A schedule consultant, also known as a master scheduling consultant or a scheduler, is someone who designs and implements scheduling systems. They will typically be in charge of setting up and configuring the scheduling tools for one or more projects or programs, and documenting how the set-up has been achieved.
In an earned value management environment, their main role is to create and maintain the integrated master schedule (IMS).
Scheduling consultants are a useful addition to your team because they mean your in-house staff can focus on what they do best: delivering a great service to clients and completing your project deliverables. A scheduler works behind the scenes to ensure work is timetabled and resourced effectively so everything happens smoothly on the job.
Schedulers can be staff members who work on projects on a rolling basis as and when you assign them to tasks. You can also hire in schedulers to help with a short-term need such as setting up a compliant system for a contract that requires earned value management certification.
Here’s what a schedule consultant can do for you.
Support compliance requirements
Experienced schedulers are familiar with the requirements for US Government contracts and what is needed to build and maintain a schedule that ticks all the boxes. They provide the scheduling information required for the EVM system description to the program team. As a subject matter expert, they’ll probably get involved in other aspects of certification prep too, like documenting processes or writing up procedures to meet the requirements.
Compliance is not a one-and-done activity. Schedulers freely share that knowledge to allow for continuous process improvement for the data architecture, processes and systems in use to ensure ongoing compliance.
Our scheduling best practice course is based on PMI’s Practice Standards for Scheduling, the DCMA’s 14 point schedule assessment and other published standards. Schedulers should be aware of all of those to build reliable, compliant schedules.
WBS creation
Scheduling is a discipline that requires input from many other teams, so schedulers have the skills to work across the organization. They gather information and updates from many individuals and departments. For example, they will work with finance teams for cost elements, project controls, the PMO and team leaders.
An experienced schedule consultant can lead the development and creation of the work breakdown structure that meets WBS guidelines for government programs. They may work alongside the project manager for this, but it’s also common for the scheduler to manage the process of defining work packages and setting up control accounts with the relevant teams.
That information is then transferred into the scheduling tools like Primavera P6 as it forms the basis of the schedule.
Create and maintain the IMS
Once the WBS, work packages and control accounts are set up, the scheduler can begin creating the integrated master schedule.
This is more than typing in tasks and creating a basic Gantt chart. A compliant plan requires all the data elements covered in the EIA-748 requirements as well as a structured approach to coding. There are many complex elements to input for each task to ensure they can be tracked and managed appropriately.
Once the schedule is set up and the IMS created, it has to be maintained. The scheduler is responsible for putting a change control process in place. They may write and then adhere to standards for updating the schedule and collating information from team members to keep it up-to-date.
Manage schedule risk
Schedulers contribute to project risk management by keeping the focus on schedule risks. That could include the risk of delays, supplier issues, resourcing and more. As they have a detailed knowledge of how the work is unfolding, they are uniquely placed to advise on schedule risk.
They will also conduct schedule risk assessments as required, following a standard approach so the process can be repeated.
Reporting
Progress and risks are reported regularly, so another role of the scheduler on a project or program is to make sure reporting processes are set up and followed.
There are reports that are used internally for making changes to resourcing and cost management. There are reports that go to the client to report on progress and outstanding decisions or upcoming things they need to be aware of. In fact, there could be any number of reports required to meet the project’s requirements and the client’s expectations.
Scheduling tools can be programmed to run many reports automatically, so schedulers will set these up within the software, test them and create any workflows required for approval and issue. Where schedule data is required for other reports, the scheduling expert will support the integration between software tools like Oracle Primavera P6 and Deltek. They will run tests to check the data integrity is maintained when data moves between tools.
Work with project controls
On the project organization chart, planning may be a separate function to project controls, although sometimes we see the teams working as one. Schedulers and planners work with their colleagues in project controls as required. For example, they may advise on how to share schedule information with third parties, or what EVMS requirements are expected from suppliers to maintain the integrity of the system. They might get involved with quality reviews on sub-contractors schedules or provide more general support as needed.
The role of the schedule consultant is broad, but also deep. People in this role need experience working with the technology so they are comfortable with the features of advanced tools like the Oracle suite. They need to be happy working with stakeholders at all levels and prepared to stand by what should be done to maintain compliance.
If you are wondering whether a scheduling consultant would be a valuable addition to the team, we can tell you that they definitely are. Having someone on the team who can answer questions about the ‘what’ and ‘why’ of scheduling and drive the tools to get the right result from the system is a huge asset. Expert planners save you time and get you to a compliant situation faster.
Hire a scheduler for your team today.