Project Scheduler

Job description

Scheduler Position

A Project Schedule is a dynamic ‘road map’ that guides the project team and the project to successful completion. It identifies what work needs to be completed, when and by whom; potential issues; and key project interfaces. It allows a project team to review project performance to date and to make accurate projections about project work still to be completed simultaneously.

3 key roles of a Scheduler:

The creator:  At the beginning of a project, the Business Development team will present the project for the Senior Project Manager to evaluate and estimate time to complete.  Once the project is accepted by the client, the Scheduler will evaluate the current work load and advise when the project will start and project milestone activity.  The Scheduler will work with the project team to ‘paint a time picture’ of the project that reflects the team’s project and gain consensus by all parties involved. At this stage, the Scheduler’s role is critical as they work closely with the Senior Project Manager’s time estimates.

The coordinator:  Following the planning stages, the Scheduler’s role involves developing the agreed Project Schedule. They act as a coordinator, assembling information from the project team into a cohesive Schedule. The information is ‘owned’ by all of the project team, but it is the Scheduler’s job to integrate and test the information provided by the team for logic, common sense, and completeness by asking the right questions. The Scheduler remains totally responsible for the integrity of the scheduling tool and the schedule data.

The supporter:  During the execution stage of the project, the Scheduler plays a supporting role: maintaining the schedule, optimizing change outcomes, and advising the project team on performance. The Scheduler must be alert to changes, variations in scope, and trends that may influence the Project Schedule and project outcomes. The Scheduler must then advise the project management team of his/her observations, findings, and recommendations.

The Scheduler will work with the project leadership team to help make decisions such as:

·  Defining an appropriate staffing in line with the adopted project development and project delivery strategy
·  How to monitor and control the project through the various phases of the project’s lifecycle
·  How to manage the interface between the various contracts
·  Completion dates of any project’s portions
·  Maximizing efficiency of the project strategy with respect to cost, time, and contingency
·  Risk and opportunity management

During the execution stage, the Scheduler will work with the people responsible for executing the work to monitor and control the project, including:

·  Updating the schedule and comparing the actual work performed against the baseline program
·  Identifying and reporting variances in timeline, budget, or resources
·  Identifying activities impacting the schedule’s critical path and facilitating the identification of rectification measures
·  Reporting on trends, forecasts, and cashflow
·  Reporting on project contingency and schedule risks and opportunities

In short, a Scheduler brings significant skills and knowledge to a project by developing and maintaining a tool that the Project Manager and broader project team can use to manage workflow across a project delivery – which ultimately guides a project to successful completion.

Project Scheduler Job Outline

·  Create, organize, implement, and maintain scheduling that supports identified projects and their plans through management of project controls (document control, cost and schedule).
·  Assist to set up tasks and sub tasks to ensure satisfactory realization of project contract requirements as scheduled using Clarizen.  This would include resource loading, cost loading, and general sequencing.
·  Log and post project time-lines in Clarizen and maintain database of tasks and its status.
·  Log all new information into Clarizen and provide scheduled reports for contract coordination and reporting purposes.
·  Interact with customer and project staff to schedule work and coordinate assignments.
·  Design, develop, and post project schedule. Develop and update weekly short interval schedule working with team and Business Development.
·  Interact with project team and task managers to define scope of work to develop and update detailed schedules, cost information, and identification of variances from original plan.  Accurately represent the impact of changes and or delays to the project schedule. Analyze critical path and constraints to determine effect of changes to schedule and recommend work-around.
·  Support project management team to maintain timely and effective change management processes, procedures, and systems.
·  Lead project schedule meetings, providing evaluation of project schedule progress and performance, and identify developing problem areas.
·  Management of risks affecting project profit, costs, schedules, and client relations.
·  Assist project team to develop and maintain periodic status reports to keep management informed on project progress.
·  Conduct analysis to determine alternative courses of action or recovery on slipped schedules and perform time analysis.
·  Interact with customers, managers, operation leaders, and financial controller.

Qualifications:

·  3 years of project scheduling experience required
· 
Experience with Clarizen or comparable scheduling program preferred

·  Engineering or Construction Management degree preferred
·  Clarizen experience required
·  Understand concepts of baseline schedule, progress schedule, recovered schedule, total float, critical path, predecessors, successors, near critical paths, float trending, percent complete, float ownership, and constraints
·  Make confident, timely, and fact-based decisions on a broad range of resources
·  Demonstrate multi-tasking experience working in large teams and solving complex problems

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