Project scheduling is not just about activities and dates. It is a tool through which project managers learn what is supposed to be done, when it is supposed to be done and how activities are related to one another. In big construction, engineering, infrastructural and industrial projects, any small scheduling mistake might cause serious problems later on in the process. That is why it is extremely important for project managers to possess the skill of schedule auditing. Primavera P6 gives us excellent capabilities of scheduling and analyzing tasks; however, the quality of the end result will highly depend on the accuracy of creation and maintenance of the schedule.
What Is a Primavera P6 Schedule Audit?
A Primavera P6 schedule audit is an examination of the project schedule in order to assess the validity of its structure, logic, dates, resource assignments, and progress data. Audits are not aimed at finding errors. Rather, audits assist project teams in determining whether the schedule is a realistic plan of action that can be trusted for tracking purposes. The usual elements checked in an audit include:
Activity logic
Work breakdown structure
Activity duration
Constraints
Calendars
Critical path
Total and free float
Infinite activities
Baseline information
Progress tracking
Resources assignment
Review the Work Breakdown Structure
The Work Breakdown Structure is often referred to as WBS, which forms the basis for a Primavera P6 schedule. The project is broken into phases, work packages, and activities. Begin with verifying whether the WBS corresponds with the project execution approach. Each activity must be put in its proper place in the project structure, with similar activities having the same structure. Pay attention to:
WBS elements duplicating one another
Activities put in the wrong sections
Unclear division of work packages
Missing project phases
Irregular naming conventions
Too wide or too narrow activities
Check Activity Names and Durations
An activity name must indicate what exactly will be done. Names like "Civil Work" and "Installation" might be too vague for detailed control. Activity names must provide sufficient information about the task for planners and stakeholders. While auditing, ensure that:
Activity names are understandable and consistent
Similar activities use the same naming convention
Activity durations take realistic working conditions into account
Excessively long activities have been broken down
Too short activities are avoided
Activity durations are backed by productivity assumptions
Examine Activity Relationships
Relationships indicate how the activities are linked to one another. Relationships are among the crucial aspects of P6 schedules because they provide the basis for defining the sequence of the work to be done. During an audit process, ensure that each relationship represents an actual project dependency. Do not create a relationship just to make certain that activities are scheduled on certain dates. Some common relationships include the following:
Finish-to-Start (FS): Successor starts after the predecessor finishes.
Start-to-Start (SS): Successor starts after the predecessor starts.
Finish-to-Finish (FF): Successor finishes after the predecessor finishes.
Start-to-Finish (SF): Successor finishes after the predecessor starts.
Identify Activities That Have Open Ends
Activities that have open ends are activities that do not have predecessor or successor relationships even though there should be logical connections present. An excavation activity should normally have predecessors and successors. Project start and finish milestones can have different types of relationship structures, so open ends need to be assessed considering the actual implementation of the project. Identify activities that:
Do not have predecessors
Do not have successors
Are disconnected in the schedule
Have no connection between major project phases
Are connected using fake logic
Review Constraints
It is good to use constraints if a particular activity indeed has to be completed by a certain deadline. Too many constraints will make a schedule seem much more solid than what it really is. When you conduct the audit, locate all the activities with constraints and find out the reasons for their application. If a constraint was put on an activity just to make it appear on a certain day, it may hide the real schedule logic. See if the constraint is due to:
Contractual requirements
Commitments of the client
Regulatory requirements
Material availability
External dependencies
Operational requirements
Reviewing the Critical Path
The critical path is something that requires special attention when auditing a schedule. It is a set of activities that has a strong impact on the date of project completion. A professional schedule audit will help to establish whether a critical path goes through major activities in a logical order. Also, near-critical activities have to be checked since even a slight delay can increase their importance for the completion date. Look at:
Critical activities with unrealistic duration estimates
Missing relationships
Too many constraints
Unusual gaps
Unexpected critical activities
Changes in the critical path between schedule updates
Investigate Float
Float is the amount of scheduling latitude available for a task without impacting other scheduled dates. Very high or negative float values need to be investigated. Negative float might show that the schedule cannot achieve the completion date desired with the logic and assumptions in place. Therefore, float needs to be investigated and not just copied into the project report. High float might point out:
Relationships missing
Schedule logic weak
Constraints wrong
Dates unrealistic
Activities disconnected
Check the Calendars
The calendars affect how the dates and durations of the activities will be calculated by Primavera P6. Therefore, wrong calendars could ruin the whole schedule. Verify if proper calendars have been used in the schedule. Look for:
Workdays
Non-workdays
Holidays
Worktime
Shifts
Custom calendars
Resource calendars
Check Baselines and Progress Updates
A baseline is used as a benchmark for measuring actual project progress against it. When conducting an audit, check to ensure the proper baseline has been set and that the present schedule is being compared against the proper plan. In the case of revised schedules, look at the following:
Actual start dates
Actual end dates
Remaining durations
Percentage complete
Remaining activities
Planned vs. actual dates
Changes from previous revisions
Resources and Cost Audit
A schedule could be technically correct but very hard to implement due to resource problems. Check to see if the labor, equipment, and other resources are allocated appropriately. See if there are any instances of allocating the same resource to several activities at once. A resource audit could reveal the following:
Resource over allocation
Unreasonable productivity expectations
Absence of resources
Conflicting activities
Resource spikes
Why Primavera P6 Training Matters?
Efficient schedule auditing demands not just understanding of how to prepare activities in P6. Professionals should have an understanding of schedule logic, dependencies, project execution, critical path analysis, and progress measurements. Hands on practice becomes necessary as projects schedules often involve complex relationship and dynamic environment. A useful Primavera P6 Course will allow learning through exercises that include:
WBS preparation
Activities preparation
Relationship management
Critical Path Analysis
Baseline Preparation
Schedule Updating
Resource Allocation
Schedule Auditing
Reporting
Primavera P6 Training in Noida
Professional who require Primavera P6 Training in Noida must look for training that combines software learning with project based scenarios. A course should provide hands on opportunity to prepare schedules, update schedules, detect issues, and analyze the impacts of changes. Before taking up any training program, one should take into consideration the following points:
Course Curriculum
Experience of Trainer
Hands On Assignments
Project Based Exercises
Support in solving doubts
Schedule Auditing Modules
Reporting and Analysis Exercises
Primavera P6 Classes in Mumbai
The sectors related to construction, infrastructure, engineering, and real estate of Mumbai make an excellent platform for project planning and scheduling. Learners who plan to take up Primavera P6 Classes in Mumbai could benefit from classes that teach the learners to focus on practical scheduling. Learners can work out sample projects in the sector of construction or infrastructure to learn about the relationship between activity logic, resources, delays, and progress updates in an actual project environment.
Conclusion
A Primavera P6 schedule should be thoroughly examined in terms of its structure, logic, dates, constraints, calendars, resources, float, critical path, and progress information for effective auditing of such a schedule. It is important to note that a good audit can help the auditor to discover some deficiencies in a schedule which could not be discovered before affecting the project. These skills can be developed through a practical course, training or classes of Primavera P6 in Noida or Mumbai. With the regular practice and knowledge of the principles of project execution, the user of the software will develop skills to audit schedules just like professional project control specialists.
