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Welcome to HIP6

HOLTEC INTERNATIONAL

PROJECTS SCHEDULE MANAGEMENT

SYNCHRONIZING OPERATIONS UNDER ONE CONTEXTUAL CLOCK

Contents


What is HIP6?
How do I access HIP6?
What is expected of me?
Why don’t I see a certain task? What do I do?
How do I charge time for PTO, company travel, miscellaneous meetings?
How are recurring level of effort tasks handled?
Why am I scheduled to complete tasks during my PTO?
Oops, I made an error
How do I interpret my timesheet?
Task
Description
Start and Finish Dates
Due Dates
Budgeted Hours
Actual Hours
Time Entry Fields
Completing Tasks
Remaining Hours
I have more questions



What is HIP6?

HIP6 (Holtec International P6) is an internally developed web interface for the Primavera (P6) scheduling software, a software which is used for resource management at Holtec and the majority of domestic nuclear utilities.HIP6 provides a means for individuals to log timesheet and work progress information directly into Primavera.

As HIP6 develops, it will become a central hub that allows Project Managers to track project and task status, provides a central task message board for communication between different team members (eg tech sponsor, author, reviewer, disciplines) and provides historical task data for use in budgeting future proposals and work efforts.

When an individual accesses HIP6 they will be presented with a list of all open and recently completed tasks assigned to them, along with key information about the task.



How do I access HIP6?







How do I use HIP6?

Upon accessing your timesheet follow these steps to successfully log your time:


  • Identify the appropriate task row and select the correct date field.

  • Enter time spent to the nearest tenth of an hour.

  • If the task is complete, check the “End” checkbox

  • If the task is not complete, review the remaining hours and update as appropriate.

  • Repeat steps 1 through 4 for all tasks as appropriate.

  • Click Submit when ready to finalize the timesheet.

What is expected of me?

It is expected that all individuals keep their timesheets up to date and accurate to the best of their abilities. This includes:

  • Accurate logging of time spent on specific items.
  • Keeping remaining hours up to date
  • Marking tasks as complete on the date of completion.
  • Notifying the appropriate parties in advance when a task being worked is not present in the task list.

With each major project that Holtec receives, the expectations of our customers become more stringent with respect to adherence to project schedules and earned value management. In order to be able to identify potential delays as early as possible, it is of the utmost importance that the information in HIP6 remains current and up to date.

Through a joint effort of accurate data entry from all individuals, HIP6 can provide a means of predictive workload assessment for the company, improving the ability to assess resource needs in advance and commit to appropriate completion timelines with our customers.


Why don’t I see a certain task? What do I do?

In order for a task to appear in an individual’s timesheet, it must exist in P6 and be explicitly assigned to the individual. One of the advantages of HIP6 relative to Kinetics is that only assigned individuals may charge their respective tasks. If you are asked to work on a task not in your timesheet, you may request additional information from your supervisor or scheduling@holtec.com or that a task be created by the PM.

How do I charge time for PTO, company travel, miscellaneous meetings?

Rather than create individual tasks assigned to all employees for PTO and generic meetings, HIP6 will have standard place holders for these items.

It is important to differentiate however that recurring project meetings should have specific tasks created for them rather than be charged to a generic task.

Travel time on behalf of a project should be charged to the corresponding task that it supports.

Note that generic time should not be used as a means of staying under budget for a specific task. The overall percentage of time charged to generic items will be monitored for trends and to assess corporate G&A costs.

If you have a question about a specific situation contact scheduling@holtec.com or your supervisor.


How are recurring level of effort tasks handled?

Level of effort tasks which require a fixed number of hours per week in perpetuity can be added by the Project Controls team to individual’s schedule on a case by case basis. This will typically be the solution for departmental management tasks, recurring long term project calls not tied to a specific task, etc. In an attempt to standardize the use of level of effort tasks, they will be limited to one year durations and recreated in the coming year.

Why am I scheduled to complete tasks during my PTO?

Each individual has a personalized calendar within the P6 system. Initially this calendar only reflects corporate holidays, but PTO can be added manually by the Project Controls staff. In the future, PTO will be requested, approved, and processed through an integrated web hub that directly synchronizes with the P6 calendar.

Oops, I made an error.

Contact scheduling@holtec.com regarding the error and we will either resolve it within P6 or redirect the issue to IT.

How do I interpret my timesheet?

A screenshot of HIP6 is provided below, but is best viewed by navigating directly to your personalized timesheet at the following url: http://apps.holtec.com/HIP6/TimeEntry/mytimesheet




In the pages that follow are key points on the various fields in HIP6.



Task

The task column provides the unique ID number for a specific task assigned to an individual. The standard nomenclature used for these ID numbers is [Job.Task]. The color of the dot to the left of the ID number indicates the status of predecessor tasks if they exist. Predecessor relationships may exist within the same task or for other related tasks. A yellow dot indicates that one or more predecessors is not yet complete. A green dot indicates that all predecessors are complete or that none exist.

Description

The description provides identifying details regarding the job and task. Hovering over the description provides information on the project number and project name.



Start and Finish Dates

Start and Finish dates reflect either actual dates or projected dates. Actual dates are indicated by the an arrow icon. Projections are stabled by P6’s internal leveling algorithm that prioritizes and sequences work based on due dates, the number of available hours for an individual (default of 8/day unless altered by Supervisor), the total number of hours assigned to an individual, and the status of corresponding predecessors.

Ideally an individual should perform work in the sequence established by P6. If an individual feels that an alternate sequence would be more efficient, this should be discussed with their supervisor.

The default sort of the timesheet is by ascending finish, but is sortable by any field.

Due Dates

Two types of due dates are presented within HIP6:

  • “True” due dates are those established by the project manager based upon project, client, or contractual needs and commitments. True due dates are typically only assigned to the final task within a job. True due dates are indicated by a star icon.

  • Implied” due dates are the dates by which predecessor tasks must be completed so that the overall job may be completed on time.

Due dates are color coded based upon the projected finish date. If the due date is red, the task due date has passed. If the due date is yellow, the task is projected to be late. If the due date is green, the task is projected to finish on time.

If the task is complete the due date is replaced by a check mark. A future release will preserve the task due dates for completed tasks.



Budgeted Hours

Budgeted hours are set by an individual’s supervisor or department head on a task by task basis. The budget is set at the supervisor’s discretion based upon their understanding of the requirements of the task and the amount of time required to perform the task in an efficient manner.

If an individual feels that a task budget underestimates the task’s scope, it should be disussed with the supervisor prior to or as close to the start of the task as possible.

Subsequent changes to task budgets are at supervisor’s discretion.

Actual Hours

Actual hours reflect the aggregated time spent on a task and charged in HIP6. Time charged in Kinetics is not reflected in the HIP6 actual value. The color coded progress bar under actual value provides a graphical representation of the hours charged with respect to the budget. A blue bar indicates that the task is currently under budget and expected to complete under budget. A yellow bar indicates that the task is currently under budget but expected to complete over budget. A red bar indicates that the budget has been exceeded.



Time Entry Fields

Fields exist for daily time entry for all tasks for a given week. As time is entered for each task, a blue box indicates the changed fields, and the weekday total is adjusted accordingly. Time for each task may be entered to the nearest tenth of an hour. Time for a single task on a single day is limited to 10 hours.

Several restrictions exist regarding time entry:

  • Time entry may only be entered once per task per day.

  • Time may not be entered for future dates.

  • Time may not be entered for activities that have been marked complete.

Completing Tasks

An individual may mark a task complete by checking the end box. For tasks which had time charged in the current week, the finish date of the task is taken as the last day for which time was charged. If no time was charged in the current week, the finish date is taken as the current date. Marking a task as complete provides notifications to the PM, supervisor, and successor resources that the task has been marked complete. If it is later determined that a task needs to be reopened, this can be performed by unchecking the completed box. It should be noted that reopening tasks after the due date will indicate that the task was no longer completed on time. For instances where additional work is required beyond the original task, a new task should be requested rather than reopening a task.

Remaining Hours

Remaining hours are an individual’s personal estimate of the number of hours remaining to complete a task and should reflect that best estimate at all times. Prior to start of a task, remaining hours are equal to the task budget. As hours are logged against a task, the remaining hours automatically decrease accordingly. Prior to submitting their timesheet, individuals should review all remaining hours and increase or decrease them as appropriate based on their expectation of the time needed before they are complete. Accuracy of remaining hours is vital to the P6 projection algorithm.

I have more questions.

Feel free to contact the following:

scheduling@holtec.com

f.bidrawn@holtec.com

r.fern@holtec.com

a.ranjan@holtec.com