Project Scheduling Levels & Scheduling Engineer Responsibilities

Summary

The video script discusses the critical role of scheduling in construction projects, emphasizing the increasing importance due to time constraints. It outlines the responsibilities of a scheduling engineer, including planning, coordination, and problem-solving. The script also explains different levels of scheduling, from executive summaries to detailed schedules, and their relevance to various project stakeholders, highlighting the necessity of proper scheduling for project success.

Takeaways

• 🕒 The role of a scheduling engineer is becoming increasingly critical due to time constraints in projects.
• 👷‍♂️ Inexperienced individuals are often placed in scheduling roles, necessitating significant on-the-job learning.
• 📝 The responsibilities of a scheduling engineer include initial job planning, time and material scheduling, coordination, monitoring progress, and problem-solving.
• 🔄 The schedule must be continuously monitored and updated to account for change orders, delays, and disruptions.
• 🤝 Schedulers work closely with project managers, teams, and subcontractors, acting as a conductor to ensure project harmony.
• 🗣️ Communication skills are vital for a scheduling engineer, in addition to knowledge of scheduling tools.
• 📈 The schedule serves as the backbone of the project, guiding all project management activities.
• 📊 Scheduling can be done at different levels, from executive summaries to detailed craft-level schedules.
• 🔍 Level 3 scheduling, incorporating the critical path method, is a primary focus but must interface with other levels for coherence.
• 📋 Understanding the use and audience for each scheduling level is crucial for effective project management.
• 🛠️ The level of detail in scheduling should align with the project phase, avoiding over-detailing that can lead to impractical scheduling tasks.

Q & A

What is the importance of the scheduling engineer's role in project management?

The scheduling engineer's role is critical as they are responsible for initial job planning, scheduling of time and materials, coordination of subcontractors, monitoring job progress, and analyzing changes and problems. They act as the backbone of the project, ensuring all elements are coordinated and progress is monitored effectively.

Why is the scheduling engineer position becoming more critical in today's projects?

The scheduling engineer position is becoming more critical due to the increasing time constraints on projects. With many large projects requiring management by individuals with limited experience, the role of the scheduling engineer becomes essential for on-the-job learning and ensuring project coordination and progress.

What are the key responsibilities of a scheduling engineer during a project?

Key responsibilities include creating and updating the initial project schedule, coordinating with subcontractors, monitoring and updating the schedule throughout construction, handling change orders, managing delays and disruptions, and working closely with the project manager and execution team.

How does the scheduling engineer interact with the project manager and other stakeholders?

The scheduling engineer works closely with the project manager, project execution team, and subcontractors, acting as a conductor of the orchestra by providing critical scheduling information and ensuring all parties are aligned with the project's timeline and objectives.

What skills are essential for a scheduling engineer besides knowledge of scheduling tools?

In addition to knowledge of scheduling tools, a scheduling engineer must possess good communication skills to effectively coordinate with various stakeholders and convey critical information. They should also be able to analyze and solve problems that may arise during the project.

Why is the project schedule considered the backbone of a project?

The project schedule is the backbone because it provides the framework for all project activities, ensuring that tasks are sequenced correctly, resources are allocated efficiently, and the project progresses according to plan. Without a good schedule, the project risks delays and inefficiencies.

Can you explain the different levels of scheduling mentioned in the script?

The script mentions five levels of scheduling: Level 1 - Executive Summary or Master Schedule, Level 2 - Summary Master Schedule, Level 3 - Project Coordination Schedule, Level 4 - Project Working Level Schedule, and Level 5 - Detailed Schedule. Each level serves a different purpose and audience within the project hierarchy.

Who typically uses the Level 1 and Level 2 schedules, and for what purpose?

The Level 1 schedule, or Executive Summary, is typically used by the owner or regional managers from the contractor's point of view for high-level overviews. The Level 2 schedule, or Summary Master Schedule, is used by the project manager for a more detailed but still high-level view of the project timeline.

What is the primary focus of the Level 3 schedule, and who is responsible for it?

The Level 3 schedule focuses on the critical path method and the detailed coordination plan of the project. The scheduling engineer is primarily responsible for this level, ensuring that all project activities are well-coordinated and scheduled.

How should the scheduling engineer approach the creation of Level 4 and Level 5 schedules?

The scheduling engineer should understand that Level 4 and Level 5 schedules can change frequently and are more detailed. They should not attempt to create overly detailed Level 4 schedules from the beginning, as this would be impractical due to the high likelihood of changes requiring constant updates.

What is the difference between a Project Management Consultant (PMC) and a project manager?

A Project Management Consultant represents the owner's interests in a construction project, ensuring proper design and coordination between design and construction. They are typically hired when the owner lacks in-house expertise. A project manager, on the other hand, is a role that can be filled by the owner or the contractor to oversee the project's progress and ensure it meets the required standards.

Outlines

00:00

📈 The Critical Role of Scheduling in Project Management

The first paragraph emphasizes the growing importance of the scheduling position in project management due to time constraints. It outlines the responsibilities of a scheduling engineer, which include initial job planning, scheduling of time and materials, coordination with subcontractors, monitoring progress, analyzing changes, and problem-solving. The role is pivotal in project execution, working closely with the project manager and other teams. The paragraph also highlights the necessity of strong communication skills and knowledge of scheduling tools. It introduces different levels of scheduling, from executive summaries to detailed schedules, and the importance of understanding these levels for effective project management.

05:02

🔍 The Hierarchical Structure of Scheduling and Project Organization

The second paragraph delves into the hierarchical structure of scheduling, detailing the responsibilities associated with each level. It explains that the scheduling engineer is primarily in charge of the level 3 schedule, which contains the detailed coordination plan. The paragraph further discusses the roles of level 4 and level 5 schedules, which are more focused on execution and craft-level details, respectively. It also touches on the frequency of schedule changes at different levels and the importance of producing the appropriate schedule for the right stakeholders. The distinction between a project management consultant (PMC) and a project manager is clarified, with the PMC representing the owner's interests and the project manager overseeing the construction process. The paragraph concludes by summarizing the importance of understanding construction's role in national growth, the significance of stakeholders management, project phases, and the interplay between scheduling levels and project organization.

Keywords

💡Scheduling Engineer

A scheduling engineer is a professional responsible for planning, coordinating, and monitoring the timeline of a project. In the context of the video, this role is critical due to the increasing complexity and size of projects, which require meticulous planning and adjustments to schedules. The script mentions that even individuals with basic knowledge and little experience are often tasked with this role, highlighting the steep learning curve and the importance of on-the-job training.

💡Time Constrained

Time constrained refers to the limitations of time within which a project must be completed. The script emphasizes the growing importance of this factor in project management, as tighter deadlines increase the pressure on teams to deliver on time. This concept is intrinsically linked to the role of the scheduling engineer, who must ensure that all project activities are completed within the stipulated time frame.

💡Project Management Consultant (PMC)

A Project Management Consultant is an expert hired to represent the interests of a project's owner, particularly when the owner lacks in-house construction expertise. The PMC ensures that the design and construction processes are carried out properly and acts as a coordinator between various stakeholders. The script differentiates the PMC from the project manager, indicating that the PMC typically has a broader scope of responsibilities and a more advisory role.

💡Stakeholders

Stakeholders are individuals or groups who have an interest or a stake in the outcome of a project. The script discusses the importance of stakeholder management, as understanding and satisfying the needs of various stakeholders is crucial for a project's success. Stakeholders can include the project owner, the contractor, subcontractors, and even the end-users of the constructed facility.

💡Critical Path Method (CPM)

The Critical Path Method is a project management technique used to determine the longest path of activities in a project, which in turn defines the minimum project duration. The script mentions that CPM is heavily utilized in level 3 scheduling, which is the primary focus of the scheduling engineer. This method is essential for identifying potential delays and ensuring that project milestones are met.

💡Schedule Disruptions

Schedule disruptions refer to unforeseen events or changes that can affect the timeline of a project. The script highlights the responsibility of the scheduling engineer to manage these disruptions effectively, as they can significantly impact the project's progress. Examples from the script include change orders and delays, which the scheduling engineer must address to keep the project on track.

💡Level 1 Schedule

The Level 1 Schedule, also known as the executive summary or master schedule, provides a high-level overview of the project timeline. The script indicates that this schedule is typically discussed between the owner and the regional manager from the contractor's perspective, suggesting its importance for strategic planning and decision-making at the highest levels of the project hierarchy.

💡Level 2 Schedule

The Level 2 Schedule, or summary master schedule, offers a more detailed view than the Level 1 but still maintains a broad perspective on the project timeline. The script associates this schedule with the project manager, who uses it to monitor and manage the project's progress at a level that is more detailed than strategic but less granular than day-to-day operations.

💡Level 3 Schedule

The Level 3 Schedule is where the critical path method is applied extensively and includes the detailed coordination plan of the project. The script emphasizes that this schedule is the primary responsibility of the scheduling engineer and must interface with other levels to be meaningful. It is crucial for coordinating the various activities and ensuring the project's timely completion.

💡Level 4 Schedule

The Level 4 Schedule is focused on the project working level and is more detailed than the Level 3 Schedule. The script mentions that this schedule is used by the execution team, who need a detailed understanding of the tasks they are responsible for. It is subject to change as the project progresses and as tasks become more defined.

💡Level 5 Schedule

The Level 5 Schedule is the most detailed level, focusing on the craft level of work. The script indicates that this schedule is essential for individuals performing specific tasks, ensuring they understand their responsibilities and timelines. It is likely to change frequently as work progresses and adjustments are made.

Highlights

The scheduling engineer role is becoming increasingly critical due to time constraints on projects.

Many large projects are assigning scheduling responsibilities to individuals with limited experience, requiring significant on-the-job learning.

The scheduling engineer is responsible for initial job planning, scheduling of time and materials, coordination, monitoring progress, analyzing changes, and problem-solving.

The schedule is continuously updated and monitored throughout construction to account for change orders, delays, and disruptions.

Schedulers work closely with project managers, execution teams, and subcontractors, acting as the conductor of the project orchestra.

Good communication skills are essential for scheduling engineers, in addition to knowledge of scheduling tools.

The schedule serves as the backbone of the project, guiding the project management process.

Scheduling engineers support the project superintendent, manager, and other associated parties, with their absence leading to project difficulties.

Scheduling can be done at different levels, from executive summaries to detailed craft-level schedules.

Level 3 scheduling, incorporating the critical path method, is a primary focus but must interface with other levels for coherence.

The use of different scheduling levels corresponds to the project hierarchy, with higher levels used by owners and regional managers.

Level 4 schedules are for the execution team, while level 5 provides detailed schedules for the craft level.

Organization and correlation of scheduling functions are crucial for providing the appropriate reports to the right stakeholders.

Attempting to schedule at level 4 from the beginning can lead to difficulties due to the inability to anticipate detailed activities.

The frequency of schedule changes varies by level, with level 1 being the most stable and levels 4 and 5 being more dynamic.

Producing the right schedule for the right requirement is essential for successful project management.

The difference between a Project Management Consultant (PMC) and a project manager is clarified, with PMCs representing the owner's interests.

The lecture summarized the importance of construction for national growth, the need for effective scheduling, and the role of stakeholders and project phases.

Transcripts

So, moving into the scheduling present let us see, what is responsibilities are.

So, this is a relativelyÉ I will not say new position, but it is a position which is

becoming more and more and more critical because the time constrained on our project is more.

So, if you go to today's projects, you will find that we talked about earlier; people

need to know, people need to have knowledge and experience to be able to manage large

projects.

But, today there are so many large projects that a person out of college with very, very

little experience with very, you know basic knowledge gets put in as a scheduling engineer.

So, you really have to learn a lot on the job, and if you take the responsibility of

the scheduling engineer, there is a lot of text on this, but let us just see it is a

lot of work.

It is to, look initial job planning, scheduling of time, scheduling of materials, coordination

of subcontractors, monitoring of job progress, analysis of change, problem solve.

When I take up a project, these are the duties involved.

You have to make the initial schedule, then update.

So, you talk about monitoring and updating the schedule throughout construction, the

responsibility of the scheduling engineer, change orders, delays, other

schedule disruptions.

The schedule is going to be disrupted.

How do you actually take care of all these disruptions?

Very critical.

Scheduler works very closely with the project manager, project execution team and the subcontractors.

You do not do your job they are all going to be kind of your; you are almost like the

conductor of the orchestra, or you are writing all the scores so that the project manager

can conduct the orchestra.

But, basically you are in the middle of this whole orchestra of the project and one of

the very, very critical ability; you should be able to have good communication skills

in addition to the knowledge and skills of scheduling tools.

They will continuously be producing critical scheduling information for the project team.

So, without the schedule is the backbone of the project, without the schedule, the project

is going nowhere, and the scheduling function becomes really, really the important part

of this whole project management exercise.

So, it is a support to project superintendent, project manager and all other parties associated

with the project.

Without a good scheduling engineer, things do not go well.

Now, when you look at the schedule, so we will take this up from the next class as to

how we are going into the detail of scheduling.

But, when you look at the schedule it is very important to understand scheduling can be

done at different levels.

So, I want you to kind of look at this.

So, you have what we call in executive summary or master schedule, you have what is level

2 schedule, it is called a summary master schedule, you have project coordination schedule.

And then, when you go into level 4 you have the project working level schedule and a detailed

schedule.

Now, I leave it you to go into the definition and look at it, but this is the basic framework

for what we are going to be starting from the next lecture.

But, we will not

be looking at all five schedules, we will primarily be looking at level 3 schedule,

which is where the critical path method is brought in a big way.

But, you have to understand that the level 3 schedule has to interface with the other

schedules; otherwise, it is meaningless; that is, the point 1.

Point 2, can you think who would be the use of level 1 schedule, who would be the use

of level 2 schedule.

So, higher you are in the project hierarchy or other things, so typically the owner or

what we talk somewhere the regional manager from the contractors point of view will be

discussing level 1 schedule with the owner.

What about level 2 schedule?

The project manager.

Level 2 will be at the project managerÕs level.

Level 3 will be the scheduling engineer.

((Refer Time:)

The scheduling engineer, he is primarily responsible for level 3 schedule, and this is where that

the all the nitty-gritty details of the overall coordination plan are.

Level 4É

((Refer Time:)

Mostly the execution team, so from level 4 it will be going to the execution team, and

level 5 will be the detail, at the craft level they should know what the detail schedule

is.

So, by going through these levels you also get an understanding that your organization

of a project and your scheduling functions, they have to be correlated and without that

you will not be able to, I mean you have to give the right report to the right person.

If you give, you know if you only schedule at levelÉ I mean there I have seen a project

where people try to schedule at level 4 throughout, saying more detail is better.

You are run into; you cannot do level 4 schedules from the beginning because you cannot anticipate

some their activities required at that level of detail.

You can, you know it is up to level 3 it is must right at the beginning, but so level

4 and level 5 the details become as you look ahead.

So, in another way to look at or to classify this schedule is how much of time period are

you planning for, how frequently will the schedule change.

So, level 1 ideally should not change, level 2 if there are major changes might change,

level 3 has more chance of changing than level 2 depending on major changes in the project

requirements or unforeseen circumstances.

What about level 4 and level 5?

It can change.

It can change, at the monthly level, it can change, you know.

So, if you do a very detail schedule you know at level 3 and make it level 4 detail, you

are asking for trouble, because it is going to change on you so much that just changing

the schedule will be your full-time job.

So, we will, so I mean I might not get the opportunity to keep coming back to the scheduling

levels, but this is something you have to keep in mind from a broad perspective.

This is so important because a lot of time this is where scheduling does not get done

properly.

You have to produce a right schedule for the right requirement.

Are there any question?

What is the difference between PMC and project manager.

A project management consultant is a person, who is professionally, who is actually more

representing the owner.

So, if there is a company that requires a construction service to be done and that company

does not have an in-house expert on the construction of the facility, they will hire a project

management consultant from to be their representative to get that done.

So, the project management consultant will ensure that you know design is done properly,

will coordinate between design and construction; they will take on that role.

The project manager is just the person or the role, who can you knowÉ So, the owner

might have a project manager to look after it, but it might be only his part time job.

The contractor will have a project manager, but the project management consultant typically

is the person who takes over the ownerÕs interest in the construction project.

I think that would be in a summary form that could be written.

So, again summarizing this lecture, we have covered this issue of how the construction

industry is so important for national growth and you know, why we nearly need to emphasis

scheduling and other skills required for doing successful projects.

We are looked at projects stakeholders and how important stakeholders management is,

we looked at the different phases of our project, understood how projects are organized in a

very broad contacts and then, looked at levels of scheduling and how they interface with

the project organization to produce the right level for the right level of the organization.

So, we will continue next lecture in talking the basic concepts, which drive the scheduling

practice.