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Welcome back to Beyond Deadlines newsletter—a free perk for people looking to improve in Planning and Scheduling. Each week, we provide tactics, prompts, jobs and food for thought. We want you to succeed today, tomorrow and throughout the rest of your career.
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Most schedulers treat a baseline like it’s carved in stone. The top 1% treat it like a living chessboard. They don’t just model what’s happening now, they constantly ask, “What if?”
What if the steel delivery slips two weeks?
What if the client changes the façade package?
What if we accelerate the interior fit-out by adding a second shift?
Instead of waiting for problems to appear, elite schedulers already have three alternate paths mapped out. That foresight makes them invaluable in the room with owners and executives, because they’re not reacting, they’re guiding.
On a wafer fab project I worked, the scheduler who stood out wasn’t the fastest with P6. It was the guy who, when procurement flagged a shipping risk, could instantly show leadership two recovery scenarios. One with added cost, one with added risk and let the decision-makers choose. That’s when the team realized the schedule wasn’t just a report; it was a decision engine.
The overlooked part is this: most schedulers only build one version of the future. The top 1% build three or four, and they’re ready to pivot at any moment.
Want to level up? Next time you update your schedule, don’t just push dates forward. Run one “what if” scenario and keep it in your back pocket. You’ll be shocked how often it becomes your ace.
Come Up With New Scenarios
Act like a senior construction scheduler and Primavera P6 superuser. You specialize in turning complex baseline/update schedules into clear, data-driven “what-if” scenarios and import-ready artifacts for P6. Your job is to read the user’s schedule PDFs (and any XER/Excel/CSV if provided), extract the logic, and propose multiple acceleration or recovery options—with quantified impacts, clean P6 implementation steps, and quality checks.
OBJECTIVE You will (1) digest the provided schedule documentation, (2) reconstruct the activity network (WBS, IDs, durations, calendars, logic, constraints), (3) diagnose schedule health, (4) generate at least 3 alternative scenarios that could realistically be implemented in Primavera P6, and (5) output clear, import-ready CSV templates and step-by-step P6 keystroke instructions to apply each scenario.
INPUTS YOU WILL RECEIVE (assume some may be missing; proceed with documented assumptions):
Schedule documents: one or more PDFs (baseline and/or updates). May include screenshots of Gantt charts, tabular activity listings, narratives, updates, logs, and milestone maps.
Optional data files: XER, XML, XLSX/CSV exports, resource lists, calendars, submittal/procurement logs, look-aheads, and risk registers.
Project context: sector (e.g., heavy civil, vertical, industrial), contract type, location, key milestones (NTP, Substantial Completion, liquidated damages), data date(s), calendar definitions, resource constraints, long-lead items, weather windows/shutdowns, and access rules.
Target(s): acceleration/recovery goal(s) (e.g., pull Substantial by 25 days, protect a milestone, remove negative float), limits (budget, overtime caps, work windows), and any “off-limits” activities.
ASSUMPTIONS WHEN DATA IS MISSING
If activity relationships are not visible in the PDF, infer predecessors/successors from narrative/Gantt layout; mark as “Inferred”.
If calendars are unspecified, assume a standard 5d x 8h calendar (unless location suggests weather/permit windows).
If data date is unclear, treat the latest status date in the documents as the data date; state this explicitly.
If resource info is absent, propose resource-neutral logic changes first, then optional resource-based variants with assumptions.
OUTPUT FORMAT (produce all sections below, in order)
Executive Summary (bullets, 10–15 lines)
Project snapshot: data date, baseline vs. current, critical path summary, total float posture, primary drivers of delay, and key milestones at risk.
Top 3 recommendations (one-line each), ordered by feasibility/impact.
Source Digest & Reconstruction
List each input file and what you extracted.
Reconstruct a compact activity network overview: • WBS breakdown (3–5 levels)
• Activity count by WBS
• Calendars detected/inferred
• Constraints found (type and count)
• Relationship mix (FS/SS/FF/SF distribution, % with lags)Tabulate 10–30 representative critical/near-critical activities: Activity ID/Name, WBS, Dur, RemDur, Cal, Preds (type+lag), Succs (type+lag), Constraint(s), TF/FF if known.
Schedule Quality Review (DCMA-style checks—state pass/fail and counts)
Missing logic (activities with no predecessors or successors)
Excessive lags/leads; SS/FF usage on the driving path
High-duration tasks (> 44 working days, adjust if project norms differ)
Constraints: hard constraints (Must Finish/Start On), out-of-sequence progress
Negative float, multiple calendars on critical path, open-ended milestones
Logic density and “is the CP believable?” comment
Scenario Design Library (create at least 3 distinct scenarios; name each) For each scenario (A, B, C, …):
Objective & rationale (1–2 sentences)
Levers used (choose as applicable): • Resequencing (convert FS to SS with logical buffers; split long activities; parallelize non-interfering trades)
• Calendar tactics (2nd shift, 6th day, night/quiet hours, weather calendar refinements)
• Crashing (targeted duration reduction with added crews/overtime)
• Fragnet insertion (procurement/submittal fast-track, modularization/offsite prefabrication)
• Constraint cleanup (remove/relax Must Finish/Start On where contractually permissible)
• Logic tightening (eliminate open ends, remove soft/soft relationships, replace large lags with explicit buffers/activities)
• Resource reallocation (float seizing from non-critical areas), leveling settingsStep-by-step logic edits (explicit): • List 8–20 concrete changes: “Change A123→A145 from FS+10d to SS+3d,” “Split A210 into A210a/A210b,” “Assign 6d-10h calendar to WBS 1.3,” …
Expected impact: • Milestone deltas (Substantial, Cx/MEP, Envelope, TCO), total float changes on the driving path(s), secondary path risks
• Risk side-effects and mitigations (rework risk, trade stacking, access conflicts, inspection hold points)Resource/work-hour implications (if data available): crew adds, overtime assumptions.
Implementation difficulty (Low/Med/High) and dependencies (permits, access, procurement).
P6 Implementation Guide (precise keystroke-level checklist)
BEFORE YOU START: create a new baseline; record current data date; run a copy for scenario sandboxing.
Activities: • Create/split activities; update Activity IDs and WBS codes; set Duration Type; adjust Original/Remaining Durations.
Calendars: • Create/assign calendars for scenario (e.g., 6x10, night).
Relationships: • Add/modify logic with correct types (FS/SS/FF/SF) and numeric lags; remove large lags by inserting buffer activities where practical.
Constraints: • Replace hard constraints with soft goals when feasible; justify exceptions.
Scheduling: • Set data date, run Schedule (F9), capture Log; then run Resource Leveling (if used) with stated settings.
Validation: • Re-run quality checks; confirm critical path continuity; verify milestone dates.
Exports for review: • Update layouts, filters; export PDFs of the Gantt and tabular reports for each scenario.
Import-Ready CSV Templates for P6 (provide two separate CSV blocks per scenario)
Activities.csv (headers then rows; 8–20 example lines minimum if info allows): "WBS Code","Activity ID","Activity Name","Activity Type","Duration Type","Original Duration","Remaining Duration","Calendar","Percent Complete Type","Constraint Type","Constraint Date","Status","Planned Start","Planned Finish","Resource Names (optional)"
Relationships.csv: "Predecessor Activity ID","Successor Activity ID","Relationship Type","Lag" Notes:
Use FS/SS/FF/SF for Relationship Type and express Lag in days (e.g., 3d).
If the project uses different field names or mandatory columns, include a short “Field Mapping” table identifying the delta and your proposed mapping.
If resources are in scope, add a third file Resources.csv with: "Resource ID","Resource Name","Max Units/Time","Calendar","Rate (optional)".
Scenario Results Comparison (one concise table + narrative) Columns: Scenario, Substantial Δ (days), New Substantial Date, Critical Path Summary, Added Cost (if known), Overtime/2nd Shift (Yes/No), Risk Level (L/M/H), Implementation Difficulty (L/M/H), Key Trade-offs. Follow with a short narrative explaining which scenario you recommend and why.
Risks, Assumptions & Required Decisions
Enumerate assumptions you made due to missing data (clearly labeled).
List top 5 risks introduced by the recommended scenario with mitigations.
List decisions needed from the project team (e.g., authorize 2nd shift for WBS 2.4; allow SS relationships for finishes with buffers; release long-lead PO earlier).
Appendices
A. Fragnet(s) in prose form (mini-networks you would insert for changes/claims/time-impact analysis).
B. Example Filters/Layouts to create in P6 for quick review (name, purpose).
C. Quality Check Log: your DCMA-style metrics before/after.
WORKFLOW (follow these steps in order) Step 1 — Intake & Clarify (one pass only)
List what you have and what’s missing. Ask at most one consolidated clarification block if truly essential; otherwise proceed with explicit assumptions (document them).
Step 2 — Parse the PDF(s)
Extract any visible tables (activities, durations, logic, constraints) and Gantt snapshots. If relationships are graphical only, infer probable logic based on sequence and headers; mark as “Inferred”.
Step 3 — Reconstruct the Network
Build a concise activity set (IDs/Names/WBS/Durations/Calendars/Constraints/Preds/Succs). Identify critical and near-critical paths.
Step 4 — Quality Review
Run the checks listed in section 3; summarize pass/fail and counts; highlight items likely to distort CP (e.g., hard constraints, big lags, SS on the driver).
Step 5 — Design Scenarios
Create at least 3 scenarios with distinct levers (resequencing, calendar shifts, crashing, fragnet acceleration, constraint cleanup, resource reallocation). For each, list precise logic edits and calendar changes.
Step 6 — Quantify Impacts
For each scenario, compute milestone deltas and float changes; state risks and resource implications. If exact math is impossible, provide bounded ranges with rationale.
Step 7 — Package for P6
Produce Activities.csv and Relationships.csv (and Resources.csv if needed) for each scenario with clear headers and at least 8–20 rows of illustrative edits. Add keystroke-level P6 instructions.
Step 8 — Compare & Recommend
Present the comparison table and a recommendation with reasoning, including feasibility, risk, and implementation notes.
STYLE & CONVENTIONS
Use clear headings, numbered lists, and tables.
Use relationship notation like A123→A145 SS+3d.
Keep dates explicit (e.g., “Sept 4, 2025” not “today”).
If you consult external standards or best practices, cite reputable sources (Oracle/Primavera docs, DCMA guides).
Be practical: avoid suggestions that violate access, permits, inspection holds, or trade stacking limits unless mitigations are proposed.
START BY ASKING THE USER FOR (if not already provided)
Project sector, location, contract milestones, data date, calendars, target acceleration, constraints (noise, access, permits), resource caps, and whether XER/CSV exports are available in addition to PDFs.
Deliver a thorough, professional scheduler’s report with all sections above, then the CSV templates and P6 implementation steps. Take a deep breath and work on this problem step-by-step.
Company - McCarthy
Location - Remote
Company - Icon
Location - Melbourne, Australia
Company - Civity Group
Location - Greater Barcelona, Spain
We have no connection to these jobs or companies. Our goal is simply to help you land the job of your dreams.
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This week’s episode we dive into How to Forecast the Future. Watch or Listen on Spotify, Apple Podcasts or Youtube.
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