The data collected on the weekly walk-through by Superintendents is quite robust. The Control Chart includes data collection for crew actuals, percent put in place, and quantities. Collecting this data is not only necessary for proper forecasting, but is also critical for project data mining down the road. Future negotiations with subs can be supplemented with these actuals. Future scheduling and estimating on concept stage models can also be fleshed out with this data.
In Level One for Production Control, we learned how the Superintendent records percent put in place during the daily or weekly site walks and how this information is calculated into the look-ahead forecast. Now, in Level Two, we'll explore best practices for this data collection and how to also capture quantities and crew sizes.
We've developed these video tutorials to walk you through the major pieces of functionality in easy bite-sized chunks. Refer back to these videos as often as you like. We'll continue to update the materials as new releases of Vico Office are issued.
After watching these video tutorials on the major features of Production Controller, please navigate to the FAQs to learn even more. We also have a complete recorded webinar on the back-and-forth between the baseline schedule and the actuals that will help you see the "big picture." And when you're ready, please feel free to advance to the next level. You can also request to receive the entire video collection by completing the form on the Vico Office Training Videos page.
Vico Office Production Controller Level 2
Step One: Best Practices for Collecting Productivity Data from the Field
It doesn't matter who you select to collect this data, or how you format the Control Chart, or if you use an iPad or a print out and chicken scratch. What does matter is that you do collect it. Not only will the data be necessary for your look-ahead schedules and calculating the deviation from the baseline schedule, but your preconstruction team will find it invaulable when bidding on new projects, and your operations team will use it to better negotiate with subcontractors for the next job.
The video illustrates best practices for collecting these actuals: start/finish dates, percent complete, manpower per activity, quantities per location. The flowchart in the video is for information purposes only. We hope you will organize your workflow based on your personnel - you may have one person on a project who can do it all, like a Superintendent. Or you might like to team up a new scheduler with an experienced Superintendent -- this way each party can concentrate on their core competency while learning this new workflow.
Step Two: Entering Actual Crew Sizes in the Resource Calendar
As a Superintendent, you know better than anyone that left to their own devices, Subs will self-correct on a task whether they need to or not. Perhaps a worker is sick, or perhaps a new crew member joins the team.
This is real-life and part of the ebb and flow on the construction site, but we need to record what actually happened on the job site so that we can properly compare it to the baseline schedule AND ask the system to properly calculate the forecast.
In addition to the weekly percent complete reports that we learned about in Level 1, we also need to record the actual size of the crew per location and we can do this in the Resource Calendar. This is a spreadsheet tool for counting and resourcing the resource types and actuals so that we are comparing apples to apples with the baseline and forecast.
Two important items to note: this must be done weekly with your percent complete walk-throughs AND you must be certain that the text turns blue - this is your indication that the system recognizes your entry and will use it in the forecast calculations.
Step Three: Capturing Quantities in the Control Chart
One of the keys to Vico Office is the concept of quantities by location. Because the BIM model contains the geometry, and we can set our location breakdown structure to best match our project, our quantity takeoff provides the quantities per location. Then we use those quantities per location and the subs' productivity data to calculate the durations per location. And since scheduling and estimating are integrated in Vico Office, we can also calculate the costs per location.
But back to the task at hand. We want to record the quantities installed each week on our site walkthrough. Simply by entering the cumulative progress of a task, the system will calculate the percent put in place because it knows the total quantities for that location.
Now that you've seen some recommendations for entering project actuals, let's advance to Level Three Production Controller Training. In this next level, we will learn more about how to handle procurement tasks with pull scheduling and record the actuals for the procurement tasks.
You can also request to receive the entire video collection by completing the form on the Vico Office Training Videos page. And remember, you can always jump over to the Vico Office Client tutorial videos, the Scheduler Planner videos, or the Cost Planner videos at any time.
And for more information and links to additional resources, please navigate to the bottom of our Vico scheduling solutions page. This page contains links to insightful blog articles, additional concept and theory videos, webinars, and whitepapers.