Standardization

Role in Planning

Instructor: Eng. Mohamed Hisham , MSc, MEng, PMP, PMI-RMP, PMI-SP

Organized by: Planning School

Main Concept

PAPC Course
Main Concept

DEFINITION

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Main Concept

 Standardization describes

the establishment of set of

procedures and rules that

people in the organization

should follow to complete

specific tasks.
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Main Concept

 If the processes aren’t standardized, running a complex

business will be a nightmare.

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Main Concept

PROJECT MANAGEMENT OFFICE

(PMO)

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Main Concept

 Project Management Office (PMO) is a

group that sets, maintains and ensures

standards for project management

across the organization.

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Main Concept

 PMO ensures keeping best practices,

project status and direction aligned

with the defined visions, strategies,

and objectives.

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Main Concept

STANDARDIZATION IS A BASE FOR A

SUCCESSFUL PMO

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Main Concept

BENEFITS OF STANDARDIZATION

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Main Concept

IMPROVES CLARITY

(NO NEED FOR GUESSWORK OR EXTRA SEARCHING)

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Main Concept

GUARANTEES QUALITY

(PRE-DEFINED & OPTIMIZED WAY OF DOING WORK)

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Main Concept

IMPROVES PRODUCTIVITY

(REDUCES THE PROCESS OF ASKING AROUND AND

REVIEWING DOCUMENTS)

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Main Concept

ENHANCES EMPLOYEE MORALE

(TAKE PRIDE IN MASTERING THE PROCESS)

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Main Concept

SHORTENS LEARNING CURVES

(REDUCES THE LEARNING CURVE FOR NEW HIRE)

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Main Concept

CHALLENGES FACING
STANDARDIZATION

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Main Concept

RESISTANCE TO CHANGE

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Main Concept

INITIAL EFFORT & TIME TO DEVELOP STANDARDS

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Standardizing Planning
Processes

PAPC Course
Standardizing Planning Processes

Standardizing the planning & control processes in your

organization will provide a standard work-flow and will define

clear responsibilities, thus, every one will have an answer for the

coming questions:

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Standardizing Planning Processes

WHAT TO DO?

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Standardizing Planning Processes

WHEN TO DO?

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Standardizing Planning Processes

HOW TO DO?

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Standardizing Planning Processes

WHAT IS COMING NEXT?

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Standardizing Planning Processes
 Important Terminologies:

SOP (Standard Operating Procedure)

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Standardizing Planning Processes
 SOP (Standard Operating Procedure):

 A procedure specific to your operation that describes the activities

necessary to complete tasks in accordance with industry

regulations, or even just your own standards.

 A document that provides step-by-step instructions on how to

perform a particular business activity.

 It is better to be represented by Flow-Charts

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Standardizing Planning Processes

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Standardizing Planning Processes

HOW TO WRITE SOP?

Document Scope & Process Responsibility

Flowchart
Reference Definitions Description Matrix

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Standardizing Planning Processes

1. DOCUMENT REFERENCE

Document Title Three Months Look Ahead Plan Procedures

Document No PLN-03

Revision No REV01

Date 16-Nov-2020

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Standardizing Planning Processes

2. SCOPE & DEFINITIONS

Scope
This Document provides the procedure required to develop a coordinated realistic three months
look ahead plan for internal use and externally for client / consultant.

Definitions
Internal Schedule: refers to the schedule developed for internal use which is more compressed
than the original baseline schedule
External schedule: refers to the schedule provided to external parties (such as clients,
consultants, etc.)
….

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Standardizing Planning Processes

3. FLOWCHART

HOW TO DEVELOP FLOWCHART?

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Standardizing Planning Processes
 Understand the Main “Flowchart Symbols”

Start / End Process Decision

Input / Document Multiple

Output Data Documents

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Standardizing Planning Processes
 Software for Preparing Flowcharts

 Microsoft Visio

 PowerPoint, Excel, & Word can be used for simple charts

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Reference: PLN-03
Version: REV.01 THREE MONTHS LOOK AHEAD PLAN
Date of Issue: 16-Nov-2020

Export from P6 activities

Internally of coming 3 months (from 3M Look Ahead
or to client external schedule) (from external Send to
Start or schedule) consultant
consultant Apply Export final
PLN-03.01
? applicable 3M Look
comments Ahead PLN-03.08
Export from P6 activities
of coming 3 months (from
PLN-03.06 PLN-03.07 Finish
internal schedule)
PLN-03.02

Review & 3M Look Ahead

Validate (Construction)

PLN-03.03

Review & 3M Look Ahead

Validate (Engineering)

PLN-03.04

Review & 3M Look Ahead

Validate (Procurement)

PLN-03.05 34
Standardizing Planning Processes
 Detailed Process Maps:

 The flow chart can have

more details by providing a

close, technical look at the

steps that make up a

process.

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Reference: PLN-03
Version: REV.01 THREE MONTHS LOOK AHEAD PLAN
Date of Issue: 16-Nov-2020

Export from P6 activities

Internally of coming 3 months (from 3M Look Ahead
or to client external schedule) (from external Send to
Start or schedule) consultant
consultant Apply Export final
PLN-03.01
? applicable 3M Look
comments Ahead PLN-03.08
Export from P6 activities
of coming 3 months (from
PLN-03.06 PLN-03.07 Finish
internal schedule)
PLN-03.02

Review & 3M Look Ahead

Validate (Construction)

PLN-03.03

Review & 3M Look Ahead

Validate (Engineering)

PLN-03.04

Review & 3M Look Ahead

Validate (Procurement)

PLN-03.05 36
Reference: PLN-03
Version: REV.01 THREE MONTHS LOOK AHEAD PLAN
Date of Issue: 16-Nov-2020

Export from P6 activities

Internally of coming 3 months (from 3M Look Ahead
or to client external schedule) (from external Send to
Start or schedule) consultant
consultant Apply Export final
PLN-03.01
? applicable 3M Look
comments Ahead PLN-03.08
Export from P6 activities
of coming 3 months (from
PLN-03.06 PLN-03.07 Finish
internal schedule)
PLN-03.02

Review & 3M Look Ahead

Validate (Construction)

PLN-03.03

Review & 3M Look Ahead

Validate (Engineering)

PLN-03.04

Review & 3M Look Ahead

Validate (Procurement)

PLN-03.05 37
Standardizing Planning Processes
 Detailed Process Maps:

 Provides more focus on the process

3M Look
Apply the required filter in P6 (Remaining early
Ahead (all
start is less than DD+3M) Activities)
PLN-03.02

3M Look
Apply filter for procurement activities &
Ahead (for
construction activities within the 3M Procurement)

3M Look
Apply filter for Engineering activities &
Ahead (for
construction activities within the 3M Engineering)

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Standardizing Planning Processes

4. PROCESS DESCRIPTION
 Provides more focus on the process
Sub-Process Level of Detail Output by Input to Related Templates

Apply the required filter

• Detailed (by Activity) - Schedule Layout Ref. SL050
PLN-03.02 in P6 (Remaining early Planning Project
• Summary by Building /
start is less than Engineer Manager - Schedule Layout Ref. SL071
Trade
DD+3M)

• Procurement (by
Apply filter for - Schedule Layout Ref. SL067
Activity)
procurement activities Planning Procurement
• Construction - Schedule Layout Ref. SL082
& construction activities Engineer Dep.
(Grouped by Work
within the 3M
Package)

• Engineering (by
Apply filter for - Schedule Layout Ref. SL068
Activity)
Engineering activities & Planning Engineering
• Construction - Schedule Layout Ref. SL082
construction activities Engineer Dep.
(Grouped by Work
within the 3M
Package)

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Standardizing Planning Processes

5. RESPONSIBILITY ASSIGNMENT MATRIX (RAM) / RACI MATRIX

Project
Planning Project Procurement Engineering

A Responsibility Assignment
Process ID Process Controls
 Engineer
Manager
Manager Manager Manager

Matrix (RAM) describes the

participation by various

organizations, people and roles in

completing tasks or deliverables

for a project.

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Standardizing Planning Processes

5. RESPONSIBILITY ASSIGNMENT MATRIX (RAM) / RACI MATRIX

Project
Planning Project Procurement Engineering

It’s used by the responsible

Process ID Process Controls
 Engineer
Manager
Manager Manager Manager

managers in clarifying roles and

responsibilities in cross-functional

team, projects and processes

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Standardizing Planning Processes
 RACI definitions
Project
Planning Project Procurement Engineering
Process ID Process Controls
Engineer Manager Manager Manager
Manager

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Standardizing Planning Processes
 RACI definitions
 R (Responsible):

 Team member who does the work to complete the task.

 At least one, & can be more.

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Standardizing Planning Processes
 RACI definitions
 A (Accountable):

 This person delegates work and is the

last one to review the task or deliverable

before considered completed.

 In some tasks, the Responsible party may

also serve as the Accountable one.

 Only one Accountable person assigned to

each task or deliverable.

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Standardizing Planning Processes
 RACI definitions
 C (Consulted):

 Every deliverable is strengthened by

review and consultation from more than

one team member.

 Consulted parties are typically the people

who provide input based on either how it

will impact their future project work or

their domain of expertise on the

deliverable itself.
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Standardizing Planning Processes
 RACI definitions
 I (Informed):

 These team members to be kept in

the loop on progress, status, or

outputs.

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Standardizing Planning Processes
 RACI Matrix

Planning Project Procurement Engineering

Process ID Process
Engineer Manager Manager Manager

Export list of
activities for
PN-03.02 A/R
coming 3
Months

PN-03.03
Review &
PN-03.04 I A/R R R
Validate
PN-03.05

Applying
PN-03.06 applicable A/R
comments

Export the
PN-03.07 final 3M look A/R I I I
ahead plan

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Standard Activity Dictionary

 From your point of view, develop a simple Standard Operating Procedure for

Developing Baseline Schedule including the main SOP requirements:

 Document reference

 Scope & definitions

 Flowchart

 Process Description

 RACI Matrix 48
Standardizing Planning Processes

SCHEDULE MANAGEMENT PLAN

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Standardizing Planning Processes

 SCHEDULE MANAGEMENT PLAN

 Schedule Management Plan does not include the project

schedule; it just defines how the schedule will be developed,

managed, and controlled.

 The main components are described as follows.

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Standardizing Planning Processes

SCHEDULING METHODOLOGY

CPM Line of Balance (LOB)

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Standardizing Planning Processes

SCHEDULING TOOL

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Standardizing Planning Processes

UNITS OF MEASURE

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Standardizing Planning Processes

SCHEDULE UPDATE

 Update Interval (Bi-Weekly)

 Which data is needed to be collected

 Who is responsible for data collection

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Standardizing Planning Processes

RULES OF MEASURING PERFORMANCE

 Earned Value Management (EVM)

 Earned Schedule Method (ES)

 Based on Cost

 Based on Man-hours
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Standardizing Planning Processes

CONTROL THRESHOLDS

 SPI THRESHOLD (0.8)

 SCHEDULE VARIANCE THRESHOLD ($500k)

 VARIANCE IN FINISH DATE THRESHOLD (15 Days)

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Standardizing Planning Processes

CODING SYSTEM
 PROJECT

 ZONE

 BUILDING

 CSI DIVISON

 TRADE / SUB TRADE

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Standardizing Planning Processes

TEMPLATES

 Reporting templates

 Schedule layouts

 Templates for internal target & the required level of details

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Standard Activity
Dictionary

PAPC Course
Standard Activity Dictionary
 “Activity” is considered the main element in project schedule, which can

be assigned and linked with several elements and parameters to

develop the project schedule, including:

 Activity Codes (Trade, Division, Building, Zone, etc.)

 Resources (Material Quantity, Price or Cost, Labor man-hours, etc.)

 Relationships (logical relations to present sequence of works)

 WBS Codes (the address of the activity in the schedule)

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Standard Activity Dictionary
 The purpose of this session is to illustrate how to create Standard

Activity Dictionary that can automate and facilitate the following

processes:

 Creating activity list of the project schedule

 Assigning activities to their related WBS

 Assigning activity codes

 Assigning resources & their budgeted units

 Linking activities (creating activity relationships)

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Standard Activity Dictionary
 The benefits of having a Standard Activity Dictionary include:

 Reducing time & effort needed to develop the schedule

 Automating the schedule development & reduce errors

 Having standard Activity ID structure for same activity in different zones,

locations, etc.

 Having standard naming of activities (no typos)

 Working easily on Enterprise level (several projects)

 Easiness of modifications and adjustments when needed

 Easiness of filtering and reporting

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Standard Activity Dictionary

Related
Activity ID WBS Code
Material
Fixed Part Fixed Part
Resource

Related
Related Trade Standard Manpower &
/ Sub-Trade Activity Eq. Resources
& Prod. Rates

Related CSI Standard

Division Relationships

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Standard Activity Dictionary

Related Material
Activity ID Fixed WBS Code Fixed Resource
Part Part
Ceramic
.09.1445 .FIN.FLR
Floors (m2)

Manpower &
Related Trade /
Ceramic Prod. Rates
Sub-Trade
flooring 1 Tiler +
Finishes (FIN) /
works 1 Helper
Flooring (FLR)
20m2/day

Standard
Related CSI Relationships
Division Successor:
Div_09 Painting 1st
Coat

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Standard Activity Dictionary
 Define the Standard Activities in Excel Categorized by the 16 CSI Divisions

Div_01: General Requirements

Div_02: Site Construction
Div_03: Concrete
Div_04: Masonry
Div_05:Metals
Div_06: Wood & Plastics
Div_07: Thermal & Moisture Protection
Div_08: Doors & Windows
Div_09: Finishes
Div_10: Specialties
Div_11: Equipment
Div_12: Furnishing
Div_13: Special Construction
Div_14: Conveying Systems
Div_15: Mechanical
Div_16: Electrical
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Standard Activity Dictionary
 Define the Standard Activities in Excel as shown in below format

Div_02 Div_03 Div_04 Div_05 Div_06 Div_07 Div_08 Div_09

Aluminum shed Kitchen Cabinets Polyethelene Sheets Works

Excavation Works Plain Concrete Works Masonary works Windows installation Internal Plaster works
Works Works below blinding

Stone Cladding Works Polyethelene Sheets Works Wooden Doors

Anti-Termite Works RC Foundation Works Handrail Works Wooden Cabinets External Plaster works
for façade below slab on grade installation

Backfilling around foundation RC Raft Foundation Stone Works for Metal Ladder Wooden Works Waterproofing for Steel Doors
Putty Coat Works
& neck columns Works decoration installation (Decoration) foundations & column necks installation

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Standard Activity Dictionary
 Use “ Name Manager” in Excel to define name for each group:

The value of this step will be

recognized in the coming sessions
related to Mapping Process

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Standard Activity Dictionary
 In order to assign standard data & info to each activity We need to

define standard Resource Dictionary be assigned to related activity in

the activity dictionary.

Manpower Equipment Material

Resource Name Res. ID Resource Name Res. ID Resource Name Res. ID
Labor/Helper LBR Excavator EXV Excavation (m3) EXC
Eq. Operator EQO Loader LDR Anti-Termite (m2) ANT
Rgh Carp. RCP Mini-Loader MLD Backfilling (m3) BFL
Steel Fixer STF Compactor CMP Gravel (m2) GRV
Concrete Mason COM Truck TRU Interlock (m3) INL
Precast Installer PRI Grader GRD Plain Concrete (m3) PLC

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Standard Activity Dictionary
 In order to assign standard data & info to each activity We need to

define standard Activity Codes to be assigned to related activity in the

activity dictionary.
Standrad Code (1) Standard Code (2) Standard Code (3)
Sub Trade CSI Division
Trade Trade Code Sub-Trade CSI Division
Code Code
Substructure Civil Works CIV General Requirements Div_01
Concrete CON Site Construction Div_02
Finishes FIN Flooring FLR Concrete Div_03
Finishes FIN Walls & Ceiling WAL Masonry Div_04
Finishes FIN Wet Areas WET Metals Div_05
Building General Finishing Works EXT Wood & Plastics Div_06
Doors & Windows DOR Thermal & Moisture Protection Div_07
Furniture & Equipment FUR Doors & Windows Div_08
Roofing System ROS Finishes Div_09
Roof Finishes FIN Specialities Div_10
Elevator ELV Equipment Div_11
Substructure MEP Works MEP Furnishing Div_12
Mechanical MEC Drainage DRA Special Construction Div_13
Mechanical MEC Water Supply WSU Conveying Systems Div_14
Mechanical MEC Fire Fighting Works FIR Mechanical Div_15
Mechanical MEC HVAC Works HVC Electrical Div_16
Electrical ELE First Fix Works FX1
Electrical ELE Second Fix Works FX2
Electrical ELE Third Fix Works FX3
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Standard Activity Dictionary

What is WBS Code?

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Standard Activity Dictionary

WBS Code is the

activity address
in the schedule

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Standard Activity Dictionary
 The WBS CODE fixed part (Part 2) is generated according to the

“Trade.Sub-Trade” Combination.

P01 B01 GF FIN.FLR

WBS CODE (Part 1) WBS CODE (Part 2)

Standard / Based on
Variable / Based on
Activity Name /
Project, Building,
Combination between
Floor, Zone, etc.
Trade & Sub-Trade

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Standard Activity Dictionary
 The WBS CODE fixed part (Part 2) is generated according to the

“Trade.Sub-Trade” Combination.
Sub Trade
Trade Trade Code Sub-Trade WBS Codes Fixed Part (Part 2)
Code

Substructure Civil Works CIV .CIV

Concrete CON .CON
Finishes FIN Flooring FLR .FIN.FLR
Finishes FIN Walls & Ceiling WAL .FIN.WAL
Finishes FIN Wet Areas WET .FIN.WET
Building General Finishing Works EXT .EXT
Doors & Windows DOR .DOR
Furniture & Equipment FUR .FUR
Roofing System ROS .ROS
Elevator ELV .ELV
Substructure MEP Works MEP .MEP
Mechanical MEC Drainage DRA .MEC.DRA
Mechanical MEC Water Supply WSU .MEC.WSU
Mechanical MEC Fire Fighting Works FIR .MEC.FIR
Mechanical MEC HVAC Works HVC .MEC.HVC
Electrical ELE First Fix Works FX1 .ELE.FX1
Electrical ELE Second Fix Works FX2 .ELE.FX2
Electrical ELE Third Fix Works FX3 .ELE.FX3
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Standard Activity Dictionary
 Create the “Standard Activity Dictionary” in Microsoft Excel

Required Equations / Commands in

MS Excel:

• IF

• ISBLANK

• &

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Standard Activity Dictionary

 Develop a simple Standard Activity Dictionary of 10 Activities containing:

 Standard Activity Names

 Standard ID Structure (Fixed Part)

 Standard Activity Codes

 Standard WBS Code (Fixed Part)

 Successors

 Resources & Productivity Rates 75

Standard Activity Dictionary
 Matching your current schedules with the new standard dictionary

Current Schedule Corresponding Activity Name from

Activity Name the Standard Dictionary

Retrieve Standard Data / Assignments

(Codes – Resources – ID Structure - Relations)

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Standard Activity Dictionary
 Matching your current schedules with the new standard dictionary

Required Equations / Commands in

MS Excel:

• Remove Duplicates

• Creating Drop-Down List

• VLOOKUP

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THANK YOU

We simplify Project Management

PAPC Course