Robert Andrew Associates, Inc: Suretrak Basics

Robert Andrew Associates, Inc
SureTrak Basics
SureTrak Basics
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Table of Contents
Overview ............................................................................................................................. 1
Project Organization ....................................................................................................... 2
Database Concepts .......................................................................................................... 4
Critical Path Method Scheduling .................................................................................... 5
Interrelated Project Elements.......................................................................................... 6
Planning Projects with SureTrak...................................................................................... 7
Starting SureTrak ............................................................................................................ 7
Opening an Existing Project ........................................................................................... 7
Bar Chart View ............................................................................................................... 8
Pert View ........................................................................................................................ 9
Setting SureTrak Options.............................................................................................. 10
Adding New Projects .................................................................................................... 12
Activity Coding............................................................................................................. 13
Calendars....................................................................................................................... 15
Adding Activities .......................................................................................................... 16
Organizing and Sorting Activities ................................................................................ 18
Creating Logic .............................................................................................................. 19
Assigning Constraints ................................................................................................... 26
Storing the Target/Baseline Schedule........................................................................... 27
Formatting the Bar Chart .............................................................................................. 28
Project Control with SureTrak ........................................................................................ 29
Up-dating Projects ........................................................................................................ 29
Steps to Update a Schedule........................................................................................... 30
Analyzing Project Information ..................................................................................... 32
Layouts.......................................................................................................................... 32
Creating New Layouts .................................................................................................. 33
Formatting Columns ..................................................................................................... 34
Filters ............................................................................................................................ 35
Template Projects.......................................................................................................... 36
Definitions ........................................................................................................................ 37
SureTrak Basics - Overview
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Overview
Planning Process (Plan The Work)
Scope Definition
1. Define your Project objectives. What are you going to schedule? Product
design, development, testing, procurement, construction, roll-out, etc.
2. Organize your work into "Manageable Parts" and develop a Work Breakdown
Structure (WBS). Determine who is going to be responsible for this work and
develop you Organizational Breakdown Structure (OBS). This is the big
picture, the starting point for developing activity coding and assigning
responsibility.
Activity Definition
3. List all the detailed activities required in each manageable part of the WBS.
The objective of this step is to develop the work scope required to accomplish
the project.
Schedule Development
4. Arrange activities in a logical order to form a precedence diagram, also know
as a PERT or logic diagram. A diagram can be developed for each major part
in the WBS, this is called a “Fragnet”. These “Fragnets” can then be pieced
together to form the full network.
5. Establish your project on the computer and enter the project start date (When
your first activity can begin). See page labeled "Steps to enter a Schedule" for
a step-by-step guide using the software. Establish your Activity Codes based
on the WBS and OBS. Create you project calendars (work schedules) and
holidays.
6. Enter the activities into in your project, input activity duration and assign each
activity the proper calendar. Establish Project Logic by creating relationships
for each activity. Calculate the schedule to determine schedule dates and
identify the Critical Path.
7. Review the schedule and analyze the critical path for accuracy. Check
duration’s and logic ties. Make corrections until an acceptable workable
schedule is generated. Create baseline (target) Schedule.
Information Distribution
8. Distribute baseline schedule to project personnel. Remember a schedule is a
communication tool.
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Project Organization
WBS – Work Breakdown Structure
Robert-Andrew Associates
Primavera Training
Work Breakdown Structure

Office
Park
Site Building A Building B Building C Building D

Work
Milestones Milestones Milestones Milestones Milestones

Procurement Procurement Procurement Procurement Procurement
Basin Shell Shell Shell Shell
Roadway Elevator Elevator Elevator Elevator
Parking Lot 1 1st Floor Roof Roof Roof
Parking Lot 2 2nd Floor
3rd Floor
Roof
Revised 3/6/97 Japka
Note: SureTrak has a hierarchical WBS field much like an outliner. This field is not as
powerful as activity codes because it only allows a single view not allowing, “pivoting”
of the data. Do not use the WBS field this field will be used for system integration.
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OBS – Organizational Breakdown Structure
Robert-Andrew Associates
Primavera Training
Organizational Structure (Who)

Activity
Codefields Office
NAME (Length) Park
Responsibility
RESP (3) Owner General Utilities
Contractor
Contractor ARCH Achetect SITE Site UELE Electricity

CNTR (4)
ENGR Engineer CARP Carpenter
UTEL Telephone
INSP Inspector's ELEC Electrcian
UWTR Water
MECH Mechanical
STL Steel
Codes are Key

Revised 1/15/97 Japka
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Database Concepts
SureTrak is a powerful database using the Btrieve format. A database is a

collection of records that contains fields that we can sort and select on. In our
model each activity is a record in the database and we have user-defined fields
called activity codes. An activity code can be used to identify each level of the
Work Breakdown Structure and Organizational Breakdown Structure. This will
allow grouping and sorting (organizing) of the activities in any fashion,
specifically allow modeling the WBS and OBS.
Rolodex Example
Records
(Activities)
1020
1030
1040
Description: Electrical Rough-In
Early Start: July 5, 2000
Early Finish: July 25, 2000
Responsibilty: General Contractor
Contractor: Joe's Electrical
Building: Building B
Area: Shell
Fields Values
(Activity Codes) (Activity Code Values)
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Critical Path Method Scheduling
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Interrelated Project Elements

• Scope, Schedule, Resources are Interrelated. A change in one element may
impact the other elements.
Scope Schedule
(The Work) (The Timing)
Project
Cost & Resources

(The Budget)
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SureTrak Basics – Planning Projects with SureTrak
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Planning Projects with SureTrak

Starting SureTrak
Double-Click the SureTrak

Icon to open the program.
Opening an Existing Project

• Choose File, Open.
• Select the project type SureTrak
• Choose the appropriate directory and the projects will be listed at the bottom
of the dialog box.
• Then select the project and Click OK (or double click).
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Bar Chart View
• Choose View, Bar Chart

Activity
Edit Bar Table Split Bar Bar Chart
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Pert View
• Choose View, Pert
Logic
Diagram
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Setting SureTrak Options

• Choose Tools Options
• Options should be set based on screen shots
• Choose the Tabs to get to the appropriate options
• Note: Setting the Options without an Open Project sets system defaults
Project Options
Resource Options
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System Default Options
Workshop #1: Setting Project Options

1. Without a project open set the options based on the screen shots and select OK.
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Adding New Projects

• Choose File, New
• Enter a four character Project Name (file name)
• Select Project Group for the Project Type
• Set Planning Unit to Day
• Select the Project Start Date from the drop down menu
• Enter Project Title and Company Name
• Click OK
Workshop #2: Creating a Project

1. Create a new project in SureTrak using the following data:
Project Name CPRG

Project Title Design & Build New Office Building
Company Name ABC Construction, Inc.
Project Start 12JUL00
Planning Unit Day
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Activity Coding
• User Defined Database Fields
• Organize Project Data
• Select and Summarize Data
• Create Focus on Specific Work
Defining Activity Codes

• Choose Define, Activity Codes
• Enter up to a four-character code name
• Define a length for the code values up to 10
• Enter the appropriate code values for the corresponding code
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Workshop #3: Creating Activity Codes
1. Add the following codes to your Activity Codes Dictionary:

2. Choose Ok
3. Choose File, Save when done
Code Length Description

PHAS 5 Phases
Phase Values Phase Descriptions

DESGN Design & Engineering
FOUND Foundation
Code Length Description

SUB 3 Subcontractor
Subcontractor Values Subcontractor Descriptions

TRP Tripoli Paving, Inc.
WDZ Waldez Electrical, Inc.
JDA Jones Architectural
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Calendars
Calendars are used to model holidays and other non-work period times. There are two
types of calendars; the Global Calendar and specific user defined Base calendars. The
Global Calendar effects all other calendars and all standard holidays. Typical calendars
might be five day and six day work weeks. This is also where we define how many hours
are available per day. Base calendars are assigned to Activities.
• Choose Define, Calendars

Click “+” to add a new Base calendar
Click “Workweek” to set

the weekly schedule for
Base Calendars.
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Adding Activities
• There are 3 Ways to add an Activity
1. Click + in the edit bar
2. Click a blank row in the Activity Table
3. Press the down arrow on your keyboard while on the last activity in the
Activity Table.
• Enter the appropriate activity information in the Activity Form
• Press OK on the form or press the Enter key
• You can open and close the form by using the F7 key
Show More or
Less Information
Activity
Form
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Workshop #4: Adding Activities & Assigning Codes
1. Add the following activities to your new project.
Act ID Description OD Type Phase Sub

1000 Design Office Building 20 Task DESGN JDA
1010 Review & Approve Designs 14 Task DESGN JDA
1020 Site Prep 20 Task FOUND TRP
1030 Begin Building Construction 0 Start Milestone FOUND TRP
1040 Excavation 10 Task FOUND TRP
1050 Install Underground Water 5 Task FOUND TRP
1060 Install Underground Electric 10 Task FOUND WDZ
1070 Place Concrete Footings 10 Task FOUND TRP
1080 Concrete Foundation Walls 10 Task FOUND TRP
1090 Place Slab 5 Task FOUND TRP
1100 Backfill and Compact Walls 2 Task FOUND TRP
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Organizing and Sorting Activities

• Choose Format, Organize
• Choose the first Group By cell
• Right Click on the cell or choose the down arrow from the edit bar to bring up a
pick list
• Select the Data Item from the pick list
• Activity Codes are listed at the top of the pick list
• Specify sort order in the Sort By cell
• Click OK
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Creating Logic
SureTrak Relationships
• Predecessor – Controls the start or finish of another activity

• Successor – an activity who’s start or finish dependant on another activity
• Finish-To-Start (FS) -The succeeding activity can start immediately after the
predecessor finishes
• Start-To-Start (SS) -The successor activity can start immediately when the
predecessor starts
• Usually modeled with lag time
• Finish-To-Finish (FF) - The successor activity can finish immediately when

the predecessor finishes
• Usually modeled with lag time
• Lag – An Offset or Delay between a predecessor and successor to further

define the relationship
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Relationship Modeling
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Assigning Relationships in SureTrak

• There are 3 Methods of Assigning Relationships
• Method 1 (Graphically In Pert)

• Choose View, Pert
• Use the pitchfork to draw the relationship from the start or finish of the
Predecessor to the start or finish of the Successor based on the relationship
type
• Click the Relationship Line with the pitchfork to Edit, Specify Lag or Delete
the relationship.
• Choose Format, Reorganize Now to organize your Logic Diagram
Change Modify or
Delete Relationship
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• Method 2 (Using Predecessor or Successor Detail windows)

• Open the Activity Detail form for Predecessors and/or Successors.
• Right click in the table area, choose activity detail, then the appropriate form or
choose Details from the Activity Form and the appropriate form.
• Enter the Predecessor or Successor for the selected activity and specify
Relationship Type and Lag
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• Method 3 (Series Link)

• Highlight a list of activities in the Activity Table
• Choose Edit, Link Activities
• Note: This will add an FS relationship between each activity in the order the
activities appear vertically on the activity table.
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Workshop #5: Assigning Relationships
Add the following logic between your activities.
Activity ID Relationship Type & Lag Successor Task

1000 FS 1010
1010 FS 1020
FS 1030
1020 FS 1040
1030 FS 1040
1040 FS 1060
FS 1050
1050 FS 1070
1060 FS 1070
1070 FS 1080
1080 FS 1090
1090 FS 1100
1100 FS
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Fine Tuning Schedule Dates with Constraints
• Constraints are used to add outside influences to the schedule, these influences could
be projected delivery dates and/or project due dates.
• Early Start Constraint: Used to move an activity's early start into the future. You
might use this when an activity's predecessors are all complete and you do not plan on
starting the activity until some time in the future. You would assign a constraint
equal to the date you anticipate starting the activity. This constraint is over-ridden by
both logic and progress
• Late Finish Constraint: Used indicate a deadline finish date for an activity. This will
hold the late finish date if scheduling pushes it out past the deadline.
Note: Imposing a late finish date on an activity may affect all the preceding activities
deadlines.
Before Early Start Constraint
After Early Start Constraint
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Assigning Constraints
• With Detail Form:

o Right Click on the activity, select Activity Detail, Constraints.
• With Drag and Drop:
o Put curser over Activity until you see the + sign. click and drag activity to
the desired date. Choose to Apply the Constraint
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Storing the Target/Baseline Schedule
Target Dates
• Snapshot of the Approved Schedule
• Used to compare the initial schedule plan to actual progress
• Copies each activities Start and Finish dates to Target Start and Target Finish
• Target Dates can be shown in Columns are graphically in the Bar Chart
Creating Target Dates

• Choose Define, Targets
• Assign Early Dates to target Dates (Default)
• Select All Activities
• Choose OK
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Formatting the Bar Chart

• The Bar Chart presents a graphical representation of date fields
• Early Dates, Late Dates or Target Dates
To Format Bars:
• Choose Format, Bars
• Locate the Data Item to display in the list
• Check the Visible Column
• Determine the vertical Position of the new bar
• Check the Sample Area
• Note: Activity Data can be attached to individual bars by selecting the Label cell.
Position
3
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SureTrak Basics – Project Control with SureTrak
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Project Control with SureTrak

Up-dating Projects
Activity Progress
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Steps to Update a Schedule

1. Set the new Data Date
• Click and drag the Data Date to the day work can next take place after your
update. This will Spotlight the Activities.
2. Status Activities using the activity form based on the following situations
• Activity in progress last period and completed this period. Enter Actual
Finish (AF).
• Activity started and completed this period. Enter Actual Start (AS) and
Actual Finish (AF). Activities with a milestone activity type require one date,
either an actual start or actual finish.
• Activity in progress. Enter Actual Start (AS) if not already entered and
Remaining Duration (RD). Remaining duration is number working days that
will go by until the activity is complete. This is not remaining days of actual
work, but how many days until the next activity can start.
• Activity not started. Do nothing. Through logic ties and progress information
of predecessor’s activities these activities will be re-scheduled
3. Reschedule
• Click the Schedule Tool on the Toolbar (Click the Clock)
• Choose “F9”
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Entering Status in the Activity Form
Actual
Dates (In Progress) Enter
Remaining Duration
& Percent Complete
Workshop #7: Update the schedule

1. Update your schedule with progress and enter the following information into
your project.
New Data Date: October 1, 2000
Act ID Description Actual Dates RD PCT

1000 Design Office Building AS 12JUL00 0 100%
AF 06AUG00
1010 Review & Approve Designs AS 16AUG00 0 100%
AF 02SEP00
1020 Site Prep AS 20SEP00 15 10%
1030 Begin Building Construction
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Analyzing Project Information
Layouts
• Saved Views of the project
• Stores all formatting of columns, bars, organization, sorting and timescale
• Not project specific
• Select the layout from the Layout Toolbar
• Choose View Layout Toolbar to turn toolbar on.
Target Analysis Layout
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Creating New Layouts
• Choose View, Layouts

• Select the layout closest to the one you want. (The selected layout will be copied)
• Choose the “+” button from the edit bar in the layout dialog box.
• Enter a new layout name and change the description.
• Choose “Apply”
• Make changes to the layout and choose File, Save.
Note: Saving your project saves the current layout. A layout is a file in your
SureTrak/Layout directory you can make these files read only to keep a layout from
being overwritten.
Click + to add a new layout
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Formatting Columns
Columns control what is displayed in the Table portion of the Layout. Because this is
only a display, deleting a column does not delete the data.
• Choose Format, Columns. (You can also double click the title to access columns)
• Select the item that you want to appear below your new column.
• Press the “+” button. Click the pull down menu and select the item you want as
your new column. Continue this process until you have all of your columns.
• You may rearrange column position using: CTRL + drag and drop
• You may Title the column anything you wish simply by typing in the title in the
“Column title” cell.
• You can wrap the title by inserting the “|” symbol in the “Column title” cell.
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Filters
• Limit the data to be displayed
• Allow focusing on specific sets of activities
• Choose a Filter from the Layout Toolbar
• Choose Format, Filters to create filters
• Project Specific
Four week look ahead filter
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Template Projects
A template project can be created and used as a starting point for new projects. More
important it will have the coding structure and reports are already defined. You can use
any SureTrak project as a template.
• Open an existing SureTrak Project

• Select File, Save as
• Save project in the Default Template directory
Note: By default this is located in C:\My Documents\SureTrak\Templates\, but
this can be changed under “Tools, Options”
• Templates should not have Actual Dates or Date Constraints.
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SureTrak Basics – Definitions
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Definitions
Milestone: Milestones are activities with no duration, they represent a single point in
time. They are used as a collector point for the start or completion of a group of
activities. Milestone description should contain the words "Start" or "Complete".
Milestones are handled the same as activities in SureTrak and should have predecessors
and successors. They must be updated and assigned to someone.
Activity: An activity is a clearly defined item of work. To be clearly defined the

description must contain a Noun (what) and Verb (action). An activity is something that
must be done, it is not and idea. (i.e. "Make report better" is not an activity where
"Redefine report headings to match client terminology" is).
Duration: Associated with each activity is a duration, the total time that activity will
take to complete. Duration's are elapsed time not level of effort. If an activity will take 2
full days of work that will be accomplished over a period of a week the duration will be
one week or 5 days. You may see this referred to in the manuals as the planning unit.
Predecessor: Activities that control the start or finish of a given activity are know as
Predecessors. Every activity except the first activity should have a predecessor.
Successor: Activities that follow a given activity are known as successors. Every
activity should have a successor except the last activity in the network.
Early Dates: “Schedule Dates” Earliest and activity can start or finish based upon logic
and duration’s. Calculated by the computer during the forward pass.
Late Dates: “Deadlines”. The latest and activity can start or finish without delaying
the project. Calculated by the computer during the backward pass.
Total Float: The amount an activity can slip without delaying the project. Calculated
by the computer as the difference between the late date minus the early date.
Free Float: The amount an activity can slip without delaying the next activity. This
could be important for resource management.
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Robert Andrew Associates, Inc

WBS – Work Breakdown Structure

Work Breakdown Structure

Site Building A Building B Building C Building D

Milestones Milestones Milestones Milestones Milestones

Revised 3/6/97 Japka

OBS – Organizational Breakdown Structure

Organizational Structure (Who)

Contractor ARCH Achetect SITE Site UELE Electricity

Codes are Key

SureTrak is a powerful database using the Btrieve format. A database is a

Critical Path Method Scheduling

Interrelated Project Elements

Cost & Resources

Planning Projects with SureTrak

Double-Click the SureTrak

Opening an Existing Project

Bar Chart View

• Choose View, Bar Chart

• Choose View, Pert

Setting SureTrak Options

System Default Options

Workshop #1: Setting Project Options

Adding New Projects

Workshop #2: Creating a Project

Project Name CPRG

Defining Activity Codes

Workshop #3: Creating Activity Codes

1. Add the following codes to your Activity Codes Dictionary:

Code Length Description

Phase Values Phase Descriptions

Code Length Description

Subcontractor Values Subcontractor Descriptions

• Choose Define, Calendars

Click “Workweek” to set

Workshop #4: Adding Activities & Assigning Codes

1. Add the following activities to your new project.

Act ID Description OD Type Phase Sub

Organizing and Sorting Activities

• Predecessor – Controls the start or finish of another activity

• Finish-To-Finish (FF) - The successor activity can finish immediately when

• Lag – An Offset or Delay between a predecessor and successor to further

Assigning Relationships in SureTrak

• Method 1 (Graphically In Pert)

• Method 2 (Using Predecessor or Successor Detail windows)

• Method 3 (Series Link)

Workshop #5: Assigning Relationships

Add the following logic between your activities.

Activity ID Relationship Type & Lag Successor Task

Fine Tuning Schedule Dates with Constraints

Before Early Start Constraint

After Early Start Constraint

• With Detail Form:

Storing the Target/Baseline Schedule

Creating Target Dates

Formatting the Bar Chart

Project Control with SureTrak

Steps to Update a Schedule

Entering Status in the Activity Form

Workshop #7: Update the schedule

New Data Date: October 1, 2000

Act ID Description Actual Dates RD PCT