Tebodin B.V.

Laan van Nieuw Oost-Indië 25 • 2593 BJ Den Haag

Postbus 16029 • 2500 BA Den Haag
Telefoon 070 348 09 11 • Fax 070 348 06 45
denhaag@tebodin.nl • www.tebodin.com

Opdrachtgever: Tebodin Ordernummer: 97811-00

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Auteur: E. Leeuw
Telefoon: 070 348 05 08
Telefax: 070 348 06 00
E-mail: E.Leeuw@tebodin.nl

Datum: 10 februari 2006

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9-02-2006 Manual EDS E. Leeuw

Wijz. Datum Omschrijving Opsteller Gecontroleerd

© Copyright Tebodin

Alle rechten voorbehouden. Niets uit deze uitgave mag worden verveelvoudigd en/of openbaar gemaakt worden door middel van druk,
fotokopie of op welke andere wijze ook zonder uitdrukkelijke toestemming van de uitgever.
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Inhoudsopgave Pagina

1 Introduction 4

2 Discipline file 5
2.1 Commands Sheet 6
2.1.1 Department number block 6
2.1.2 Command block 7
2.1.3 Insert Project Info 8
2.1.4 Clear all data button 8
2.2 Documents Sheet 9
2.2.1 Document section 9
2.2.2 Document Progress Schedule 10
2.3 Activity Sheet 11
2.4 Instruction 11
2.5 ProdCode (hidden) 12

3 Overall file 13
3.1 General 13
3.1.1 Commands Sheet 15
3.1.2 Documents Sheet 18
3.1.3 Activity Sheet 19
3.1.4 Discipline Sheet 20
3.1.5 LoadingWK Sheet 21
3.1.6 Overall S-curve 21
3.1.7 Instruction 22
3.2 Hidden sheets 23

4 SAP file 24

5 Working method 25
5.1 Actions taken by project manager 25
5.1.1 Preparations of the Discipline and Overall file 25
5.1.2 Working with EDS overall during the project 25
5.2 Actions taken by lead engineer 26
5.2.1 Preparations of the ‘EDS Discipline’ file 26
5.2.2 Working with ‘EDS Discipline’ file during the project 26
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1 Introduction
Project control is very important for running a project successfully. Tebodin has developed EDS (Engineering
Document Schedule) to track and steer the progress of projects. This handbook explains how to work with EDS
and has to be read carefully by project managers as well as by discipline engineers before starting the project.
The project manager is finally responsible for the progress of the project but he can make somebody else in
charge.

Every lead engineer participating in the project creates a list with all the documents or activities that have to be
finished at the end of the project. In this manual activity can be read instead of document, because not only
physical documents are monitored but also meetings, planning and coordination, etc. The documents or activities
are linked to a 7-digit number. For every document is determined how many hours are needed to complete the
document. During the project the lead engineer monitors the progress of each document. The progress is divided
in different milestones (status) and hours are earned based on the status of a document. For example: when the
status of a document is draft, 40 % of the total hours are earned. This percentage is agreed at the start of the
project. The project manager is getting the spent hours from SAP and compared the earned hours with the spent
hours of the lead engineer.

EDS is divided in two Excel files: the ‘EDS discipline’ file and the ‘EDS Overall’ file. Every lead engineer is using
its own ‘EDS discipline’ file. Information about the project in general and about project documents is needed to fill
in the sheets. How to work with this file is explained in chapter 2.

The ‘EDS Overall’ file is only used by the project manager and is explained in chapter 3. The inputs for this
program are the ‘EDS discipline’ files, information from SAP and MS Project data. Every period the project
manager sends a ‘Discipline progress’ report to all the discipline engineers.

This schedule explains the structure of EDS:

The visual basic codes are protected by a password, for info on changes or wishes please contact The Hague
CCM.
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2 Discipline file
This chapter describes how to work with the discipline file. Every discipline is using its own file. Copy the ‘EDS
Discipline (clean)’ file from TebWeb to your directory and rename the file that the new name clearly identifies the
department. For example if department 11 (Civil engineering and architectural) is used, rename the file to ‘EDS
discipline 11.xls’. After opening the file a security warning is popped up, click in this window on the button ‘Enable
Macros’.

The file contains five sheets of which four sheets are visible and one hidden sheet is hidden:

• Commands sheet
This sheet contains commands that can be executed and fields that has to be filled in.
• Documents sheet
In this sheet document numbers, descriptions and hours needed to complete the document are filled in.
• Activity sheet
In this sheet summarises the activities (4 digits) within the discipline.
• Instruction sheet
This sheet displays an abstract of this manual.
• ProdCode (hidden)
This sheet displays all the Tebodin activity and discipline codes and the description of each code.

The hidden sheet has to be unhidden to see the information. Go to the menu bar to unhide the sheet and click on
format and choose sheet, unhide (see figure below).
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A new window will appear where the hidden sheet can be selected (see figure below). After pressing Ok the
sheet is visible.

2.1 Commands Sheet

The ‘Commands’ sheet appears automatically in the foreground each time the department file is opened (see
figure below). The sheet is divided into three distinct blocks: the title block, the command block and the
department number block.

2.1.1 Department number block

This block allows you to choose which department the file is intended for. Use the dropdown list to select the
department.
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Only the most commonly used departments are included (see table below).

No. Department
11 Civil engineering and architectural
15 Air conditioning and building physics
19 Pipelines and infrastructure
21 Mechanical Engineering – Equipment
26 Mechanical Engineering – Piping
31 Process Engineering
33 Environmental and safety
36 Logistics
41 Electrical Engineering
43 Instrumentation and process control
60 Administration
62 Procurement
71 Project & Constructions - Project Management
73 Project & Constructions - Project Planning

2.1.2 Command block

The command block in the main menu includes some standard commands that most users will use regularly,
such as sorting and making printing selections (see figure below).

Available command functions (command buttons):

• Insert Project Info

This command is used for entering general project information, such as: order number, project title and client
name (see paragraph 2.1.3).
• Sort on: Tebodin Doc. No. ascending
Sorts the document list by Tebodin document number (in ascending order).
• Sort on: Client Doc. No. ascending
Sorts the document list by client document number (in ascending order).
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• Print Preview – Documents List (ext)

Displays a print preview of the external document list, showing only the most recent revision and, if required,
sends it to the printer.
• Print Preview – Documents progress list (int)
Displays a print preview of the entire list, including progress information.
• Print Preview –Activity progress list (int)
Displays a print preview of the entire list, grouped according to activity code.

2.1.3 Insert Project Info

When pressing the ‘Insert Project Info’ button a new form will pop up (see figure below)

Fill in the order number, project and client name. In accordance with the project manager, the table ‘Insert
Discipline status information’ can be filled in. This table displays in the second column the status and in the third
column the percentage linked to the status. This percentage is used to calculate the earned hours. The earned
hours of a document or activity are calculated by multiplying the total budgeted man hours with this percentage.
For example: if the status of a document is ‘for inquiry’, according to the table 60 percent of the man hours
budgeted for this document are earned.

2.1.4 Clear all data button

This button deletes all data in the sheets. Be absolutely sure about using this button, because the data is deleted
definitively. A warning is shown after pressing the button (see figure below).
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If the data has to be deleted press ‘Yes’, otherwise press ‘No’ and you will return to the ‘Commands’ sheet. After
pressing ‘Yes’, another window is shown to confirm is definitively (see figure below).

Pressing ‘Yes’ will delete all the data and pressing ‘No’ will return to the ‘Commands’ sheet.

2.2 Documents Sheet

This sheet is used to keep track of document information. It is divided into two sections: a document list and a
‘Document Progress Section‘. The document list has to be filled in completely when the project starts. During the
project the lead engineer has to keep up to date the ‘Document Progress Section’.

2.2.1 Document section

This section is used to fill in all the documents and activities that have to be completed at the end of the project
(an empty document list is shown below). The columns filled in by the lead engineer are: document number
(column A), doc description/title (column C) and if desirable Doc. Nr. Client (column B). The document number is
a 7-digit number, of which the first 4-digits are the activity code (see Tebweb, TQS) and the last 3-digits are the
number of the document (starting with 001, 002, 003 etc.). These columns have to be filled in completely when
the project starts. Document numbers are numbers of physical documents and also numbers of activities (for
example: meetings, planning and coordination). All the activities and all the documents are having a (document)
number.
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2.2.2 Document Progress Schedule

This section is used to keep track of the budget and progress per document (see figure below). In column G the
status of the document can be selected from the dropdown list. See paragraph 2.1.3 for information about the
document status. If the document number is a real physical document, then it has to be included in the document
list. So press ‘Y’ in the column ‘Include in document list? [y/n]’ (column J) of the document progress schedule. If
the document number is not a physical document but an activity press ‘N’, then the document is not included in
the document list. Write down the number of hours needed to complete the document in the column ‘Man-hour
Budget’ (column K). In the column ‘Basis: Estim. By Engineer’ (column V) the engineer has to write down the
hours he still needs to spend on the document number. If a DNC is approved by the client, then the budget has to
be updated. Write the extra hours down in the column ‘Approved DCN’ (column L). Press the button ‘Calculate’,
when the table is complete. Then column M, S, T, U are filled in automatically. It is important to press this button
before saving and closing the file. Update the table before the end of each period that is agreed with the project
manager.
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2.3 Activity Sheet

The activity sheet (see figure below) is automatically filled in after pressing the calculate button in sheet
‘Documents’. The codes are truncated to a 4-digit activity code and displayed in the activity code column (column
A). In the column ‘Description’ a description of the activity code is displayed. The description is looked up in the
hidden sheet (ProdCode, see paragraph 2.5). The other columns show the progress of the documents.

2.4 Instruction
This sheet summarizes this manual (see figure below).
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2.5 ProdCode (hidden)

In this sheet all the discipline codes and activity codes with the descriptions are displayed. This sheet is used for
looking up the description of the activity codes. The description of the activity code can be changed if it is not
correct. New activity codes can be added, but do check the results in the ‘activity’ sheet carefully. Give the new
codes through to the project manager so these codes can be added to the ‘EDS Overall’ sheet.
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3 Overall file
This chapter describes the working of the Overall file of the Engineering Document Schedule and only concerns
the project manager. The aggregate list is used to generate a document list for the project and to judge the
overall progress of the project. The file does not include external links to the department files. A merge macro is
used to collect the data from the department files. Each time the macro is launched, the list is regenerated. This
ensures that the snapshot of the project is a current one. After opening the file a security warning is popped up,
click in this window on the button ‘Enable Macros’.

3.1 General
The overall file comprises six visible sheets and five hidden sheets. Only the visible sheets are important, the
hidden sheets are used for the macros. The visible sheets are:

• Commands Sheet
This sheet contains all automated commands, such as sort, print, merge, project information, etc.
• Documents Sheet
This sheet is used to generate the aggregate list or, in other words, to collate all information from the
department files.
• Activity Sheet
This sheet summarizes (truncated version) the aggregate list at the four-digit level (activity code).
• Discipline Sheet
This sheet displays the result of the summary (truncated version) of the aggregate list at the two-digit level
(discipline code).
• LoadingWK sheet
This sheet is used to create a table for the s-curve.
• Overall S-Curve
In this sheet a graph of the progress and productivity (S-curve) is displayed.
• Instruction
This sheet is a summary of this chapter.
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The hidden sheets have to be unhidden to see the information. To unhide them go to the menu bar and click on
format and choose sheet, unhide.

A new window will appear where the hidden sheet can be selected. After pressing Ok the sheet is visible.

The hidden sheets are:

• Codes booked-budgeted
This sheet displays an overview of the budgeted discipline codes and booked on disciplines codes. As well
as an overview of the budgeted activity codes and booked on activity codes. This info is displayed on the
discipline sheet.
• Work days a week
In this sheet the number of work days a week could be changed, but is not working
anymore.
• ProdCode
This sheet displays all standard TQS descriptions at both the two-digit and four-digit levels. The sheet is
hidden as the descriptions must not be edited without due cause. If required codes can be updated in this
sheet.
• Sap_data
This sheet displays information about the SAP data. It is sorted by discipline code, posting week, etc.
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3.1.1 Commands Sheet

The ‘Commands’ sheet (see figure below) is shown when loading the ‘Overall’ file. This sheet contains an
application information section (name) and a main menu of commands.

Main menu – left

On the left-hand side of the menu section, you can select the departments that are involved in the project. Only
data from the selected departments is collated from when generating the aggregate list. Only the most commonly
used departments are shown.

Main Menu – right

The right-hand side of the menu section contains command buttons that can be used to perform various
functions, such as entering project data, sorting, etc. All these options are explained below.

Insert project info

This command opens the entry form used to enter project information.
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This information is used on top of the documents, activity and discipline sheets.

Department File locations

This command opens an entry form used to specify the locations of the various departmental files.

Only the file locations corresponding to the departments selected in the main menu (left-hand side of menu) can
be edited. The location is entered or edited by simply typing the file location or by using the browse function
(binoculars logo).

Merge
This is the most important function for the aggregate list as it activates the macro used to collate document data
from the selected department files and prepare the aggregate list. Because the macro only copies data, the
department files remain perfectly intact. After pressing this button the documents sheet is shown. The document
lists are merged into the documents sheet, activity sheet and the discipline sheet. All the columns of the
documents sheet are filled in after merging. The activity sheet contains three empty columns (spent last period,
total spent hours by SAP and current efficiency earned/spent) which are filled in after entering the SAP file. The
discipline sheet still contains 4 empty columns (spent last period, total spent hours by SAP, current efficiency
earned/spent and planned man-hours).

Enter SAP data

This button copies the SAP data into the file. After pressing this button a window is shown for opening the SAP
data file. Go to the right directory, select the file and press open. Press Ok when this window is shown.
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Subsequently a window is shown where a date of the previous period can be filled in. For example: 200512
means year 2005 and week number 12. It is not necessary to fill in a date. The date is used to calculate the
difference in spent hours between the currant and previous report. This number of spent hours is placed in the
columns ‘spent last period’ in the other sheets.

Sort on docno. Ascending

This command sorts the aggregate list by Tebodin document number in ascending order

Sort on docno. Client ascending

This command sorts the aggregate list by client document number in ascending order.

Preview Total Document list

This button is used to launch the macro used to prepare the aggregate document list for printing.

Preview Total Document Schedule

This button is used to print the aggregate list including all progress details. This is known as the EDS or
Engineering Document Schedule.

Preview Activity Schedule

This button is used to print the aggregate list of the activity schedule (Activity sheet).

Preview Discipline Schedule

This button is used to print the aggregate list of the discipline schedule (Discipline sheet).

Discipline progress (feed back)

This button is used to make a file of the activity status reports of the different disciplines. These reports are
placed in one file. If there are document numbers of which the code of the discipline name (first two digits) is not
selected in the left main menu then those documents are added to the document list of the discipline which is the
closest number below the unknown discipline number. For example: if the document number is 1813001 (this
means: document 1 and activity code 1813), then it’s not possible to select the discipline. Therefore is will added
to the list of the discipline with discipline code 15 if selected.

Clear all forms

This button will clear all the forms, except the week number and s-curve sheet. No warning will appear after
pressing this button, all the data will be deleted immediately. The data in the ‘LoadingWK’ and ‘S-curve’ sheet is
not deleted, because previous data is needed to create the S-curve
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3.1.2 Documents Sheet

This sheet (see figure below) is filled in with the project documents of all the disciplines, after pressing the merge
button on the commands sheet. This sheet contains two lists:

• Document list
• Document progress schedule

The light-coloured yellow cells have to be filled in by the project manager. These cells contain information about:

• revision
• date
• document number
• by
• chkd (checked)
• appr (approved)

The column ‘Calculated to go’ is calculated by the hours of the original budget minus the earned manhours.
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3.1.3 Activity Sheet

The activity sheet (see figure below) is automatically filled in, after pressing the merge button. The codes are
truncated to a four-digit activity code and displayed in the activity code column (column A). In the column
‘Description’ the description of the activity code is displayed. The other columns show the progress of the
documents. If there are activity numbers booked on but not budgeted in the EDS discipline files than these
numbers are placed below this table in a new table.

The light-coloured yellow cells have to be filled in by the project manager. These cells contain information about:

• revision
• date
• document number
• by
• chkd (checked)
• appr (approved)

The column ‘To go calculated’ is calculated by the column Budget Man-hours minus the column earned man-
hours. If the SAP data is entered, then this column is calculated by the column ‘Budget Man-hours’ minus the
earned man hours divided by the efficiency (column H).
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3.1.4 Discipline Sheet

This sheet (see figure below) is a summary table at the two-digit (discipline code) level. The information displayed
on the documents sheet is summarised and truncated to the two-digit level. Truncation is started by pressing the
merge button on the commands sheet. The Discipline sheet is cleared of its data and regenerated each time the
function is activated. If there discipline numbers booked on but not budgeted in the EDS discipline files than
these numbers are placed below this table in a new generated table.

The light-coloured yellow cells have to be filled in by the project manager. These cells contain information about:

• revision
• date
• document number
• by
• chkd (checked)
• appr (approved)
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3.1.5 LoadingWK Sheet

This sheet is for entering the information for the S-curve. The table displays on the x-axis the week numbers the
project is running and on the y-axis respectively the planned, spent and earned percentages. All week numbers
with the planned percentages has to be filled in the first time the EDS overall file is running.

Every time after merging the department files and entering the SAP data, information about the spent and earned
percentage has to be copied into this sheet. The earned percentage is cell D14 (calculated progress) of the
Discipline sheet. The spent percentage is cell G14 (total spent hours by SAP) in the Discipline sheet divided by
the total hours planned for the project (cell C14 of the Discipline sheet). Do not use a reference because then
all the spent and earned percentage will be updated every time merging new discipline files (see figure
below). This is overcome by typing the right value in the specific cell.

3.1.6 Overall S-curve

In this sheet a graph of the progress and productivity (S-curve) is made.

The source data has probably to be changed because the number of weeks for every project is different. Select
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the graph by clicking once with the left mouse button on it. Press from the menu bar on ‘Chart’ and then choose
source data to change the source data of the graph.

This window will appear:

First select the series of which the source data has to be changed. Then change the source data in the ‘Values’
field and press ‘Ok’.

3.1.7 Instruction

This sheet displays a summary of this manual.

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3.2 Hidden sheets

This chapter explains the sheets which are invisible for the user. These sheets are used for the Visual Basic
codes. The hidden sheets are:

• Codes booked-budgetted (hidden)

This sheet gives an overview of the budgeted discipline codes and booked on disciplines codes. As well as
an overview of the budgeted activity codes and booked on activity codes. This sheet is useful for comparing
the budgeted and booked codes.

• Work days a week (hidden)

In this sheet the number of work days a week can be changed, but this is not working.

• Prodcode Sheet (hidden)

It displays two tables of the standard Tebodin descriptions for four-digit (activity) codes and two-digit
(discipline) codes.

Activity Table

Discipline Table

• Sap_data (hidden)
This sheet contains information about the SAP data. It is sorted by discipline code, posting week, etc.
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4 SAP file
The project manager receives every week an Excel file which is exported from SAP from the financial department
(see figure below). This file contains a list with all the activity codes and how many hours are spent on the
specific activity. If the layout of the received SAP file is not correct, then the SAP file has to be adjusted to make
the file compatible for the EDS program. It is important that the position of cell ‘Posting week’ is row 26 and
column A.

Be sure that the column posting week only contains dates. If there is text in the column it will be placed in the
“EDS Overall” file below the activity and discipline table in a new table containing the discipline numbers and
activity codes booked on but not budgeted.
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5 Working method
This section briefly sets out what is needed and what steps the person in charge must take to start working with
EDS. The first paragraph the actions needed to take by the lead engineer is clarified and in the second
paragraph the actions needed to take by the project manager. The lead engineer only works with the ‘EDS
discipline’ file and the project manager works with the ‘EDS Overall’ file.

5.1 Actions taken by project manager

Before EDS can be used, the project manager has to determine the periods when the progress of the project will
be checked and the percentage of the earned hours depending of the status of the document. In paragraph 5.1.1
the preparations are explained and in paragraph 5.1.2 is explained how to work with the overall EDS file during
the project.

5.1.1 Preparations of the Discipline and Overall file

When the client name, order number and project name is known, the project manager can set up a project
directory on the network using the standard TQS format.

Action Needed:

• Copy the ‘‘EDS overall’ files to the project directory where time schedules are controlled and rename the file
so that the new name clearly identifies the project.
• Discuss with the lead engineers what milestones are to be monitored and what the corresponding
percentages are.
• Open the overall file and use the ‘Insert project info’ button to enter the project information. This includes
details such as order number, client and project title.
• Use the left-hand section of the main menu to select the departments which are involved in the project.
• Use the ‘Department File Locations’ button to specify the locations of the various department files.
• Go to sheet ‘LoadingWK’ and fill in the week numbers the project is running and enter the planned hours [%]
for every week.
• Go to sheet ‘Overall S-curve’ to change the source data of the graph. The source data of each series is
depending on the number of weeks the project is running. Check if the planned line is correct.
• Save the Overall file.
• Finally, set regular intervals for taking and measuring progress snapshots.

EDS is now ready to use.

5.1.2 Working with EDS overall during the project

• At each cut-off date (progress monitoring interval), the project manager uses the ‘Merge’ button in the
overall file to load the data from the selected departments.
• Adapt the SAP file (see chapter 4), then use the ‘Enter SAP data‘ button to import data from SAP.
• Fill in the light-coloured yellows cells of the activity, discipline and documents sheet to adapt the revision
number, date, etc.
• The various other functions at the ‘Commands’ sheet can be used to gain insight into the progress of the
project.
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• Fill in sheet ‘LoadingWK’ the table for creating the S-curve. The earned percentage value is cell D14
(calculated progress) of the Discipline sheet. The spent percentage value is cell G14 (total spent hours by
SAP) in the ‘Discipline’ sheet divided by the total hours available for the project. Do not use a reference
because then all the spent and earned percentage will be updated every time merging new discipline
files. This is overcome by overtyping the value in the specific cell.
• Save the ‘Overall’ file.
• Click on the button ‘Discipline progress (feed back)’, to create a file for feedback for all the disciplines.
Save the file and send them to all the lead engineers of each discipline.

5.2 Actions taken by lead engineer

This paragraph comprises a list with all the actions a lead engineer has to take when using the ‘EDS discipline’
file. The various departments are each responsible for their own file and must see it as a working document. After
the project manager has decided which disciplines will participate in the project, then the lead engineer is
responsible for the discipline file.

5.2.1 Preparations of the ‘EDS Discipline’ file

The actions carried out by the lead engineer before the project starts are:
• Copy the ‘EDS Discipline (clean)’ file from Tebweb to your directory and rename the file so that the new
name clearly identifies the department.
• Open the file and select your department number from de dropdown list in cell K13.
• Press the ‘Insert Project Info’ button in the ‘Commands’ sheet and fill in the project information and the
discipline status information. Discuss this information with the project manager and finally press ‘OK’.
• Fill in the sheet ‘Documents’ in column A (‘Doc. Nr. Tebodin’) all the document numbers or activities (7-
digits) that will be prepared by your discipline.
• Write down the document name in column C (‘Doc description/title’).
• If the action has to include in the document list press y otherwise press N in column J (‘Include in
documentlist? [y/n]’)
• Fill in Column K (‘Manhour budget’) the total number of hours spends to the specific document number.
• Save and close the file.

5.2.2 Working with ‘EDS Discipline’ file during the project

The actions carried out by the lead engineer during the project are:
• Select the status of the document from the dropdown list in column G (‘Status’).
• Write down the revision number and revision date of the document in column H and I (‘Revision’).
• Fill in the light-coloured yellows cells of the activity, discipline and documents sheet to adapt the revision
number, date, etc.
• In the last column V (‘Basis: Estim. By Engineer’) the engineer has to write down the hours he still needs to
spend on the document.
• If a DCN is approved by the client then the budget has to be updated. Write the hours down in the column L
(‘Approved DCN’).
• Press the button ‘Calculate’ when the table is complete. Then save and close the file.