planning & scheduling requirements for institutes, contractors - CERN

CERN
CH-1211 Geneva 23
Switzerland
the
Large
Hadron
Collider
project
LHC Project Document No.
LHC-PM-QA-301.01 rev. 1.1
CERN Div./Group or Supplier/Contractor Document No.
———
EDMS Document No.
103554
Date: 1998-11-10
Quality Assurance Procedure
PLANNING & SCHEDULING
REQUIREMENTS FOR INSTITUTES,
CONTRACTORS AND SUPPLIERS
Abstract
This procedure describes the tools and methods to be employed by Institutes,
Contractors and Suppliers for Planning and Scheduling their detailed activities related to
the Large Hadron Collider Project.
Prepared by :
Pierre Bonnal
AC/DI
Pierre.Bonnal@cern.ch
Checked by :
LHC Quality Assurance
Working Group
Approved by :
Paul Faugeras
Deputy to LHC Project
Leader for Quality
Assurance

LHC Project Document No.
LHC-PM-QA-301.01 rev. 1.1
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History of Changes
Rev. No. Date Pages Description of Changes
Draft
1997-06-30
—
First release of document under no. LHC-QAP-0402.02.
1.0
1997-07-04
—
Integration of minor comments.
Approved as QAP Document.
1.1
1998-11-12
—
Reissue of document under no. LHC-PM-QA-301.01.
Schedule numbering scheme and schedule communication to
CERN reviewed.
(i.e. § 4.6 cancelled, § 4.9 added, § 4.1 modified).

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Table of Contents
1. PURPOSE ................................................................................................ 4
2. SCOPE..................................................................................................... 4
3. RESPONSIBILITIES ................................................................................ 4
4. PROCEDURE............................................................................................ 4
4.1 PLANNING TOOL ......................................................................................4
4.2 DETAILED SCHEDULE CONTENT.................................................................5
4.3 ZOOM SCHEDULES...................................................................................5
4.4 WORK PACKAGE DEFINITION AND NUMBERING...........................................5
4.5 SCHEDULE NOTE .....................................................................................5
4.6 SCHEDULE NUMBERING SCHEME ...............................................................5
4.7 TIME PROGRESS MONITORING ..................................................................6
4.8 RELATIONSHIP WITH OTHER DOCUMENTS..................................................6
4.9 SCHEDULE FILE DELIVERY TO CERN...........................................................6

LHC Project Document No.
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1. PURPOSE
2. SCOPE
! to plan and schedule detailed activities to be done by the Institute, Contractor and
Supplier
! to track the time progress throughout the project duration
! to report project control information to the LHC Project Management at CERN
This procedure applies to:
! all activities related to the LHC Project, performed at Institute, Contractor and
Supplier premises
! all phases of the project, from design up to commissioning.
3. RESPONSIBILITIES
The Institute, Contractor and Supplier is responsible for the detailed scheduling of its
activities, including:
! the issuing and the follow up of Detailed Schedule(s) and associated Schedule
Note(s) according to the present procedure
! the progress/performance monitoring and reporting at the detailed level.
For the schedules to be issued, the responsibilities are set as follows:
! the Institute, Contractor or Supplier issues the relevant Detailed Schedules, and
checks the consistency of these schedules with the Contract/Purchase Order
! the LHC Technical Co-ordination checks the consistency of Detailed Schedule(s)
with the CERN’s LHC Co-ordination Schedule.
4. PROCEDURE
4.1 PLANNING TOOL
The Institute, Contractor or Supplier Detailed Schedule(s) shall be established using
Microsoft Project, version 4.1 or 98 for Windows 95 1 , which is the computerised
planning system for the LHC project. Except in the use of the free fields (ref. Table 1),
CERN has not specific requirement in the use of Microsoft Project.
Free Field No. Usage Free Field No. Usage
Contact Responsible Text6 (available)
Text1 Schedule Level Text7 Area code
Text2 Std Task code Text8 Sequential No.
Text3 P.B.S. code Text9 Interface Date No.
Text4 Equipment Code Text10 (available)
Text5 (available) Flag1 to Flag10 (available)
Table 1 – Microsoft Project’s free fields.
1 Microsoft and Windows are registered trademarks of Microsoft Corporation, Microsoft Project and Microsoft Access
are trademarks of Microsoft Corporation.

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For a better efficiency in the use of Microsoft Project, a GLOBAL.mpt file can be
provided upon request. This file comprises the standard calendar used in the LHC
project.
4.2 DETAILED SCHEDULE CONTENT
The Contractor/Supplier Detailed Schedule(s) shall be in the form of Gantt charts ;
they shall:
! cover the whole duration of a Work Package or a group of Work Packages
! when appropriate, show the Time Windows, Milestones and Interface Dates from
the LHC Co-ordination Schedule, communicated by CERN
! be detailed down to elementary tasks
! highlight critical paths and identify floats, by a formal network analysis
! be issued, numbered and communicated to CERN as specified in the
Contract/Purchase Order, together with a Schedule Note.
The Detailed Schedules shall be consistent with the Time Windows, Milestones and
Interfaces Dates contained in the LHC Co-ordination Schedules.
For practical reasons, the Institute, Contractor and Supplier Detailed Schedule can be
divided into few Microsoft Project files, thus into several schedules.
These schedules shall be established using network (precedence method) and
resource analysis, in sufficient detail to demonstrate the logics and viability of the
schedules.
4.3 ZOOM SCHEDULES
For specific requirements – e.g. to highlight resource conflicts, to perform what-if
analyses… – the Institute, Contractor and Supplier can issue Zoom Schedules. There
are no specific requirements for establishing these schedules. It is the responsibility
of the issuer to check the consistency of such schedule with the relevant schedule(s).
4.4 WORK PACKAGE DEFINITION AND NUMBERING
All tasks – e.g. Milestones, Work Packages, elementary tasks… – featured on Detailed
Schedules shall be numbered in accordance with the LHC Project Numbering Scheme.
This information will be communicated by CERN on a case by case basis.
4.5 SCHEDULE NOTE
The purpose of this document is to provide additional information that cannot be
featured on Gantt charts, but important for the understanding of the schedule.
Schedule Notes shall be in the form of A4 printable documents.
The typical contents shall be the following :
1 Overview (key dates ; critical paths)
2 Schedule and such (bar coding ; file name and location ; plotting parameters)
3 Schedule assumptions
4 Interface Dates
Attachments – List of tasks, resource histograms…
4.6 SCHEDULE NUMBERING SCHEME
( cancelled, refer §§ 4.4 and 4.9 )

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4.7 TIME PROGRESS MONITORING
The following information shall be recorded, on a regular basis as specified in the
contract:
! the actual start dates of tasks which have started in the Period
! the actual finish dates of tasks which have been completed in the Period
! the expected start dates of the tasks which should be in-progress at the Cut-off
Date
! the expected finish dates (i.e. the remaining duration) of tasks which are in
progress, or which should be.
Progress Mark-up Schedules presenting at a Cut-off Date – to be communicated by
CERN – the time progress (Actual and Expected Dates) in addition to the Baseline
Schedule, shall be in the form of Gantt charts; they shall:
! refer to the Detailed Schedule(s), i.e. feature the same tasks, have the same
identification number
! specify the Cut-off Date : a vertical line on the bar chart, the full date in the header
! be issued and communicated to CERN as specified in the Institute, Contractor and
Supplier Order, or upon CERN request.
4.8 RELATIONSHIP WITH OTHER DOCUMENTS
It is the responsibility of everyone involved on the project to be cognisant of the
schedule requirements as set out on the appropriate schedules. All documents
relating to or containing required dates for action must be consistent with these
schedules.
In all cases, Detailed Schedules supersede Zoom Schedules.
4.9 SCHEDULE FILE DELIVERY TO CERN
Institutes, Contractors and Suppliers equipped with an adequate Internet access shall
register Detailed Schedules and Progress Mark-up Schedules in CERN’s Engineering
Data Management System. This system returns the right schedule’s number and file’s
code. Schedules will then be communicated to CERN through this mean, using both
MPP and PDF formats.
Institutes, Contractors and Suppliers not equipped with an Internet access will be
given the equivalent registering information. Schedules will then be communicated to
CERN using magnetic media (3.5 in. HD diskettes), and paper Gantt charts.