SCH202: Manage Schedules CERTIFIED COURSE CURRICULUM SAGE UNIVERSITY
IMPORTANT NOTICE This document and the Sage 100 Contractor software may be used only in accordance with the Sage 100 Contractor End User License Agreement applicable to the Sage 100 Contractor software. You may not use, copy, modify, or transfer the Sage 100 Contractor software or this documentation except as expressly provided in the license agreement. Visit Sage's training services Web site at www.sageu.com, call 1-877-724-3285, or e-mail us at traininginfo.cre@sage.com to learn about training classes that Sage adds throughout the year. Contact your business partner to learn about local training options. Information in this document is intended solely as general information with respect to common business issues and is not to be construed as professional advice. Consult a tax or accounting professional for all tax and account related questions. THE INFORMATION HEREIN IS PROVIDED AS IS AND ALL WARRANTIES ARE EXPRESSLY DISCLAIMED, INCLUDING BUT NOT LIMITED TO ANY WARRANTY: OF MERCHANTABILITY; OF FITNESS FOR ANY PARTICULAR PURPOSE; OF NON-INFRINGEMENT OF ANY PROPRIETARY RIGHT OF ANY THIRD PARTY IN ANY COUNTRY; OTHERWISE ARISING OUT OF ANY PRODUCT, PROPOSAL, SPECIFICATION OR SAMPLE; AND ANY WARRANTY THAT THE DOCUMENT IS ERROR FREE. No license, express, implied, by estoppel or otherwise, to any intellectual property right is granted by this document. Sage Software may make changes to the information in this document at any time, without notice. Recipient is solely responsible for assessing the suitability of the information and assumes all risk of use. 2013 Sage Software, Inc. All rights reserved. Sage, the Sage logos, and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners. 03/2013
Scheduling Contents Contents Welcome...................................................... 7 Course Pre-Requisites................................................ 7 Training Data for Lecture and Activities................................... 7 Conventions Used in This Workbook..................................... 9 Manage Schedules............................................. 11 Use Start/Finish Relationship.......................................... 11 Work Days Used.................................................... 13 Save Your Schedule................................................. 14 STUDENT EXERCISE 1.............................................. 14 Predecessor Relationships Lead and Lag Time........................... 15 Predecessor Relationships............................................ 15 STUDENT EXERCISE 2.............................................. 17 Float.............................................................18 Draw Relationships on the Gantt Chart.................................. 19 Select Non-Work Days for the Schedule................................. 19 Select Non-Work Days for Specific Tasks................................ 19 Setting Original Dates................................................ 20 Critical Path Report.................................................. 21 STUDENT EXERCISE 3.............................................. 22 Summary.......................................................... 23 2013 Sage Software, Inc. Online Training at www.sageu.com 3
Scheduling Contents 2013 Sage Software, Inc. Online Training at www.sageu.com 4
Scheduling Contents 2013 Sage Software, Inc. Online Training at www.sageu.com 5
Contents Sage 100 Contractor 6 Local Training From Business Partners 2013 Sage Software, Inc.
Scheduling Welcome Welcome This handout has been designed for use in an instructor-led class for Sage 100 Contractor. Detailed instructions help you recall the procedures introduced by your instructor. Depending on how your training class is conducted, some sections may not be addressed. Refer to these sections in the future as you continue to work with the software. Course Pre-Requisites You should have already participated in the lessons NCT102 and SCH101. You should also have Sage 100 Contractor installed with the Sample Company selected. Training Data for Lecture and Activities As your instructor demonstrates procedures in the software, he or she will access the training data set that has been used to capture application screens in this workbook. You will also use the training data set to complete the activities. You can download the training data sets on the Sage University Web site (www.sageu.com) using the procedure explained on the next page. Transactions in the Training Data Set In certain cases, transactions in the data set that you use may show a different year than the illustrations in this book, or than the instructor shows in class. If your data set transactions show a different year, but all other details such as the account setup, vendor names, and jobs are identical, your data set will correspond to the materials in all respects but the date. When you complete the activities that involve dates, you may see a different year in the instructions or screen shot than in your data. Use the appropriate year based on the data you are using for activities. For example, if 2012 is the current year in your data and the activity prompts you to enter prior year information, enter a date in 2011. If the activity prompts you to enter current year information, enter a date in 2012. 2013 Sage Software, Inc. Online Training at www.sageu.com 7
Welcome Sage 100 Contractor If you already have an older version of the training data installed, you can upgrade it using the directions below to download the latest training data set. If you prefer to use another data set for the activities, you may do so, but your results may not resemble the images you see in the workbook. To Download the Training Data Set 1. In an Internet browser, go to http://sageu.com/sage100contractor. 2. In the right-hand area under QuickLinks, click Training Data. 3. Select the ReadMe File file for instructions on load the sample data. 4. Click the Download the Sample Company Training Data link. 5. Click Run to install the training data. If you see a security warning about the publisher, click Run. 6. Browse to your MB7 folder, then click Unzip, and then click OK. Menu Paths In this workbook, menu paths show you the steps required to start a task. This is a sample menu path: 4-Accounts Payable > 3-Vendor Payments > 2-Pay Vendors Many modules and tasks are also available through Sage 100 Contractor Desktop. The Desktop has a tree structure that reflects the same logical progression as the steps of a menu path. Where to Get Additional Information Application Help Files Each application contains an extensive Help system. The Help is your primary resource for reference and how-to information for all tasks. Help includes Contents, Index, and Search features that help you locate information quickly. You can start Help in two easy ways: Select About this Window from the Help menu in any application. Press the F1 key on the window in any application. Technical Support Knowledgebase The Technical Support Knowledgebase contains the latest information about application features. You must have a current service plan to access the knowledgebase. 8 Local Training From Business Partners 2013 Sage Software, Inc.
Scheduling Welcome InfoCenter Be sure to check the InfoCenter for product news, announcements, support, and training. Access the InfoCenter from Home and Resources tab > Customer Resources. Submit Enhancement Requests Do you have a suggestion for how we can improve our software? We want to hear your ideas! Open the Product Enhancement Request option from Home and Resources tab > Customer Resources. Ideas you enter will be submitted to our Product Management team. Conventions Used in This Workbook This workbook uses the following conventions: The names of screens, windows, fields, buttons, and other features displayed by the software are shown in bold type. Information you enter into the software is in bold type, as in the example below: Type Miscellaneous in the Amount Type field. Names of keys are shown in capitals; for example, ENTER, TAB. A plus sign (+) between two key names indicates that you should press both keys at the same time; for example, SHIFT + TAB. NOTE: This symbol draws your attention to information of particular interest. TIP: This symbol draws your attention to tips about using a helpful feature of the software. WARNING: This symbol draws your attention to information that is important because it can help you avoid a costly or time-consuming error. FOR MORE INFORMATION: This symbol draws your attention to a reference to another document or to another section in this document. 2013 Sage Software, Inc. Online Training at www.sageu.com 9
Welcome Sage 100 Contractor 10 Local Training From Business Partners 2013 Sage Software, Inc.
Scheduling Manage Schedules Manage Schedules This course provides tools, guidelines, and practice in using scheduling Start/Start, Finish/Start and Finish/Finish predecessor relationships with lead and lag. In this course you will learn how to: Use all types of predecessor relationships. Use lead and lag time. Identify float. Draw relationships on the Gantt Chart. Select and activate work vs. non-work days. Review the schedule and set Original Schedule dates. Print Critical Path Report. Use Start/Finish Relationship In the previous class, we created a Job #10 Schedule, that we will continue using for this class. Job #10 was built using the default under Options, Default Start Finish. (Job #10 shown below) Job #10 Created in SCH101 Class, Using Start/Finish Relationship as a Default 2013 Sage Software, Inc. Online Training at www.sageu.com 11
Manage Schedules Sage 100 Contractor Determine the non-work days for your schedule, Saturdays and/or Sundays and, you may use the company calendar that could include holidays. WARNING: If you select the Company Calendar and it is later changed, the schedule will be affected. 12 Local Training From Business Partners 2013 Sage Software, Inc.
Scheduling Manage Schedules Work Days Used The schedule is calculated by workdays. Determine what the non-work days are for each schedule. The bottom of the 10-3 screen has choices to be checked, Saturdays off, Sundays off and you may use your company calendar that could include company holidays. All users share the company calendar. To designate off days that are schedule specific, this should be done in the schedule, not in the company calendar. To view your calendar, use the F2 key when cursor is in the grid area. To set a company Off Day (other than all Sat. or all Sun.) right click mouse on date. Use the F2 key to view the company calendar. The calendar is company wide and shared by all users. We are going to designate Saturdays and Sundays as workdays for this schedule by clearing the corresponding check boxes at the bottom of the screen. Our completion date was just reduced 8 days. Our schedule is now completing July 14, 2012. 2013 Sage Software, Inc. Online Training at www.sageu.com 13
Manage Schedules Sage 100 Contractor Save Your Schedule There is another way to designate Non-work; we will cover that later in the class. Note that Saturday Off and Sunday Off check boxes are cleared which removes shaded vertical columns to the Gantt chart. STUDENT EXERCISE 1 Designate Saturdays and Sundays as work days. Please go to your desktop and launch Sage 100 Construction (with the Sample Company selected) if you have not already done so. 1. Open 10-3 Schedules. 2. In Job #10-Schedule, clear both Saturday off and Sunday off check boxes on the Gantt Chart. Does your screen look like the schedule on the previous page? 3. Go to your grid and look for the latest date in the Late Finish column. Is it July 14, 2012? 4. Clear both Saturday off and Sunday off check boxes on the Gantt Chart. Does your screen look like the schedule on previous page? 5. Go to your grid and look for the latest date in the Late Finish column. 14 Local Training From Business Partners 2013 Sage Software, Inc.
Scheduling Manage Schedules Leaving this schedule open for further exercises, please return to the conference when you have completed this exercise. Predecessor Relationships Lead and Lag Time To view, enter or edit predecessors Enter Lead/Lag time in this field Predecessor Relationships Relationships are created to determine which tasks are dependent upon others. Schedules may also include lead-time, entered as a negative number of days, which allows the task to run concurrent with other tasks. Lag-time between tasks, entered a positive number of days, creates a gap between tasks (i.e., may be used for concrete curing time between the concrete pouring task and stripping the forms). Using the predecessor relationships with lead and lag time can make the schedule more accurate, thus more effective. 2013 Sage Software, Inc. Online Training at www.sageu.com 15
Manage Schedules Sage 100 Contractor The four relationships are shown on the next page (printed from the Help screen). Let s review our schedule and determine how we can use the new relationships. Most commonly used Review the schedule to see which tasks can be done at the same time and what the true order of work will be. Begin with the second task since the first is the fixed date and does not have a predecessor. Go through each task and determine: 1. Can this task can be done concurrently with any other task(s)? Does the work space allow for more than one trade in the area at one time? 2. Do we need to add lag time? In our example, we have a task for concrete cure time. 3. Is the order of work correct for this job? Review the entire schedule and ask: Are all tasks listed? Is it well thought out? Is this reasonable and attainable? Remember, we are building a plan, not a wish list. 16 Local Training From Business Partners 2013 Sage Software, Inc.
Scheduling Manage Schedules The lead and lag time may also be introduced to the schedule by moving tasks on the Gantt Chart. Move tasks on Gantt chart STUDENT EXERCISE 2 Change Predecessor Relationship, Add Lead Time. Please return to the schedule you worked on in the last exercise. 1. In Options turn off the Default Start/Finish. 2. Go to the Predecessors window and change the following relationships. First use the table to enter lead-time. For the third entry, use the move icon. (Hint: Lead-time is a negative number.) 3. Task 3000, Layout Start/Start to 2100, Sitework with 1 day of lag time. 4. Task 3500, Pre-Pour Inspection Start/Finish to 3200, Foundation Form/Reinf. with 1 day of lead time. 5. In reviewing our schedule, we find that we need to add a task. 6. Add Task 16000, Final Inspection. To do this you will need to be in the grid. 7. Give the task a duration of 1 days and a type 4, Milestone. 8. Save the schedule. 9. Go to back to the Predecessors view and clear the Float check box. Does your schedule look like the one on next page? If not review the steps in the exercise once more. Leaving this schedule open for further exercises, please return to the conference when you have completed this exercise. 2013 Sage Software, Inc. Online Training at www.sageu.com 17
Manage Schedules Sage 100 Contractor Screen Verification Checking the float box reveals the float as represented by the green arrow By adding a new task, we must determine what its predecessor will be. Since no predecessor has been assigned, the new task starts on the Fixed Date and floats to the project completion. Float What is Float? Float is an amount of time that you can delay a task without affecting the schedule s last workday. A task with float is not in the critical path. If a task with float does not begin or end within the allotted time, it can delay other tasks and ultimately delay the project s finish date. 18 Local Training From Business Partners 2013 Sage Software, Inc.
Scheduling Manage Schedules Draw Relationships on the Gantt Chart Another method of entering predecessor relationships is to draw them on the Gantt Chart. Using the icon (or going to Mode, Draw Predecessors), on the Gantt Chart we can draw a relationship from the lower task, upward to create the relationship. For this class we will draw a Finish/Finish task, from the finish of Task 16000, Final to the finish of Task 6600, Wall Layout. You must be viewing both the task and its predecessor on the screen. You can not scroll the screen while drawing the relationship. Click here to select Workday/ Non-workday mode. Click here to draw predecessors Select Non-Work Days for the Schedule Entire days can be set to work or not to work. Use the Workday/Non-workday button or select this choice from the Mode menu. Clicking on the days of the week at the top of the columns of the Gantt view will toggle that day between being a workday and a non-workday. Select Non-Work Days for Specific Tasks Some trades have different non-work days due to different holiday schedules and union agreements. To designate non-work days for specific tasks, use the upward arrow icon, or go to Mode, Work Day/Non-Work Day. Once the work day has been designated a non-work day, a green color is inserted for that day on the task. Non-work days, such as Saturday and/or Sunday in our schedule may be made a work day by using the icon to toggle an off day to an on day. This will insert a red color into the task to designate a work day on a regularly scheduled non-work day. See the legend on the previous page. This is useful when accelerating a schedule. When our schedule is just the way we want it, we must set the original dates. 2013 Sage Software, Inc. Online Training at www.sageu.com 19
Manage Schedules Sage 100 Contractor Setting Original Dates To set original dates for the schedule go to Options, Set Original Schedule. (below) Set schedule original dates With original dates set on the schedule, we can update the schedule as necessary as the job progresses and view original versus actual dates on reports. 20 Local Training From Business Partners 2013 Sage Software, Inc.
Scheduling Manage Schedules Critical Path Report This 10-1-8 Critical Path Report shows all tasks on the Critical Path. Since the Critical Path determines when the job completes, management of these tasks is very important. 2013 Sage Software, Inc. Online Training at www.sageu.com 21
Manage Schedules Sage 100 Contractor STUDENT EXERCISE 3 Draw Predecessor, Create Non-Work Day, Set Original Dates Please return to the schedule you worked on in the last exercise and enter the following: 1. Using either the Draw Predecessor icon or Mode > Draw Predecessors, draw a Finish/Finish relationship from Task 16000, Final to Task 6600, Wall Layout. 2. Using Mode > Work/Non-Work Days, on Task 6200, Subfloor Electrical, make Friday, July 20 th a non-work day. 3. Set Original Dates on your schedule. 4. Save you schedule. 5. Go to view your Critical Path Report (menu 10-1-8). Does your report look like the one on previous page? Please return to the conference when you have completed this exercise. 22 Local Training From Business Partners 2013 Sage Software, Inc.
Scheduling Manage Schedules Summary We have covered advanced scheduling features within Sage 100 Construction and discussed relationships and critical path. At this point you should feel comfortable with: Using all types of predecessor relationships. Using lead and lag time. Identifying float. Drawing relationships on the Gantt Chart. Selecting and activating work versus non-work days. Setting Original Schedule dates. Printing Critical Path Report. Thank you for participating in this online class. 2013 Sage Software, Inc. Online Training at www.sageu.com 23
Manage Schedules Sage 100 Contractor 24 Local Training From Business Partners 2013 Sage Software, Inc.