Primavera Manual - Part 4

Lab 4 – Updating
4.1 Data Dates and Rescheduling
Updating is the process of reporting actual progress achieved on the
job and modifying schedule elements, primarily those not yet in
progress. Updates are done at regular intervals, based on the type and
duration of the project, usually every month. Most times the submittal
and approval of the schedule is tied to progress payments for the
work. Therefore, updating is a major scheduling activity and may
indeed take longer than the initial schedule preparation when all
update work is combined.
One of the first exercises is to integrate the update information into
the network diagram. This is recommended so that changes can be
easily seen. In the field reports are frequently prepared for field
superintendents or foremen to complete noting the actual start and
actual finish or remaining duration of those activities which should be
updated during the current work period. Data is collected finally on
what is known as the
DATA DATE
. Information about activities prior to
the data date is KNOWN; information about those after the data date
is guessed.
In order to demonstrate this principle, use the network from the
leveling exercise leaving it unleveled. To un-level a project that is
currently leveled, just reschedule it using F9.
Practice 4.1
1. Change the project start date to today’s date and be sure that it is on a 5
day calendar. To do so, you need to first go to the “OPEN PROJECT” screen.
2. Press F9 or select TOOLS, SCHEDULE to reschedule your project. Remember
to change you data date to 15 NOV 98.
3. Print out a network diagram (Pure Logic Diagram with early dates and float
as a minimum) for the project in question.

4. Print out a calendar for this project.
5. Save this project as a TARGET for later comparison.
6. Save these items for later submittal.
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Click on the OVERVIEW button and you will see the PROJECT
OVERVIEW screen below.
Now you can change the project start date. Keep clicking on OK as you
back out to open your leveling project done in LAB3.
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Inputting Actual Dates and Remaining durations
Look at the circled areas on the data entry screen above. Note that
the remaining duration is merely input directly into the RD box shown.
If you enter an actual finish date, the remaining duration will
automatically change to zero. To put in actual start and finish dates,
click the left mouse button when the mouse is pointing to the box
beside either the ES (early start) or EF (early finish). This will allow to
AS (actual start) for example to equal the ES, or you may input the
revised date.
How to Input Constraints
Use the CONSTR button on the lower menu.
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Early
constraints
like the SES
can be
accessed

here.
Recording Log Entries
Using the LOG button on the bottom of the screen will bring up this
window. Use the empty lines to record information about pertinent
occurrences relevant to this activity. You will then have a historical
record of events.

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By clicking the mouse
here, you will then be
allowed to check start
or finish and the
appropriate date.
Use this for
late finishes in
the same way
as shown for
SES.
Updating Budgetary Information
Bring up the RES screen by clicking on that button at the bottom of the
screen. Enter the Actual this period or Actual to date and this screen
will be updated. Be sure to indicate if this amount is different than
that estimated or budgeted. If the actual is the same as the
budgeted, entering an actual finish will automatically enter the
budgeted amount as actual.
Here the MH was updated. Note that the Units per day go to zero in
the process. This happens automatically. Also note the Variance; this
will appear in the Earned Value report.
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4.2 Updating: Dates, Constraints, Logs, and Resources
Begin by accessing the data. Use the network diagram and determine
what activities are or should have been in progress or completed by
the data date. You can do this by drawing a vertical line through the
diagram representing the date in question.
The Data Date for this project is December 10, 1998.
Next look at the actual dates and remaining durations given by the
field report on page 56. Incorporate this information into the diagram.
Note that some items have different dates than the early dates
previously calculated. Notice that other have no information provided.
When no information is provided and it should have been according to
the schedule, contact the field personnel to be sure that no mistakes
were made. For this exercise and all in class work assume that no
progress was made on these activities.
The field reports the following changes:
Activity Actual Start Actual Finish Rem. Duration
10 15NOV98 18NOV98
20 19NOV98 21NOV98
30 20NOV98 26NOV98
40 21NOV98 27NOV98
50
60 22NOV98 29NOV98
70 27NOV98 28NOV98
80 29NOV98 03DEC98
90 04DEC98 1
120 No information provided
Also note if any budgetary information is changed. For example was
the actual cost greater than or less than the estimated cost? For this
project we will use the MANHOUR resource.

Activity Actual Man Hour if Different
10 62
40 124
70 43
90 35 man hours to date
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Lastly, look at the scheduling changes that were requested.
Incorporate these into the diagram. Notice that new activities may be
added, relationships changed, and other cosmetic changes made.
In addition, the following items must be changed.
1. New activity, 45 (Z): original duration of 3 days; its predecessor is
Activity 90 (FS0); successor Activity 170 (SS 1); it has a budgeted
resource of 240 MH.
2. Activity 160 (P): original duration is 3 days; increase the resources
so that there are a consistent 16 MH per day; its relationship with
activity 170 (Q) changes FS 0 to FF 12.
3. Activity 130 (M): has a constraint, a scheduled early start (SES) of
20DEC96.
4. Activity 200 (T): also has a constraint, a scheduled late finish (SLF)
of 15JAN97.
You can find SES and SLF type constraints under the Constraint
Window in the Activity Data Screen.
Look at the network diagram to see how these changes fit. Use the
calendar to check on Calendar Date, Work Day comparisons. To
correctly integrate the changes into your network, check the
references below:
How to input actual dates and remaining durations Page 57
How to input constraints Page 57-8
How to record log entries Page 58

How to update budgetary information Page 59
Practice 4.2
1.
Input the changes into the network including recording changes in the
activity logs.
2.
Select Tools, Schedule to recalculate the network to be sure there are no
open ends or loops. Remember to change the data date.
3.
Provide the following reports and give them to the TA at the end of LAB4.
4.
An ES report that compares current dates (update) and target (baseline)
dates.
5.
An ES report without comparison to target dates
6.
A report sorted by Activity ID showing at least one log entry.
7.
A current (updated) detailed relationship report.
8.
An earned value report (Resource Report).
9.
A current (updated) project calendar.
10.
A current MH histogram.
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11.
A current MH S-curve showing current early and late and target early and
late lines. Be sure that they are distinguishable.

12.
A pure logic network diagram of just the work to be performed in the next
2 weeks (2 weeks after the data date). Be sure to include activities that
are in progress.
Some of these reports are a challenge. Try to solve them on your own
knowing that you might be asked by specification to provide a report
you have never prepared before. This is a frequent occurrence and
requires a brave scheduler like you to perform the task.
I hope this manual has helped you with the projects and can be used
as a reference later. Your courage and skill will escape the limits of
this manual soon. Good luck.
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