View of Comparison Analysis of Project Scheduling with Microsoft Project Professional and Oracle Primavera P6

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Comparison Analysis of Project Scheduling with Microsoft Project Professional and Oracle Primavera P6

(Case Study: Hotel Development Project of Soekarno- Hatta Airport Terminal 3 Ultimate)

Dionadya Pratisto, Hamonangan Girsang

Faculty of Engineering, Mercu Buana University, Jakarta, Indonesia [email protected], [email protected]

Abstract

Planning and scheduling of project management is an important thing, considering many obstacles caused by the complexity of the problems of the project itself. To overcome them, we need the assistance of an appropriate program to handle these problems as well as help manage a construction project management, such as Microsoft Project and Primavera P6. In order to know the comparison of both, a research was conducted by comparing the two programs based on 12 categories. The comparison results of the scheduling in both programs according to 12 categories, MSP tends to have the advantage of being simpler in the process of inputting, and replacing data.

In addition, MSP has a user-friendly interface and visual representation that is easy to understand, plus integrates with other Office programs where they can help the work done by MSP. While P6 has the advantage of adding an organizational structure and can display diagrams. In addition, P6 also has advantages in planning and updating work progress and resources. To apply additional work occurs in the project into the MSP and P6, it can be done after the planning is complete by rearranging the WBS, activities, relationships, resources and so on.

Keywords:

Construction management, Microsoft Project, Primavera P6, Project scheduling

1. Introduction 1.1 Background

In a construction project, several problems are often found where each of these problems can be caused by the level of difficulty or complexity of each project. The larger the scale of the construction of a project, the more complicated the planning in the construction. For large-scale projects with many various activities, it is impossible to do and control manually to get optimal results.

Therefore, we need an assistance that is able to help plan work in these projects and also can maximize monitoring and controlling activities while the project is in progress. There are many types of programs that are often used to make a construction project easier. The quite well-known ones are Microsoft Project and Primavera, which are two programs that are familiar in planning the scheduling of project activities. Both are also used in managing a construction project to help and facilitate planning and also some problems such as collisions between project activities and others. By using such programs, data input can be done more quickly and neatly and orderly, if there are changes to activities and schedules it will be relatively easier to repair.

Provides fast and more accurate analysis in displaying graph resources (material, labor, equipment) costs and S- curves in percent form for each specific time period.

Microsoft Project and Primavera have different capabilities from each other and are adapted to the type of construction project. Both are programs that are needed in managing various types of construction project scheduling. Although in general all these programs have the same goal, but of course each program has different capabilities. These differences in abilities also affect various factors in their use so that the two programs can be compared.

In the project which is the object of this research, there was an additional time in its implementation. This was caused by requests for design changes from the owner, additional work items, and the COVID-19 force majeure conditions. Therefore, many activities had to be added to both scheduling programs.

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1.2 Purposes

1. To find out the comparison of project scheduling between Microsoft Project Professional and Oracle Primavera P6 based on 12 categories according to J. D. Witt.

2. To find out how to apply additional works into scheduling with Microsoft Project Professional and Oracle Primavera P6 programs.

2. Literature Review

2.1 Construction Management

The definition of project management is in the form of all planning, implementing, controlling and coordinating a project from the beginning (idea) to the end of the project to ensure the implementation of the project on time, at the right cost, and with the right quality (Ervianto, 2005:21). The other purpose of project management is the application of knowledge, expertise and skills, the best technical methods and with limited resources, to achieve the goals and objectives that have been determined in order to obtain optimal results in terms of cost performance, quality and time as well as work safety (Husen, 2011:5).

2.2 Project Planning

Planning can be defined as forecasting the future and the formulation of activities that will be carried out to achieve the goals set based on the forecast. The form of planning can be in the form of planning procedures, planning work methods, planning standard results for measuring results, planning budget costs, planning programs such as activity plans and schedules (Ervianto, 2005:5).

2.3 Project Scheduling

Project scheduling is one of the elements of planning results, which can provide information about the planned schedule and project progress in terms of resource performance in the form of costs, labor, equipment and materials as well as project duration plans and time progress for project completion (Husen, 2011:149).

2.4 Microsoft Project Professional

Microsoft Project is a program made by Microsoft, which is one of the largest software companies.

Microsoft states that the program is the best scheduling software currently operating under its own operating system, namely Microsoft Windows. Microsoft always updates this program every period. Basically, Microsoft Project has several Ms. Project as a project schedule control which is prepared based on the stages of the planning process, update scheduling, as well as evaluation and monitoring (Asyhar, 2021:4).

2.5 Oracle Primavera P6

Oracle Primavera P6 Enterprise Project Portfolio Management (P6 EPPM) is a strong and simple to- utilize coordinated solution for all around organizing, planning, managing, and executing ventures, projects, and portfolios. Primavera P6 can be used to conduct the followings tasks: manage, plan and schedule the right strategy of projects; manage project cost and resource management decisions; improve group coordinated effort and work process efficiency; maximize each project contributor's skills and responsibilities; and tracking and progress measurements (Othman & Wali, 2019:286).

3. Methods

This research was conducted with a literature study approach, case studies and visualization of program application comparisons. The literature study approach is a step which includes collecting library data, reading and taking notes, and comparing the literature to be processed and produce conclusions (Wulandari &

Vebrianto, 2017:711). Through these various approaches, it is hoped that the comparison of the two program applications can be more visible.

4. Analysis and Results

4.1 Scheduling Process with Microsoft Project dan Primavera P6

Both Microsoft Project and Primavera P6 apply the Precedence Diagram Method scheduling method in assessing the interrelationships between different work activities and use the critical path method in calculating the schedule for each work activity. With these two methods, scheduling can be done, adjusted, and then compared to existing plans.

1. Opening the Program

In the MSP, run the installed Microsoft Project first by clicking Start > Project. In P6 click Start >

Oracle - Primavera P6 > P6 Professional 19 (x64), and enter the Login Name and Password so that the program can be opened.

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24 2. Create a New Project

In MSP, from the New section, click Blank Project. In P6, define EPS and OBS first. EPS (Enterprise Project Structure) is a hierarchical arrangement of projects within a company, while OBS (Organizational Breakdown Structure) is the arrangement of levels in a project team. Each level is determined according to the responsibility or position of the organization. Then, create a new project via Create a New Project.

3. Define Work Calendar

The work calendar here can include project implementation times, working days, working hours, and non-working days (holidays, etc). In MSP, determining the work calendar can be done done in Change Working Time, while in P6, assigning work calendars is done in Calendars from the Enterprise menu.

4. Define WBS (Work Breakdown Structure)

In MSP, WBS is entered in the Task Name column of the Gantt Chart view. In P6, WBS is entered in the WBS Name column via the (WBS) icon in the directory bar.

5. Add Activities dan Duration

To add activities to the MSP, from the WBS that has been prepared previously, you can give an indent command which also means a subtask or detailed work. In P6, the WBS screen display is not integrated with the Activities view, so click the icon in the directory bar and enter the activities with the duration in Activity.

6. Define Relationships

The relationship between activities in project management is important, because with this relationship it can be stated the parts of the work that must take precedence so that it can be used as the basis for doing the next work.

In MSP, the creation of relationships between jobs can be done in the Predecessor column via Task Information dialog. In P6, filling in the relationship between activities can be done done by filling in the activity code (activity ID) into the predecessor or successor column through the Activity Details bottom menu.

7. Insert Resources

Resources include two groups, including human resources and non-human resources such as raw materials, equipment, and facilities included in project implementation. In MSP, resources are entered via the Resource Sheet from the View menu. In P6 resources are entered via Resources from the Enterprise menu.

8. Allocating Resources to Activities

In MSP, resources can be allocated through the Task Information of each activity. In P6, can be done with Assign Resources from the Activity Details menu.

9. Determine Baseline

Baseline or project reference is the starting point in planning the project. which indicates that the project budget plan has been made, and will later be used as a reference to measure and compare the progress of project implementation. In MSP, the reference is set via Set Baseline. In P6, it is set via Maintain Baseline and Assign Baseline.

10. Resource Leveling

Resource leveling has the aim of balancing the amount of resources use in the project without increasing the duration of the activity. In MSP, resource leveling can be done through Leveling Options, while in P6 it is set through Level Resources.

11. Progress Update/Tracking

After the project is started from one activity to another, tracking can be done which includes updating and comparing the schedule according to real developments that occur in the field. In MSP, tracking the schedule can be done in the Task > Schedule menu group or through the Update Tasks dialog.

In P6, tracking is done via Activity Details > Status.

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25 12. Saving Files (Importing/Exporting File)

MSP provides convenience in collaborating project data that has been compiled into other programs, especially ones under Office. For example, for exporting data from MSP to Excel, the exported data can be received in several data formats, such as in the form of objects, images, text, or even as one file. Besides being able to export to several programs, MSP can import data from other program applications such as importing data from Excel and Primavera.

P6 also has a built-in feature to be able to export data processed in the program into several other programs, as well as to import data from other programs.

13. View Reports

Both MSP and P6 have features in project report making. Both programs can display project data in the form of graphical reports, tables, and text data. The view also allows the user to choose which data to display in the report. Of the many types of reports that can be displayed by the two programs, this feature is also able to create project scheduling reports that can be used as billing reports, reports for payment terms, monthly reports, and so on.

14. Add Additional Activities

To add additional work to the two programs, the sequence in which this occurs is to re-start the WBS preparation step and project activities to completion. In MSP, the addition of activities only needs to be done by filling in the activity on the Gantt Table worksheet and so on, then entering the duration, employment relationship, resources, and so on. In P6, adding activities is done by clicking the Add icon on the command bar and so on, then entering duration, employment relationship, resources, and so on.

4.2 Comparison Analysis Microsoft Project dan Primavera P6

Comparison of these two programs is done after completing the project scheduling process from the various features that are already available. Using 12 analyzes based on Witt's journal (De Wit & Herroelen, 1990). Comparison analysis of the two software is also carried out comprehensively by using 12 comparison criteria before. Several categories have been modified in sub-categories, each additional sub- category is taken from previous research by Hasan (2002) and Octavia, et al. (2002) because both researches provide additional relevant evaluations for comparison of the two software.

1. Hardware and Software Requirements and Limitations

Table 1. Comparison of MSP and P6 with 1st Category

Sub-Cateogory Ms. Project Primavera P6

Version Microsoft Office Project Professional 2016 Oracle Primavera P6 Professional 19.12 Main memory Processor 1 GHz equivalent or above, 2

GB RAM memory or above.

Minimum memory 4 GB RAM, recommendation 8 GB RAM

Hard disk space amount 3 (tiga) GB Minimal 10 GB

Operating system (OS) Windows 7, 32-bit/64-bit or above Windows 10 equivalent or above Source: (Author processed data)

2. The Supported Network Scheme

Table 2. Comparison of MSP and P6 with 2^nd Category

Activity on Arrow No No

Gantt Chart Yes Yes

PDM Yes Yes

CPM Yes Yes

Enter project network

Opens the relationship window to manage each activity

individually

Displays a new window listing all activities so the user is able to select the

relationship type

Can create organizational structure No Yes (OBS dan EPS)

Source: (Author processed data)

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26 3. Capacity of The Software Package

Table 3. Comparison of MSP and P6 with 3^rd Category

Number and type of relationships between activities

4 types (SS SF, FF, dan FS) with lag and lead time

Maximum capacity of activities

and sub-activities per project Maximum 400,00 5,000 (default) s/d unlimited Inputting relations between

activities Through Task Information Through Activity Details Can change the activity

automatically if there is a relationship change

Yes, if the Auto-scheduled feature is selected

No, if there are changes, select the Update Schedule (F9) feature first Source: (Author processed data)

4. Data Entry, Verification, and Editing

Table 4. Comparison of MSP and P6 with 4^th Category

Sub-Category Ms. Project Primavera P6

Number of characters that can be

entered in one activity description 255 characters 120 characters The number of characters that can

be entered in the activity ID column 255 characters 20 characters Can delete, replace data (activities

and relationships) Yes Yes

Can display Error Diagnostics

message Yes Yes

Can repeat (undo) more than one

data change Yes Yes

Source: (Author processed data) 5. Computation of The Network Timings

Unit of time Minutes, Hours, Days, Weeks, Months Hours, Days, Weeks, Months Calendar schedule setting

per day

Yes Yes

Work schedule per day Yes Yes

Can determine holidays Yes Yes

Calendar, working hours &

weekdays are displayed in the same window

No Yes

Source: (Author processed data) 6. Progress Reporting

Displays progress line and

update features Yes Yes

Number of baselines 11 baselines Unlimited

Percentage report of each

activity Yes Yes

Report on the relationship

between activities Yes Yes

Other reports Cash flow, budgets, plan-actual costs along with plan-actual time, etc

Cash flow, budgets, plan-actual costs along with plan-actual time, etc Source: (Author processed data)

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27 7. Control and Cost Monitoring

Costs in project Yes Yes

Budget for each activity Yes Yes

Accumulate costs

automatically Yes Yes

Number and types of unit

costs available 105 currencies (including IDR) 18 currencies (not including IDR) Source: (Author processed data)

8. Resource Planning

Resource type Work, material, cost Labor, non-labor, material

Resources total per project 700,000 Unlimited (using database system)

Units for each type of

resource Can be entered manually (typed) Has 7 units, must be added first if user wants to use other units

Labor unit Percentage unit Person unit

Resource levelling Yes Yes

Resource worksheet shown Shows only resource data for the currently open project

Displays default resource data, current project data, and data from other

projects at one time Source: (Author processed data)

9. Output Reports (P = Print, D = Display, PL = Plotter)

Barchart P, D, PL P, D, PL

Cost table P, D, PL P, D, PL

Network logic diagram P, D, PL P, D, PL

Progress reports P, D, PL P, D, PL

Resource histogram P, D, PL P, D, PL

Resource usage table P, D, PL P, D, PL

Schedule Report P, D, PL P, D, PL

Source: (Author processed data) 10. Software Interface Options

Interface with spreadsheet Yes Yes

Can open 2 files or more at

one time Yes No

Type of base File (Worksheet can only be opened by one user who owns the file)

Database (must be logged in, can be used by multiple users at once) Saving file Must go through the Save command Saved automatically

Able to copy-paste file Yes Yes, but through the export feature to

fellow .xer extension

Can integrate with Excel Yes Yes

Can export and import to

other programs Yes Yes

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28 11. The User Interface and Software Documentation

Demo (Tutorial) Yes Yes

Function keys Yes Yes

Help / Help on screen Yes Yes

Learning period Able to learn self-taught, would be better if also take courses

It is recommended to take courses/training

Manual Yes Yes

Password No Yes

Support and dealer di

Indonesia Available Available

Toolbars / menu / spreadsheet

Yes Yes

Training course availability Yes Yes

Source: (Author processed data) 12. The project management needs and correspondgina data entry requirements

Provides various display and data entry options for

users

Yes Yes

Users can group project

information through codes No Yes

Software user background and skills

Not hard to learn how to use it, since users are generally familiar with other

programs built by Ms. Office

Quite complicated to learn, because there are many processes of inputting

interpretation data that look longer Users can monitor

resources and their associated costs

Yes Yes

Users can control resource and cost relationships

Yes, assisted by Excel in displaying reports, resource forms and manpower

that are equipped with the provided templates

Yes, in the form of reports, cash flows, and manpower histograms along with s-

curves and bar chart descriptions

Users are given the convenience of planning

time

Yes, inputting is quite easy. Calendar layout is clear with complete features, both working days and working times and can be adjusted while work is in

progress

Yes, inputting is quite easy. The calendar definition layout is very practical to use but lacks detailed information in the non-working section and the settings that must be made when

starting work.

For complex projects (Oil

and Gas, Power Plan, etc) No Yes

Risk Analysis No Yes

5. Conclusions

Based on the results of the analysis and discussion of the research, the following conclusions are mentioned below:

1. From the comparison of the two software according to Witt’s 12 categories, it can be concluded that Microsoft Project (MSP) and Primavera P6 (P6) both have similarities in several categories. MSP tends to have the advantage of being simpler in the process of inputting, deleting, and replacing data. In addition, MSP has a user-friendly interface and visual representation that is easy to understand and has integration with Ms. Other Office where it can help the work done by MSP. While P6 has the advantage of adding an organizational structure and can display diagrams, be it OBS, EPS, WBS, and resource diagrams. In addition, P6 also has advantages in planning and updating work progress and actual units. P6 is also equipped with a security system to minimize unwanted things on sensitive project work.

2. To apply additional work that occurs in the project into Microsoft Project and Primavera P6, it can be done after the planning is complete by adding the WBS, activities, relationships, resources and so on.

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3. After analyzing the two-project management software, it is concluded that P6 is suitable for larger-scale projects involving many users, while MSP is suitable for single projects and companies with fewer projects.

While MSP is often used for projects of residential buildings, office buildings, small and medium-sized commercial buildings, etc., while P6 is more often applied to Oil and gas projects, Power plants, mining, and projects that are familiar in Indonesia such as MRT project.

References

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