Video 11 of 26 ยท Set Up

Build Your Programme

Set the calendar, import from MS Project or build from scratch, add cost codes and subbies, work in drafts, and publish

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Watch the Build Your Programme video
Watch the Build Your Programme video on YouTube
Watch the video walkthroughhttps://youtu.be/2HoPI4dHD_s

In this walkthrough, you'll build a construction programme in the Deep Space web app. We'll set the project calendar, import from MS Project with cost codes, build tasks from scratch, add subbies, work in drafts, and publish and export it.
The full series: 26 videos in Builder's Wheel order (Win, Set Up, Build, Move the Money, Govern)
  1. Build an Estimate and Proposal Win
  2. Multi-Trade Tender Win
  3. Set Up Your Workspace Set Up
  4. Add Users and Give Them Access Set Up
  5. Company Settings: Get Your Documents Ready Set Up
  6. Connect Xero and Map Your Cost Codes Set Up
  7. Folder Templates and Project Documents Set Up
  8. Document Templates vs Contract Templates Set Up
  9. Email Templates and Sending Documents Set Up
  10. Head Contract Setup Set Up
  11. Build Your Programme Set Up
  12. Subcontracts: Award to Executed Set Up
  13. DS Site: Invites, Inductions and Site Sign-on Build
  14. Drawings to Site and Subbies Build
  15. Run Your Programme on Site Build
  16. RFIs, Notices and the Project Inbox Build
  17. Inbox to Xero: How the Money Flows Move the Money
  18. Purchase Orders Move the Money
  19. Process Supplier Invoices Move the Money
  20. Subbie Claims: Inbox to Payment Schedule Move the Money
  21. Retentions and Security Move the Money
  22. Variations, End to End Move the Money
  23. Provisional Sums: Allowances, Drawdowns and Over-runs Move the Money
  24. Progress Claims to Your Client Move the Money
  25. Budget and Forecasting Govern
  26. Delegation of Authority Govern

Set the calendar

Go to Program, Construction Program. A new project starts empty. You can import from MS Project, or add a W B S and buil
Go to Program, Construction Program. A new project starts empty. You can import from MS Project, or add a W B S and build it here.
Set the calendar first. Click the gear icon. Choose the working week, and leave public holidays ticked. New Zealand holi
Set the calendar first. Click the gear icon. Choose the working week, and leave public holidays ticked. New Zealand holidays are added for every year.
Add shutdowns and regional show days yourself, like the Christmas shutdown. Click Save calendar. Durations count working
Add shutdowns and regional show days yourself, like the Christmas shutdown. Click Save calendar. Durations count working days only, and existing task dates aren't moved.

Quick reference

Need a hand? Email help@deepspacegroup.ai

Import from MS Project

Click Import MS Project. Drop in your XML or MPP file, and click Upload MS Project File. Zip a large XML file first.
Click Import MS Project. Drop in your XML or MPP file, and click Upload MS Project File. Zip a large XML file first.
Your summary tasks become the W B S, with dates, durations and predecessors. The cost codes are matched to your cost cod
Your summary tasks become the W B S, with dates, durations and predecessors. The cost codes are matched to your cost code library.
Click a task to open it. Here's the cost code that came from the file, and the subcontractor field, which you fill in De
Click a task to open it. Here's the cost code that came from the file, and the subcontractor field, which you fill in Deep Space.
Check your links after the import. Start to start links and lags can come across as finish to start. Click the pencil on
Check your links after the import. Start to start links and lags can come across as finish to start. Click the pencil on a predecessor, set the type and lag days, and save.
Linked tasks reschedule to keep the dependencies satisfied.
Linked tasks reschedule to keep the dependencies satisfied.

Build from scratch

No MS Project file? Click Add W B S to create each stage. Leave the parent blank for a top level stage, or pick one to n
No MS Project file? Click Add W B S to create each stage. Leave the parent blank for a top level stage, or pick one to nest it.
Then click Add Task. Enter the name, start date and duration in working days, and the end date works itself out. Pick th
Then click Add Task. Enter the name, start date and duration in working days, and the end date works itself out. Pick the W B S it belongs to.
Add the subcontractor, the cost code and the predecessor, and click Create Task.
Add the subcontractor, the cost code and the predecessor, and click Create Task.
The task drops into its stage, linked to the one before it.
The task drops into its stage, linked to the one before it.

Subbies and cost codes

To give a task a subbie, open it and pick from the project directory. Subbies with a subcontract on this project are lis
To give a task a subbie, open it and pick from the project directory. Subbies with a subcontract on this project are listed.
When you save, Deep Space asks whether to notify the subbie. Notify now sends them a booking email and an in-app notice.
When you save, Deep Space asks whether to notify the subbie. Notify now sends them a booking email and an in-app notice. Or save without notifying, and send a reminder later.
Doing a lot of tasks? Tick them, click Bulk Edit, tick Subcontractor, pick the subbie, and update them all at once.
Doing a lot of tasks? Tick them, click Bulk Edit, tick Subcontractor, pick the subbie, and update them all at once.
You can also link from the subcontract. In the S O V builder, click Link tasks on a line, and pick the programme tasks i
You can also link from the subcontract. In the S O V builder, click Link tasks on a line, and pick the programme tasks it covers.
Each S O V line now carries its cost code and its programme tasks. Claims on that line show programme progress next to w
Each S O V line now carries its cost code and its programme tasks. Claims on that line show programme progress next to what was claimed.
On the programme, linked tasks show a link icon next to the cost code. Hover over it to see the subcontract and S O V li
On the programme, linked tasks show a link icon next to the cost code. Hover over it to see the subcontract and S O V line it matches.
Now every trade task shows its subbie and cost code, ready for lookaheads, reminders and reports.
Now every trade task shows its subbie and cost code, ready for lookaheads, reminders and reports.

Work in drafts

Want to try a resequence without changing the live programme? Open the programme menu, and click New draft. Name it, and
Want to try a resequence without changing the live programme? Open the programme menu, and click New draft. Name it, and add a note.
The yellow banner tells you you're in the draft. Nobody else sees it, and no subbie is notified. Make your changes here.
The yellow banner tells you you're in the draft. Nobody else sees it, and no subbie is notified. Make your changes here.
Click Publish draft. You see every change before it goes live. The current live programme is saved as a baseline first.
Click Publish draft. You see every change before it goes live. The current live programme is saved as a baseline first. Click Publish to Live.

Share and export

To share the programme, click Publish. Pick the paper size, and choose whether to save a P D F to project documents. Cli
To share the programme, click Publish. Pick the paper size, and choose whether to save a P D F to project documents. Click Publish and get link.
Anyone with the link can view it, without logging in. You can see how many views it's had, and unpublish it any time.
Anyone with the link can view it, without logging in. You can see how many views it's had, and unpublish it any time.
The more menu has Export P D F, save to project documents, Export H T M L, and Export to MS Project X M L.
The more menu has Export P D F, save to project documents, Export H T M L, and Export to MS Project X M L.

Common questions

My cost codes didn't come across.

Put them in a custom field renamed Cost Code, like Text30, not Resource Names. The values must match your Deep Space cost codes exactly. Then import again.

My cost codes didn't come across.
Put them in a custom field renamed Cost Code, like Text30, not Resource Names. The values must match your Deep Space cost codes exactly. Then import again.

My subbies came in as labour resources.

MS Project saves Resource Names as resources. Set subbies in Deep Space instead, with the Subcontractor field, Bulk Edit, or the subcontract S O V link.

My subbies came in as labour resources.
MS Project saves Resource Names as resources. Set subbies in Deep Space instead, with the Subcontractor field, Bulk Edit, or the subcontract S O V link.

Should I import X M L or M P P?

Both work. Whichever you use, check dependency types and lags after the import, and fix any start to start links.

Should I import X M L or M P P?
Both work. Whichever you use, check dependency types and lags after the import, and fix any start to start links.

How do I get it back into MS Project?

Use Export to MS Project X M L, open it in MS Project, and save it as an M P P file if you need one.

How do I get it back into MS Project?
Use Export to MS Project X M L, open it in MS Project, and save it as an M P P file if you need one.

Quick reference

Need a hand? Email help@deepspacegroup.ai

Publish draft says there's nothing to publish.

The draft still matches the live programme. Make your changes while the draft is selected, not in the live programme, then publish.

Publish draft says there's nothing to publish.
The draft still matches the live programme. Make your changes while the draft is selected, not in the live programme, then publish.

The Gantt chart isn't showing.

The Gantt needs a W B S. Use summary tasks in MS Project, or click Add W B S and put your tasks under it.

The Gantt chart isn't showing.
The Gantt needs a W B S. Use summary tasks in MS Project, or click Add W B S and put your tasks under it.

The working days look wrong.

Check the project calendar under the gear icon: the working week, public holidays, and any shutdowns.

The working days look wrong.
Check the project calendar under the gear icon: the working week, public holidays, and any shutdowns.

Can I try changes without affecting the live programme?

Yes. Create a draft, change it, and publish it when you're ready. The live programme is saved as a baseline first.

Can I try changes without affecting the live programme?
Yes. Create a draft, change it, and publish it when you're ready. The live programme is saved as a baseline first.

Quick reference

Need a hand? Email help@deepspacegroup.ai

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