o These questions were asked and answered in connection with the webinar “Success with LPS®: How Deutsche Bahn is building the 'Neue Werk Cottbus' with lcmd.”
1. Project and process organization
2. Tools and software use (lcmd/MS Project/BIM)
4. Structure and planning methodology
6. Collaboration and communication
1. Project and process organization
How long did the OPA process take and how large was the group of participants?
The original overall process analysis (OPA) was conducted as a one-day workshop with all parties involved at the time. Depending on the project phase, the OPA was repeatedly adapted and updated – for example, specifically for the planning approval phase. Several such one-day workshops were necessary to provide an overall overview of the project.
The OpA methodology is also used on an ongoing basis for smaller and medium-sized problems that arise during the course of the project.
How long does a project discussion usually take at your company?
There are two central weekly meeting formats in the project:
• Project Realization Team (PRT) – weekly meeting
• Construction site review – also weekly
Originally, these meetings lasted around two hours each. However, as construction progressed and the number of trades on the construction site increased, the meetings reached their time limits. Therefore, we are currently considering dividing the meetings by topic – for example, into separate meetings for finishing and structural work topics.
Who created the processes – the scheduler or the companies involved?
After import, scheduling is managed by one of the executing partners – currently, this is done by the company with the largest share of construction work.
The process is collaborative: all participating contractors are actively involved and maintain the processes together. Scheduling is therefore a joint effort in close coordination with the executing companies – not isolated by a single scheduler. This joint effort takes place continuously, especially in weekly meetings.
Who enters the status of the processes for you?
Progress reports are provided directly by the alliance partners themselves. Each partner has its own schedule management system, which is responsible for or at least co-manages the respective processes.
Organization of scheduling: For each project implementation team (PIT), there is an overall schedule – either managed by one person or as a tandem. This is put together with the partners' scheduling managers and the respective schedules are coordinated.
Construction site review: The construction site review takes place live on site on the board.
How and who creates the project plan?
The MS Project plan is created by the schedule controllers of the respective PRT – in cooperation with schedulers or site managers from the executing companies.
How are interfaces represented when several trades are working on one task?
If several trades are working in parallel towards a common milestone, all preceding trades are linked to the same final milestone. If a process is delayed, this is indicated by a conflict at the milestone.
How long are your response times for tasks that are not completed on schedule?
Discussions take place on a weekly basis.
Are conflicts discussed with all trades or only with those affected?
Conflicts are usually discussed with the trades concerned. If it becomes apparent later on that this also has an impact on subsequent trades, they are at least informed of the situation, depending on the lead time.
2. Tools and software use (lcmd/MS Project/BIM)
What was the selection process for the lcmd software like, and what criteria did you use to make your decision?
A checklist of relevant requirements was created for the tool selection process, with the participation of all partners and their representatives.
Most important criterion
The display should be similar to the white wall solution with poster notes on a timeline. This visual clarity was crucial: Monday to Friday, weekends, and all processes at a glance.
Other key criteria
- Importing MS Project plans
- Creating trades
- Attaching ToDos to processes
- Assigning tasks to people
- Assigning different rights
Selection process
Several tools were reviewed using an evaluation matrix. lcmd covered the largest intersection of the defined requirements and thus prevailed.
If you created the project in MS Project, why didn't you continue it there?
We primarily use MS Project for long-term management. It's a good way to track how delays affect the overall schedule.
Where lcmd offers advantages
- Detailed planning and flexibility: MS Project lacks the level of detail needed to move tasks directly and display conflicts without shifting the entire plan.
- Clarity: lcmd depicts the construction site structure more realistically, and the horizontal display (left to right) improves clarity during detailed planning.
- Conflict management: Conflicts are displayed directly at the affected location in lcmd and can be discussed immediately.
Are changes made in lcmd subsequently transferred back to MS Project?
lcmd offers a higher level of detail than MS Project.
Dealing with delays
In the case of minor individual processes (4–5 days delay), we first check whether these can be compensated for on the construction site.
Transfer to the project plan
Changes are only transferred to MS Project if delays in several individual tasks add up and have long-term effects that cannot be compensated for within the 6-week preview.
Do you use lcmd and MS Project simultaneously?
Yes, both systems are used at the same time:
MS Project: Preview planning until the end of the project (lower level of detail)
lcmd: Detailed control in the 6-week preview (higher level of detail)
Is model-based progress monitoring also used?
No. The BIM model is used exclusively for planning and collision detection. Schedule and construction progress monitoring is not carried out using the BIM model. Integration was tested on a trial basis, but did not add any significant value to the weekly meetings.
Do you also use a board with index cards and Daily Shopfloor on the construction site?
Each partner decides this individually for their area of responsibility or existing subcontractors. There is no cross-project specification for this.
Can the critical path be displayed across projects?
No, the critical path only works within a single project.
3. Lean Construction and IPA
Is there a noticeable LEAN learning effect (zero-error principle)?
A zero-error principle is unrealistic and not the goal. The key effect is that issues are addressed more openly and at an earlier stage because they become visible more quickly through visualization. When the team stands together in front of the board and everyone takes responsibility for their processes, dialogue automatically ensues.
This effect leads to problems being addressed earlier and solved together. It is a lengthy cultural process, especially for teams from the traditional contract world, and requires rethinking and getting used to.
How does the traditional contract world differ from the IPA way of working?
In short, IPA = We are jointly responsible for the project goal.
Traditional = Everyone is responsible for their own work.
Is IPA detached from traditional models?
Not currently in the conventional process plan view on smartphones. We are investigating ways of clearly displaying the topics on a smartphone screen.
Did you set up the LPS internally yourselves or did you commission a third party to do it?
We set it up entirely ourselves. In the initial phase, there was a lot of training within the team, for which we brought in external consultants.
4. Structure and planning methodology
How was the structure (PRPs, construction areas, etc.) developed?
The structure was developed based on the construction technology. If certain tasks are divided into sections or areas, this was used as a guide.
What is the maximum number of structure levels you have?
The number of structure levels is unlimited.
Is it possible to assign employees to processes and evaluate their workload?
Yes, it is possible to define the number of people involved in the process and evaluate it using a resource curve.
5. Use and navigation of lcmd
How can I filter by preliminary exam date in the ToDo Hub?
The “Due date” filter can be used to display items that are due within a specific period.
Can user-defined periods be filtered continuously?
Yes, when setting the time filter, there is a “Continuous” option, which automatically moves the time filter along with the current date.
6. Collaboration and communication
Are discussions with partners and subcontractors held in person or online?
The focus is clearly on face-to-face meetings – whenever possible.
Why face-to-face?
The team aspect and the haptic work on the board only unfold their full effect in person. It makes a significant difference whether you are standing together at the board or only connected via Teams.
Digital flexibility: lcmd also works digitally when face-to-face meetings are not possible in exceptional cases – but the focus remains clearly on face-to-face meetings.
What project phase are you in now?
The project is approximately 80% complete in the implementation phase. There is still ongoing planning, but we are in the middle of implementation.