You are on page 1of 5

1996 AACE TRANSACTIONS

P&S.2
Matrix Scheduling for
Repetitive Residential Construction
Neil D. Opfer, CCE

here are a number of scheduling techniques in use by the construction industry, including well-known applications such as
bar charts and network diagrams. The acceptance of these
scheduling techniques, while widespread, has not met with enthusiasm on the part of all participants in the construction process. Some
excuses for the lack of better use of scheduling techniques echo familiar lines such as thats a good idea, but our work is different.
These excuses are delivered while a competitor down the street is
successfully using network scheduling, for example, on the same
type of project. Some construction activities, however, such as repetitive residential construction, do not fit the standard project mold in
many respects. For these construction types, improved scheduling
techniques such as matrix schedules that blend advantages of bar
charts and network schedules together have been successful. The
matrix schedule provides an organization form that meets the tests of
logic, communication, and balance [6]. This paper relates the principles and practices behind matrix scheduling and the reasons this
technique offers a significant scheduling advantage for repetitive residential construction. In addition to improved management ability,
the correct scheduling technique can enable the builder/developer to
achieve increased dependability with trade contractors, suppliers,
banks/lenders, and customers.

REPETITIVE RESIDENTIAL CONSTRUCTION


What is meant by repetitive residential construction is a standard house plan, sometimes with variations, repeated in a tract of
homes. Typically, this block of homes will number 20 or more, with
final build-out of a tract home subdivision numbering 100-200
houses or more. Tract home building differs from the typical construction project in that there is no overall project owner, save for the
builder/developer in charge of the particular subdivision. Houses are
sold to individuals from models, computer graphic images, or from
the inventory of houses completed under various stages of construction. The builder/developer often performs no construction work
with its own forces, instead using all trade contractors. These trade
contractors are usually small businesses that lack the sophistication
and business experience of larger trade subcontractors involved in
commercial or industrial construction markets. This lack of business
sophistication extends to scheduling systems for their portion of the
house construction activities, which are not used by many subcontractors. In fairness, the trade contractors schedule is driven by preceding and concurrent trade activities. The drywall contractor cannot
install sheetrock until the plumbing and electrical rough-in activities
have taken place. In a typical tract-home project, the construction

time frame may be 90 days, with from 60 to 80 activities filling this


time frame. The sequencing of multiple houses for repetitive residential construction adds complications to this process. The trade contractor typically has the entire contract for the entire house block
(20+ homes). Crews perform an activity, such as plumbing, and then
move to the next house, perform the same activity, and so forth.
Schedule slippage by one trade contractor thus has the potential to
delay progress on a number of houses. Due to the particular characteristics inherent in repetitive residential construction, effective
scheduling practices are essential. The lack of scheduling sophistication on the part of trade contractors dictates the need for a schedule
technique that is readily understandable by field personnel.
PROJECT VERSUS ASSEMBLY LINE
On repetitive residential construction, the question becomes,
Does this process really fit the model of a project? The distinguishing activities that characterize a project include a unique and not repetitious endeavor and a specific starting and ending point. Repetitive
residential construction doesnt necessarily have a specific starting
and ending point as is commonly construed within a well-defined
time frame. Moreover, it is a repetitious activity more likened to an
assembly line than to the usual project definition. An assembly line
is a production line in which material continually moves at a uniform
rate, passing a sequence of work stations. Arrangement of work
varies, depending on product size, available room, work requirements, and nature of work [1]. On repetitive residential work, crews
perform their activity on one house and move to the next to repeat
the activity, much as workers on an assembly line would do, except
that here the workers must move themselves, their plant, and
equipment to the next house rather than the product being delivered
to them. Due to the assembly-line nature of the work on tract housing projects, a different type of scheduling system analysis may be
more appropriate.
TRADITIONAL BAR CHARTS AND
NETWORK DIAGRAMS
Common scheduling systems in the construction industry fall
into two primary categories: bar charts and network diagrams. The
mechanics of constructing bar charts and network diagrams have
been discussed in a plethora of articles and will not be repeated here.
With a bar chart, the activity duration is shown by the length of
the bar, which can be determined by cross-referencing the associated
time scale. Each activity is represented by a particular bar, and this
graphic depiction makes a project schedule easier to read than a

P&S.2.1

1996 AACE TRANSACTIONS


tabular data format commonly found in network diagram schedules
and computer printouts. Despite these advantages, bar charts have
certain disadvantages, including that the division of the job into its
various components can be very crude, there is a lack of detailed
analysis and failure to communicate sequential relationships, and
there are difficulties in updating the schedule due to the fact that bar
linkage is not present [2].
Network diagrams force a disciplined basis for planning the
project due to the requirement for discrete activities linked on a multiple or sequential basis. Activity relationships are defined, and project updating is relatively easy given the prevalence of
computer-based network scheduling tools. Disadvantages of network
techniques include the need for substantial training, certain inflexibilities with software packages, and the lack of diagram compactness
on larger projects. Many have noted that network diagrams quickly
become wallpaper size, which can inhibit their ready access in the
field environment. In addition, a trade contractor is not concerned
with the entire project, only its discrete activities.
MANUAL SCHEDULING METHODS
Given the inherent limitations of computerized networks, a
manual scheduling approach is used by some builders, often based
on a bar chart or tabular format for an individual house and then
transferred from house to house as the tract progresses. The project
personnel for the builder/developer determine the activity sequence
and activity duration resulting in a schedule. Any mathematical calculations are performed manually, which is very labor intensive. The
labor intensity is magnified as job size and complexity increase. A
20-house tract with 35 activities totals 700 activities. The same tract
broken down into 70 activities totals 1,400 activities for the 20
homes. Updates for weather delays and supply delays mean that project personnel spend a large portion of their scheduling time performing simple but time-consuming mathematical calculations.
Computerization of this scheduling process results in rapid and accurate calculations in conjunction with the capacity to store large
amounts of information. The computer in scheduling also provides
the opportunity for schedule simulation and what if analysis to test
various construction scenarios.
THE MATRIX SCHEDULE ALTERNATIVE
The ideal scheduling tool for the builder/developer should reflect builder needs, be flexible, accommodate changes and updating,
handle any number of activities, produce usable reports, and integrate with other aspects of the total operation. Electronic spreadsheets tailored to a matrix format offer just such a tool to suit the
requirements of repetitive residential construction. Computer-based
spreadsheet tools became popular in the early 1980s, based on the familiar paradigm of the row-and-column worksheets used by accountants and estimators. Initially, many spreadsheet users involved in
construction-based applications concentrated on simple functions
such as horizontal and vertical summations involving such tasks as
estimating. The ability of spreadsheets as application tools has
greatly increased as spreadsheets have incorporated many mathematical functions including analysis and model building, charting, consolidation and linking, along with applications development,
including the extent and flexibility of spreadsheet macro language.
Major spreadsheet software programs available in the marketplace
vary in terms of individual features and specific manipulation techniques. Therefore, this paper will attempt to avoid specific step-bystep programming instructions in favor of a more generic approach
avoiding trade names and trade specifics. These spreadsheet pack-

ages can be readily programmed by experienced spreadsheet users to


provide a custom-tailored scheduling tool for the builder/developer.
The key to this stage of schedule development is to construct a
template. Once the template is constructed, for each new subdivision
tract the basic template can be recalled from a hard disc or floppy
storage and reused over and over. The template can be write-protected in certain fields by using spreadsheet compilers that only
allow data entry and not formula editing. This protects the integrity
of the scheduling tool against unsophisticated users who may attempt
to make changes and inadvertently damage the schedule program.
As always, a number of backups should be kept. Depending on
the level of detail required by the builder/developer, spreadsheet programming for the matrix schedule is basically trivial, requiring a few
days at most. It should be noted that some firms have tied the matrix
schedule spreadsheet into other elements of the business, such as
costing, trade contractor payment, and housing sales databases.
Depending upon the extent of these functions, obviously additional
programming work will be necessary. Those firms lacking this indepth programming ability may want to consult with a spreadsheet
programmer. For the information upon which this paper is based (six
firms), in two cases the builder/developers developed their own matrix spreadsheet tool in-house and in four cases, outside programmers developed the matrix schedule template [3].
The level of schedule sophistication that is available is essentially unlimited. A 200-house subdivision at an average price of
$130,000, represents a $26 million total. Therefore, the cost-benefit
ratio for custom spreadsheet programming can be very attractive to
achieving fast turnover, particularly given rapidly changing residential market conditions combined with economic and interest rate uncertainties. As one builder stated, Our problem is not in building the
house, which is easy. Our problem is in selling the house, and the
matrix scheduling information and control abilities have more than
paid for themselves [5].
In a sense, the matrix schedule provides advantages from both
the bar chart and network diagram schedules. There is a graphical element much like bar charts, which makes the matrix schedule easy to
understand even for those unfamiliar with scheduling principles. The
network element of updating ease through calculation methods is
provided by the basic mechanics of the spreadsheet. Cell interweaving through the rows and columns of the spreadsheet mean that with
proper formula construction, updates to one activity flow through to
updates in other activities. Also, field personnel dont have to carry a
stack of computer printouts with them for the scheduling portion of
the job. The matrix schedule can be output in tabular form on standard size 8 11, 8 14, or 11 17 paper, which in the larger
size can be easily folded to clipboard size. A trade contractors activities can be easily shown on a relatively few rows that are day/datespecific, minimizing interpretation problems and again providing the
entire 20-block tract of houses on one sheet of paper.
MATRIX SCHEDULING DECISIONS
Since the matrix schedule will be constructed based on a template developed from the electronic spreadsheet program, a number
of basic decisions are required for implementation. Implementation,
to be successful requires

top management support,

training of management personnel who use the matrix schedule,

orientation of subcontractors and others who feed information


to the matrix, and

P&S.2.2

1996 AACE TRANSACTIONS

development of the matrix spreadsheet to


perform the scheduling task.

Top management support is essential. As


mentioned earlier, there is a basic lack of business sophistication by many participants in the
residential construction industry. Along with
this lack of sophistication, there is also a lack of
computerization that is essential to perform effective real-time scheduling. These tools must
be provided at some level. One firm, for instance, after deciding on implementation, sent
all of their superintendents and assistant superintendents from four separate subdivisions to computer training. Then, each of these subdivision
sites was equipped with a laptop computer and
large-format laser printer for the matrix scheduling function and
other tasks. Thus, when changes occur to the houses in the subdivision, whether from weather delays or key material component delays
such as roof trusses, the schedule can be updated at the site in real
time. This is a classic case of management willing to walk the talk
in order to improve its residential scheduling practices. The simplified format of the matrix schedule requires little orientation and
training, but some is necessary for personnel, including trade contractors. There must be buy-in by these firms and their personnel,
including a realistic and achievable schedule for the houses. Then,
once realistic schedule data are developed, the matrix spreadsheet
can be constructed from this input.
To ensure ease of spreadsheet programming, each cell in the
spreadsheet will commonly represent only one day. This follows the
model of the tract house construction, and if only one activity is
completed per day, a successful outcome will result from this. If activities are longer than one day, they can be broken into stages such
as a 3-day activity broken into three 1-day activities. A sample matrix schedule illustrating this concept is shown in figure 1. As an example, house foundations is a 3-day activity considering wall
forming, concrete pour, and form stripping. For ease of spreadsheet
programming, it has been broken into three 1-day duration schedule
elements. The representative formula for accomplishing this is as
follows:
These formulas convert the weekday to a date using the time
functions of the electronic spreadsheet software package.

Figure 1Matrix Schedule

field personnel to follow the days of the week than it is to be continually referring only to the date. As should be clear, the calculations
for the overall schedule rely only on the lower cell information. Each
formula for each cell is sequential, depending on the reference of the
preceding cell. Thus, delays in the schedule can be entered at any
point along the schedule and the matrix spreadsheet recalculated
without changing formulas. The other advantage with breaking the
schedule activities into days is the micro focus of the schedule.
Rather than attempting to track activities on a macro basis, the matrix provides a day-by-day focus to avoid getting off track. Due to
space limitations for this paper, only a portion of the actual matrix
schedule is shown (block of five houses out of 20) for illustration
purposes. The crews from these five houses would begin the next
block of five houses in staggered fashion to allow cycling of form
work and avoid the requirements for large crew buildups. As in all
types of scheduling, the availability of resources and this recognition
is essential to constructing a realistic schedule. As can be seen, the
matrix schedule format, besides providing the understandability inherent in the bar chart, provides activity breakdown and read-off on
a day-by-day basis. This is a relatively unusual feature for a schedule
output. The individual working with a software package can view
this information on the screen but actually having this information in
the compact tabular format of a spreadsheet is atypical. This is one
of the key advantages of this schedule format as contrasted to other
scheduling methods. The next block of houses would have staggered
dates in the next columns. The choice of activity description by cell
row (x-axis) or cell column (y-axis) is
an individual choice by the builder/
for Monday, January 30th wall form: = IF WEEKDAY (G6,2), < 5, G6 + 1, G6 + 3)
equation 1
developer. The examples shown are
for Tuesday, January 31st pour wall: = IF WEEKDAY (G7,2), < 5, G7 + 1, G7 + 3
equation 2
by cell row for activity description.

(Depending on the particular brand of software, programming for


dates will vary slightly, but the basic principle remains.) The particular formula above not only advances the schedule date but also takes
out weekends, assuming that the repetitive residential construction
will occur on a 5-day-per-week schedule. This is the standard case
for most builder/developer subdivisions. The G6, G7 references, of
course, refer to column G, row 6 and column G, row 7, respectively.
To achieve the day, the individual schedule cells appearing as one
are actually two cells. In the example with wall forms for January
30th (Jan-30), the bottom cell is referenced in a formula as follows:

TRADE CONTRACTOR ROLE IN SCHEDULING


Consultation with the trade contractors and their resultant
analysis is a key element in constructing an achievable schedule.
Trade contractors can be either optimistic or pessimistic in providing
schedule information. As a first rule, trade contractors should be selected for their ability to adhere to mandated schedules. But the input
and buy-in by the trade contractors is an important aspect
of the matrix schedule. Nobody will agree to a schedule that they do
not understand. The matrix schedule, due to its understandable format, provides an
advantage in unfor Monday, January 30th wall form; convert above cell description to day of week = WEEKDAY (G6)
equation 3
derstanding.
Trade contractors should be in agreement on basic duration times
This is then converted to the day of the week. This does not
and the number of activities taking place per house. Sequencing of
have to be done, as the date in the first example above would suffice
trade contractors is also important because certain trades may have
for scheduling purposes. However, during the week, it is easier for
P&S.2.3

1996 AACE TRANSACTIONS


preference for going first. The painting contractor may want to pre-stain trim and base before
installation, which allows a faster job with less
labor content for the painting contractor. The
matrix should reflect these realities. To assist in
achieving buy-in, once the preliminary schedule
is developed, a Saturday-morning workshop
should be conducted with each trade in attendance. Once agreement on the schedule is
achieved from each subcontractor, the master
matrix schedule should be individually signed
and then distributed to those in attendance. This
practice can eliminate the common complaints
of the schedule being unrealistic and, hence, unachievable.

Figure 2Matrix Payment Tracking

ADDITIONAL MATRIX SCHEDULE


APPLICATIONS
There are other applications for the matrix schedule that can be
used by the builder/developer. With the micro focus and tracking of
each trade contractors work, progress payments are easier to administer. An example of this is shown in figure 2 where portions of the
matrix schedule are shown in shaded form. In this example, activities
layout, excavation, and footings have been completed by their respective trade contractors. When the project superintendent shades
these activities as complete on house lot numbers 56-60, the trade
contractors can be paid by the builder/developer. Many of these trade
contractors are undercapitalized, and quick payment improves their
cash flow. The advantage for the builder/developer is that it is able to
negotiate a more favorable pricing structure for the various trade
contracts, since this process allows payment on a weekly basis. In
addition, the quick payments due to reporting ease of the matrix
schedule make the builder/developers projects more attractive to
work on since the trade contractor can achieve quick payment.
In subdivision marketing, marketing personnel in contact with
potential home buyers, can provide current schedule information by
consulting the latest matrix schedule. A potential buyer looking for
quick move-in can sometimes be swayed by the fact that a certain
house will be done sooner than a competitive offering. The matrix
schedule provides an easily understandable format. If the buyer
wants to change certain options such as carpet color or flooring type,
the matrix schedule can illustrate critical drop-dead dates by which
decisions must take place.
Managerial personnel can be graded and bonuses based on their
ability to meet a schedule. The matrix schedule format and spreadsheet functionality make it possible to measure plan versus actual
and grade personnel on their schedule performance index. Quarterly
bonuses related to schedule performance can be quickly evaluated
given the schedule data.

atrix scheduling on repetitive residential construction has


been found to be an effective tool. The schedule development can be as basic or as advanced as the builder/developer wants, based on time investment in spreadsheet development
and programming. Due to the standardization of tract housing and its
related repetitive elements, the matrix schedule fits. For a builder
performing high-end custom home projects where each one has a variety of different and unique features, the lack of assembly-line
sameness mandates a different scheduling technique such as a network diagram. However, the builder/developers successfully used
matrix scheduling on tract housing have found it to be a best-fit solution as compared to other scheduling methods. The understandability
and flexibility of this tool through custom programming based on
spreadsheet software advances fill the needs of this scheduling niche.
The ability to illustrate numerous activities on the compact spreadsheet format saves paperwork for all involved trade contractors.
Moreover, the compact and user-friendly format promotes a high-use
rate by those involved in the project.
A network diagram with the same number of activities would
take up far more space than the spreadsheet matrix schedule. Indeed,
this is a problem with network diagramsthey become wallpapersize and are displayed on an office trailer wall rather than being
consulted by field personnel out on the job site. The matrix schedule
combines the advantages of the bar chart for graphic display and the
network diagrams ease of allowing updates.
Cost-benefit analysis of matrix schedule development based on
spreadsheet programming is important. Not all functions lend themselves to spreadsheets, and extensive database requirements may
mandate other tools [6].

1.

REFERENCES
Elsayed, A., and Thomas O. Boucher. Analysis and Control of
Production Systems, Second Edition. New York: PrenticeHall, 1994.

2.

Fondahl, John. Networking Techniques For Project Planning,


Scheduling, and Control in Handbook of Construction
Management and Organization, Second Edition. Joseph P.
Frein, ed. New York: Van Nostrand Reinhold, 1980.

3.

Opfer, Neil D. unpublished matrix scheduling systems study,


Las Vegas, 1995.

P&S.2.4

1996 AACE TRANSACTIONS


4.

Paulson, Boyd, C. Computer Applications in Construction.


New York: McGraw-Hill, 1995.

5.

Seldon, Bruce, K. April, 1995, interview, Phoenix.

6.

Westerkamp, Thomas, A. Maintenance Planning and


Scheduling in Maynards Industrial Engineering Handbook,
Fourth Edition. William, K. Hodson, ed. New York: McGrawHill, 1992.

P&S.2.5

Neil D. Opfer, CCE


Construction Management Program
University of Nevada, Las Vegas
Las Vegas, Nevada 89154-4018

You might also like