the project Scheduled Start The date calculated by the resource scheduling program as the earliest date on which an activity can start having regard to resource constraints as well as project logic Skew A measure of the degree of asymmetry in a probability distribution For symmetrical distributions the skew is zero E 10 Appendix E Glossary Publication 615 Smoothing A resource scheduling option that modifies the way time limited scheduling and resource limited scheduling with thresholds works Splitting In resource scheduling it is possible to indicate that the specified duration may be divided into two or more pieces
239. s re linked as needed Deleting Activities When you delete an activity in Open Plan the software will not automatically reestablish the logic in place of the deleted activity If you are deleting an individual activity a dialog box will pop up asking if you wish to Delete the activity and its relationships or Delete the activity and reconnect its predecessors to its successor using Finish to Start relationships It is highly recommended that you choose Delete the activity and reconnect its predecessors to its successor using Finish to Start relationships If the first option is selected there will be a logic break in the schedule which will need to be corrected The deletion of activities should only occur during the project planning phase After a project is progressed existing activities that are affected by a change in scope should be closed out Delete Activity K Delete the activity and reconnect its predecessors to its successor Cancel using Finish to Start relationships dh Help Figure 2 50 The Delete Activity Dialog Box 2 14 3 Progress Results and Progress Out of Sequence After recording activity progress a time analysis should be performed After the time analysis is performed review the project status observing when the project will finish and any activity reporting negative float Data verification and a review of the Open Plan log viewer should also be performed The Time Analysis tab of the
240. saved Table 2 3 Project Note Categories Category ID Description Purpose If the project is behind schedule the Schedule Recovery Plan is inserted here The lt Default gt recovery plan should document how the project team plans to gain time on the project to eliminate the negative float If a project is not needed the text N A must be entered in this field for reporting purposes If the project is more than 1546 over budget the Cost Recovery Plan is inserted Cost here This should include information about how the cost discrepancy is to be made up over the course of the project Schedule Notes General notes about the project are entered here BOD This field is for notes arising out of BOPD HDD reviews This field is for notes regarding the project status and is used for projects Committed which are committed lets for the current year HQAD weekly This field holds notes from the weekly meetings held in the PDOC room ROW This field is used by some districts regarding ROW parcels Project Properties xi Summary Preferences Files Status Cost Notes Scheduling User Fields Access Control pen Status Codes Project Name 50931 Description sn 8045 Sec GUS Note abc Category lt Default gt N A Cancel Help Figure 2 14 The Project Properties Notes Tab 2 7 7 The Scheduling Tab The Scheduling tab allows the user to specify both the proj
241. source file s name DIR ID is displayed instead REFDATE Reporting Reporting reference date for the project Reference Date y Relationship The name of the default relationship calendar for the project Calendar Risk Fixed Flag for risk analysis option Seed Option RS Ignore Flag for resource scheduling option Actual Dates RS ALTPRTY RS Use Flag for resource scheduling option INTE NUMBER 10 0 NULL Alternate OPCLIENT OPCOMPANY OPMANAGER Em M Resource eee e rus RS CONUSE RS Consider Flag for resource scheduling option INTE NUMBER 10 0 NULL Usage on Higher RS Force Flag for resource scheduling option NUMBER 10 0 Overloaded Activities to Late RS PRIORTY Project Priority Flag for resource scheduling option INTE NUMBER 10 0 NULL Flag for resource scheduling option INTE NUMBER 10 0 NULL Reprofiling to Original Level Flag for resource scheduling option INTE NUMBER 10 0 NULL Summary Usage Date Option RS SUMMARY Create Project Flag for resource scheduling option If True project summary usage INTE NUMBER 10 0 NULL Summary Usage information will be saved when the project is saved RSK CALSD Risk Use Flag for risk analysis option INTE NUMBER 10 0 NULL Activity Calendar SCHMETHOD RS Scheduling Flag for resource scheduling option INTE NUMBER 10 0 NULL Method Option SFDATE Scheduled Finish The scheduled finish date for a project FD
242. spreadsheet T Continue assigning calendars 8 Click Close or 1 Open the PENNDOT Standard Activity Barchart 2 Insert a new column using the Calendar field 3 Click in the Calendar column of the activity s row 4 Select the Calendar from the drop down list at the top of the spreadsheet 2 10 2 Resource File A resource is an item required by an activity Resources can be people equipment facilities funding anything needed to perform the work of a project The PDSRES resource file is the standard PennDOT resource file and is to be used for all PennDOT projects The PDSRES is already assigned when a project is created using the PDSMASTER template 2 10 3 Code Files A coding system is a structured methodology of identifying an activity task item or group of similar activities tasks items by the use of a single or group of alphanumeric figures Code files are used to assign specific tags to activities tasks items groups to facilitate sorting filtering and reporting information Within Open Plan a coding system is referred to as a code file Open Plan can support up to 90 code files per project This means that an activity can have up to 90 codes assigned to it To Identify The Code Files Within a Project 1 Expand a project folder select the at the left of the project folder 2 40 Chapter 2 Open Plan Publication 615 2 Click on the Codes folder The four standard PennDOT code files must b
243. ss Mode Files Contains information on calendar resource and code files Status Contains an overview of the project s current status Cost Contains information on project costs Notes Contains a section for maintaining project notes Scheduling Contains both the project s priority and the type of dates that should be used when calculating the resource usage summary User Fields Contains the values that Open Plan should include for user defined fields on the project table Access Control Contains information about the access rights that users with a given group and role assignment have to the project Open Status Provides such information about the open status of the project as the ID of each person who has the project open the computers on which it is open the mode in which each user has it open as well as the date and time when it was last updated Codes Controls the project level codes that are assigned to the project To Add Edit Open Plan Project Information 1 Choose Project Properties 2 Click on a tab 3 Enter text as desired 4 Click OK A project needs to be opened in Exclusive mode for information to be edited within the Project Properties dialog box 2 13 Chapter 2 Open Plan 2 7 1 The Summary Tab Publication 615 Every project needs to have the Engineering District project manager and consulting firm identified in the Open Plan project properties for sorting and categorization The field
244. ssign a 2 for the PDSSTANDARD code The PDSWBS PDSOBS and PDSCOST codes should also be filled out for the new activity Select the Relationships tab of the Activity Detail Dialog box Give the new activity a predecessor and a successor Click Apply Click Close Repeat steps 1 through 7 to add any additional non standard PENNDOT activities 2 9 8 Recurring Activities For some projects there may be a need to track the same activity or group of activities more than once For such recurring activities a letter should be added to the standard activity ID this will show such activities in sequence in the correct location in the schedule As with other activities the activities should be copied and pasted following the standard PennDOT templates so that all activity descriptions and code files are left 2 37 Chapter 2 Open Plan Publication 615 For example the standard activity ID for a structure is Activity 120 010 Structure S XXXXX Fora simple bridge replacement project this will be the only activity needed because the bridge is the only structure being tracked But suppose a new directional interchange is to be built entailing several structures Since all of these must be tracked individually one would copy and paste the standard structures activity then add a letter resulting in a list 120 010A Structure S 54701 120 010B Structure S 54703 120 010C Structure S 54704 120 010D Structu
245. ssigned toa DBLE NUMBER 15 2 NULL Direct Cost project s activities BCWS QTY Labor Scheduled The budgeted quantity of labor for the work scheduled for the project DBLE NUMBER 15 2 NULL Units from the baseline start date until time now BCWS SUB BCWS The budgeted cost of work scheduled for subcontract resources assigned DBLE NUMBER 15 2 NULL Subcontract to a project s activities BFDATE Baseline Finish The baseline finish date for a project FDAT DATE NULL BSDATE Baseline Start The baseline start date for a project DATE DATE NULL CALACTCST Cost Calculate Flag for cost calculation option INTE NUMBER 10 0 NULL Actual Cost CALBUDCST Cost Calculate Flag for cost calculation option INTE NUMBER 10 0 NULL Budgeted Cost CALCCOSTBASE Cost Calculate Flag for cost calculation option INTE NUMBER 10 0 NULL Cost Based On CALCSTESC Cost Calculate Flag for cost calculation option INTE NUMBER 10 0 NULL Escalated Cost CALEVCST Cost Calculate Flag for cost calculation option INTE NUMBER 10 0 NULL Earned Value CALREMCST Cost Calculate Flag for cost calculation option INTE NUMBER 10 0 NULL Remaining Cost CLD UID Calendar File The unique identifier that links a project record to a unique calendar GUID VARCHAR2 22 NULL object directory record for the calendar file assigned to the project This field is not displayed in Open Plan the calendar file s name DIR ID is displayed instead CST ROLLUP Cost Rollup Flag fo
246. start or beginning duration of a task Hammock An activity that plays no part in time analysis but which provides the means to report on the start finish and total duration of a group of activities Hard Zeros In resource scheduling there is a distinction made between resource availabilities specified as zero but which can be exceeded under certain circumstances and hard zeros which can never be exceeded Hierarchical Coding Structure A coding system that can be represented as a multi level tree structure in which every code except those at the top of the tree has a parent code Hierarchical Project A project that allows you to break down project information into multiple levels using the activity ID With hierarchical projects you enter project data at the lowest level of the project hierarchy and then summarize it to appropriate levels for reporting purposes Hierarchical Resource Structure Resource definitions organized in a hierarchical structure in which every resource except those at the top of the tree has a parent Appendix E Glossary Publication 615 Histogram View A view in which resource or risk information are shown against a time scale In Open Plan a resource histogram can be displayed both alone and in combination with a barchart view Holiday An exception to the standard working day For example assume that a calendar defines Monday thru Friday as days on which work is normally performed In
247. storage mechanism that contains only the data for fields that have data defined The data dictionary table identifier for table OPP UTX is UTX Open Plan Field Name Field Label Description Data Type Oracle Data Type BAS UID None The unique identifier for a baseline record This field is not GUID VARCHAR2 22 NULL displayed in Open Plan DIR UID None The unique identifier of the directory object to which the user GUID VARCHAR2 22 NOT NULL defined field belongs FK UID None The unique ID that links a user defined text record to a record in JGUID VARCHAR2 22 NOT NULL another table This value is not displayed in Open Plan ROW UID None The unique identifier for a user defined text value vARCHAR2 22 NULL TABLE TYPE None The data type for which the user defined text field data is stored VARCHAR 4 NOT NULL Valid values are ACT Activity BSA Baseline Activity CDR Code Directory COD Code Data PRJ Project Directory ASG Resource Assignment REL Relationship AVL Resource RES Resource Data and RDS Resource Directory Other Data WelcomHome Table SP RESASSOC Op2x Resource Association The Resource Association table contains information that associates resources created in Open Plan 2 x with resources in WelcomHome These Open Plan resources can be viewed and edited in WelcomHome The table is not used by Open Plan This table is not defined in the Open
248. t stretched or reprofiled Valid values are Normal Splittable Stretchable Reprofilable and Immediate These values are stored in the Open Plan database as null P T R and I respectively Computed Status The computed status of an activity as determined by time ACTS VARCHAR2 4 NULL analysis Valid value are Planned In Progress and Complete These values are stored in the database as 0 1 and 2 respectively Critical Flag The critical flag for an activity Calculated by time analysis Valid CRIT VARCHAR2 4 NULL values are Not Critical Critical Most Critical and Controlling Critical These values are stored in the Open Plan database as 0 1 2 and 3 respectively Probability of Being The criticality index for an activity calculated by risk analysis INTE NUMBER 10 0 NULL Critical Stores the number of times the activity fell on the critical path expressed as a percentage DELAYRES UID Delaying Res The unique identifier of the resource that caused the activity to GUID VARCHAR2 22 NULL be delayed during resource scheduling This field is not displayed in Open Plan one The unique identifier that links the activity calculated results GUID VARCHAR2 22 NOT NULL record to a unique project object directory record This field is not displayed in Open Plan N FDATE Early Finish he early finish date calculated by time analysis for an activity DATE NULL ESDATE Early Start he early start date calculated by time analysis for an act
249. t click in the white area of the screen select manage calendars and select a different calendar to view To ensure that your project is being scheduled during valid working periods make sure that the PDSCAL calendar file is assigned to the project No changes should be made to the PDSCAL To Assign a Calendar File to a Project 1 Drag the calendar file icon from the Calendar folder in the Open Plan Library into the Project folder Or 1 Open the Project Properties dialog box 2 Click on the Files tab 3 Ensure the proper calendar file is listed in the calendar field If not click on the ellipses to assign the proper file Alternately drag the calendar file icon from the Calendar folder in the Open Plan Library into the Project folder By default all activities are assigned the project s default calendar typically the PDSCAL that is attached to the project but the calendar for individual activities may be different For instance consultant 2 39 Chapter 2 Open Plan Publication 615 surveyors might be willing to work overtime to make up negative float but design and environmental would still be working on a standard week 1 Open PENNDOT Standard Activity Spreadsheet 2 Select the activity to be edited 3 Open the Activity Details dialog 4 Click on the General tab if not already there 5 Select the Calendar ID field of the activity 6 Select the calendar from the drop down list at the top of the
250. ta dictionary and its structure must not be changed Open Plan Field Name Field Label Description Data Type Oracle Data Type MESSAGETEXT The text of the Open Plan message None VARCHAR2 250 NOT NULL MESSAGETIME None The date and time that an Open Plan message is to be sent None DATE NOT NULL MSG UID The unique identifier for a user messages record None VARCHAR2 22 NOT NULL ULI UID me pe identifier for the user s login unique for each session even if for the pore arcana NOT NULL same user USR_ID None ID of the user to whom the message will be sent None VARCHAR2 20 NOT NULL Table WST TAB Table Names The Table Names table provides a mapping between the 3 character data dictionary table identifier and the actual database table name This table is not defined in the Open Plan data dictionary and its structure must not be changed Open Plan Field Name Field Label Description Data Type Oracle Data Type COTYPE For Welcom use only VARCHAR2 4 NULL FLAGS For Welcom use only NUMBER 10 0 NOT NULL PRIMARY KEY Not used by Open Plan None VARCHAR2 100 NULL TABLE NAME Names of the tables defined in the Open Plan data dictionary pe ceu NOT NULL WST TABLE TYPE None Table types defined in the Open Plan data dictionary WST_DCT None VARCHAR2 4 NOT NULL VERSION None A NOT NULL Table WST UPD User Preference Defaults The User Preference Defaults table stores the default
251. tch the date scale The smallest time unit that you have defined for the date scale defines the minimum distance that you can scroll on the date scale The manner in which Open Plan displays the date scale on bar chart and histogram views can be controlled by using the Date Scale Preferences dialog This dialog lists a variety of settings Table 2 13 Date Scale Settings Setting Description of Axes Controls the number of lines display in the date scale Used to calculate relative dates The default for the Reference Date is the project Reference Date start date Displays the Automatic Scaling dialog box This secondary dialog box can be Autoscaling used to control the date range displayed on the scale or to display the entire project s timescale on a single screen Identifies the axis which you are applying a date scale to Clicking within the date scale in the preview window displays the axis number of the selected row Controls the frequency with which the date labels and vertical tick marks appear Axis Number Time Unit on the date scale Possible units include hours days weeks months quarters and years Count Controls the frequency with which Open Plan should mark the time unit Format Specifies the appearance of the dates in the date scale Controls how the date label should be aligned within the vertical tick marks Possible options are left center or right Th
252. te Finish Target Finish islam eg Scheduled Finish Finish Type On Target Cancel Help Figure 2 13 The Project Properties Status Tab 2 7 5 The Cost Tab The Cost Tab displays summary cost information for the project PennDOT is not presently using Open Plan for cost tracking Further information regarding cost functions within Open Plan can be found in the On Line Open Plan User s Manual 2 7 6 The Notes Tab The Notes Tab is used to provide information regarding the overall project status new activities or project requirements changes in parameters or to provide additional information when a project is not meeting its target date Note text can be typed directly into the note field or cut and pasted from another source by using CTRL C to copy and CTRL V to paste The text box can contain a maximum of 29KB of text Links to files web pages and email addresses may also be entered Information for adding links and their required format can be found through the Open Plan Help menu under Note Each note may be assigned a category The category field is used to group notes A drop down arrow is displayed to facilitate the selection of predefined and user defined note categories Table 2 3 lists the note Chapter 2 Open Plan Publication 615 categories the Department is reserving to facilitate certain required information Notes are not saved until the project is
253. ted the Districts will be measured against that baseline finish date for the life of the project until the project is let There is one exception to this once a project is committed for a calendar year the initial baseline should be updated to reflect the committed let date D 4 2 PDOC Wall Charts The PDOC wall charts form the basis for the Department s weekly Project Delivery Operations Center meetings Rather than being accessed through Crystal Reports Business Objects PDOC charts are accessed through PDIF the PennDOT Data Integration Facility Access to PDIF can be requested by contacting the ECMS help desk at 717 783 7711 Once access has been granted the PDOC reports can be accessed using the following procedure To Access the PDOC Wall Chart Report 1 Log onto PDIF at http pdif pdot state pa us PDIF Home aspx 2 Click on ARRA 3 Click on Report 4 From the dropdown menus select Project Delivery then Design 5 From the list of reports select ARRA045 ARRA District Projects Timeline Chart The PDOC chart is a combination of data pulled from MPMS ECMS and Open Plan PDOC charts have several color coded columns Let Date Description Milestone Activities and Float and each has a separate color coding scheme These schemes are outlined in the tables below Table D 1 PDOC Chart Let Date color coding Let Date Column Color Description D 2 Appendix D Crystal Reports Publication 615 The p
254. that contains information associated with codes entered on an activity record Confidence The likelihood of a statistical deduction from empirical data Confidence is usually expressed as a percentage and applied to a range of possibilities See also Confidence Interval E 2 Appendix E Glossary Publication 615 Confidence Interval A pair of values bracketing an estimate usually derived from sample data indicating that there is some stated percentage probability that the true value falls within that range For example a 99 confidence interval would be a pair of values such that there was a 0 596 chance of the true value being less than the lower value and a 0 5 chance that the true value is above the higher value Consumable Resource A type of resource that remains available until depleted e g a material Controlling Relationship logic link that controls the early date of the successor activity In Open Plan a controlling relationship can be detected by its free float value of zero Cost Variance CV The difference between the budgeted and actual cost of work performed CPM A project management system that can identify critical activities forecast labor equipment and cost requirements and aid the decision making process by guiding the user in selecting a method to expedite a project Critical Activity An activity that controls the total duration of a project time Critical Path A chain of activiti
255. the axis that is to be adjusted 5 Make changes as necessary For example Use the Time Unit drop down list to select a time unit for the axis Use the Format builder button to select a date format for the axis 6 Click OK PennDOT views can be easily modified However the changes made are only temporary until saved Because Open Plan Desktop does not allow templates to be re written all changes to a view must be saved to a new view To Save Changes to a View 1 Choose File Save View 2 47 Chapter 2 Open Plan Publication 615 2 Typea name for the view in the Name textbox 3 Type a description for the view in the Description textbox 4 Click OK Additional information regarding views their creation and naming can be found in Section 3 5 2 11 4 Managing Columns Open Plan is a flexible project planning application It allows the project manager to customize any view in a variety of ways For example a spreadsheet or barchart view can have new columns inserted or current columns removed This section reviews the methods for customizing columns in Open Plan 1 Position the mouse pointer on a border in the column header of the spreadsheet The mouse pointer will change to a double arrow 2 Click hold and drag the mouse to the right or to the left to stretch or shrink the width or 1 Click the right mouse button while on any spreadsheet cell 2 Choose Size Column for Best Fit from the shortcut menu 1 Cl
256. the initial baseline Updated baselines may be created if the let date scope or detail changes Table 2 16 PennDOT Standard Baseline Naming Convention Name Description BASE00 Initial Baseline 12 12 12 BASEOI 1st Baseline 05 08 13 BASE02 2nd Baseline 08 08 13 BASE Nth Baseline 11 12 13 BASE99 99th Baseline 05 10 15 2 59 Chapter 2 Open Plan Publication 615 2 13 4 Selecting a Baseline To Select a Baseline 1 Choose Project Baselines The Baselines dialog will appear Figure 2 44 Baselines Be Name Description Based On lt Multiple Baselines gt Multiple baseline selection lt No Baseline gt Clear baseline selection BASEOO Initial Baseline 03 06 08 Late Dates BASEO1 Ist Baseline 03 25 08 Late Dates 4 Copy Update Delete Access Control Figure 2 44 The Baselines Dialog Box 2 Inthe Baselines dialog box highlight the baseline that you want to serve as the current baseline If you do not want to load a baseline with the project at this time highlight lt No Baseline gt from the list 3 Choose Select to return to the view You can create as many baselines as you like but only three baselines can be associated with the project at any given time For PennDOT schedules the Initial Baseline must always be the first active baseline Baselines can be created as benchmarks when the let date changes or for comparison or to see how commitm
257. the range and relative probabilities of the possible outcomes from a random process A probability distribution may be in the form of a table a curve or a histogram Production Rate A ratio of units of work to a given unit of time e g cubic meters cubic yards of excavation per hour E 8 Appendix E Glossary Publication 615 Progress The partial completion of a project or a measure of same Project A set of activities directed to an overall goal also the collection of data relating to the achievement of that goal More specifically a network of activities or the file s containing such a network Project Duration A time measured in calendar days allotted to complete an entire project Project Logic The relationships between the various activities in a project Punctuated Significant Coding Structures A coding structure in which a specific character usually a period is used to separate the part of the code that corresponds to the different levels in the breakdown structure Re Profiling In resource scheduling it is possible to indicate that the specified resource requirement profile may be modified to fit the availability without changing the total amount required Relationship logical connection between two activities Relationship Float Open Plan permits the calculation of both free and total float on relationships which are analogous to the float fields on the activities Rema
258. this case a specific Monday might be identified as a holiday if the office would be closed on that day Immediate Activity An activity that can be forced to start on its earliest feasible date by resource scheduling even if that means overloading a resource In Progress An activity partially completed Internal Subproject A group of activities represented as a single activity in a higher level of the same project i e a parent activity Iteration In Open Plan one complete trial of Monte Carlo simulation of a project that is sampling a value for each activity duration performing a time analysis with this sampled data and storing the results The Monte Carlo technique accumulates the results from a large number of these iterations Job Logic The sequencing of activities that represents a step by step process that a construction job or project may follow form beginning notice to proceed to end job turnover Key Activity In Open Plan an activity specified by a user about which the program is to store detailed information generated by risk analysis Kurtosis a technical term used to define a characteristic of the shape of a probability distribution identified with the thickness of the tails of the distribution Labor Resources Open Plan permits certain resources to be flagged as representing labor The significance of this is that only resources so flagged will be included in the labor percent complete
259. tion 615 1 16 1 Project Suspension A project suspension may occur not limited to the following events Loss or lack of funding A delay in work execution by a project sponsor In the event of a project suspension the project schedule will be retained The project schedule shall contain information as to the date of suspension as well as factors or events that result in the suspension A milestone activity will be added to the schedule within the project management group with the description Project Suspension The activity will provide the date of suspension If the project is part of a yearly program Central Office shall be made aware of the suspension so that any necessary action can be taken Upon the startup of a suspended project the original schedule shall be updated at the resumption of work The update shall follow the policy set for a change in scope in that activities may require to be added or removed 1 16 2 Project Cancellation In the event of a project cancellation the project schedule shall contain information as to the date of cancellation as well as factors or events that result in the cancellation A milestone activity will be added to the schedule within the project management group with the description Project Cancelled The activity will provide the date of cancellation Cancellation of the project shall be communicated to Central Office so that necessary action may take place The project schedule will b
260. to freeze the initial project plan by creating a baseline By creating a baseline you can compare where you started from with where you are to see if you are progressing as planned Once a project schedule has been reviewed fine tuned and approved it can be considered final At this point it is important to set an Initial Baseline which records the initial project plan including scheduled dates task assignments work and costs The Initial Baseline provides a reference for comparing the current schedule with the original schedule The Initial Baseline should always be created prior to any progress being entered into the schedule 2 56 Chapter 2 Open Plan Publication 615 Once the project gets underway estimated dates and durations of the schedule are replaced with actual dates As this information is entered in the schedule Open Plan recalculates the scheduled dates PennDOT s policy regarding baselines is within Chapter One of this document 2 13 2 Creating a Baseline The Baseline command in the Project menu can be used to create and save a baseline at any time To Create a Baseline 1 Choose Project Baselines The Baselines dialog will appear Name Description Based On Multiple Baselines gt Multiple baseline selection lt Baseline gt Clear baseline selection Close n Figure 2 42 The Baselines Dialog Box 2 From the Baselines dialog choose New The Add Baseline dialog w
261. tributed between any pair of user specified values instead of always between 0 and 1 Breakdown Structure A hierarchical validated structure for codes that allows you to summarize project data for reporting requirements Budget The planned cost for an activity or project Budget at completion BAC The sum total of the time phased budget Budgeted Cost of Work Performed BCWP A measure used in cost control that allows you to quantify the overall progress of the project in monetary terms BCWP is calculated by multiplying the physical percent complete by the planned cost Another term for BCWP is earned value Budgeted Cost of Work Scheduled BCWS Planned cost multiplied by the percentage of completion that should have been achieved according to the project baseline dates Calendar A definition of valid working periods for a group of project activities Calendar File A file containing calendar information for one or more calendars Calendar Default If no calendar is assigned to a project or activity Open Plan performs all calculations based on the defined default calendar Central Tendency the midpoint or typical or average mean value of a distribution Child A lower level element in hierarchical structure Code A single or group of alphanumeric figures used for identification of activities or groups of activities belonging to a structured system Code Field A file used in reporting
262. ts should be added to the PM group For users that are just going to be viewing projects they should be added to their district s group The only individuals who should be assigned to the SYSADMIN group are Portfolio Managers and their assistant 6 In the products tab click the add button The user will have to be granted access to either Open Plan Desktop or Open Plan Professional users should be granted access to Open Plan Desktop unless they demonstrate the need to use the upgraded features available in Open Plan Professional If a user is granted access to Open Plan Professional they should also be granted access to Open Plan Desktop The only individuals who should be granted access to Open Plan Professional are Portfolio Managers their assistants and other users that demonstrate the need as stated previously The Address Data and Notes Tabs do not have to have any information input into them To Unlock a Project 1 Click the sign next to the Objects folder C 8 Appendix C Portfolio Manager Reference Publication 615 WelcomSecurity Administrator LE Figure C 8 Welcom Security Administrator Projects 2 Double Click the Projects folder 3 Click on the Project Name that needs unlocked 4 Click Remove Lock A dialog box will appear asking if you are sure if you want to remove the lock See figure C 9 If you click yes another dialog box will appear See Figure C 10 If you click ye
263. tween activities in different projects The data dictionary table identifier for table OPP IRL is IRL Open Plan Field Name Field Label Description Data Type Oracle Data Type CLH UID Calendar ID The unique identifier that links the relationship record to a unique GUID VARCHAR2 22 NOT NULL calendar detail record This field is not displayed in Open Plan The Calendar s name CLH ID is displayed instead IRL UID The unique identifier for an inter project relationship record This GUID VARCHAR2 22 value is not displayed in Open Plan LASTUPDATE Last Updated The date and time that the inter project relationship record was DATE last updated PRED ACT UID Predecessor The unique identifier of the predecessor activity This field is not GUID VARCHAR2 22 NOT NULL displayed in Open Plan The predecessor activity s ID ACT ID is displayed instead 22 RED DIR UID Noe frre unique identifier of the predecessor activity s project GUID VARCHAR2 NOT NULL REL FF Relationship Free The relationship s free float DURA VARCHAR2 10 NULL Float REL_LAG Relationship Lag The relationship s lag DURA VARCHAR2 10 NOT NULL REL_TF Relationship Total The relationship s total float DURA VARCHAR2 10 NULL Float REL_TYPE Relationship Type The relationship type Valid values are Finish to Start Start to RELT VARCHAR2 4 NOT NULL Start Start to Finish and Finish to Finish These values are stored in the Open Plan database as FS SS SF
264. uded within the project schedule Reviews from different agencies and PennDOT s Central Office require a standardized review time which is allocated in the templates These durations cannot be lessened unless prior approval is given by the appropriate party responsible for the review 1 7 3 Project Reporting Activities To support project status reporting for various PennDOT Departments specific activity descriptions are required and shall be used in all design schedules These specific activity descriptions are provided within Appendix A Standard Report Activities These descriptions are not to be altered 1 8 Project Baseline design project schedules require a baseline schedule to be set 1 8 1 Baseline Creation Once all of the appropriate parties have reviewed and concurrence is reached of the project schedule an initial baseline schedule shall be created for comparison purposes This initial baseline schedule should always be set prior to any progress being entered into the schedule For PennDOT reporting purposes the initial baseline should not be deleted 1 8 2 Baseline Types A baseline shall be identified either as initial committed or bench mark 1 8 2 1 Initial An initial baseline shall be established to track the progress of a design project Initial baselines are created prior to reporting work progress and have an estimated let date that may fall two or more years beyond the start of the design process
265. values for user preference information used within Open Plan This table is not defined in the Open Plan data dictionary and its structure must not be changed Open Plan Field Name Field Label Description Data Type Oracle Data Type CAT VALUE None The value of the user preference default None VARCHAR2 255 NULL CATEGORY None rhe category for a user preference default record None VARCHAR2 50 NOT NULL PRD UID None rhe unique identifier for a Welcom product record NUMBER 10 0 NOT NULL Table WST UPF User Preference Settings The User Preferences table stores all user preference information used within Open Plan This table is not defined in the Open Plan data dictionary and its structure must not be changed Field Name Field Label Description Data Type Oracle Data Type CAT VALUE None rhe value of the user preference setting VARCHAR2 255 NULL CATEGORY None rhe category for a user preference setting VARCHAR2 50 NOT NULL DIR UID None JVARCHAR2 22 NOT NULL PRD UID None rhe unique identifier for a Welcom product record NUMBER 10 0 NOT NULL USR ID Noe rhe user to whom the user preference setting applies None VARCHAR2 20 NOT NULL Directory Data Table OPP PRJ Project Directory Details The Project Directory Details table contains detail information on projects that are defined in the Object Directory table The data dictionary table identifier for table
266. verall progress of the project in monetary terms Earned value is calculated by multiplying the physical percent complete by the planned cost Another term for earned value is budgeted cost of work performed BCWP End Activity An activity with no logical successors Also known as a finish activity Escalation A feature that allows you to specify different resource unit costs and the date on which each new cost takes effect External Subproject A complete independent project schedule represented as a single activity in a higher level master project Within the master schedule the external subproject is a link to a project file Extra Work Day An exception to the standard non working day For example assume that a calendar defines a Monday thru Friday as days on which work is normally performed In this case a specific Saturday might be identified as an extra workday if work is to be performed on that day Finish Activity An activity that has no successor Also known as an end activity Finish Float the number of work periods between the early finish date and the late finish date Finish Milestone A type of activity signifying the end of a project or project phase assigned a zero duration E 4 Appendix E Glossary Publication 615 Finish to Finish Relationship The relationship between activities that specifies that the finish of the successor activity depends on the completion of the predecessor activity
267. viation of The early finish standard deviation for an activity calculated by FDAT VARCHAR2 10 NULL Early Finish risk analysis Std Deviation of The early start standard deviation for an activity calculated by DATE VARCHAR2 10 NULL Early Start risk analysis Std Deviation of The free float standard deviation for an activity calculated by risk DURA VARCHAR2 10 NULL Free Float analysis Std Deviation of The late finish standard deviation for an activity calculated by risk FDAT VARCHAR2 10 NULL Late Finish analysis Std Deviation of The late start standard deviation for an activity calculated by risk DATE VARCHAR2 10 NULL Late Start analysis SDEV ES SDEV TF Std Deviation of The total float standard deviation for an activity calculated by risk JDURA VARCHAR2 10 NULL Total Float analysis SFDATE Sched Finish The scheduled finish date calculated by resource scheduling for FDAT DATE NULL an activity SSDATE Sched Start The scheduled start date calculated by resource scheduling for an DATE DATE NULL activity TOTALFLOAT Total Float The total float calculated by time analysis for an activity DURA VARCHAR2 10 NULL Table OPP_ACT Activity Details The Activity Details table contains information that defines an activity and its scheduling constraints The data dictionary table identifier for table OPP_ACT is ACT Open Plan Field Name Field Label Description Data Type Oracle Data Type ACT_ID Activity ID An activity ID
268. w and the data that is being viewed for example the box placements on a network drawing or the collapse expand settings of a subsectioned spreadsheet This table is not defined in the Open Plan data dictionary and its structure must not be changed Open Plan Field Name Field Label Description Data Type Oracle Data Type DATA None rhe view layout data LONG RAW NOT NULL DIR UID None The unique identifier of the directory object for which the view None VARCHAR2 22 NOT NULL layout data is being stored VUE UID Nee cX3x unique identifier of the view for which the view layout data is p PURSE NOT NULL being stored Table OPP VTB View Title Blocks The Title Block table stores information relating to title block definitions used by views The data dictionary table identifier for table OPP VTB is VTB Open Plan Field Name Field Label Description Data Type Oracle Data Type DATA None rhe binary data used by a title block LONG RAW NULL DATALEN None NUMBER 10 0 NULL DESCRIPTION None rhe description of a view title block TEXT VARCHAR2 60 NULL NUMBER 10 0 VARCHAR2 20 VARCHAR2 20 Table OPP VUE View Data The View Data table stores sort filter and title block properties for each defined view The data dictionary table identifier for table OPP VUE is VUE Open Plan Field Name Field Label Description Data Type Oracle Data Type NULL NULL NULL NULL The unique identifier that links a view dat
269. will automatically be brought in with the parent activity 2 36 Chapter 2 Open Plan Publication 615 8 9 Once the activities are selected that you want to copy go up to the Edit menu and select Copy Record s Go to the Window menu and select the current project that you want to paste the selected activities into Scroll down to the next available row to paste the records and click on the left most gray box to highlight the row Go up to the Edit menu and select Paste Record s The Activity IDs may need to be edited to match the Activity IDs in the PDSMASTER Any activity that is added to a schedule that is not part of the PDSMASTER template is considered a non standard PennDOT activity The PDSSTANDARD code field is used to screen non standard activities out of the Department s historical data A 1 is assigned to all standard activities those found in the PDSMASTER template Any activity that is added outside of these standard activities should be assigned a 2 EE To Create a Non standard PENNDOT Activity 1 gt 7 8 Scroll down to the next available row and double click the left most gray box to open the Activities Detail Dialog box Give the new activity a unique Activity ID and Description The Activity ID and Description cannot be one that is being utilized by any of the templates Give the new activity an appropriate duration Select the Codes tab of the Activity Detail Dialog box A
270. ws For Design Build projects the PS amp E reviews Activity 280 040 can be reduced from 15 days to 10 days To Enter a Duration 1 Select the appropriate cell in the Duration column 2 Type a number followed by a time unit abbreviation to indicate the length of time to be allotted to the activity Open Plan automatically applies the default time unit if you do not enter one The default time unit is defined in the Project Properties Preferences tab 3 Press Enter 2 27 Chapter 2 Open Plan Publication 615 4 Repeat steps 2 and 3 until durations for all project activities are entered Durations cannot be entered for parent activities this is either an internal or external subproject The duration of a parent activity is a function of the duration and logic of its children 2 9 3 Using the Activity Details Dialog The Activity Details Dialog provides a means by which users can add information or change settings for a selected activity To Open the Activity Details Dialog Double click on the desired activity s row selector cell the left most gray block on the activity s TOW Row Selector 005 010 060 Perform Public Involvement Figure 2 20 Row Selector Or 1 Click on Edit 2 Select Edit Activity You can also click on the row selector cell with the secondary mouse and then select Edit Activity from the shortcut menu The Activity Details dialog will appear Activity Detail
271. y creating users and unlocking projects Portfolio Managers and their assistants should not modify any of the other features within the security applet as it may cause system inoperability Just like Open Plan the WelcomSecurity is located on the Remote Desktop To Access the WelcomSecurity Administrator 1 Click on the Start button 2 Choose Programs 3 Select Accessories 4 Select Remote Desktop A shortcut can be created for this on your desktop 5 There will be a prompt for server name Choose PDTSOPENPLAN 6 Connect 7 OK 8 Logon to PENNDOT using your LAN username and password 9 Double click on the WelcomSecurity Administrator shortcut icon Welcom Security Or Administrator C 6 Appendix C Portfolio Manager Reference Publication 615 Click on the Start button Astar Choose All Programs Welcom Applications OPP3 1 Security and WelcomSecurity Administrator 10 Logon with your assigned user id and password which is the same as your Open Plan user id and password Once you are logged in the WelcomSecurity Administrator dialog will appear WelkcomSecurity Administrator Pe System Edt Tools Help Options General Products 20 Users Groups Lj Roles C Installed Products Open Plan Desktop Open Plan Professional Figure C 6 Welcom Security Administrator To Create a New User 1 Double Click on the Users folder Choose Edit Add
272. y can start or finish This constraint affects the late dates calculated by time analysis On Target Combines the effects of both Not Earlier Than and Not Later Than target dates and affects both the early and late dates calculated by time analysis Fixed Target Requires that the activity take place on the given date even if the logic of the project says that it cannot happen Threshold The level to which Open Plan may exceed the availability of a resource during resource limited resource scheduling Triangular Distribution A family of probability distributions that is triangular in shape when represented as a frequency distribution Time Analysis The process of calculating the early and late dates for each activity on a project based on the Time Now date the duration of the activities and the logical relations between them Time Now The status date of a project progress information entered for a project should be correct as of this status date The time analysis or resource scheduling functions prior to this date will schedule no work Total Float The maximum number of work periods by which an activity can be delayed without delaying project completion or violating a target finish date Uncertainty The lack of precision in estimating or predicting the outcome of some process Uniform Distribution A family of probability distributions characterized by two parameters representing the minimum and
273. y in use by PennDOT It is the responsibility of the design firm s to verify the software in use and maintain a license for this software 1 1 Purpose The purpose of this policy is to identify the requirements of how a design schedule will be prepared and maintained during the life of a project as to assure uniformity for PennDOT A design schedule is required to plan the project scope into a time sequential process that will Deliver a complete project package for bidding within a defined time Coordinate the various design requirements to minimize delay Identify potential project issues delays and minimize their impact Account for obstacles and scope changes during the project life and coordinate any requirement into the project plan Measure the progress and status of the design process during the life of the project 1 1 1 Project and Schedule Requirement PennDOT identifies projects as Most Complex Major Moderately Complex Non Complex Minor For the purpose of this design schedule policy any project that is defined as Most Complex Major or Moderately Complex is required to have a design schedule created and monitored for the life of the project For those projects that are within the definition of Non Complex Minor Table 1 1 specifies the requirements for a design schedule Emergency design projects those that may result from a natural e g flood disaster or unforeseen incident e g vehicle cr
274. ype Oracle Data Type ALT RES UID Alternate Res ID The unique identifier that links an assignment record for an GUID VARCHAR2 22 NULL activity stored in a baseline to the resource record representing the resource assignment alternate ASG UID Early Finish The unique identifier for a resource assignment in a baseline GUID VARCHAR2 22 NULL BAS UID None The unique identifier for a baseline record This field is not GUID VARCHAR2 22 NOT NULL displayed in Open Plan BSA UID None The unique identifier of a baseline activity record This field is GUID VARCHAR2 22 NOT NULL displayed in Open Plan BSU UID None The unique identifier of a baseline resource usage record This GUID VARCHAR2 22 NOT NULL field is not displayed in Open Plan CLH UID None The unique identifier of the resource calendar for a baseline GUID VARCHAR2 22 NULL usage record CST CLASS Cost Class The cost class for a resource assignment in a baseline TEXT VARCHAR2 20 NULL DIR_UID None The unique identifier that links a baseline usage record to a GUID VARCHAR2 22 NOT NULL unique project object directory record This field is not displayed in Open Plan The project s name DIR_ID is displayed instead PALLOC_UID Project Allocation The unique identifier of the project directory object for which this GUID VARCHAR2 22 NULL resource was reserved This field is not displayed in Open Plan RDS UID None The unique identifier that links a baseline usage record to a GUID

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