From Static PDFs to Transparent Scheduling: Transforming Project Planning with XER Schedule Toolkit
About Associated British Ports
Name: Martin de Beer
Job Title: Project Controls Functional Lead
Industry: Ports & Maritime Infrastructure
How Scheduling and Project Planning Fit into My Daily Work
In my role, I oversee project controls and work closely with teams to manage and review project schedules across major infrastructure projects. My focus is on ensuring schedules are clear, accessible, and effectively used by the wider team to support delivery, collaboration, and decision-making.
Before Using XER Schedule Toolkit
Challenges Faced
Before adopting XER Schedule Toolkit, we shared schedule updates in PDF format, including 6-week lookaheads, critical path summaries, and overall programmes.
This approach created several challenges. Team members could not access the underlying schedule detail, making it difficult to understand predecessors, successors, and the logic driving the programme. As a result, logic was hard to follow, and teams lacked the visibility needed to fully engage with the schedule.
This limited collaboration and reduced the effectiveness of schedule reviews and communication across the project.
Limitations of Previous Solutions
We were not using any alternative tools beyond PDFs, which meant there was no interactive way for teams to explore schedules.
Static reports restricted visibility and prevented users from interrogating the data, making it harder to identify issues, understand dependencies, and contribute meaningfully to the planning process.
Your Experience with XER Schedule Toolkit
Why We Chose XER Schedule Toolkit
We chose XER Schedule Toolkit because it provides a cost-effective way to give the wider team access to full project schedules.
It enables users to trace logic, identify driving activities, and customise views to suit their needs, significantly improving how schedules are understood and used across the team.
Getting Started
Getting started with XER Schedule Toolkit was seamless. The platform was easy to set up, and training team members was straightforward, allowing for quick adoption across projects.
What I Like Most
What I value most is the ability to provide full schedule visibility to the entire team.
XER Schedule Toolkit is primarily used as a schedule viewer, enabling transparency while acting as a central repository for all Integrated Schedules and third-party programmes. Team members can trace logic, understand dependencies, and tailor views to their specific requirements.
The Impact & Results
Key Improvements
Since implementing XER Schedule Toolkit, we’ve seen a significant improvement in how schedules are communicated and used across projects.
Teams now have full visibility of the programme, enabling better collaboration, more effective reviews, and improved input from stakeholders. Schedule management has become more transparent and aligned across the business.
Efficiency Gains
For us, the benefit goes beyond time savings. XER Schedule Toolkit enables a more effective way of managing schedules, improving communication, collaboration, and overall ways of working.
Measured Benefits
- Improved communication of complex schedules
- More consistent and standardised ways of working
- Reduced effort required for programme reviews
- Increased quality and relevance of team input
- Greater transparency across all project schedules
Recommendation
Would I Recommend XER Schedule Toolkit?
Yes, it represents one of the biggest step changes in our schedule management on major projects.
What I’d Say to Someone Who’s Unsure
Try it out.
Summary
Martin de Beer, Project Controls Functional Lead in the Ports & Maritime Infrastructure sector, adopted XER Schedule Toolkit to improve schedule visibility and collaboration across major projects. Previously reliant on static PDF reports, teams lacked access to detailed schedule logic, limiting understanding and engagement. With XER Schedule Toolkit, the Major Projects team can now access full schedules, trace dependencies, and customise views, creating a more transparent and collaborative planning environment. The tool has enhanced communication, standardised ways of working, and improved the quality of schedule reviews and team input. Martin describes it as one of the biggest step changes in schedule management across his projects and strongly recommends it to others.