Advanced Planning Reference

Advance Planning
Time Location
and
Budget Forecast
Reference Notes
CFO/ IVN - Revision 1.0 - 06/2010
Blank Page
Candy Advance Planning
Section 1 Time Location..................................................................................................... 1

Introduction ............................................................................................................................................................................................. 1
Whats behind Time/Location?......................................................................................................................................................... 3
Location axis and activity selection..................................................................................... 4

Defining the location axis................................................................................................................................................................... 4
Selecting and positioning activities................................................................................................................................................ 5
The Time element .................................................................................................................................................................................. 5
Three kinds of activity bars .................................................................................................. 6

View Options.......................................................................................................................... 9
Text against Time/Location bars...................................................................................................................................................... 9
Colouring the bars...............................................................................................................................................................................11
Stretching a bar ....................................................................................................................................................................................12
Options: the Chart control ...............................................................................................................................................................13
Options: the Time Axis.......................................................................................................................................................................14
Options: the Location Axis ...............................................................................................................................................................14
Options: Styles, Colours and Fonts ...............................................................................................................................................14
Chart Tools ........................................................................................................................... 15

Options: Production rates.................................................................................................................................................................16
Options: Cycle times ...........................................................................................................................................................................17
Report Manager................................................................................................................... 18
Customising a report..........................................................................................................................................................................18
ii
Candy Advance Planning
Section 2 - Budget Forecast ............................................................................................... 19

Introduction ...........................................................................................................................................................................................19
Linking methods...................................................................................................................................................................................19
Summary Program .............................................................................................................. 20

Summary Program from Planner...................................................................................................................................................20
Create new program...........................................................................................................................................................................21
Add holidays to Calendar .................................................................................................................................................................22
Enter activities, dates and durations ............................................................................................................................................23
Link the Bill of Quantities to Summary program ............................................................ 26

Link by typing in activity numbers ................................................................................................................................................26
Drag & drop method .........................................................................................................................................................................27
Spread bar adjustment ......................................................................................................................................................................28
Proportional spread ............................................................................................................................................................................28
Over/under filter...................................................................................................................................................................................29
Forecast views & reports ..................................................................................................................................................................30
Valuation (BOQ progress) .................................................................................................. 31

Initial valuation set up........................................................................................................................................................................31
Valuation quantities............................................................................................................................................................................32
Program Progress................................................................................................................ 33
Set update date (TimeNow).............................................................................................................................................................33
Enter Actual dates and remaining durations ............................................................................................................................34
Synchronise Valuation and Program progress ................................................................ 35

Compare progress differences .......................................................................................................................................................35
Resolve progress differences ..........................................................................................................................................................35
Adjust allocated qty with rounding differences (if required) .............................................................................................36
Forecast views and reports ..............................................................................................................................................................37
iii
Candy Advance Planning - Time Location
Introduction
Section 1 Time Location

Introduction
A Time/Location chart is a graphical representation of a program against axes of time and location, where
location can be distance, number, level, etc.
They are known by names such as Time/Chainage, Sloping Barcharts, March Charts and Line of Balance, and
are suitable for programs of hi-rise buildings, roads, pipelines, rail lines, tunnels and mine shafts.
Hi Rise buildings are ideal for Time/Location and the effects of varying cycle times can be tested quickly and
demonstrated graphically.
Introduction
This example shows the progression of an incrementally launched bridge where the shape of the program
closely mirrors the form of the structure. The progress of the construction is readily understood in this format
and faulty sequences are easily spotted.
Linear projects such as this railway line are well suited to Time/Location and show the flow of teams across
the program. Production codes can be attached to selected activities and varied to test the effect on the
overall program.
Introduction
Whats behind Time/Location?

Any SitePlan program can be plotted on Time/Location provided the activities can sensibly be given a
position on the location scale.
The railway line Time/Location that was shown on the previous page was derived from the program shown
here in barchart form. This example is used in the following pages to illustrate the main principles of
Time/Location
Keep it Simple
Only selected activities should be included on a Time/Location chart and these should describe the main
ideas or elements of the program.
A common mistake is to cram on too much detail with a consequent loss of clarity and increase in
complexity. The whole objective is to make the program clear and easy to understand.
Define Chart Axes
Location axis and activity selection

Defining the location axis
In the SitePlan Definitions
choose 2.10 Time/Location definition menu and click on it.
The start and end location values must be entered in the Location column. These set the overall scale of the
chart. Intermediate locations can also be entered and these will be shown on the chart.
The start and end location values must be entered in the Location column. These set the overall scale of the
chart. Intermediate locations can also be entered and these will be shown on the chart.
Sometimes it is more convenient to use codes to represent locations. In this example the East and West
portals have codes (EP and WP) against their location chainages. Either the raw chainage or the code can
be used to reference a location, or a mixture as shown here in the background document.
This technique is useful in hi rise (use T15 instead of level 60.250, say) or in housing programs where unit
numbers can be used.
Define Chart Axes
Selecting and positioning activities

To be included on the Time/Location chart, an activity must have an entry in the Location column of
Time/Location List, view document 2.1. In this example, the railway line extends from chainage 0 to 8000 and
the activities have location entries in this range.
The location can also be floors of a building, levels of the floors, number of houses, depth of a mine shaft,
etc.
The Time element
The position of a bar on the Time/Location chart is taken from the start and end dates of the activity.
To avoid too much detail on the chart it is often necessary to summarise a series of activities into T types
(SitePlan speak for hammocks).
Time Location bars
Three kinds of activity bars

Activities can be represented as fixed bars, sloping bars or block bars.
1. Fixed bars are activities located at one, fixed location - for example, Construct East portal. They are given
a single location value.
2. Sloping bars are activities that stretch between two points eg: Line tunnel. They require two location
values separated by a hyphen (-).
3. Block bars are activities that stretch between two points, but have no direction or flow eg: Station
buildings. They require two location values separated by a hash (#). Block bars often represent a larger
group of activities summarised as a T type.
Time Location bars
Time Location bars
Time Location options
View Options
Text against Time/Location bars
The text shown against bars can be the activity description, text entered to override the description or it can
be a code such as the User code.
In this example, the activity description has been specified as the default text (see Options later) but is
overridden by any text that is entered in the Location text column.
If there is limited space, or activities clash, the text can be suppressed by entering a hyphen in the Location
text column.
10
Colouring the bars

The bars on a Time/Location chart can be coloured by float or by the colour of codes attached to the
activities. Here the User code has been allocated to activities and the bars adopt the colour of the User code.
The barchart report shown here has been setup to reflect the colours of the User codes.
11
Stretching a bar
When the cursor crosses the end of a bar, the stretch cursor appears. If it is green, the bar can be stretched
this simply changes its duration. If the cursor is red, it means that that activity may not be changed it is
probably a T type bar.
Stretch positions are always the end of the bar that is the latest end. If the activity has a production code
assigned, the next recalculate will restore the production derived duration.
12
Options: the Chart control

The Options dialog is used to control the activities displayed on the chart. This tab of the dialog controls the
look and feel of the document.
Orientation
Note: the Calendar on vertical axis checkbox is important. If this is set incorrectly, fitting the bit map on the
wrong axis will probably be impossible and an error message will be issued.
Scale and fitting
Change the text size, calendar scale and fitting of the screen Time Location chart.
Bar options
Adjust the colour, bar reference and bar widths as required.
Background grid
Adjust the grid lines displayed on the chart.
13
Options: the Time Axis

This tab provides selections of the calendar displayed on the time axis and the divisions to be used.
Calendar strip
Choose the options to display for the calendar strip. Note if you adjust the calendar scale some of the
options selected might not be displayed. I.e. elapsed days will not display if the calendar scale is reduced to
display weeks.
Calendar scale
Select which calendar to display if more than one calendar has been defined in the program.
Time indicators
Select the calendar lines to display on the screen Time Location chart.
Options: the Location Axis

Location line
The location axis can be inverted that is the route map can start on the right and progress to higher values
on the left. The normal configuration is from left to right leave the box unchecked for this.
Note the lowest value and highest value defined in the Time Location definitions, will be used to plot the
location line.
Location image
Browse and select a scaled image to display with the chart. The scale image used should have a ration less
than 1/3 of the chart orientation used to ensure a sensible chart.
To make more space available vertically, allowing a bigger scale to be selected, the image can be hidden by
double clicking on it and the Show Locations and Show Codes boxes can be unchecked.
Options: Styles, Colours and Fonts

All the fonts used on the chart can be managed on this tab. In addition, the background colours and the
colours used for the text can be changed. Using background colours (behind the route map and the calendar
here) help to distinguish areas of the chart. Double click on the item to change.
14
Time Location tools
Chart Tools
Tools: Filtering
Filters allow different layers of the activities to be displayed while the others are shown in a subdued grey
colour. This allows the user to focus on particular elements of the chart.
Tools: Production rates
Three production rates are available - A, B & C. These can be assigned to activities as shown here, and the
production values can be set or changed on the Time/Location chart in the Options on the Rates/Cycle
times tab.
This view shows the Cycle column where the production codes are allocated. Currently A is set to 15m/day
and the duration of Drive tunnel is calculated as Distance/A = (3500-2000)/15 = 100. Changing A to 20 sets
the duration to 75.
Tools: Cycles
Cycle times are used as the Start-to-Start lead between repetitive activities. An example for the cycle between
floors in the hi-rise building is shown a couple of pages ahead.
15
Time Location tools
Options: Production rates

One of three production codes (A, B or C) can be allocated to activities. When the production rate for a code
is changed, the program recalculates and reflects the alteration.
The difference between the start and end location are subtracted and divided by the production rate to
derive the duration for the activity concerned.
Production codes can be used on sloping and block bars but have no meaning on fixed bars.
16
Time Location tools
Options: Cycle times

One of three cycle codes (X, Y and Z) can be allocated to activities. The cycle time between two activities is
actually the time between their starts i.e. it is the start lead in a Start-to-Start link.
The rate for these codes is changed on the Time/Location Options and the program will recalculate and
reflect the change. Any arithmetic included will be assessed and forms part of the cycle.
17
Time Location reports
Report Manager
Like all SitePlan reports, those for time/Location are very simple to setup and control. In the New Report
selection, Time/Location is number 10.1. This can be altered to suit the users requirements by pressing the
Customise button.
Customising a report
Besides the Time/Location tab, these report setups are the same as any other SitePlan report.
The same graphic that is used on the screen display can be printed on the report and an additional graphic
that locates at the top of the page can be included. The latter could be table of quantities, mass haul diagram
or anything else that can be scaled to width to fit the route map
18
Candy Advance Planning - Budget Forecast
Introduction
Section 2 - Budget Forecast

Introduction
Bill items in a Candy estimate can be linked to the activities in a Candy Planning program. Once the link is
established, time-based forecasts of cost, value, resources and quantities from the estimate can be analysed
using the facilities in the Forecast module.
Items from a bill of quantities in Candy Estimating can be allocated to activities in a Planning program. A bill
item can be allocated to multiple activities, specifying the quantity allocated to each activity and where in the
activity it is to be spread.
The result of this linking process is a Bill of Quantities with a program attached. The program then knows
which bill items, and associated quantities, to spread over the activity. With this knowledge, the bill can be
displayed showing a forecast of the money to be spent against each bill item for every month of the
program. Forecasts can also be done for bill item quantities, estimating resources, class codes, bill codes etc.
Once the BOQ is linked to the program, all the results and data in the estimate can be displayed against the
timescale of the program. Any changes to the program or the estimate will affect the forecast.
Linking methods
Depending on the information and time available the link can be established using the following three
methods.
1. From the BOQ create a PROGRAM

The Estimator needs to create a forecast Not the best method, but is quick and fairly accurate. A BOQ is
not an indication of how the work is to be done but only a measurement of the work. Civil bills are more
activity based. This process automatically links the bill items to the activities
2. From the PROGRAM create a BOQ

E.g. Design and build where a BOQ can be priced and created from a program. This process
automatically links the activities to the bill items
3. Link a BOQ to a existing PROGRAM

This can be time-consuming but it is the most accurate method. The Candy estimate includes the
money/resource, and the program includes the activity durations and sequence.
This last mentioned method of linking will be used in this document.
19
Summary Program
Summary Program
The Planners program for the project is focused on how the work is to be executed. It has multiple detailed
activities with durations even as short as one day. This program is used to control the job with regular
updates - fortnight, weekly or even daily.
The focus of the QS is on the valuation / financial periods; which is usually monthly. One can link the
Programmers detailed activities to the Bill items, but this can be a time-consuming process.
As the focus of the QS is on the bigger picture, the recommendation is to create a financial program
based on the summarised Planners program. This program will still have the same dates as the Planners
program but with less detail making the linking less time consuming but still supplying the end result
required.
The following will explain how to create a program from a summary program report / details received from
the Planner.
Summary Program from Planner

A well planned program will be summarised hierarchically (also referred to as WBS). Ask the Planner to print a
summary report of the program.
It is recommended that the program be summarised to a level 2 or 3.
Lower levels will give more detail that might not be required. In this example a program summarised to a
level 2 is used.
Summary program report received from the Planner
20.
Summary Program
Create new program

Do this:
The summary program must be created in the same job as the one with the estimating bill. To create a new
program in the current job, select the Planning module tab. Select Main > Program Manager.
In the Program Manager select the menu Program > New > New Program to create a new program.
Fill in the Program name.

Select the program start date Make sure that the program
start date = the earliest date on the planners program.
Select the week start day and the working days per week the
same as the Planners program.
Ensure that this selection is as per Planners detail program.
After the program is created, double click on the program name
to select the program.
The program name will be displayed in the Planning tool bar
21.
Summary Program
Add holidays to Calendar

To ensure that the summary program has the same dates as the detailed program, the holidays and/or nonwork days allowed for in the detailed program must be set in the summary program. Ask the Planner to
supply a list of the (PC) project calendar holidays or to print a year planner report.
Year Planner report received from the Planner.

To enter the holidays and non-work days, select Main > Calendars. In the PC calendar column highlight the
workday you want to change to a holiday and select Set holiday to change the work day number to a
holiday.
Close the calendar document when finished. Changes will be saved.
22.
Summary Program
Enter activities, dates and durations

An easy way to enter activity details is to use a template document specifically for this purpose.
Do this:
Select Documents menu to open the Planning documents. Select New at the bottom of the manager to
open the document template list.
Select the document 7.2 Enter activity dates
Enter the exact activity numbers and descriptions as per the Planners summary report. Enter the start and
end dates and the computer will generate the duration. Or enter the start date and duration and the
computer will generate the end date.
The dates can also be entered in the number format 14 01 11 and it will be displayed as 14 Jan
11 in the date column.
Enter the following information as displayed on the Planners summary report. Note that there are still some
heading levels and these activity types are created by entering a number (i.e. 1) in the T (type) column.
Normal activities will display a B in the type column, generated by the computer. No logic links between
activities are required
23.
Summary Program
Activity
Number
ActivityDescription
Duration
Start
Finish
A000
SITEESTABLISHMENT
A030
FANFOUNDATION(SECTION2)
A040
EARTHWORKS
A100
FOUNDATIONS
A160
SUPERSTRUCTURE
A220
STORMWATERDRAINAGE
15
04Jan10
130
18Jan10
130
15Mar10
130
14Sep10
12May10
100
20Jul10
22Jan10
09Nov10
12Apr10
55
31Aug10
A300
FANINSTALLATION
25Aug10
A350
SUBSTATION(SECTION3)
A360
EARTHWORKS
A400
FOUNDATIONS
45
15Feb10
40
09Nov10
20Apr10
21Apr10
95
15Jun10
A430
SUPERSTRUCTURE
A490
FINISHES
A540
EXTERNALWORKS
A570
CONTRACTUALHANDOVER
A580
HANDOVERCOMMISSIONEDFAN
A600
HANDOVERSUBSTATION
19May10
60
29Sep10
60
13Jul10
10Nov10
13Jan11
21Apr10
28Sep10
10Nov10
14Jan11
14Jan11
Note: The level two summary headings of the Planners program are entered as activities in this
program, whilst the level one heading remain heading type activities in this program. This is indicated by
typing in a 1 in the Activity type (T) column.
24.
Summary Program
25.
Link Bill to Program
Link the Bill of Quantities to Summary program

The forecast module will be used to link the Bill items to the Programs Activities. To ensure the correct
monetary forecast, all bill items with money value must be linked to activities.
Link by typing in activity numbers

Do this:
In the Forecast module select Documents > Forecasting documents to open the document manager. Open
the document 3.1 BOQ with Activity allocations.
Place this document on the top half of the screen using the icon
With this document on the top half of the screen select Documents > Forecasting documents and open the
document 3.2 Activities with BOQ Allocations.
Place this document on the bottom half of the screen using the icon
Both documents will now be visible on the screen.
One method of linking the activities to bill item is to type in the activity numbers next to the relevant bill item
in the screen document 3.1 BOQ with activity allocation.
26.
Note to adjust the calendar scale smaller; right-click on the calendar in the bar chart and select
calendar scale from the menu then slide the scale to 1 for the smallest scale.
When entering the activity number next to a bill item the full qty of the item will be allocated to this activity.
A bill item can allocate its quantity to many activities simply insert additional lines (CTRL+ INSERT) below
the bill item and enter the additional activities on these the lines below the bill item.
Enter the relevant allocated quantities for these additional linked activities. The total quantity allocated must
equal the billed quantity otherwise an over or under allocation results.
Show only the first line of the bill description in 3.1 BOQ with activity allocation by selecting
View > Items > Show single line descriptions.
Drag & drop method
Bill items and activities can also be linked with drag and drop. Select and highlight the bill items then drag
the selected items and drop them on the applicable activity in the screen below.
The inverse is also possible. I.e. select the /highlight the activities below then drag and drop them on the
applicable bill item in the top screen document.
27.
Spread bar adjustment

The bill quantity allocated to the activity, is allocated /spread over the full activity duration by default. . This
is indicated in the columns Start % Offset = 0 % and End % Offset = 100%. A spreadbar with the % off
set is also shown inside the activity bar.
The offset % and spread bar can be adjusted if the bill qty is not required for the full activity period but only
for a portion of the activity period.
(E.g. blinding concrete for the foundations is only cast in the first 60% of the Foundation activity duration and
not the full duration. Start % offset = 0% end 5 offset = 60%)
Proportional spread
Multiple activities can be linked to one bill item. When the first activity is linked to a bill item, the FULL
quantity is allocated to this first linked activity.
The other linked activities will not have any allocated quantity. This can be corrected by manually adjusting
the allocated qty for each linked activity or be by means of the proportional spread menu
Do this:
Highlight the bill item/items linked to more than one activity. On the highlighted items Right- click >
Proportional spread > Process all
Before proportional spread
After proportional spread
28.
Over/under filter
Check the allocated quantity difference once you have completed the activities to the bill items.
Do this:
Right-click on the column heading Final (or Bill) Allocated qty difference > Filter over/under
allocation.
Any bill items not linked to activities will be displayed. Link them.
If all the bill items are linked the message
will be displayed.
29.
Forecast views & Reports
Forecast views & reports

When all the bill items with monetary value are linked to activities, then various forecast documents and
reports are available in the Forecast module.
Remember to calculate the summary documents like the Cost code budget whenever changes are made.
30.
BOQ Progress
Valuation (BOQ progress)

The Candy Valuations is used for the post tender stage of a project. The Bill of Quantities created in Candy
Estimating is available in Candy Valuations, the only difference between Estimating and Valuations is the
extra valuation quantity columns and the Valuation reports.
Initial valuation set up

Do this:
Select Main > Valaution setup > Set up next valaution.

Enter the valuation date, number and header
Choose the Cost and Allowable options (Recommend you keep the default). Note these options can be
changed later if required.
31.
BOQ Progress
Valuation quantities
Enter the valuation quantities for the current valuation period.
Open a quantity calculation sheet for the Actual quantity of a bill item, right-click > Calc-sheets
> Display quantity calc-sheets. Or double click in the cell to open the calc-sheet. Enter the %
progress.
When all the valuation quantities have been entered, various reports are available in the Valuation report
manager for printing & analysis.
32.
Program Progress
Program Progress
If the Bill is linked to the program the future cost can be displayed per remaining time period.
We need to update the program and synchronise the program progress with the valuation progress.
Note: The valuation date and the Program update date (TimeNow) MUST be the same to display the
correct information.
The Planner will update his detail program and again only give the QS a summary report of this update. This
report must included Actual start, Actual end dates as well as the Remaining duration.
Set update date (TimeNow)

Do this:
Select the Forecast module > Main > Select
program linked to the bill. Open the forecast
document 5.1 Progress Barchart.
Select Progress > Record TimeNow.
Enter the TimeNow date remember this date must be

the same as the planners date which must be the same
as the valuation date.
.
With the first update, a base program will be saved.
33.
Program Progress
Enter Actual dates and remaining durations

Do this:
Using the Planners summarised update information to enter the Actual dates and remaining duration
Remember to Calculate when complete.
The dates can also be entered in the number format 14 01 11 and it will be displayed as 14 Jan
11 in the date column.
34.
Candy Construction Estimating and Valuations
Synchronise progress
Synchronise Valuation and Program progress

The progress quantities of the program and the valuation progress quantities might be different for
some bill items. These progress quantities need to be synchronised to give the correct information.
Compare progress differences

Do this:
Open the forecast document 5.3 Update Valuation and Allocated Quantities.
The difference between the Actual Quantity column and the Program qty to date is displayed in the
column Alloc to date Over (-) Under (+).
Resolve progress differences
As the valuation quantity is measured by the QS and the program quantity is calculated by the
computer, we will rather trust the QS and adjust the program quantity to be the same as the Actual
quantity.
The remaining valuation quantity will be spread over the remaining duration of the linked activities.
Note: The remaining duration of the activity is NOT adjusted in this process.
35.
Do this:
Select Tools > Update Allocated remaining from Valuation..
Adjust allocated qty with rounding differences (if required)

Do this:
With the rounding of values you might find that there are still a small qty displayed in the differences
columns.
These differences can be adjusted by over-typing the values in the Allocated qty to date or Actual qty
remaining column. It is important that the two differences columns are both blank. Then we know
the valuation progress and the program progress is synchronised.
Note: Always ensure that the two columns indicating Over & Under quantities are blank before
analyzing and printing reports.
If Alloc to date column is blank = Progress quantities between BOQ and program is in sync.
If Total qty column is blank = All bill item quantities have been allocated (Including changes to Final
quantities as well as additional Variation items added afterwards)
36.
Forecast views and reports
When the progress is synchronised various documents and reports can be printed showing the time
related forecast.
Below is a Cost code budget showing the monthly forecast based on the cost codes as used in the
accounting system.
37.

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Advance Planning

Candy Advance Planning

Section 1 Time Location..................................................................................................... 1

Location axis and activity selection..................................................................................... 4

Three kinds of activity bars .................................................................................................. 6

Chart Tools ........................................................................................................................... 15

Candy Advance Planning

Section 2 - Budget Forecast ............................................................................................... 19

Summary Program .............................................................................................................. 20

Link the Bill of Quantities to Summary program ............................................................ 26

Valuation (BOQ progress) .................................................................................................. 31

Synchronise Valuation and Program progress ................................................................ 35

Candy Advance Planning - Time Location

Section 1 Time Location

Candy Advance Planning - Time Location

Candy Advance Planning - Time Location

Whats behind Time/Location?

Candy Advance Planning - Time Location

Define Chart Axes

Location axis and activity selection

choose 2.10 Time/Location definition menu and click on it.

Candy Advance Planning - Time Location

Define Chart Axes

Selecting and positioning activities

The Time element

Candy Advance Planning - Time Location

Time Location bars

Three kinds of activity bars

Candy Advance Planning - Time Location

Time Location bars

Candy Advance Planning - Time Location

Time Location bars

Candy Advance Planning - Time Location

Time Location options

Candy Advance Planning - Time Location

Time Location options

Candy Advance Planning - Time Location

Time Location options

Colouring the bars

Candy Advance Planning - Time Location

Time Location options

Candy Advance Planning - Time Location

Time Location options

Options: the Chart control

Scale and fitting

Adjust the colour, bar reference and bar widths as required.

Adjust the grid lines displayed on the chart.

Candy Advance Planning - Time Location

Time Location options

Options: the Time Axis

Options: the Location Axis

Options: Styles, Colours and Fonts

Candy Advance Planning - Time Location

Time Location tools

Tools: Production rates

Candy Advance Planning - Time Location

Time Location tools

Options: Production rates

Candy Advance Planning - Time Location

Time Location tools

Options: Cycle times

Candy Advance Planning - Time Location

Time Location reports

Candy Advance Planning - Budget Forecast