Primavera® P6™ Training Manual Course 101

Primavera®
Course 101 Version 6.0

Version date of manual: April 2008

© 1997 - 2008 Primavera Systems, Inc. All rights reserved. Unless otherwise noted, this software is the property of Primavera Systems, Inc. (Primavera) and is entitled to copyright protection. Any reproduction in whole or in part is strictly prohibited. While reasonable efforts have been made to ensure the accuracy of this document, Primavera assumes no liability resulting from any omission or inaccuracies in this document or from use of the information obtained herein. Primavera reserves the right to make changes to any products described herein to improve reliability, function, or design, and reserves the right to revise this document and to make changes from time to time in content hereof with no obligation to notify any person of revisions or changes. Primavera does not assume any liability arising out of the application or use of any product described herein; neither does it convey license under its patent rights or the rights of others. Please send your comments to: Primavera Systems, Inc. Three Bala Plaza West Bala Cynwyd, PA 19004 Telephone: 1-610-667-8600 FAX: 1-610-667-7894 World Wide Web site: http://www.primavera.com Computer Software Copyrights: The Primavera software products described in this document may not be copied, reproduced, modified, or distributed in any manner without Primavera's express written permission. Use and Disclosure Restrictions: The software described in this document is the property of Primavera Systems. It is furnished under a license agreement and may be used and/or disclosed only in accordance with the terms of the agreement. US Government Restricted Rights: If the Software is acquired for or on behalf of the United States of America, its agencies and/or instrumentalities (“U.S. Government”), it is provided with restricted rights. The Software and accompanying documentation are “commercial computer software” and “commercial computer software documentation,” respectively, pursuant to 48 C.F.R. 12.212 and “restricted computer software” pursuant to 48. C.F.R. 52.227-19 (a), as applicable. Use, modification, reproduction, release, performance, display, or disclosure of the Software and accompanying documentation by the US Government are subject to restrictions as set forth in the this Agreement and pursuant to 48 C.F.R. 12.212, 52.227-19, 227.7202, and 1852.227-86, as applicable. Trademarks: Primavera, the Primavera sundial logo, P3, P3e, Primavera Enterprise, Primavera Expedition, Primavera Project Planner, Primavera TeamPlay, myPrimavera, PrimeContract, and SureTrak are either registered trademarks or trademarks of Primavera Systems, Inc., in the United States and/or in other countries. All other trademarks mentioned herein are the property of their respective owners. Printed in the United States of America.

Course Contents
Lesson 1: Introduction to Primavera 1

Introduction to Primavera . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Primavera Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Primavera P6 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Methodology Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Timesheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Lesson 2:

The Project Management Life Cycle

7

Project Management Life Cycle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Initiating Process Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Planning Process Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Executing Process Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Controlling Process Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Closing Process Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Lesson 3:

Overview and Navigation

15

What is P6 Web? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 User Access to Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 License, Security Profile, Project Association . . . . . . . . . . . . . . . . . . . . . . 17 User Interface View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Logging In to P6 Web . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 The P6 Web Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Course 101

i

Course Contents

Navigating in P6 Web . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Most Recently Used Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Breadcrumbs Trail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Lesson 4:

Creating a Project

25

Enterpise Project Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Enterprise Project Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Viewing the EPS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Organizational Breakdown Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Viewing the OBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Creating a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Create Project Command . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Entering Required Project Information . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Lesson 5:

Editing Project Details

37

Selecting a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Exploring the EPS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Using Project Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Editing Project Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 General Sub-Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Notebook Sub-Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Funding Sub-Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Codes Sub-Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Settings Sub-Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 User Defined Sub-Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

ii

Course 101

. . . . . . . . . . . . . . . . . 56 Adding a Child WBS Element . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Course 101 iii . .Course Contents Lesson 6: Creating a Work Breakdown Structure 53 Work Breakdown Structure (WBS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Creating a WBS for the HR System Upgrade Project . . . . . . . 72 Viewing and Editing Activity Details . . . . . . . . . . . . . . . . . . . . 79 Codes Sub-Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Adding Sibling WBS Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Lesson 7: Adding Activities 65 Adding Activities . . . . . . . . . . . . . . . . . . . . . . 70 Copy/Pasting Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Creating a WBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Steps Sub-Tab . . . . . . . . . . 74 Activity Details Sub-Tabs Summary . . . . . . . 60 Changing the Parent WBS . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 Deleting Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Viewing Activity Details in Tabs . . . . . . . . . . . . . 61 Deleting a WBS Element . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Viewing Activities . . . . . . . . . . . . . . . . . . . . . . 69 Adding an Activity . . . . . . . . . . . . 67 Adding a Start Milestone Activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Creating Additional Levels in the WBS . . . . . . 75 General Sub-Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Reusing the WBS . . . . . . . . . . . . . . . . . . . . . . . . 77 Notebook Sub-Tab . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Lesson 9: Creating Relationships 99 Network Logic Diagram . . . . . . . 86 Columns Tab . . . . . . . . . . . . . . . . . . . . . . . 107 Linking Multiple Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101 Relationships with Lag . . . . . . . 101 Start-to-Finish (SF) . . . . . . . . . . . . . . . . . . . . . . . . 105 Adding Relationships in the Gantt Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Editing Relationships in the Gantt Chart . . . . . . . . . . 102 Assigning Relationships in P6 Web . . . . . . . . . . . . . . . . . . . . . . . . . 102 Finish-to-Start with Lag . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101 Finish-to-Finish (FF) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Relationship Types . . . . . . . 109 Deleting Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 Adding Relationships with Lag . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 Customizing Activity Views . . . . . . . . . 92 Sharing Activity Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102 Start-to-Start with Lag . . . . . . . . . . . . 84 Managing Activity Views . . . . . . . . . . . . . . . . . . . . 90 Filtering Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Ordering in the Activities Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Course Contents Lesson 8: Using Activity Views 83 Using Activity Views . . . . . . . . . . . . . . . . . . 101 Start-to-Start (SS) . . . . . . . . . . . 101 Finish-to-Start (FS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88 Grouping in Activity List . . . . . . . . . . . . . . . . . . . . . 109 iv Course 101 . . . . . . . . . 94 Sorting. . . . . . . . . . . . . . . . 108 Canceling Data Changes . . . . . . . . . . . . . . . . . 100 Precedence Diagramming Method (PDM) . . . . . . . . . . . . . 103 Adding Relationships in Activity Details . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123 Scheduling Tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131 Start On or After . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Viewing the Scheduled Finish Date . . . . . . . . . . . . . . . . . . . . . . . . . . . 120 Critical Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115 Scheduling Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121 Scheduling a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116 Forward Pass . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114 What is the Data Date? . . . .Course Contents Lesson 10: Scheduling 113 Critical Path Method Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116 Backward Pass . . . . . . . . . . . . . . . . . . . . . . . . . . . 117 Total Float . . . . . . . . . . 114 Critical Path . . 136 Course 101 v . . . . . . . . . . . . . 124 Open Ends . . . . . . . . . . . . . . . . . . . . . . . . . . 126 Exercise Answers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 Backward Pass with Required Finish . . . 130 Must Finish By . . . . . . . . . . . . . . . . . . . . . . . 134 Additional Constraints . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125 Exercise: Calculating a Schedule Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124 Circular Relationships (Loops) . . . . . . . . 127 Lesson 11: Assigning Constraints 129 Assigning Constraints . . . . . . . . . . . . . .

. . . . . . . . . . . . . 162 Editing a Resource Assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157 Assigning Resources . . . . . . . . . . . . . . . . . . . . . . . . . . 143 Compare Scheduled Finish to Must Finish By . . . . . . . . . . . . . . . . . . 147 Shortening Duration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158 Resource Access Restrictions . 154 Summarizing . . . . . . . 163 Requesting Resources . . . 155 Filling the Unstaffed Role Assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Course Contents Lesson 12: Optimizing the Project Schedule 141 Analyzing the Project . . . . . . . . . . . . . . . . 146 Adjusting Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154 Assigning Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158 Organizing Resources . . . . . 144 Focus on Critical Activities . . . . . . . . . 165 vi Course 101 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160 Assessing Allocation . . . . . . . . . . . . . . . . . . . . 148 Rescheduling and Checking Results . . . 149 Lesson 13: Assigning Resources 153 Assigning Resources and Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145 Shorten the Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142 Analyzing Schedule Dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161 E-Mail Notification . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173 Portlets on the Project Workspace . . . . 185 Viewing Overallocated Resources . . . . . . . . . 172 Viewing the Project Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191 Analyzing the Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175 Customizing the Project Workspace . . . . . . . 199 Editing Baseline Names and Types . . . . . . . . . . . 196 Assigning Baselines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177 Customizing Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Course Contents Lesson 14: Project Workspace 171 The Project Workspace . . . 199 Deleting Baselines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187 Analyzing Resource Allocation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184 Analyzing Resource Allocation . 199 Course 101 vii . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179 Customizing Portlets . . . . . . . . . 177 Customizing Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180 Lesson 15: Analyzing Resources and Costs 183 Analyzing the Project . . . . . . . . . . . . . . . . . . . . . . . . . . . 196 Adding Baselines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186 Resolving Resource Overallocation . . . . 192 Lesson 16: Baselining the Project 195 Baselines . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221 Adjusting Resource Usage . . . . . . . . . . . . . . . 223 Rescheduling the Project . . . .Course Contents Lesson 17: Executing the Project Plan 201 Updating a Project . . 204 For Activities In-Progress . . . . . . . . . . . . . . . . . . . . . 205 Statusing a Milestone Activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235 viii Course 101 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218 Adjusting the Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207 Statusing an Activity In Progress . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230 Assigning Reports to Project Reports Portlet . . . 209 Rescheduling the Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216 Analyzing Project Performance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235 Deleting Reports . . . . . . . . . 231 Scheduling Reports . . . . . . 206 Statusing an Activity to Completion . . . . . . . . . . . . . . . . . . 225 Closing an Issue . . 203 Entering Actuals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219 Managing Project Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202 The Data Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211 Lesson 18: Analyzing the Updated Project 215 Analyzing Schedule Dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232 Viewing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204 For Completed Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226 Lesson 19: Reporting 229 Project Reports Portlet . . . . . . . . . . . . . . . . . . . . . . . 204 Using Progress Spotlight . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . 240 Filtering Portlet Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256 Viewing Portfolios . . . . . . . . . . . . . . . . . . . . . . 266 How is Project Score Calculated? . . 239 Customizing Dashboards . . . . . . . . 259 Creating a Portfolio by Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238 Viewing Dashboards . . . . 260 Refreshing the Portfolio Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250 Creating a Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256 Manual and Filtered Portfolios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262 Analyzing Portfolio Performance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266 Course 101 ix . . . . . . . . . 257 Deleting a Portfolio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242 Portlets on Dashboards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248 Custom Portlets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248 My Activities Portlet . . . . . . . . . . .Course Contents Lesson 20: Dashboards 237 Dashboards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249 Managing Dashboards . . . . . . . 246 Personal Information Portlets . 256 User and Global Portfolios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243 Modifying Portlet Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258 Creating a Portfolio Manually . . . . . . . . . . . . 241 Customizing Dashboards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251 Lesson 21: Portfolios 255 Creating a Portfolio . . . . 263 Project Score . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272 Reviewing Timesheets . . . . . .Course Contents Appendix A: Updating the Project Using Timesheets 269 Updating a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279 Rescheduling the Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271 Updating a Project Using Timesheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 277 Analyzing Results of Applying Actuals . 298 Creating Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270 The Data Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272 Approving Timesheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280 Appendix B: Construction Workshops 283 Appendix C: Managing Project Issues 297 Viewing Project Issues . . . . . . . . . . . . . . . . . . . . . . . . 304 x Course 101 . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276 Applying Actuals . . . . . . . 302 Viewing Issue Charts . . . . . . . . . . . . . . 299 Grouping Issues . . . . . .

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. .Course Objectives Course 101 will cover the following topics: ✔ Introduction to Primavera • Describe Primavera solutions • Describe P6 ✔ The Project Management Life Cycle • Review the relationship between Primavera and the Project Management Life Cycle • Identify the five process groups in the Project Management Life Cycle ✔ Overview and Navigation • Log in to P6 Web • Navigate to sections • Locate Action bars ✔ Creating a Project • Create a project • Select a location in the Enterprise Project Structure • Assign a Responsible Manager from the Organizational Breakdown Structure ✔ Editing Project Details • Select a project in the EPS • View Project Details • Enter project data in the Details tabs ✔ Creating a Work Breakdown Structure • Describe a WBS • Create multiple levels of a WBS hierarchy ✔ Adding Activities • Describe activity types • View activity information in the Activities tab • Send an e-mail related to an activity • Edit Activity Details tabs • Add steps to an activity • Add a Notebook topic to an activity • Assign an activity code ✔ Using Activity Views • Customize columns • Filter data • Group and sort activities © 2008 All rights reserved.

Course Objectives (continued) ✔ Creating Relationships • Differentiate between four relationship types • Create relationships in Activity Details • Create relationships in the Gantt Chart ✔ Scheduling • Define key scheduling terms • Perform a backward and forward pass • Define Total Float and its impact on the schedule • Schedule a project • Describe loops and open ends ✔ Assigning Constraints • Apply an overall deadline to a project • Apply a constraint to an individual activity • Add notebook topics to constrained activities • Describe available constraint types ✔ Optimizing the Project Schedule • Analyze schedule dates • Shorten a project schedule ✔ Assigning Resources • Assign a role • Fill a role assignment • Request resources • Assign a resource • Check resource availability • Send e-mails to assigned resources ✔ Project Workspace • Describe the Project Workspace • Add and remove portlets • Customize the Project Workspace ✔ Analyzing Resources and Costs • Analyze and remove resource overallocation • Analyze project costs ✔ Baselining the Project • Add a baseline • Select a baseline © 2008 All rights reserved. . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

Course Objectives (continued) ✔ Executing the Project Plan • Describe several methods for updating the project schedule • Define the data date ✔ Analyzing the Updated Project • Compare Must Finish By and Scheduled Finish dates • View issues • View schedule performance • Adjust the project based on issue information • View budget data ✔ Reporting • Assign reports to the Project Reports portlet • Schedule reports • View scheduled reports ✔ Dashboards • Create a dashboard • Add and remove dashboards • Filter data to display in portlets • View your projects and activities ✔ Portfolios • Create a portfolio manually • Create a portfolio by filter © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. .

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. .

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 1 .LESSON 1 Introduction to Primavera Objectives ✔ ✔ Describe Primavera solutions Describe P6 © 2008 All rights reserved.

PertMaster Risk Management Mitigate project risk through predictive analytics 2 © 2008 All rights reserved. and prioritize the right strategic initiatives. Right now. Primavera Solutions The graphic below lists Primavera solutions and the industries served by Primavera. Right projects. providing the software foundation that enables all types of businesses to achieve excellence in managing their portfolios. commitments. projects. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. on budget Change? How Much? Risk? Cost Manager Earned Value Earned Value Earned value management reporting for P6.Lesson 1: Introduction to Primavera Introduction to Primavera Primavera Systems Inc. and measure the project investments necessary to grow the business and service their customers. manage. Contract Manager Contract Control Contract Control Manage contracts. and resources. select. PROJECT & PORTFOLIO MANAGEMENT FOR YOU Technology A&D. P6 Project Management Plan and execute high quality projects on time. programs. plan. . Energy & Process Services SOLUTIONS What? Who? Portfolio Management Identify. Primavera began in 1983 with the launch of PC-based software for engineering and construction. changes. It is estimated that projects totaling more than $5 trillion in value have been managed with Primavera products. How? ProSight Evolve Resource Management Right people. Manufacturing Public Sector Engineering & Construction Power. Today Primavera is a diversified software company that provides both desktop and enterprise-class solutions that enable companies to prioritize. is the world’s leading project and portfolio management software company.

Alternatively. and claims are avoided. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. ProSight — A portfolio management and analysis solution that enables organizations to deliver maximum value by identifying and prioritizing strategic projects and investments. 3 . Download cost data from your accounting system by using a flexible interface module to ensure a consistent and complete view of project performance. Comprehensive change management functionality assures that changes are resolved. Graphic representations are automatically generated using the latest project information from a centralized database. and control solution that enables organizations to meet budget and deadline commitments by managing schedules. Cost Manager — A solution that reduces the work necessary to track earned value. © 2008 All rights reserved. P6 is the solution covered in this course. formerly known as Expedition. and costs across all of their projects and programs. resources. and complying with regulatory imperatives. actual cost data may be entered or imported from Primavera.Lesson 1: Introduction to Primavera Primavera Solutions (continued) P6 — An enterprise-wide project planning. management. Track all project submittals and automate the approval process via workflow management. Evolve — An enterprise resource management solution that enables services organizations to improve utilization and profitability by ensuring the right person is assigned to the right project at the right time. enables the tracking of contracts from original estimate to buy-out. PertMaster — A risk analysis and mitigation solution that enables organizations to overcome project and portfolio uncertainty by modeling risks and analyzing the cost and schedule impacts of mitigation scenarios. Contract Manager — This solution. payments made.

1: Primavera P6 includes clientserver and Web components. ❑ ❑ 4 © 2008 All rights reserved. Client-Server Project Architect Methodology Management Project Management Methodology Management Database . monitoring and controlling projects. Among P6’s capabilities: ❑ ❑ Enterprise-wide project management.PMDB (Project Plans) Progress Reporting and Collaboration Web P6 Web Project Architect Portfolio Management Project Management Resource Management Collaboration Timesheets P6 is used for planning. . cost performance. resource management.Lesson 1: Introduction to Primavera Primavera P6 FIG. and portfolio analysis. Extensive project reporting.MMDB (Methodologies and Processes) Project Templates Real-Time/ Summary Information Project Management Database . and milestone dates. schedule performance. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. including industry-standard templates and a customization wizard. earned value metrics. and help determine which projects need help to get back on track. Personalized role-based dashboards provide quick visual indicators of the health and status of projects and programs. 1. Scorecards that contain project scores. Project data is stored in a central database and can be accessed via client-server and the Web.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. and organizational standards in the form of project templates. Collaborative workspaces to initiate projects and document workflows. © 2008 All rights reserved. capture. Create. Methodology Management ❑ An integrated process improvement platform for delivering best practices. and communicate with the project team. lessons learned. manage and approve documents.Lesson 1: Introduction to Primavera Primavera P6 (continued) ❑ ❑ Capacity analysis and resource planning to anticipate resource usage requirements in future projects. ❑ Timesheets ❑ ❑ Enables Web-based timekeeping and communication. organize. and estimation metrics. Team members see all supporting information they need to coordinate and perform their work while communicating directly with the central database. work product templates. 5 . and improve reusable components for building future project plans.

Lesson 1: Introduction to Primavera 6 © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. .

LESSON 2 The Project Management Life Cycle Objectives ✔ ✔ Review the relationship between Primavera and the Project Management Life Cycle Identify the five process groups in the Project Management Life Cycle Key Terms Project management Project Management Life Cycle © 2008 All rights reserved. 7 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. as indicated below: Initiating process group Planning process group Executing process group Controlling process group Closing process group 8 © 2008 All rights reserved. . and staffing restrictions. Lessons in your curriculum may cover some or all of the processes in the Project Management Life Cycle. budget.Lesson 2: The Project Management Life Cycle Project Management Life Cycle Project management is the process of achieving set goals within the constraints of time.

Lesson 2: The Project Management Life Cycle Project Management Life Cycle (continued) Each process can be broken down into these steps: Project Information Initiating process group Organizational Commitment Team Development Scope Definition Planning process group Activity Definition Schedule Development Resource and Cost Planning Project Plan Development Yes Baseline Creation Executing process group Information Distribution Project Plan Execution Performance Reporting No Controlling process group Are there changes? No Project complete? Yes Contract Closeout Closing process group Administrative Closure Project Closeout © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 9 .

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. . Obtain organizational commitment. Develop the team.Lesson 2: The Project Management Life Cycle Initiating Process Group Steps in the Initiating process group include: ❑ ❑ ❑ Collect project information. Project Information Initiating process group Obtain organizational commitment Team development Planning process group Executing process group Controlling process group Closing process group 10 © 2008 All rights reserved.

optimize. Establish a cost budget. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Define the work. and create baseline plan. 11 . Establish resource requirements/availability. Initiating process group Scope definition Planning process group Activity definition Schedule development Resource and cost planning Project plan development Baseline creation Executing process group Controlling process group Closing process group © 2008 All rights reserved. Evaluate. Determine the timing.Lesson 2: The Project Management Life Cycle Planning Process Group Steps in the Planning process group include: ❑ ❑ ❑ ❑ ❑ ❑ Establish project objectives and scope of work.

Track work in progress and actual costs. Initiating process group Planning process group Executing process group Information distribution Project plan execution Controlling process group Closing process group 12 © 2008 All rights reserved.Lesson 2: The Project Management Life Cycle Executing Process Group Steps in the Executing process group include: ❑ ❑ Distribute information. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. .

Lesson 2: The Project Management Life Cycle Controlling Process Group Steps in the Controlling process group include: ❑ ❑ ❑ ❑ ❑ Analyze and evaluate the project. Communicate project performance to the project team. 13 . Modify the current project with realistic data. Recommend necessary action. Initiating process group Planning process group Executing process group Yes Performance reporting No Controlling process group Are there changes? No Project complete? Yes Closing process group © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Re-forecast the schedule.

Deliver product to client or stakeholders.Lesson 2: The Project Management Life Cycle Closing Process Group Steps in the Closing process group include: ❑ ❑ ❑ ❑ Document lessons learned. . Initiating process group Planning process group Executing process group Controlling process group Contract closeout Closing process group Administrative closure Project closeout 14 © 2008 All rights reserved. Back-up or archive project files. Determine if project can be used as a methodology. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

LESSON 3 Overview and Navigation Objectives ✔ ✔ ✔ Log in to P6 Web Navigate to sections Locate Action bars Key Terms Navigation bar Action bar User Interface view Breadcrumbs trail © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 15 .

The following four sections are targeted to roles within the organization: ❑ Portfolios — Executives can create portfolios of projects and use customizable reporting features to track project status and make informed decisions about strategic initiatives. ❑ ❑ ❑ The Dashboards section is available to all users: ❑ Dashboards — Uses data windows called portlets to display portfolio. .Lesson 3: Overview and Navigation What is P6 Web? P6 Web provides a Web-based interface to manage projects. and assign them as requested by the project manager. project. 3. monitor allocation of those resources.1: P6 Web functionality areas. Projects — Project managers can create and manage projects. portfolios. Administration — System administrators can tailor the user interface to individual or group of users. Resources — Resource managers can establish teams by resource or role. Administrators can enforce standard dashboards across the organization. and resources while sharing data with other project team members. and resource data. FIG. request or staff resources. and update project status. 16 © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

2: Layers of security in P6 Web. The User Interface view controls the tabs and Action bar items that are displayed. Login You need a valid Username and Password provided by your system administrator to log in to P6 Web. Your license determines what sections are visible in the application. Security Profile. 17 .Lesson 3: Overview and Navigation User Access to Data When you log in to P6 Web your access and ability to manipulate data is determined by several layers of security. 3. User Interface View Each user is assigned a User Interface view in P6 Web. Your security profile may further restrain your access and ability to manipulate data. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. License. © 2008 All rights reserved. Project Association Your organization provides licenses to access P6 Web depending on your role in the organization and the functions you need to perform your job. FIG. Project association determines the project data to which you have access.

In your work environment you may be required to change the default password by clicking Change Password. Click Login. Type a Username <jbrunner> and Password <jbrunner>. ✍ The URL provided by your instructor is for classroom use only.  EXERCISE: Log in to P6 Web. To access P6 Web.Lesson 3: Overview and Navigation Logging In to P6 Web ✍ You can save the URL as a Favorite in Internet Explorer. Contact your system administrator if you do not know your Username and Password. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Type the URL provided by your instructor in the Address bar in the Web browser. 3. Confirm PMDB$PRIMAVERA is selected in the Database drop-down list.3: Click Login to log in to P6 Web. 4. 2. P6 Web is a Web-based application. 3. Steps 1. . Logging In You must enter a valid Username and Password. 18 © 2008 All rights reserved. Your organization will specify a different URL to access Primavera at your work site. FIG. launch a Web browser and type in the URL specified by your organization.

4: P6 Web screen. 19 . © 2008 All rights reserved. Projects. Resources. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. and Administration. The selected section is bold. Items displayed on the screen depend on your license. Navigation bar — Provides access to sections: Dashboards. and logging out. There are areas of the application screen that do not change once you log in: ❑ ❑ Title bar — Displays the Primavera logo and provides access to printing. Click to display a section.Lesson 3: Overview and Navigation The P6 Web Screen After a successful login. the P6 Web application screen is displayed. viewing context-sensitive help. and the assigned User Interface view. security profile. Title bar Navigation bar FIG 3. Portfolios. setting user preferences.

20 © 2008 All rights reserved. Steps 1. In the Navigation bar. View the Action bar for the Projects section. click Projects.Lesson 3: Overview and Navigation Navigating in P6 Web Only one section can be displayed at a time.5: The Action bar displays section-related commands. Available commands depend on your security profile and the assigned User Interface view. the Action bar is displayed: ❑ Action bar — Displays commands related to the selected section. After you click a section button.  EXERCISE: Navigate to the Projects section. 2. 3. FIG. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. .

Breadcrumbs Trail After the project is selected. Finance System Upgrade. your steps are not retained. 3.Lesson 3: Overview and Navigation Most Recently Used Items Three of the sections. For example. Projects. In the Navigation bar. and Resources.7: Use the Breadcrumbs trail to retrace your steps within a section. provide shortcuts to most recently used items. when you click the down arrow in the Navigation bar next to Projects. Portfolios.6: Use shortcuts to most recently used items. click next to Projects.  EXERCISE: Select a project. You can use the Breadcrumbs trail to retrace your actions within a section. it is indicated in the Breadcrumbs trail. FIG. 3. Select a project. if you change sections. 21 . the list of most recently selected projects is displayed. Steps 1. 2. © 2008 All rights reserved. However. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. FIG.

. Steps 1. the Details tab can be called "Project Details. 3." or the Tools tab "Project Tools. 2. in the Projects section below. The number and order of the tabs can be customized by the system administrator in the assigned User Interface view." FIG. Confirm that the Projects section is selected.8: Tabs are displayed for the selected section. their titles often are referred to with the section name. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. View tabs in the Projects section. 22 © 2008 All rights reserved.Lesson 3: Overview and Navigation Tabs Tabs within a section provide access to a group of actions. Since tabs are related to the selected section.  EXERCISE: View tabs in the Projects section. For example.

Clicking the P6 logo takes you back to the login screen. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 3: Overview and Navigation LESSON REVIEW Key Concepts ❑ ❑ There are several layers of security that determine data and functionality that is accessible for each user. Dashboards b. 3. Portfolios d. and Administration) allow you to focus on a specific aspect of project management. d. Projects. True or False: If an arrow is visible in the Navigation bar. Which of the following is not a section in P6 Web? a. Which of the following is true? a. The main sections on top of the application screen (Dashboards. Resources. Administration 2. You can view the name of the currently logged in user at the top of the application screen. c. Your licence determines what sections are accessible to you. Each section has an Action bar to execute section-related tasks. 23 . you can access some of the most recently used items in that section. Portfolios. User Interface views c. ❑ Review Questions 1. b. © 2008 All rights reserved. You can use the Breadcrumbs trail to retrace your steps across sections.

. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 3: Overview and Navigation 24 © 2008 All rights reserved.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.LESSON 4 Creating a Project Objectives ✔ ✔ ✔ Create a project Select a location in the Enterprise Project Structure Assign a Responsible Manager from the Organizational Breakdown Structure Key Terms Enterprise Project Structure Organizational Breakdown Structure © 2008 All rights reserved. 25 .

Lesson 4: Creating a Project Enterpise Project Management Primavera provides the capability for organizations to manage enterprise-wide projects. which resembles a hierarchical folder structure. but it is recommended. ❑ ❑ ❑ 26 © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. What is the name of the project? — Each project has a descriptive name. Who is responsible for the project? — Each project has an assigned Responsible Manager. selected from the Organizational Breakdown Structure (OBS). When is the project planned to start? — Each project has a Planned Start date that is set when the project is created. Each project is a unique entity containing the following essential information: ❑ ❑ How is the project identified? — Each project has a unique Project ID that identifies the project. . The project name is not required to be unique. portfolios. Where is the project stored? — Projects are stored in the Enterprise Project Structure (EPS). and resources while maintaining security and responsibility.

It enables individuals to manage projects separately. Nodes represent different levels within the EPS. scope. Placement of a project in the hierarchy determines the summary level in which it is included. The EPS comprises roots and nodes: ❑ ❑ A root typically represents the top level of the organization. provides functionality to view project priorities. departments. and projects. and assign security at any level of the structure to provide users with appropriate access to project information. for example. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. © 2008 All rights reserved.Lesson 4: Creating a Project Enterprise Project Structure ✍ EPS is defined by your system administrator. represent divisions within the organization. or site locations. EPS Root EPS Node EPS Node EPS Node EPS Node EPS Node Project F Project A Project B Project C Project D Project E FIG 4. The Enterprise Project Structure (EPS) provides the foundation for enterprise project management. a hierarchy created by the enterprise to organize its projects. In P6 Web. ❑ ❑ ❑ Each node can contain an unlimited number of projects. 27 . The EPS. All projects must be included in an EPS node. and the organization to roll up and summarize data across multiple projects. Nodes can. you can view the EPS when selecting a project. nodes. view resource allocation across projects. and resource information across the enterprise. It is a hierarchical arrangement of all projects in the enterprise.1: Elements of the EPS: root. Projects always represent the lowest level of the hierarchy. arranged so that data about projects can be rolled up and analyzed at multiple levels. budget.

Information Technology Projects. In the Navigation bar. click Projects.3: The EPS displays in the Projects section. 2. 4. 28 © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 4: Creating a Project Viewing the EPS Below is a graphic representation of Signature Corporation’s EPS and how it appears in Primavera when you select a project. Click to expand EPS nodes.2: The EPS represented graphically. Internal IT Projects and System Upgrades. FIG. Steps 1. 4. Signature Corporation Legend Construct Projects IT Projects EPS Node Name Project Name Internal IT Projects External IT Projects New Systems System Upgrades IT Maintenance ERP System Installation Finance System Upgrade HR System Upgrade Upgrade Network Integrate S/390 FIG. .  EXERCISE: Display the Enterprise Project Structure.

a Work Breakdown Structure (WBS). Responsible Manager assignments can be "inherited" as well. all members of the Development Dept. you can view the OBS when selecting a Responsible Manager. when you add a new project. a project. controlling user access to project data and designation of the Responsible Manager. or an issue or risk within a project. In Primavera. The Organizational Breakdown Structure (OBS) provides the foundation for enterprise project management. are assigned to the OBS element VP of Development. 29 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. which may limit their access to "read-only" status. The OBS performs two key functions in enterprise project management: ❑ Designating the Responsible Manager — OBS elements are assigned as Responsible Managers for work within an EPS node. the Responsible Manager is inherited from its parent EPS node. For example. It is a hierarchical arrangement of an organization’s project management structure. Controlling user access to project information — All users are assigned to an OBS element to establish their access to project data. The OBS.Lesson 4: Creating a Project Organizational Breakdown Structure ✍ OBS is defined by your system administrator. can be configured to represent a detailed organizational breakdown with employee names or a more general framework with departments and divisions. ❑ © 2008 All rights reserved. a hierarchical arrangement of an organization’s project management structure. For example. they can view all projects for which the VP of Development is the Responsible Manager — though they may not all have the same access to manipulate project data. Due to this assignment. That access is governed by a user’s security profile.

Lesson 4: Creating a Project Viewing the OBS Below is a graphic representation of Signature Corporation’s OBS.4: OBS structure represented graphically. Implementation Mgr. . Data Mgr. In the next exercise you will see how it appears in P6 Web when you select a Responsible Manager. 30 © 2008 All rights reserved. Signature Corporation VP of Program Office VP of Construction Chief Technology Officer Project Coordinator Project Administrator Andy Mason Meg Foley Joe Nolan Therese Swan Tim Harris Tom Mills Linda Haris VP of Development Dept. FIG 4. VP of Training and Support In House Development System Installations Lead System Analysis Lead Testing Lead Developments Lead Training Lead Support Lead VP of System Administration Network Mgr. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

This course focuses on the Create Project command. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 31 .  EXERCISE: Create a new project. 4. Create Project Command You can launch the Create Project command in the Action bar in the Projects section. 2. click Create Project.Lesson 4: Creating a Project Creating a Project There are several ways to create a project in P6 Web. click Projects. click Create Project. For example. Steps 1. In the Navigation bar. your system administrator may create one for you. FIG.5: In the Action bar. In the Action bar. © 2008 All rights reserved. or it can be created through the initiation process.

Data Fields in the Application ❑ ❑ Some of the fields in the application allow you to type in a value directly. Required fields are marked with an asterisk in the Create Project screen. The Must Finish By field is optional.Lesson 4: Creating a Project Entering Required Project Information The Create Project screen requires you to: ❑ ❑ ❑ ❑ ❑ Type a unique Project ID. Select a location for the project in the EPS. Other fields may require you to click an icon first and then select a value from the list of available items. Assign a Responsible Manager from the OBS. For example. 32 © 2008 All rights reserved. click and then select a value. . For example. in the EPS and Responsible Manager fields. Set a Planned Start date. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. you type data in the Project ID and Project Name fields. Type a Project Name.

Select a date. In the Responsible Manager field. Select a responsible manager. In the Project Name field.  EXERCISE: Provide required information for a new project. In the Planned Start field. P6 Web will display an error after clicking Create if the Project ID already exists. 04-Jan-10. Click . type <HRSYS>. and then click OK. 3. Select an EPS node. Steps 1. FIG. 11. In the Project ID field. Click Create. Click . click 4. and then click Select. 33 . 2. In the EPS field. 10. 8. Signature Corporation and Chief Technology Officer. to expand EPS nodes. to expand OBS nodes. click to display calendar. 4. 9. click 7. 5. © 2008 All rights reserved. Information Technology Projects and Internal IT Projects.Lesson 4: Creating a Project Entering Required Project Information (continued) Since Project ID must be unique across the enterprise data.6: Click the list of values icon to select an item. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. and then click OK. System Upgrades. 6. type <HR System Upgrade>. VP of Development.

Run Project Architect — Select a project and then click the Tools tab. Create another project. Go to Project Workspace. Run Project Architect. click Run Project Architect. you can always access them in the Projects section: ❑ ❑ ❑ ❑ Add activities and WBS — Select a project and then click the Activities tab. FIG 4. These options. enabling you to create a project plan by retrieving methodology content from Methodology Management. However. Create another project — In the Navigation bar. appear only after you create a project. organized on one page. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.7: Options available after clicking Finish in Create Project. 34 © 2008 All rights reserved. Go to Project Workspace — Select a project and then click the Workspace tab.Lesson 4: Creating a Project Creating a Project (continued) The Create Project Links page offers the following options to work with the newly created project: ❑ ❑ ❑ ❑ Add activities and WBS. In the Tools tab. . click Projects and then click Create Project.

True or False: All projects must be included in an EPS node. 2. True or False: The Must Finish By field is required when you create a project. © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 3. • Type a unique Project ID. • Assign a Responsible Manager from the OBS. It is arranged so that data about projects can be rolled up and analyzed at multiple levels. ❑ ❑ Review Questions 1. The Organizational Breakdown Structure is hierarchical arrangement of an organization’s project management structure. True or False: You must enter a unique Project Name when creating a project. Launch the Create Project command in the Action bar in the Projects section. It controls user access to project data and designation of the responsible manager. 35 . • Type a Project Name.Lesson 4: Creating a Project LESSON REVIEW Key Concepts ❑ The Enterprise Project Structure is hierarchical arrangement of all projects in the enterprise. The Create Project screen requires you to: • Select a location for the project in the EPS.

Lesson 4: Creating a Project

36

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

LESSON 5

Editing Project Details
Objectives
✔ ✔ ✔

Select a project in the EPS View Project Details Enter project data in the Details tabs

Key Terms
Project Details

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

37

Lesson 5: Editing Project Details

Selecting a Project
Once a project is created it can be accessed via the Enterprise Project Structure, which is displayed in the Projects section.

Exploring the EPS
If you know where the project resides in the EPS, you can expand EPS nodes and find the project. For an EPS node ( ), only the EPS ID is displayed. For a project ( ), the Project ID and the Project Name are visible. Use the Delete link to delete the project from the EPS if you have the security privilege to do so.
FIG. 5.1: Expand the EPS to locate projects. 

EXERCISE: Locate
the HR System Upgrade project.

Steps
1. In the Navigation bar, click Projects. 2. Expand EPS nodes, Information Technology Projects, Internal IT Projects and System Upgrades. 3. Locate a project, HR System Upgrade.

38

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

Lesson 5: Editing Project Details

Using Project Search
The Search function in the Projects section allows you to find projects in the EPS based on Project ID or Project Name. As you type in the Search field, P6 Web automatically displays only those projects whose Project ID or name starts with the value in the Search field.
FIG. 5.2: Use the Search function to locate projects. 

EXERCISE: Select
the HR System Upgrade project.

Steps
1. In the Search field, type the first two letters of the project name, <HR>. 2. To select the project, click its Project ID, HRSYS.

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

39

Lesson 5: Editing Project Details

Editing Project Details
After a project is selected, project information is organized in tabs in the Projects section. The Details tab allows you to edit details of the selected project via sub-tabs. The number and order of sub-tabs may vary based on your assigned User Interface view.
FIG. 5.3: Click to edit details of the selected project. 

EXERCISE: Display
the Details tab for the

Steps
1. Click the Details tab. 2. Confirm that the General sub-tab is selected.

HR System Upgrade
project.

40

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

Lesson 5: Editing Project Details

General Sub-Tab
The values for Project ID, Project Name, Parent EPS and Responsible Manager, assigned when you created the project, can be edited in the General sub-tab.

Project Web site URL — Post the URL to the Web site created by your system administrator. Project Owner — The individual responsible for the project. The project owner designation provides the individual view-access to the project. Project Status — Select Planned, Active, Inactive, or What-if. Risk Level — Select from five categories, which can be used to rank, organize, and filter projects. Strategic Priority — Select a number from 1 to 10,000 to rank project in a strategic plan. Original Budget — Enter an estimate of the total budgeted amount required for this project, including all funding contributions. Current Budget — This calculated field displays planned budget plus all approved budget change logs. Total Activities — Number of activities in the project. Planned Start — The start date of the project. It is a required field you assigned in the Create Project wizard, but it can be edited here. Actual Start — This calculated field displays the actual start, based on the actual start of the first activity in the project. Data Date — Enter the date used as the starting point to calculate the schedule. Must Finish By — Enter a date to serve as a constraint placed on the project’s end date. Scheduled Finish — This calculated field displays the latest early finish date based on the schedule most recently generated for the project. Actual Finish — This calculated field displays the actual finish date of the project. A project is finished when all activities have actual finish dates. Checked Out By — The name of the user who checked out the project. If the project is not checked out, this field is blank. Date Checked Out — The date and time the user checked out the project. If the project is not checked out, this field is blank.

✍ Project owner is not

the same as Responsible Manager, though the same individual can be designated for both roles.

❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

41

2.  EXERCISE: Type an Original Budget. type a value <200. In the Original Budget field.Lesson 5: Editing Project Details General Sub-Tab (continued) FIG. 42 © 2008 All rights reserved. Click Save. 5. Steps 1.4: Type a value in the Original Budget field. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. .000>.

Tools/Techniques.  EXERCISE: Document that you use Primavera to manage the project. 43 . 3. Click Save.5: Use the Notebook sub-tab to edit project notes. or other project-specific details.Lesson 5: Editing Project Details Notebook Sub-Tab ✍ Notebook topics are created by system administrator. 4. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 2. core requirements. FIG. Click the Notebook sub-tab. 5. Steps 1. 7. and then click Close. Click Assign Notebook Topic. 5. Use the Notebook sub-tab to view or modify project notes. Click Assign. Click a notebook topic. © 2008 All rights reserved.>. Type a description <We will use Primavera to manage this project. Click to view the description. Tools/Techniques. 8. such as the project’s purpose. 6. Use the Search function to select a topic.

primavera.com>. Highlight Primavera in the notebook topic description. Click to expand the description.Lesson 5: Editing Project Details Adding Web Links to Notebook Topic Descriptions You can use HTML tags in the body of your description and you can create a link. 44 © 2008 All rights reserved. 8. . Click OK. 5. Click a Notebook topic.  EXERCISE: Add a link to a Notebook topic description. Steps 1. 7. 5. Click . 3. FIG. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Click the hyperlink Primavera to launch Primavera’s Web page. Click Save. Type the Web site address in the Explorer User Prompt dialog <http:// www. Tools/Techniques. The link is active when you place your cursor over it. 2. 4. 6. and then close the Web site window.6: Click hyperlink to launch Primavera Web site.

review. Apex.Lesson 5: Editing Project Details Funding Sub-Tab Use the Funding sub-tab to add. Amount — The amount of money allocated to the project from the funding source. In the Amount field. 5. ✍ Funding sources are created by your system administrator. Click Assign. Steps 1. Click Assign Funding Source.000>. ❑ ❑ FIG. Fund Share — Percentage of the total fund allocated to the project. 45 . In the Fund Share field. Click the name of the funding source to edit details. 4. to edit details. 5.7: Assign funding sources in the Funding subtab. delete. 8. © 2008 All rights reserved. 2. 6. Click a funding source. 7.  EXERCISE: Assign a Funding Source. 3. Click the Funding sub-tab. and then click Close. ❑ Funding Source — Lists funding sources assigned to the project. Select a funding source. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. type <20. Click Save. type <10>. Apex. and revise funding sources for your project.

5. such as Marketing. Select a project code value. Project codes enable you to group projects into categories. Steps 1. for example. Click Assign. to the project. ITSU: IT System Upgrade. ❑ ✍ Project codes/ values are created by your system administrator. Description — Displays the project code description. Click the Codes sub-tab. 5.Lesson 5: Editing Project Details Codes Sub-Tab Use the Codes sub-tab to assign project codes and values to the project. such as location or priority.8: Assign project codes to the project in the Codes sub-tab. ❑ ❑ FIG. . Project code — Lists project codes assigned to the project. 46 © 2008 All rights reserved. Engineering. Development. Division. Code value — Displays the selected value of the project code. etc. 3. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.  EXERCISE: Assign a project code. 2. ITSU: IT System Upgrade. Click to expand a project code. Click Assign Project Codes. A single project code. 4. can have numerous values. and then click Close. Project Code: Product Group.

Default Price/Unit or activities without resource or role Price/ Units — Determines the default price/unit to calculate cost for activities that have units but no assigned resource. and checking the last summarized date. Note that duration type applies only when you have resources assigned to the activity. Default Activity Type for New Activities — Determines how duration and schedule dates are calculated for an activity. The following default settings apply to new activities in the project. or cost is most important when modifying an activity. Last Summarized — Displays date project was last summarized. click the Baselines tab in the Projects section. To manage baselines. Default Rate Type — Determines the price/unit for all new resource assignments on the project. ❑ Default Duration Type for New Activities — Determines whether schedule. You can specify the default duration type for new activities in new projects in Projects Preferences. Baseline for Earned Value Calculations — Select the Project baseline or the Primary baseline to be used for earned value calculations. ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ © 2008 All rights reserved. You can later change these default settings for individual activities as needed: ✍ Existing activities are not updated to reflect new default settings. This is useful for assessing whether summary data is current. or Units. and the resource assignment used for summarizing the project. Physical.Lesson 5: Editing Project Details Settings Sub-Tab Use the Settings sub-tab to choose default settings for adding new activities in the project. Summarize project based on — Determines whether summarization is based on high-level resource planning or detailed activity resource assignments. Enter a dollar value and a work unit separated by a forward slash: $20/h. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 47 . selecting a baseline for calculating earned value. resource availability. or for activities that have assigned resources who do not have price/units specified. the WBS level. Default Percent Complete Type for New Activities — Determines how progress can best be measured for most of the activities in your project: Duration. Summarize to WBS Level — Indicates the number of summary WBS elements stored in the database.

Steps 1. type <40>.9: Set default values in the Settings tab. In the Default Price/Unit for activities without resource or role Price/Units field. Click Save.  EXERCISE: Set the default price/unit. 3. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Click the Settings sub-tab. 2. 5.Lesson 5: Editing Project Details Settings Sub-Tab (continued) FIG. . 48 © 2008 All rights reserved.

Estimated Expense Cost. FIG. Click to move it to the Selected Columns section. Select a user defined field. 5. User Estimated Expense Cost. click Defined. 2. which can be used to track additional project data as columns in the Project Statistics portlet on dashboards and in the Project Workspace. 6. 8.000>.Lesson 5: Editing Project Details User Defined Sub-Tab ✍ User defined fields are created by your system administrator. 7. Type a value <40.10: Set user defined fields in the User Defined sub-tab. The User Defined sub-tab enables you to assign values to project-related user defined fields. Click Customize. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. © 2008 All rights reserved. 4. Click Save. Click the User Defined sub-tab. 5.  EXERCISE: Add the user defined field Steps 1. 3. 49 . to expand a grouping. Click Save. In the Available Columns section.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. and type a description <Upgrade the corporate HR system. Objectives Add the following attributes in Project Details: 1. . 2. consolidate current systems onto a centralized platform. and some of its attributes have been entered in Project Details. Assign a Notebook topic.>. 3. Purpose. Assign a project code value HIGH .High Priority from within the project code Priority Code. Change the Responsible Manager to Solutions Delivery Group. 50 © 2008 All rights reserved.Lesson 5: Editing Project Details WORKSHOP: EDITING PROJECT DETAILS Background The HR System Upgrade project has been created.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. b. 2. You can select only one project at a time. 51 . Project data is organized in sub-tabs. You click the project name to select a project. Projects within an EPS are sorted by ID. click Delete next to the project. To delete a project. d. c. Using the Search function on the Projects section displays projects in a flat list. True or False: Sub-tabs under the Details tab may vary based on the assigned User Interface view. Use the Details tab in the Projects section to edit project details. Review Questions 1.Lesson 5: Editing Project Details LESSON REVIEW Key Concepts ❑ ❑ ❑ Use the Search function in the Projects section to locate projects quickly in the EPS. Which statement is false? a. © 2008 All rights reserved.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. .Lesson 5: Editing Project Details 52 © 2008 All rights reserved.

53 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.LESSON 6 Creating a Work Breakdown Structure Objectives ✔ ✔ Describe a WBS Create multiple levels of a WBS hierarchy Key Terms Work Breakdown Structure WBS element © 2008 All rights reserved.

1.1 WBS. you can set anticipated dates or budgets at a high level in the WBS before adding activities.1: The hierarchical structure of the WBS enables you to roll up data from "child" to "parent.1. 6.2 WBS. . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.3 54 © 2008 All rights reserved.3 WBS." EPS Root EPS Node EPS Node EPS Node EPS Node EPS Node Project F Project A/ WBS Project B Project C Project D Project E WBS. For planning and budgeting. meaning you can roll up and summarize data from the lower levels.2 WBS.1 WBS.Lesson 6: Creating a Work Breakdown Structure Work Breakdown Structure (WBS) The WBS is a hierarchical arrangement of products and services produced during and by a project. via the Organizational Breakdown Structure. A key benefit of the WBS is that it enables you to divide a project into meaningful smaller pieces for the purpose of planning and control. ❑ ❑ The project is the highest level of the WBS.1. WBS elements can also be used to assign responsibility. Elements within the WBS have a "parent/child" relationship. FIG. to different managers for planning and accountability purposes. An activity is the lowest level of the WBS.

System Testing. and System Deployment.3: The Work Breakdown Structure of the HR System Upgrade project. The three main phases will be further subdivided according to the chart below. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Below. the WBS structure of the HR System Upgrade project as it is displayed in P6 Web: © 2008 All rights reserved.Lesson 6: Creating a Work Breakdown Structure Creating a WBS for the HR System Upgrade Project You will structure the WBS of the HR System Upgrade project into three phases: System Development. HR System Upgrade System Development System Testing System Deployment System Requirements System Design System Implementation System Integration Tests QA Tests System Installation Preparation System Installation FIG 6. 55 .

2. 5. 3. its root. The selected HR System Upgrade . 56 © 2008 All rights reserved. In the View drop-down list.  EXERCISE: Select a project and an activity view. The Activities tab is the central location for maintaining the WBS and managing activities. Steps 1. HR System Upgrade Creating a WBS. 4.Lesson 6: Creating a Work Breakdown Structure Creating a WBS The WBS is created in the Activities tab in the Projects section. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. type <HR> to locate a project. HRSYS-06.4: The WBS root element is displayed. FIG. click its Project ID.Creating a WBS project has only one WBS element. . 6. In the Search field. To open the project. In the Navigation bar. click Projects. Click the Activities tab. select Adding WBS.

Lesson 6: Creating a Work Breakdown Structure

Creating a WBS (continued)
Each WBS element in the hierarchy is defined by three characteristics:

WBS Code — A required field, the WBS code is a unique alphanumerical value appended to its parent WBS name. A "child" WBS element inherits part of its WBS code from its "parent," extending the suffix one place as it moves down the hierarchy. For example:

Table 1: Relationship of Parent/Child WBS Codes If parent’s WBS code is ...
Test Test1 Test1.1 ❑ ❑

... then WBS codes of its children are
Test.1, Test.2, etc. Test1.1, Test1.2, etc. Test1.1.1, Test1.1.2, etc.

WBS Name — A unique name, usually one that represents the product or service produced by activities within that element. Parent WBS — The parent WBS element in the hierarchy.

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

57

Lesson 6: Creating a Work Breakdown Structure

Adding a Child WBS Element
In the Icon bar, click ( ) to add or delete ( ) a child WBS element. The WBS Code is automatically generated and you can edit its value any time by doubleclicking the WBS element. To edit the WBS name, display WBS Details. To edit the details of the selected WBS element, click
FIG. 6.5: Click the icon to edit details.

. 

EXERCISE: Add
elements to the WBS.

Steps
1. In the Icon bar, click 2. Click to add a WBS element.

to save the WBS. .

3. In the Icon bar, click

4. In the WBS Code field, confirm a value, 1. 5. In the WBS Name field, type <System Development>. 6. Click Save. 7. Click Return.

58

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

Lesson 6: Creating a Work Breakdown Structure

Adding Sibling WBS Elements
Add sibling WBS elements using the context-sensitive right-click menu.
FIG. 6.6: Rightclick a WBS element to access commands. 

EXERCISE: Add
two sibling WBS elements to HRSYS-06.1.

Steps
1. Confirm that a WBS element, HRSYS-06.1, is selected. 2. Right-click and select Add sibling WBS. 3. Click to save the WBS.

4. Right-click on a WBS element, HRSYS-06.2, and select Details. 5. In the WBS Name field, type <System Testing>. 6. Click Save and then click Return. 7. Right-click a WBS element, HRSYS-06.2, and select Add sibling WBS. 8. Click to save the WBS.

9. Right-click on a WBS element, HRSYS-06.3, and select Details. 10. In the WBS Name field, type <System Deployment>. 11. Click Save and then click Return.

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

59

Lesson 6: Creating a Work Breakdown Structure

Creating Additional Levels in the WBS
By adding a child WBS to a child WBS, you can create additional levels in the hierarchy. You can also indent and outdent existing WBS element to modify the WBS structure. Use the arrows on the icon bar to indent, outdent, or change the order of sibling WBS elements.
FIG. 6.7: Use arrows to move or indent/outdent WBS elements. 

EXERCISE: Add
WBS elements under the HRSYS-06.1 WBS element.

Steps
1. Right-click on a WBS element, HRSYS-06.1, and select Add sibling WBS. 2. Click to save the WBS. to move HRSYS-06.4 under HRSYS-06.1. to indent HRSYS-06.4.

3. In the Icon bar, use 4. In the Icon bar, click

5. Right-click on a WBS element, HRSYS-06.1.4, and select Details. 6. Click Yes to save data. 7. In the WBS code field, type <1>. 8. In the WBS name field, type <System Requirements>. 9. Click Save and then click Return. 10. Right-click on a WBS element, HRSYS-06.1.1, and select Add sibling WBS. 11. Click to save the WBS.

12. Right-click on a WBS element, HRSYS-06.1.2, and select Details. 13. In the WBS name field, type <System Design>. 14. Click Save and then click Return.

60

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

Lesson 6: Creating a Work Breakdown Structure

Changing the Parent WBS
On the WBS details page, you can select a new Parent WBS as an alternative to using arrows to indent/outdent.
FIG. 6.8: Click to replace the current Parent WBS.

Deleting a WBS Element
Deleting a WBS element deletes all WBS elements and activities within. To delete the WBS, click on the Icon bar or press Delete on your keyboard. When deleting a WBS that has activities, you can decide whether you want to delete those activities or merge them under the parent WBS.

Reusing the WBS
You cannot export or import the WBS. However, using the Project Architect tool, you can bring in an existing WBS saved in the Methodology Management database.

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

61

Lesson 6: Creating a Work Breakdown Structure

WORKSHOP: CREATING A WORK BREAKDOWN STRUCTURE
Background
The project structure has been defined for the HR System Upgrade project. You now need to add additional WBS elements.

Objectives
1. Add the following WBS codes and names within the parent WBS elements as indicated in the table below.

Parent WBS
HRSYS-06.2 System Testing

WBS Code

WBS Name

1 HRSYS-06.3 System Deployment 1 2

System Integration Test

System Installation Preparation System Installation

2. Compare your WBS structure with the screenshot below.
FIG. 6.9: WBS elements added to the project.

62

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

2. None of the above 3. Use the Activities tab in the Projects section to manage your WBS. What tab in the Projects section should you use to build the WBS? a. Details b. and the lowest is an activity. Tools c. Activities d. meaning you can roll up and summarize data from the lower levels. Elements within the WBS have a "parent/child" relationship. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 63 . True or False: The project is the highest level of the WBS. where the highest level of the WBS is the project. ❑ ❑ ❑ Review Questions 1. True or False: Elements within the WBS have a parent/child relationship. © 2008 All rights reserved.Lesson 6: Creating a Work Breakdown Structure LESSON REVIEW Key Concepts ❑ The WBS is a hierarchical arrangement of products and services produced during and by a project. The WBS structure enables you to divide a project into meaningful smaller pieces for the purpose of planning and control.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. .Lesson 6: Creating a Work Breakdown Structure 64 © 2008 All rights reserved.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.LESSON 7 Adding Activities Objectives ✔ ✔ ✔ ✔ ✔ ✔ ✔ Describe activity types View activity information in the Activities tab Send an e-mail related to an activity Edit Activity Details Add steps to an activity Add a Notebook topic to an activity Assign an activity code Key Terms Activity Activity Details Activity Type © 2008 All rights reserved. 65 .

regardless of assigned resources’ availability. -. -. -. documents.Cannot assign constraints. and percent complete values for a group of activities that share a common WBS code level. or work packages.Can assign constraints.Zero duration activity. Roll up date. events. -. Task Dependent Resource Dependent Work needs to be accomplished in a given time frame. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. -. -. activities are the smallest subdivision of work that directly concerns the project manager and are generally the most detailed work unit tracked in a project schedule. -.Only has start date.Cannot assign roles. -. project management tasks. expenses. -.Start dates are set to the earliest start date of all activities in the group. Ongoing tasks dependent on other activities. Notes -.Can assign constraints. Level of Effort WBS Summary 66 © 2008 All rights reserved.Duration is calculated based on the earliest activity start and latest activity finish in the group. They are the lowest level of a WBS and contain all information about the work to be performed. Finish Milestone Mark end of a phase or communicate project deliverables.Can assign primary resource. -. at a specific cost.Zero duration activity. documents. Also known as tasks. -. Primavera supports the following six activity types: Table 2: Comparing Activity Types Activity Type Start Milestone Use Case Mark beginning of a phase or communicate project deliverables. duration. -. Activities drive the schedule of a project as they represent work that must be completed in a determined amount of time.expenses. or with a defined number of resources.Rollup values are calculated when the project is scheduled. Multiple resources assigned to the same activity can work independently. status meetings.Duration determined on its predecessor / successor activities. -. -. -.Finish dates are set to the latest finish date of all activities in the group. -.Duration determined by availability of resources assigned to work on activity. -. For example.Resources scheduled to work according to activity calendar. . items.Lesson 7: Adding Activities Adding Activities Activities are the fundamental work elements of a project.Cannot assign roles. -.Only has a finish date. database maintenance.Can assign primary resource.Activity resources are scheduled according to individual resource’s calendar.

2. click Projects. To open the project. 7.1: Only the WBS is displayed since the project does not have any activities. click its Project ID. 3. grouping. 4. Steps 1. © 2008 All rights reserved.  EXERCISE: View the Activities tab. type <HR> to locate a project. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. It also allows you to turn on and off the Gantt Chart.Lesson 7: Adding Activities Viewing Activities The Activities tab enables you to customize columns that are visible when managing activities. which can be opened in Microsoft Excel. FIG. In the Search field. Click the Activities tab. 67 . You can also send an e-mail to project team members associated with the activity or click Export to file to export contents of the Activities tab to a comma-separated value (. select Adding Activities. In the View drop-down list. and sorting functionality to better organize activities.csv) file. 5. In the Navigation bar. HR System Upgrade Adding Activities. It provides filtering. All of these elements are organized in activity views that you can create. HRSYS-07. modify and share.

an Activity ID is generated automatically.Lesson 7: Adding Activities Viewing Activities (continued) The following columns are displayed in the Activities tab: ❑ ❑ WBS/Activity — Type an Activity ID that is unique within the project. but it is recommended. . WBS — The Parent WBS of the activity. Planned Duration — Type the estimated time required to complete the activity. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. If you leave it blank. Activity Type — Identify the type of activity. Primavera provides the name New Activity by default. Activity Name — Type a name for the activity. ❑ ❑ ❑ ❑ ❑ 68 © 2008 All rights reserved. The default activity type is specified in the Settings sub-tab in Project Details. Primary Resource — Identify the resource primarily responsible for performing the work. If you leave this field blank. WBS Code — The WBS code of the parent WBS. The Activity Name does not have to be unique. the default duration is set by your system administrator.

Steps 1. 2.2: Activity ID is displayed in the WBS/Activity column. 4. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 5. Double-click in the Activity Name field and type <Start development milestone>. HRSYS-07. 11. select Start Milestone. 9. 10. 69 . Double-click in the Activity Type field. Select a WBS element. red (critical) FIG.1. blue/green (in progress). © 2008 All rights reserved. 3. 6. Select a resource. Susan Arnold.  EXERCISE: Add a Start Milestone activity in the System Requirements WBS. 7. type a name <Susan>. In the drop-down list. 7.1. 8. blue (completed). and then click OK. Double-click in the Primary Resource field. Click to save. In the Search field. Leave the Planned Duration as default. Right-click and select Add Activity.Lesson 7: Adding Activities Adding a Start Milestone Activity Activity status is indicated for each activity by the following icons: Diamond: Milestone Bar: Green (no progress). Double-click in the Activity field and type <HR1000>.

1. 2. Double-click in the Activity field and type <HR1010>.Lesson 7: Adding Activities Adding an Activity Most fields are editable in the Activities tab. HRSYS-07.1. 4. 6. 3. Click to save. 7. those fields are disabled or grayed out. if values are not directly accessible. Select a WBS element. System Requirements. Double-click in the Planned Duration field and type <4d>. Steps 1. Double-click in the Activity Name field and type <Define operational concept of new system>. the Planned Duration of a milestone activity is always zero and you cannot change the WBS code of the parent WBS directly in the list. Right-click and select Add Activity.3: Disabled fields are not editable. 70 © 2008 All rights reserved. 5. However. FIG.  EXERCISE: Add an activity under a WBS element. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. In the example below. .

except the Activity ID. Select an activity. since it must be unique. 4. 3. HR1010 . Steps 1. All activity information is copied.Lesson 7: Adding Activities Copy/Pasting Activities You can quickly add similar activities by copy-pasting existing ones. 2. Right-click and select Paste.Define operational concept of new system. Click to save. 5. Select a WBS.  EXERCISE: Copypaste two activities.2. © 2008 All rights reserved.Start development milestone. HR1000 .1. 6. HRSYS-07. 71 . Right-click and select Copy.4: Activity ID’s are changed. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Ctrl-click an activity. FIG. 7.

72 © 2008 All rights reserved. 3. 5.Lesson 7: Adding Activities Deleting Activities You can delete a single or multiple activities by clicking menu and select Delete. 2. 7. Select an activity. Click Yes to confirm your decision. HR1020 . 4.Start development milestone. Ctrl-click an activity. Click to save.5: Click to delete selected activities. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Define operational concept of new system. FIG. HR1030 . Right-click and select Delete. or use the right-click  EXERCISE: Delete multiple activities. . Steps 1.

❑ FIG. codes. on the There are two ways to display Activity Details: form and tabs. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. select an activity and then either click Icon bar or use the right-click menu and select Details. 7. © 2008 All rights reserved.6: Activity Details form. The assigned User Interface view determines whether how Activity Details is displayed: ❑ FIG. and steps in Activity Details. To access Activity Details. Tabs — Project information in a series of sub-tabs. 73 .Lesson 7: Adding Activities Viewing and Editing Activity Details You can view and edit activity information data such as relationships.7: Activity Details sub-tabs. 7. Form — Project information on a single page.

.8: Sub-tabs in Activity Details. Define operational concept of new system. Confirm that the activity you just added.  EXERCISE: View Activity Details in subtabs. 2. Steps 1.Lesson 7: Adding Activities Viewing Activity Details in Tabs In this course you will use sub-tabs to display Activity Details. is selected. Right-click and select Details to display Activity Details. FIG. 7. 74 © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

edit. and delete Notebook topics/descriptions. Steps — Add. Notebook — Add. Percent Complete type. and view units and cost data. calendar. status. delete. and delete expense items. Relationships — Assign predecessor/successor activities.Lesson 7: Adding Activities Activity Details Sub-Tabs Summary Following is a summary of Activity Details sub-tabs: ❑ General — Edit activity ID/Activity Name. set activity type. primary resource. Codes — Assign activity codes and activity code values. set auto compute for actuals. Resources — Add/remove resource and role assignments. which can be used to track additional activity data as columns in the Activities tab. edit. and costs. update steps status. Expenses — Add. User Defined — Specify user-defined fields. and review steps. and public location. 75 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Documents — Assign documents to activity and display the document’s category. submit resource requests. assign WBS. and duration type. units and durations. and view expenserelated data via customized column display. Status — Manually status progress of an activity by updating dates and constraints. ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ © 2008 All rights reserved.

which specifies the available working time. Auto Compute Actuals — Mark this checkbox if you want to measure progress as if the activity is proceeding on schedule. . units. Duration Type — Determines how Remaining Duration. Choose a Percent Complete type that represents how activity progress can be most accurately reported. costs/work effort. activity type and percent complete type. and the calendar for the activity. Default settings apply only to activities created after the default is set. Actual Units/Remaining Units and Actual Costs/Remaining Costs are automatically updated for all activity resources when you apply actuals. Some of the key fields on the General sub-tab: ❑ Calendar — Use this field to assign an activity calendar. or resource availability. ✍ Use the Settings sub-tab in Project Details to set default settings for duration type. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. a primary resource. and Percent Complete type. duration type. and units/ time are calculated when you update an activity that has resources assigned. If you choose the Auto Compute Actuals option. ❑ ❑ ❑ 76 © 2008 All rights reserved. The sub-tab also allows you to select a WBS.Lesson 7: Adding Activities General Sub-Tab The General sub-tab enables you to define three key characteristics of an activity: activity type. Each plays a role in how the activity is scheduled and updated. The activity's duration type should correspond to the factor that is least flexible in the project: schedule. Percent Complete Type — Determines how an activity's Percent Complete is calculated.

and mark steps complete. type <Describe concept for the modified system>. © 2008 All rights reserved. type <Provide justification for changes>. 77 .Lesson 7: Adding Activities Steps Sub-Tab The Steps sub-tab can be used to add/delete steps. Click Done. 6. FIG. They are often used a list of tasks to complete an activity. 2. In the Step Name field. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. they do not have duration estimates or dates. Define operational concept of new system activity. type <Describe the current system>. 7. Click Save. Click Add Steps. You can add an unlimited number of steps to an activity. 3. 5. 7. Steps enable you to break down activities into smaller units and track their completion. In the Step Name field. 4. add/revise step descriptions. Click the Steps sub-tab. Unlike activities. In the Step Name field.  EXERCISE: Add three steps to the Steps 1.9: Steps are added to the activity.

.>.  EXERCISE: Add a description to the Steps 1. FIG. Click a step. update step progress. 3. Click Save. 4. 7. Provide justification for changes. type <Match requirements to system capabilities. 2. Provide justification for changes step. In the Step Description field. Click to view description for a step. Provide justification for changes. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 78 © 2008 All rights reserved.Lesson 7: Adding Activities Editing Steps and Adding Descriptions Click a step name to edit step details.10: Click the Step Name to edit step details. and add a step description.

 EXERCISE: Type a notebook topic description for the Steps 1. Select a notebook topic. Click Assign Notebook Topic. Click Save. 3. Define operational concept of new system activity. 5. 2. These are typically instructions or descriptions that further describe the activity. 7.11: Click Expand All to display all Notebook descriptions.> 8. 4. Purpose. FIG. The Notebook sub-tab enables you to assign Notebook topics and then add topic descriptions to an activity. Purpose. 6. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Click to view description for a Notebook topic. 79 . Click a notebook topic. 7. Purpose. Type a description <Prepare the Operational Concept Description (OCD) and ensure consensus among all parties involved. Click Assign. Click the Notebook sub-tab. and then click Close.Lesson 7: Adding Activities Notebook Sub-Tab ✍ Notebook topics are defined by your system administrator. © 2008 All rights reserved. 9. Purpose. Search for a notebook topic.

❑ ❑ FIG.Development. 80 © 2008 All rights reserved. Activity codes enable you to group activities into categories. 3. for example. Division. Description — Displays the code description. 2. 6.  EXERCISE: Assign an activity code. . Click Assign Activity Codes. ✍ Activity codes/ values are created by your system administrator. Development. Click Close. Code: Department. DEV . Select an activity code value. Steps 1. etc. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Click Assign. Development. such as Marketing. Engineering. to the activity. such as location or priority. 7. A single code. Global Codes and Activity ✍ Use the Search feature to search by code value or code description. Code value — Displays the selected value of the code. Click to expand activity code groupings. can have numerous values.Lesson 7: Adding Activities Codes Sub-Tab Use the Codes sub-tab to assign activity code values to the activity. Click the Codes sub-tab. ❑ Activity code — Lists activity codes assigned to the project. 5. 4.12: Click the Codes sub-tab to assign activity codes.

81 . 1. Objectives ✍ The full list of activities in the project is added for you in succeeding lessons. leave the Primary Resource field empty for all activities. The next step is to finish adding activities to the project. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.) Activity ID HR-ADMIN HR1020 HR1030 HR1040 HR1050 Activity Name Project administration Perform system requirements analysis Perform interface requirements analysis Design system architecture Perform high-level software design Planned Duration 0d 10d 6d 8d 4d Activity Type Level of Effort Task Dependent Task Dependent Task Dependent Task Dependent Parent WBS HR System Upgrade Adding Activities System Requirements System Requirements System Design System Design © 2008 All rights reserved. Add activities to the project plan as indicated in the table below. (Resources are not assigned yet.Lesson 7: Adding Activities WORKSHOP: ADDING ACTIVITIES Background The WBS has been defined and approved for the HR System Upgrade project.

Activity Name b.Lesson 7: Adding Activities LESSON REVIEW Key Concepts ❑ ❑ ❑ ❑ Use the Activities tab to add activities and edit activity details. copy. 3. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Review Questions 1. Which of the following fields must be unique in the project? a. To modify fields. 82 © 2008 All rights reserved. . Activity ID must be unique in the database. Activity Code d. a & c 2. or remove activities. Activity Details can be viewed in two ways: form or tabs. or to view Activity Details. True or False: You cannot edit any fields directly on the Activities tab. Activity ID c. True or False: You cannot delete multiple activities at the same time. Use the right-click menu to add. you must go to Activity Details. based on the assigned User Interface view.

83 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.LESSON 8 Using Activity Views Objectives ✔ ✔ ✔ Customize columns Filter data Group and sort activities Key Terms Sorting Grouping Filtering © 2008 All rights reserved.

group. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. and filter data. you will customize an existing activity view to display activities that have Planned Start date between 01-Jan-10 and 31-March-10. In this lesson. . You can then save the customized view for yourself or share it with a group of other users. FIG 8.Lesson 8: Using Activity Views Using Activity Views The Activities tab allows you to customize columns as well as sort.2: Customized activity view 84 © 2008 All rights reserved.1: Original activity view FIG 8.

© 2008 All rights reserved. 8. Steps 1. To edit an activity view. In the Navigation bar.3: Click to create.  EXERCISE: Manage activity views. click Delete. click Manage Activity Views. click Projects. In the Action bar. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. click the name. click Create Activity View. you can create new or edit and delete existing activity views in the Projects section: ❑ ❑ ❑ FIG. To delete an activity view. view or delete activity views. To create a new activity view. 85 . 2.Lesson 8: Using Activity Views Managing Activity Views If you have the proper privilege.

HRSYS-19. 7. 3. Click Save View As. Click the Activities tab. 2. Steps 1. In the Navigation bar. HR System Upgrade Reporting Performance. Type a new activity view name <First Quarter Lookup>. 8. Click OK. 8. In the Search field. . 6. 4.Lesson 8: Using Activity Views Customizing Activity Views Use the Save View As command to create a copy of an existing activity view before you start customizing it. 5. In the View drop-down list. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. type <HR> to locate a project.  EXERCISE: Save a copy of an existing Activity view. click its Project ID. To open the project. 86 © 2008 All rights reserved. select Adding Activities. FIG. click Projects.4: Enter a unique activity view name.

Click Customize View.  EXERCISE: Display the Customize Activity View dialog. 8. sorting. grouping and filtering in the Customize Activity View dialog.Lesson 8: Using Activity Views Customizing Activity Views (continued) You can customize the name. © 2008 All rights reserved. Steps 1.5: Rename the current activity view. columns. FIG. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 87 .

Lesson 8: Using Activity Views Columns Tab The Columns tab in the Customize Activity View dialog allows you to customize the following: ❑ ❑ ❑ ❑ Available/Selected Columns — Add up to 30 columns to display. . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Use the arrows to add. Show first column as — Select whether the first column is Activity ID or Activity Name. 88 © 2008 All rights reserved. remove. or change the order of columns. The selected field is always the first column. Sort by — Select a field to sort the list. Sort order — Select Ascending orDescending order.

as well as arrange their order. double-click WBS to remove it. 5.  EXERCISE: Add and remove columns. Steps 1. double-click Planned Finish to move it to the Selected Columns. FIG. In the Dates grouping. In the Dates grouping. double-click WBS Code to remove it.6: Doubleclick items to move. The Columns tab also allows you to set the default sorting order. Confirm that Activity ID is selected in the Show first column as option. 4. In the Selected Columns section. 8. In the Selected Columns section. 89 . 3. 2. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 8: Using Activity Views Columns Tab (continued) You can add or remove columns on the Columns tab. double-click Planned Start to move it to the Selected Columns. © 2008 All rights reserved.

start date. • Start date rollups reflect the earliest date for the group and finish date rollups reflect the latest date for the group. numeric. When you choose to group by a hierarchical field. if your WBS comprises five levels. For grouping levels you can also specify: ❑ Show field title in band — Displays the grouping level field name. activities associated with lower levels of the WBS are listed under the Level 3 band. integer. Groups are indented in the list by a grouping band. ❑ 90 © 2008 All rights reserved. you may want to group only to the third level. In this case. For example. Use the Band Color and Band Text drop-down lists to specify color and text for each band. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 8: Using Activity Views Grouping in Activity List Activities can be grouped to better organize and categorize project data. the field name WBS appears to the left of the date value for the group. if you select to group activities by WBS. Groups are separated by bands that describe the attribute and can be customized for color and type size. Unit and cost rollups are a total of the values for each activity in the group. for example WBS or activity code. only the field value appears in the band. . and finish date fields in the group. Grouping enables you to organize data that share a common attribute. ✍ Only one hierarchical grouping can be selected. For example. the To Level drop-down list is enabled so you can choose the number of hierarchy levels you want to group by. If you do not choose this option. followed by the field value. Show field rollups in band — Displays summary information for all cost.

FIG. activities appear in a flat list. Click the Grouping tab. © 2008 All rights reserved. 91 . 2. 8.Lesson 8: Using Activity Views Grouping in Activity List (continued) You will remove the grouping from this view.7: Set or remove grouping here. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. select the blank item at the top of the list to remove grouping from this view. Steps 1. In the Level 1 drop-down list.  EXERCISE: View the current Group tab settings. When Level 1 is set to blank.

8. 92 © 2008 All rights reserved. you can better focus on activities by filtering out some data. .Lesson 8: Using Activity Views Filtering Data When working with large list. FIG. ❑ Custom — You can create your own filter by using multiple criteria. The filter is saved in the current activity view. Primavera offers two types of filters: ❑ Predefined — You cannot modify filter criteria or add new filters to the list.8: Predefined filters are listed. If you select the filter. you can specify the number of days. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Activities finishing in specified days or Activities occurring in specified days.

Lesson 8: Using Activity Views

Filtering Data (continued)
You will create a custom filter to show activities whose Planned Start date falls between 01-Jan-2010 and 31-March-2010.
FIG. 8.9: Create multiple filter criteria. 

EXERCISE: Display
Milestone activities only.

Steps
1. Click the Filters tab. 2. Select Custom Filter. 3. In the Select Filter Criteria drop-down list, confirm All of the following. 4. In the Parameter drop-down list, select Planned Start. 5. In the Is drop-down list, select is greater than or equals. 6. Next to the Value drop-down list, click 7. Click to add new filter criteria. and select a date, 01-Jan-2010.

8. In the Parameter drop-down list, select Planned Start. 9. In the Is drop-down list, select is less than or equals. 10. Next to the Value drop-down list, click and select 31-March-2010.

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

93

Lesson 8: Using Activity Views

Sharing Activity Views
The Access tab allows you to determine who has access to the view:
❑ ❑ ❑

Current User — The view is available for the current user only. In the View drop-down list, it is listed under the grouping, User. All Users — The view is available for all users. In the View drop-down list, it is listed under the grouping, Global. List of Users — The view is available for the selected users only. In the View drop-down list, it is listed under the grouping, Multiple Users.

FIG. 8.10: Click to determine access to the activity view. 

EXERCISE: Make
the current activity view available for all users.

Steps
1. Click the Access tab. 2. Select All Users. 3. Click OK.

94

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

Lesson 8: Using Activity Views

Sorting, Ordering in the Activities Tab
The Activities tab allows you to easily change the order of columns and the sorting preferences.

Drag and Drop — Drag and drop columns to change their order in the list. However, to remove or add columns, you must open the Customize Activity View dialog. Sort — To change the sorted by preference, click a column header. You can toggle between ascending and descending order by clicking the same column header.

FIG. 8.11: Arrow indicates the current sorting order. 

EXERCISE: Drag
and drop columns in the Activities tab.

Steps
1. Click the Primary Resource column header and drag it to the last place. 2. Click the Planned Duration column header and drag it to the left of the Primary Resource column. 3. Click the Planned Start column header to order the list by their Planned Start date in ascending order. 4. Click the Planned Start column header again to order the list by their Planned Start date in descending order. 5. Click Save View.

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

95

Lesson 8: Using Activity Views

WORKSHOP: USING ACTIVITY VIEWS
Background
The First Quarter Lookup activity view needs to be customized to display activities grouped by Primary Resource, and sorted by At Completion Total Cost.

Objectives
1. Customize the First Quarter Lookup Activity view to match the following screen:

If you need some hints:
❑ ❑ ❑

Add a column, At Completion Total Cost. For grouping, add a level 1 grouping, Primary Resource. Click the At Completion Total Cost column header to sort.

96

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

Lesson 8: Using Activity Views

LESSON REVIEW
Key Concepts
❑ ❑ ❑

The Activities tab allows you to customize how data is displayed. You can save the customized activity view and then share it with a list of users or all users. To make a copy of an existing activity view, click Save View As.

Review Questions
1. You can you sort the Activity list by a. Clicking the column header. b. Using the Sort by and Sort order drop-down lists in the Customize Activity View dialog. c. Right-clicking any column and select, Sort. d. a & b 2. True or False: You can remove grouping by selecting the blank item in the Level 1 drop-down list.

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

97

Lesson 8: Using Activity Views

98

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

99 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.LESSON 9 Creating Relationships Objectives ✔ ✔ ✔ Differentiate between four relationship types Create relationships in Activity Details Create relationships in the Gantt Chart Key Terms Relationship types Lag © 2008 All rights reserved.

❑ ❑ A box or rectangle represents each activity. Precedence Diagramming Method (PDM) PDM is a technique for creating network logic diagrams. or start with the last activity in the network and enter each predecessor. Lines with arrows connect the boxes and represent the logical relationships between the activities. ❑ Start with either the first activity in the network and enter each successor. • Predecessor controls the start or finish of another activity. . Activity E Activity A Predecessor to Activity B Activity B Activity C Successor to Activity B Activity D Activity F Activity G 100 © 2008 All rights reserved.Lesson 9: Creating Relationships Network Logic Diagram A network logic diagram is commonly used to represent all activities in a project and their dependency relationships. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. • Successor depends on the start or finish of another activity.

Activity A First Activity When A starts. EXAMPLE: When Analysis of System Requirements (Activity A) starts. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 9: Creating Relationships Relationship Types Primavera supports four relationship types. 101 . Finish-to-Finish (FF) ❑ Start-to-Finish (SF) ❑ When A finishes. In the following diagrams. Activity A First Activity Activity B Second Activity Activity B Second Activity EXAMPLE: Development of Training Documentation (Activity B) can only finish when System Design (Activity A) finishes. © 2008 All rights reserved. EXAMPLE: When the second-shift security guard starts his shift (Activity A). the first-shift security can finish his (Activity B). Analysis of Interface Requirements (Activity B) can start. Activity A First Activity Second Activity Activity B Second Activity EXAMPLE: When High-level Design (Activity A) is completed. This is the default relationship type. B can start. B can start. B can finish. Detailed Design (Activity B) can begin. activity A represents the predecessor and activity B represents the successor. Activity A First Activity Activity B When A starts. B can finish. Finish-to-Start (FS) ❑ Start-to-Start (SS) ❑ When A finishes.

❑ ❑ ❑ By default. Can be added to any relationship type. Activity A FS7 Activity B Detailed Design High-level Design Start-to-Start with Lag ❑ The following example shows that the Test Code activity can start five days after the Write Code activity starts. it is scheduled based on the calendar of the successor activity. . Activity A Write Code Activity B SS5 Test Code 102 © 2008 All rights reserved. though this setting can be altered in Project Tools/Scheduling Options. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 9: Creating Relationships Relationships with Lag Lag specifies an offset or delay between an activity and its successor. Finish-to-Start with Lag ❑ The following example shows that the High-level Design activity must be finished for seven days before the Detailed Design activity can start. Can be a positive or a negative value.

9. FIG. To open the project. In the Search field. 5. you cannot edit their values directly. click its Project ID.1: Relationship lines in the Gantt Chart Adding Relationships in Activity Details You will add a relationship in Activity Details. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. type <HR> to locate a project. HR System Upgrade Relationships. 3. Relationships are displayed as lines connecting activities in the Gantt Chart. In the Navigation bar. select Relationships.2: The columns are disabled. © 2008 All rights reserved. Click the Activities tab. HRSYS-09. 4. Although you can display the Predecessors and Successors columns.Lesson 9: Creating Relationships Assigning Relationships in P6 Web You can assign relationships in the Activities tab or in Activity Details. click Projects. concept of new system. Predecessors and Successors  EXERCISE: Assign a successor activity to the Define operational Steps 1. 103 . FIG 9. In the View drop-down list. 2.

✍ The default relationship type is Finish to Start. 9. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Click the Relationships sub-tab. Click to expand groupings. HR System Upgrade.Lesson 9: Creating Relationships Adding Relationships in Activity Details (continued) In Activity Details. Click Assign. FIG. Steps 1. 4. Click Assign successor activity. 3. specify a relationship type. use the Relationships sub-tab to assign relationships. Right-click and select Details.  EXERCISE: Add a successor activity. System Development. Select an activity. Click either Assign predecessor activity or Assign successor activity. and System Requirements. or to specify a relationship type or lag. 2.3: Successor is added to the selected activity. Perform system requirements analysis. . 104 © 2008 All rights reserved. HR1010 .Define operational concept of new system. 6. and assign lag. and then Close. Click on an activity to edit the assignment. and select an activity from the hierarchy. Select an activity. 5. Click Previous Activity or Next Activity to display the activity according to the current sorting on the Activities tab. 7.

9. 9. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. and then click Close. Click Assign. Click Assign successor activity. System Development and System Requirements. Click Save. 105 . 5. In the Relationship Type drop-down list.4: Click to edit Relationship details. In the Lag field. Steps 1. Click Next Activity. 7. HR System Upgrade. Click to expand groupings. select Start to Start. Click an activity name.Perform interface requirements analysis. 6. type <1d>. 4. HR1030 . Select an activity. © 2008 All rights reserved. 3. HR1030 . 2.Lesson 9: Creating Relationships Adding Relationships with Lag FIG.Perform interface requirements analysis. 8.  EXERCISE: Create a start-to-start relationship with one day of lag.

 EXERCISE: Assign a successor activity to the Perform interface requirement analysis. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 9. 4. FIG. Click to zoom to fit the Gantt Chart. Drag the connection line to the start connection box on activity HR1070 - Design external interfaces. Click Return to Activity List.Lesson 9: Creating Relationships Adding Relationships in the Gantt Chart The Activities tab allows you to create single or multiple relationships between activities displayed in the Gantt Chart. Steps 1. 6. HR1030 Perform interface requirements analysis. HR1030 . right-click the activity bar and select Create Relationship. 3. . 5. 2.Perform interface requirements analysis. Select an activity.5: Rightclick an activity bar to create relationships. Click 106 © 2008 All rights reserved. to save. 7. Click the finish connection box at the end of the activity bar. In the bar area of the Gantt Chart.

In the Type drop-down list.Lesson 9: Creating Relationships Editing Relationships in the Gantt Chart FIG. 5. 4. Steps 1. 10. select Finish to Start. to save. Select an activity. Right-click the activity bar and select Create Relationship. HR1070 Design external interfaces. © 2008 All rights reserved. 7. Click to save. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Right-click the relationship line you just created.6: Rightclick a relationship line and select Edit Relationship. 3. Drag the connection line to the finish connection box on activity HR1080 - Perform detailed software design. Click OK. 9. 107 .  EXERCISE: Assign a successor activity to the Design external interfaces and then edit the relationship type. Select Edit Relationship.Design external interfaces. 8. 2. HR1070 . Click the finish connection box at the end of the activity bar. 9. Click 6.

FIG. The activities will be linked in sorting order using the default Finish to Start relationship type with zero lag. Select an activity. HR1110 . 2. . HR1120 .Lesson 9: Creating Relationships Linking Multiple Activities You can select multiple activities and create relationships with one click.Implement the database. 4. HR2010 .7: You can link multiple activities. Right-click and select Link Selected Activities. Steps 1. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Prepare for system integration and testing. Ctrl-click an activity.  EXERCISE: Link multiple activities. 9. Ctrl-click an activity. 108 © 2008 All rights reserved. 3.Perform unit testing.

2. 9. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Click No to confirm your decision. Deleting Relationships You can individually delete relationships by right-clicking the relationship line in the Gantt Chart and select Delete Relationship.Lesson 9: Creating Relationships Canceling Data Changes You can undo your data changes as long as you have not saved them yet. © 2008 All rights reserved.8: Click to cancel unsaved changes.  EXERCISE: Remove activity relationships by cancelling data changes. 109 . On the Icon bar. Click to cancel changes. Steps 1. to cancel unsaved changes. click FIG.

110 © 2008 All rights reserved.Perform detailed software design HR1070 .Lesson 9: Creating Relationships WORKSHOP: CREATING RELATIONSHIPS Background Additional relationships need to be established for the HR System Upgrade project.Design external interfaces HR1080 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.ADMIN -Project administration Predecessor HR1000 .Start development milestone Successor Relationship type SS HR3060 .Project complete milestone FF The full list of relationships in the project plan is added for you in succeeding lessons.Design database HR1080 .Project administration HR . .Perform high-level software design HR1060 . Activity ID\Name HR-ADMIN . Assign a predecessor and a successor to the level of effort activity.Design external interfaces Successor HR1060 .Perform detailed software design Relationship Type FS FS FS FS 2. Objectives 1.Design system architecture HR1050 . Project administration. Use the Relationships sub-tab or the Gantt Chart to create relationships with zero lag between these activities: Activity ID/Name HR1040 .Design database HR1070 .

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. You can also specify the lag between activities. Start-to-Finish 3. Start-to-Start d. True or False: Lag is the offset or delay between an activity and its successor. True or False: Four different relationship types are supported in Primavera. ❑ Review Questions 1. 2. Finish-to-Finish c. True or False: In Activity Details the Next Activity link is based on the current sort order in the Activities tab. Finish-to-Start b. 4. © 2008 All rights reserved. Primavera supports four relationship types that identify the type of dependency that exists between an activity and its predecessor or successor.Lesson 9: Creating Relationships LESSON REVIEW Key Concepts ❑ ❑ Create relationships between activities in Activity Details or in the Gantt Chart. The default relationship type is: a. 111 .

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. .Lesson 9: Creating Relationships 112 © 2008 All rights reserved.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 113 .LESSON 10 Scheduling Objectives ✔ ✔ ✔ ✔ ✔ Define key scheduling terms Perform a backward and forward pass Define Total Float and its impact on the schedule Schedule a project Describe loops and open ends Key Terms Critical activity Critical Path Method scheduling Forward pass Backward pass Total Float © 2008 All rights reserved.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. ❑ 114 © 2008 All rights reserved. Critical activities are defined by either the Total Float or the longest path in the project network. Critical Path ❑ ❑ The critical path is the series of activities that determines a project's completion date. a delay to any of these activities will delay the finish date of the entire project. The duration of the activities on the critical path controls the duration of the entire project. CPM uses activity durations and relationships between activities to calculate schedule dates. This calculation is done in two passes through the activities in a project.Lesson 10: Scheduling Critical Path Method Scheduling The Critical Path Method (CPM) scheduling technique is utilized to calculate project schedules. .

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 10: Scheduling What is the Data Date? ❑ The data date is the date that is utilized as the starting point for schedule calculations. 10. Time Resource Resource Quantity (persondays) Time Cost $ Time © 2008 All rights reserved. equals project start date during the project planning process. indicated by the dashed line in graphics at right. During the planning phase the data date should match the project start date. • Date used to schedule all remaining work. Data Date J Schedule F M A M J J A S ❑ FIG. 115 .1: Data date.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Early Start (ES) + Duration − 1 = Early Finish (EF) A 5 ES 1 EF 5 C 15 ES 11 EF 25 B 10 ES 1 EF 10 F orw ard p ass 116 © 2008 All rights reserved. The forward pass calculates an activity’s early dates. In this example the data date is Day 1. The number in the bottom right hand corner of the box is the Remaining Duration. The calculation begins with the activities without predecessors.2: The numbers next to ES and EF are the day in the schedule that the activities are supposed to start and finish.Lesson 10: Scheduling Scheduling Concepts Forward Pass ❑ ❑ ❑ ❑ FIG. 10. Early dates are the earliest times an activity can start and finish once its predecessors have been completed. .

117 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 10: Scheduling Backward Pass ❑ ❑ ❑ ❑ The backward pass calculates an activity’s late dates. The calculation begins with the activities without successors.3: Critical path. Late dates are the latest times an activity can start and finish without delaying the end date of the project. Late Finish − Duration + 1 = Late Start B ack w ard p ass LS 6 LF 10 A 5 ES 1 EF 5 LS 11 LF 25 C 15 LS 1 LF 10 ES 11 EF 25 B 10 ES 1 EF 10 FIG 10. © 2008 All rights reserved. activities B and C. is unchanged.

Late date − Early date = Total Float (TF) FIG.Lesson 10: Scheduling Total Float ❑ ❑ ❑ ❑ The amount of time an activity can slip from its early start without delaying the project.4: Three different types of Total Float. . The difference between an activity’s late dates and early dates. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Types of Total Float LS LF Positive Float ES EF Positive Float LS LF Zero Float (Critical) ES Zero Float (Critical) EF LS LF Negative Float (Extremely Critical) ES EF Negative Float Legend Early Dates Late Dates 118 © 2008 All rights reserved. Activities with zero Total Float are critical. 10.

B ack w ard p ass LS 6 LF 10 A 5 ES 1 TF = 5 EF 5 LS 11 LF 25 C 15 LS 1 LF 10 ES 11 EF 25 TF = 0 B 10 ES 1 EF 10 TF = 0 F orw ard p ass FIG 10.Lesson 10: Scheduling Total Float (continued) An activity's Total Float is automatically calculated each time you schedule the project.5: Activities B and C are on the critical path. Activity B drives the start of Activity C. 119 . © 2008 All rights reserved. You cannot edit an activity's float values directly. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. the longest path of activities that determine the end date of the project. Also.

Required finish date specifies when the project must finish regardless of the network’s duration and logic. due to the Required Finish date. activities A and B and C are now all critical activities because Total Float for each is equal to or less than zero. . However. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. remains the same. Late Finish − Duration + 1 = Late Start B ack w ard p ass LS 1 LF 5 A 5 ES 1 EF 5 LS 6 LF 20* TF = 0 C 15 L S -4 LF 5 ES 11 EF 25 T F = -5 B 10 ES 1 EF 10 T F = -5 FIG 10. 120 © 2008 All rights reserved. ❑ ❑ ❑ Used only during the backward pass.Lesson 10: Scheduling Backward Pass with Required Finish One of the most common project scenarios is a required finish date for the project. activities B and C.6: Critical path.

4. Critical activities are usually defined as those with zero or negative float. Click the Activities tab. 2.7: Select an option to define critical activities. define critical activities as those whose Total Float is less than or equal to a specific value. In the Define critical activities as section. 6. You will not change options at this time. In the View drop-down list. In the Navigation bar. 5. FIG. 10. you have two options: ❑ ❑  EXERCISE: View scheduling options. If you are focusing on specific activities. HR System Upgrade Scheduling. To open the project. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 7. If you want to focus on the overall end date of the project. Click Scheduling Options. Click to open the Schedule Project dialog box. click its Project ID. click Projects. 3. Click Cancel. © 2008 All rights reserved. In the Search field. 121 . type <HR> to locate a project. select Schedule. Steps 1. 8.Lesson 10: Scheduling Critical Activities If your project schedule falls behind. HRSYS-10. focus on critical activities causing delay. define critical activities as those on the longest path.

Lesson 10: Scheduling Scheduling a Project Before scheduling the project. 4. Confirm the data date. Display scheduling log upon completion.8: Click to schedule. 04-Jan-10. .  EXERCISE: Schedule the activities in the HR System Upgrade project. Steps 1. 2. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Click to specify the data date. Mark a checkbox. When you schedule a project. FIG. you should confirm the data date. View the Schedule log and then close it. activity dates are calculated according to durations and logic. 3. 10. 122 © 2008 All rights reserved. Click Schedule. The data date reflects the date used as a starting point for scheduling the project plan.

In the General sub-tab. 123 .9: Click the Details tab to view the scheduled finish date. and other project data.  EXERCISE: Confirm that the project will finish on 13-Jan-11. the Scheduled Finish field indicates that the project will finish 13-Jan-11. It is based on activity durations. 10. constraints. relationships. you can view the Scheduled Finish date in Project Details. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Steps 1. Scheduled Finish is the latest early finish date based on the most recent schedule generated for the project. FIG. © 2008 All rights reserved.Lesson 10: Scheduling Viewing the Scheduled Finish Date Now that the project has been scheduled. Click the Details tab.

• Determine proper logic. The schedule will not calculate until the loop is eliminated. and circular relationships when creating your project plan.Lesson 10: Scheduling Scheduling Tips Avoid open ends. . • Rerun the schedule.10: Circular relationships 124 © 2008 All rights reserved. HR1000 HR1010 HR1020 FIG 10. other than at the beginning and end of the project. Circular Relationships (Loops) ❑ ❑ Loops indicate circular logic between two activities. These can cause difficulty when scheduling. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 125 .11: Open ended activities.Lesson 10: Scheduling Open Ends Open ends are activities without a predecessor or successor in the project. 10 70 FINISH START 20 30 50 60 80 90 40 FIG 10. Each project should have only two open ends: the first milestone activity and the last milestone activity. © 2008 All rights reserved. ❑ Activities without a predecessor or successor: • No predecessor: Activity uses data date as its early start • No successor: Activity uses project finish as its late finish ❑ Open ended activities can portray an unrealistic amount of positive Total Float.

No Imposed Finish Date LS LF B TF = LS LF ES EF 13 LS LF A TF = ES D 7 LS EF LF ES EF TF = 5 C TF = ES 1 EF Imposed Finish Date of Workperiod 12 LS LF LS LF LS LF LS LF A TF = ES B 3 EF TF = ES C 1 EF TF = ES D 4 EF TF = ES 10 EF Formulas: Early Start + Duration – 1 = Early Finish Late Finish . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Duration + 1 = Late Start Late Start – Early Start = Total Float 126 © 2008 All rights reserved. . Using the space provided.Lesson 10: Scheduling Exercise: Calculating a Schedule Manually Objective The following graphics are two unique schedules. manually calculate the early and late dates and the Total Float of the activities.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 10: Scheduling Exercise Answers No Imposed Finish Date 8 LS 20 LF B 1 LS 7 LF TF = 0 8 ES 13 20 EF 21 LS 25 LF A TF = 0 1 ES D 7 7 EF 20 LS 20 LF TF = 0 21 ES 5 25 EF C TF = 12 8 ES 1 8 EF Imposed Finish Date of Workperiod 12 -5 LS -3 LF -2 LS -2 LF -1 LS 2 LF 3 LS 12 LF A TF = -6 1 ES B 3 3 EF TF = -6 4 ES C 1 4 EF TF = -6 5 ES D 4 8 EF TF = -6 9 ES 10 18 EF © 2008 All rights reserved. 127 .

In Project Tools/Scheduling Options.Lesson 10: Scheduling LESSON REVIEW Key Concepts ❑ Primavera uses the Critical Path Method scheduling technique to calculate project schedules. 2. If your project schedule falls behind. 128 © 2008 All rights reserved. . True or False: Primavera can calculate a schedule containing loops. True or False: A schedule’s late dates are calculated during the backward pass. CPM uses activity durations and relationships to calculate schedule dates based on the forward and backward passes through each activity in the project. you can define critical activities to meet your needs. True or False: The critical path is longest continuous path of activities that determines the project end date. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. ❑ ❑ Review Questions 1. focus on critical activities causing delay. 3.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 129 .LESSON 11 Assigning Constraints Objectives ✔ ✔ ✔ ✔ Apply an overall deadline to a project Apply a constraint to an individual activity Add notebook topics to constrained activities Describe available constraint types Key Term Constraint type © 2008 All rights reserved.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Constraints enable you to: ❑ ❑ ❑ Build a schedule that more accurately reflects the real-word aspects of the project. . After applying a constraint. the project must be rescheduled to calculate the new dates. Provide added control to the project.Lesson 11: Assigning Constraints Assigning Constraints Constraints are user-imposed date restrictions used to reflect project requirements that cannot be built into the logic. When you assign the primary constraint. if any. you can assign a primary and a secondary constraints to the same activity. it determines what secondary constraints. 130 © 2008 All rights reserved. The most commonly used constraints are: ❑ ❑ Project-level constraint: Must Finish By Activity-level constraint: Start On Or After On the activity-level. you are able to use. Impose a restriction on the entire project or an individual activity.

131 . A 5 ES 1 EF 5 LS 6 LF 20* TF = 0 C 15 L S -4 LF 5 ES 11 E F 25 T F = -5 B 10 ES 1 EF 10 T F = -5 © 2008 All rights reserved.Lesson 11: Assigning Constraints Must Finish By Must Finish By is used when an overall project deadline must be met: ❑ ❑ Forces all activities in the project to finish by that date. B ack w ard p ass LS 1 LF 5 Required Finish Date. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Establishing a Must Finish By constraint creates a date from which late dates are calculated in the backward pass. Affects the Total Float of the entire project.

HR System Upgrade Assigning Constraints. In the Navigation bar. click its Project ID. 04-Jan-10. FIG. 132 © 2008 All rights reserved. 3. Click Save. 31-Dec-10. 11.  EXERCISE: Apply a Must Finish By date of 03-Jan-11 and reschedule. 6. In the Search field. Click the Details tab.1: Enter Must Finish By date in the General sub-tab. 8. and then click Reschedule Project. Click in the Must Finish By field. To open the project. 4. click Projects.Lesson 11: Assigning Constraints Must Finish By (continued) Because the Must Finish By constraint is assigned to the project. Steps 1. Confirm data date. General sub-tab. 7. type <HR> to locate a project. 5. 2. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. and select a date. . Click the Tools tab. HRSYS-11. it is applied in Project Details.

© 2008 All rights reserved. 3. select Critical Activities. Steps 1. Therefore. In the View drop-down list.2: Activities with negative Total Float are on the critical path. 2.Lesson 11: Assigning Constraints Must Finish By (continued) The Must Finish By date 31-Dec-10 is earlier than the scheduled finish of 13Jan-11. 11. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 133 . activities on the critical path will contain negative float. Click the Activities tab. View activities sorted by Total Float.  EXERCISE: View Total Float on the Activities tab. FIG.

Select an activity. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Steps 1. 4.Lesson 11: Assigning Constraints Start On or After Start On or After is used to set the earliest an activity can begin: ❑ ❑ ❑ FIG. View the Total Float for the activity.Implement the database. Implement the database. Click the Status sub-tab.  EXERCISE: View the current status of an activity. Affects the early dates of its successors. Right-click and select Details. . 134 © 2008 All rights reserved. Pushes the early start date to the constraint date. HR1110 . Forces the activity to start no earlier than the constraint. 11. 2.3: Total Float of activity before applying constraint. 3.

3. Click Select. select Start On or After. 11.Implement the database. Steps 1.Lesson 11: Assigning Constraints Start On or After (continued) FIG.  EXERCISE: Apply a constraint to the activity to reflect the delivery date and then reschedule the project. The early start for the activity is pushed out the because the constraint date 10-May-10 is later than the original early start date 28-Apr-10. HR1110 . 10-May-10. 2. 135 . 7. Click . 5. In the Primary Constraint drop-down list. 4. © 2008 All rights reserved. Click Return to Activity List. Also note that Total Float decreased from 43 days to 35 days. ✍ Reschedule the project to view the new constraint’s impact on the project plan. Click Edit dates and constraint. and then click Schedule to reschedule the project. Scroll down to select an activity. 8.4: Total Float of the activity after applying Start On or After constraint. 6. Click to select Primary Constraint Date. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Click Save.

• Used to prevent an activity from finishing too early. ❑ Start On or After — Forces the activity to start no earlier than the constraint date. • Delays an early finish or accelerates a late finish. ❑ Start On or Before — Forces the activity to start no later than the constraint date: • Shifts the late start to the constrained date. • Used to satisfy intermediate project deadlines.Lesson 11: Assigning Constraints Additional Constraints The following additional constraints can be imposed on the activity level: ❑ Start On — Forces the activity to start on the constraint date: • Shifts both early and late start dates. 136 © 2008 All rights reserved. • Affects the late dates of its predecessors. ❑ Finish On or Before — Forces the activity to finish no later than the constraint date: • Pulls the late finish date to the constraint date. • Affects only early dates. • Affects the late dates of its predecessors. • Affects the early dates of its successors. . ❑ Finish On — Forces the activity to finish on the constraint date: • Shifts both early and late finish dates. • Used to set intermediate completion points in the project. ❑ Finish On or After — Forces the activity to finish no earlier than the constraint date: • Shifts the early finish to the constrained date. • Used to specify dates submitted by contractors or vendors. • Delays an early start or accelerates a late start. • Used to place a deadline on the start of the activity. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. • Used in the forward pass only if the calculated early start date will be earlier than the imposed date.

• Also called a zero free float constraint. • May violate network logic. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 137 . ❑ Mandatory Start and Finish — Forces early and late dates to be equal to the constraint date: • Affects late dates of predecessors and early dates of successors. © 2008 All rights reserved.Lesson 11: Assigning Constraints Additional Constraints (continued) ❑ As Late as Possible — Delays activity as late as possible without delaying successors: • Shifts early dates as late as possible.

. In the Notebook sub-tab in Activity Details. add a Notebook topic.Lesson 11: Assigning Constraints WORKSHOP: ASSIGNING CONSTRAINTS Background When a constraint is assigned to an activity. Objectives 1.Implement the database activity. for the HR1110 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.> 2. 138 © 2008 All rights reserved. and type a description <New server will be delivered May 10. Constraint Log. View the description in the Notebook tab. it is recommended that you add a note to document why the constraint was assigned. 2010.

Affects late dates and late dates of successor activities c. © 2008 All rights reserved. you can add a primary and a secondary constraint. Review Questions 1. On the activity level. 139 . After applying a constraint. Primavera allows you to apply constraints both at the project level and at the activity level. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 11: Assigning Constraints LESSON REVIEW Key Concepts ❑ ❑ ❑ ❑ Constraints are user-imposed date restrictions that more accurately reflect the real-word aspects of scheduling the project. True or False: A Start On or After constraint affects the early dates of its successors. A Start On or After constraint a. the project must be rescheduled to calculate the new dates. Affects early dates and early dates of successor activities b. Violates network logic d. Delays an activity as long as resources are scarce 2.

.Lesson 11: Assigning Constraints 140 © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

141 .LESSON 12 Optimizing the Project Schedule Objectives ✔ ✔ Analyze schedule dates Shorten a project schedule Key Terms Schedule date © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

1: Analyzing the project plan.Lesson 12: Optimizing the Project Schedule Analyzing the Project Once you have created the project plan. ❑ ❑ ❑ Analyze schedule dates — Evaluate the schedule to ensure that milestone dates and project dates are achieved. Costs 142 © 2008 All rights reserved. verify that it meets project stakeholders’ date. you will be able to identify the source of the problem and define a solution. and cost requirements. Schedule (Scope) Resources FIG 12. In this lesson you will focus on the Schedule (Scope) element. If a disconnect exists between the information in the project plan and the project requirements. Analyze costs — Evaluate the costs to ensure that the project is within its budget. . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Analyze resource allocation — Evaluate resources to ensure they are not overallocated. resource.

143 . you should contact your system administrator to export the project plan to use it as a backup. Must Finish By — Finish date set by project stakeholders. © 2008 All rights reserved. In addition. 4. each deliverable in the project should be scheduled to finish by the dates imposed by project stakeholders. Focus on critical activities. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Shorten the project. If the Scheduled Finish is beyond the Must Finish By date. relationships. such as durations. Compare the Scheduled Finish to the Must Finish By date. 3. the project must be shortened. Export the project to XER format. 2. and calendars. ✍ Prior to making any major changes to the schedule.Lesson 12: Optimizing the Project Schedule Analyzing Schedule Dates Two dates are critical in assessing whether the project is scheduled to finish on time: ❑ ❑ Scheduled Finish — Calculated finish date based on all project factors. Steps for Analysis 1.

4. HRSYS-12. In the Navigation bar. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. click its Project ID. 144 © 2008 All rights reserved. To open the project. The Scheduled Finish field indicates the project will not finish until 13-Jan-11. . FIG. Steps 1. type <HR> to locate a project. 2. Click the Details tab. later than the 31-Dec-10 Must Finish By date.2: Compare Must Finish By and Scheduled Finish dates. click Projects. In the Search field. compare the Scheduled Finish and Must Finish By dates. HR System Upgrade Optimizing the Schedule.Lesson 12: Optimizing the Project Schedule Compare Scheduled Finish to Must Finish By To determine whether the project will finish on time. 3. 12.  EXERCISE: Determine whether the project will finish on time by comparing the Scheduled Finish and Must Finish By dates.

View critical activities. FIG. 2. It is also useful to know each activity’s Total Float -.the amount of time an activity can slip from its early start without delaying the project. 3.Lesson 12: Optimizing the Project Schedule Focus on Critical Activities To shorten the project. In the View drop-down list. 12. These are defined (in Scheduling Options in Project Tools) as either the longest path or a value of Total Float. Steps 1. you should now focus on critical activities. Click the Activities tab.2: Activities are sorted based on their Total Float. © 2008 All rights reserved.  EXERCISE: View critical activities. select Critical Activities. 145 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

Break down long activities. 146 © 2008 All rights reserved. Assign additional resources to reduce durations. . you need to concentrate your efforts on shortening the schedule. Change calendar assignments: • Put critical activities on a longer workweek. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. • Add exceptions to nonworktime. Apply/modify constraints. Several methods can help you accomplish this goal: ❑ ❑ ❑ ❑ ❑ Use relationships to overlap activities.Lesson 12: Optimizing the Project Schedule Shorten the Project If the schedule analysis leads you to conclude that the Must Finish By date is not being met.

9. 4. Steps 1. and then click Schedule to reschedule the project.Design database and HR1070 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. FIG. 147 .  EXERCISE: Change the relationship type and add lag.Lesson 12: Optimizing the Project Schedule Adjusting Relationships After analyzing the relationships in the schedule. 5. 12. 2. In the View drop-down list. select Critical Activities to view Total Float. In the Type drop-down list. Click 8.3: Rightclick relationship line to edit details.Design external interfaces. type <4d>. Right-click on the relationship line and select Edit Relationship. you have found that you can shorten the schedule if you change a relationship between two activities. 3. © 2008 All rights reserved. select Optimizing the Schedule. 7. Click to save your changes. . Select a relationship line connecting activities HR1060 . select Finish to Finish. In the Lag field. 6. Click OK. In the View drop-down list.

In the View drop-down list. type <5d>. select Optimizing the Schedule. 148 © 2008 All rights reserved. 12. Steps 1. HR2040 .4: Type a new value in column.. 3. . 4. In the Planned Duration column. Planned Duration  EXERCISE: Shorten the duration of the activity to 5 days. Selecting an activity bar in the Gantt Chart and dragging the right end of the bar to the left to decrease duration.Perform interface testing. (Click to turn on full-screen mode when working with bars in the Gantt Chart. Click to save your changes. You can do so by: ❑ ❑ Typing a new value in the Planned Duration column. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Select a activity bar.Lesson 12: Optimizing the Project Schedule Shortening Duration Another option to shorten to length of the project is to shorten the duration of a critical activity. 2.) FIG.

The project is on schedule. Click . and then click Schedule to reschedule the project. 12.  EXERCISE: Reschedule the project and then compare the Must Finish By date to the new Scheduled Finish date. © 2008 All rights reserved. Click the Details tab.Lesson 12: Optimizing the Project Schedule Rescheduling and Checking Results You have taken two steps to shorten the project: ❑ ❑ FIG. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 149 . The project is on schedule. Steps 1. 2. Reduced the duration of an activity. Changed a relationship from Finish-to-Start to Finish-to-Finish and added 4 days of lag. The Scheduled Finish date is earlier than the Must Finish By.5: The Scheduled Finish date is earlier than the Must Finish By date.

Click Activities tab. 12. no activities have negative float.5: Activities have no negative float after rescheduling the project. However. In the View drop-down list. 2.  EXERCISE: Return to the Activity List to confirm that no negative float exists for any activities in the project. In this example. select Critical Activities. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Steps 1. . 150 © 2008 All rights reserved. some activities remain critical because they have zero float.Lesson 12: Optimizing the Project Schedule Rescheduling and Checking Results FIG. meaning a delay in the activity will impact the project’s finish.

and cost requirements.Lesson 12: Optimizing the Project Schedule LESSON REVIEW Key Concepts ❑ ❑ Once you have created the project plan. 2. and analyzing the budget. resource. If a disconnect exists between the information in the project plan and the project requirements. Allows you to edit activity relationships. you should identify the source of the problem and define a solution. Displays activity bars. Allows you to modify activity duration. Primavera provides you several tools to optimize a project plan — shortening the schedule. 151 . © 2008 All rights reserved. b. ❑ Review Questions 1. removing resource overallocation. c. Displays both activity ID and name. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. verify that it meets project stakeholders’ date. True or False: You should export the project to make a backup copy before making changes to the schedule. d. Which statement is false about the Gantt Chart? a.

Lesson 12: Optimizing the Project Schedule 152 © 2008 All rights reserved. . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 153 .LESSON 13 Assigning Resources Objectives ✔ ✔ ✔ ✔ ✔ ✔ Assign a role Fill a role assignment Request resources Assign a resource Check resource availability Send e-mails to assigned resources Key Terms Resource Role Unstaffed role © 2008 All rights reserved.

mark the option to Automatically summarize project after assigning resources. You can also designate a primary resource to update activity Start/Finish via timesheets. Click Preferences. and then select the Global tab. This functionality is particularly useful in organizations where the task of requesting resources and assigning resources is completed by different individuals.Lesson 13: Assigning Resources Assigning Resources and Roles You can assign resources and roles in different ways. In the Resource Staffing section. A setting in Global Preferences enables you to choose to automatically summarize the project after assigning resources. suitable to your individual needs or the staffing policies of your organization: ❑ Assign a role — If you know which skill sets are required for an activity. you could request an expert programmer experienced in Oracle who works in the Richmond office. ❑ ❑ Assign a resource — Select a resource from the resource hierarchy and check his/her allocation in your project. assigned via resource codes. . Summarizing Resource usage data in Primavera is based on summary data. Any changes made to assignments within a project are not reflected until the project is summarized in Project Tools. but not the exact individual who will perform the work. 154 © 2008 All rights reserved. Request a resource — You can further refine a role assignment by requesting a resource who has a specific proficiency level and/or other attributes. so that summary data always reflects current resource usage. • For example. or all projects. You can assign a role to an activity to act as a placeholder until you or another individual in the organization staffs the assignment with a resource. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. before confirming the assignment.

FIG. Step 1 Roles Dictionary Step 2 Assigning Roles to Activity Step 3 Replace Roles with Resources Civil Engineer Activity A Activity A Tom Acosta Mike Cross Joan Peters Project Manager Civil Engineer Project Manager Mike Cross Tom Acosta Tom Acosta Mark Merwin Activity B Activity B Trainer Project Manager Trainer Mark Merwin Sara McGee Sara McGee Joe Chris Hayden Braddell Tami Boyle © 2008 All rights reserved.1: Roles can function as placeholders until activity assignments are staffed by resources. 155 .Lesson 13: Assigning Resources Assigning Roles Assigning roles enables you to assign a temporary placeholder for a resource assignment. to be filled later by a specific resource. 13. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Roles can represent job titles or skills and are commonly associated with a proficiency scale that ranks resources’ competency in the role.

HR1020 . In the Navigation bar. edit. Click to expand role groupings. requirements analysis activity.2: Click Assign Roles to assign an unstaffed role to the activity. 8. System Analyst. IT Roles and Software Developer. 7. In the Search field. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 12. Click the Activities tab. In the View drop-down list.Perform system requirements analysis. 10. . click Projects. FIG. 3. and then click Close.  EXERCISE: Assign the System Analyst role to the Perform system Steps 1. HR System Upgrade Assigning Resources. select Primary Resource. Click Assign Roles. Click the Resources sub-tab. 11. 4.Lesson 13: Assigning Resources Assigning Roles (continued) The Resources sub-tab in the Activity Details allows you to add. click its Project ID. Right-click and select Details. Select a role. and delete both resource and role assignments. 156 © 2008 All rights reserved. 2. 13. 6. 5. type <HR> to locate a project. HRSYS-13. Select an activity. 9. Click Assign. To open the project.

the hierarchy defaults to organized by Resources by Role. 13. resources with the System Analyst role are displayed. In this case. © 2008 All rights reserved.  EXERCISE: Assign a resource to the unstaffed role. System Analyst. Steps 1. Click OK when prompted.Lesson 13: Assigning Resources Filling the Unstaffed Role Assignment If you click Assign Resources when an unstaffed role is already present. System Analyst. 2. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 5. 157 . Ben Diamond.3: Ben Diamond is assigned to fill the unstaffed role. 4. Click Assign. 3. Click Assign Resources. Click to expand a role grouping. Select a resource. FIG. and then click Close.

158 © 2008 All rights reserved. Resource Teams — Organizes resources according to teams defined by you or others in the organization. You can select a group of favorites for each category as well.Lesson 13: Assigning Resources Assigning Resources Executing a resource assignment via Assign Resource is recommended if you are familiar with the skill and competency of the resource pool. After selecting a resource from the hierarchy. you can: ❑ ❑ Check his/her allocation. Organizing Resources The Select Resources dialog box enables you to organize the hierarchy to speed your resource selection. and have a particular individual in mind for the assignment. Use the Organized By drop-down list to organize resources in one of the following hierarchical lists: ❑ ❑ ❑ Resource Codes — Organizes resources according to resource code values assigned to them. Favorites provide quick access to selected resources. Designate a primary resource and enter cost/unit information. Resource Hierarchy — Organizes resources according to the enterprise resource hierarchy. . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

3. select Resource Hierarchy. In the Organized By drop-down list. © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 13. Select a resource. IT-Resources and Development. Click to expand resource groupings. 159 .  EXERCISE: Assign a resource to the selected activity.4: Organize resources by Resource Hierarchy. 2.Lesson 13: Assigning Resources Organizing Resources (continued) FIG. Click Assign Resources. Jennifer Boyle. Steps 1. 4.

you may only see resources that you have access to in the resource hierarchy. If resource security is enabled. even if you do not have access to them in the resource hierarchy.Lesson 13: Assigning Resources Resource Access Restrictions You may not see all enterprise resources in the Select Resources window because: ❑ ❑ Resources are organized by resource teams — Some resource teams can be viewed only by the user that created them. . those resources already assigned to the project. Project resources are displayed in the Project Resources folder in a flat list in the resource hierarchy. 13. FIG. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.5: Project resources are displayed in a flat list under the Project Resources folder. 160 © 2008 All rights reserved. Primavera’s resource security — Your system administrator may restrict your access to resources. • Project resources — Project resources. are always available for you.

08-Jan-10 through 21-Jan-10. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. View the time period when the activity is scheduled. Click Assign. click Spreadsheet for a list of projects to which the resource is assigned. You cannot scroll to a time period prior to the resource’s initial assignment.Lesson 13: Assigning Resources Assessing Allocation Before assigning the resource. but resource is available in January 2011 to perform the activity. in this case December 2010. and then click Close. © 2008 All rights reserved. 13. Even though you cannot view the time period. 3. The histogram provides a graphic representation of allocation in all projects: ❑ ❑ ❑ Blue bar — Represents actual units.6: Green bars indicate allocation in December 2010.  EXERCISE: View resource allocation and assign resource. Steps 1. 161 . In the Display section. Click Show Detail. FIG. Green bar — Represents remaining units. 2. you can safely infer that the resource is available. Red bar — Represents overallocated units. click Show Detail to view the resource’s availability.

or removed from. Steps 1.Lesson 13: Assigning Resources E-Mail Notification Primavera allows you to notify resources via e-mail when they are assigned to. you can click E-mail these resources in the Assign Resources form to notify resources currently assigned to the activity. Manual e-mail notification — If you do not wish to automate e-mail notification. activity name in the Subject line. or removed from. . 13.7: E-mail form is populated with the resources’ name in the To field. 2. Click Cancel. 162 © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.  EXERCISE: View e-mail notification to resources manually. ❑ FIG. The e-mail notification can be automated or manual: ❑ Automated e-mail notification — A setting in Global Preferences enables you to notify resources via e-mail when they are assigned to. and basic activity information in the body of the e-mail. Click E-mail these resources to view a sample e-mail. You can also choose to be prompted before the e-mail is sent. an activity. an activity.

The resource's default setting for this option is specified by the administrator. and to view or update resource details such as units and costs. • Proficiency — The corresponding resource's skill level for the assigned role: master. Clear the checkbox to allow the activity dates to be independent of the resources dates. • Drive Activity Dates — Mark the checkbox to allow the resource dates to determine the activity’s start and finish dates. and Remaining fields to enter cost information about the selected resource.Lesson 13: Assigning Resources Editing a Resource Assignment The Edit Resource Assignment window enables you to remove resource or role assignments. Actual. Clear the checkbox to record resource costs manually. ✍ To view proficiency. skilled. • Resource — Name of the resource assigned to the selected activity. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Select a Curve to specify how the resource’s units and costs are distributed over the duration of an activity. you must have the required global security privilege set by your system administrator. ❑ Units section — Use fields in this section to enter unit information for the selected resource. and is set at the project level for all project resources. or inexperienced. which allows you to manually enter a price/unit for the assignment. 163 . except Price/Unit. Your system administrator can define up to five price/units for Rate Type. You can also choose Override as the Rate Source. • Rate Source and Rate Type determine the price/unit used to calculate costs for the activity assignment. ❑ © 2008 All rights reserved. Following is a summary of fields and sections in the Edit Resource Assignment window: ❑ General section — Basic resource assignment information. proficient. expert. you can choose to use the rates or price/unit values defined for the resource or use the rates defined for the role. If a single activity assignment includes both a resource and a role. Costs section — Use Planned. • Calc Costs from Units — Use this field to override the resource's default setting for individual activities. Mark the checkbox to have resource costs for this activity calculated (Cost = Units * Price/Unit). which is set in the Units/Prices tab in the Resources view. All fields are editable. • Primary Resource — Indicates that the corresponding resource is the selected activity's primary resource. • Role — The name of the resource’s assigned role for the selected activity.

Lesson 13: Assigning Resources Editing a Resource Assignment (continued) FIG. click a resource to edit resource assignment. Click Cancel. . Jennifer Boyle. Steps 1.  EXERCISE: View resource assignment details. In the Resources tab. 164 © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 13. click a resource. 2.8: In the Resources tab.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. FIG 13. enabling you to communicate your request directly to the individual responsible for assigning resources. requirements analysis activity. Qualifications you express become the basis for a search of the resource pool to locate an appropriate resource.  EXERCISE: Request a resource for the Perform interface Steps 1. Resource requests appear as unstaffed assignments in the Open Requests for Resources portlet in dashboards.Lesson 13: Assigning Resources Requesting Resources Request Resources enables you to request resources or roles. © 2008 All rights reserved. Click Request Resources. This functionality is particularly useful in organizations where the task of requesting resources and assigning resources is completed by different individuals.9: Open a request for a resource form. 165 . and enhance your request by stipulating specific qualifications and skills to fill the assignment.

. ❑ Roles — Use this field to specify the role on the activity. At the top of the form. You can specify more than one resource -.provided that Any is selected at the top of the form -.Lesson 13: Assigning Resources Requesting Resources (continued) Four search criteria are available. Any. This is the role that will appear as unstaffed in the Open Requests for Resources portlet. You must specify a primary role. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. You can click Show Detail to check the resource’s availability to perform the activity.but only one resource is assigned to the activity. Resource Codes — Use this field to specify resource code values for the assigned resources. Proficiency — Choose a proficiency from the menu or accept the default value. ❑ ❑ ❑ 166 © 2008 All rights reserved. specify whether the resource must match all or any of the following criteria: ✍ The number of fields available in each column. can be changed in the Resource Staffing section of Global Preferences. Resources — Use this field to identify a resource you would like to fill the assignment. You can use multiple fields to specify additional resource code values. four in the example on the previous page.

confirm All search criteria is selected. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 4.Atlanta. 167 . In the Resource Codes field. Click . interface requirements analysis activity. ✍ To edit the resource request. Office. IT Roles and Software Developer. click 3. 6. click Yes in the Search Criteria field.  EXERCISE: Request a senior software engineer who works in the Atlanta office for the Perform Steps 1. Click Assign. to expand a resource code. ATL . Senior Software Engineer. Select a resource code value. Click Save. Click Assign. In the Primary Role field. Click . 2. click 7.Lesson 13: Assigning Resources Requesting Resources (continued) FIG. 13. to expand role groupings. 5. © 2008 All rights reserved. 9. 10. In the Find a resource matching field. 8. Select a primary role.10: Enter resource request search criteria.

Development 168 © 2008 All rights reserved.Lesson 13: Assigning Resources WORKSHOP: ASSIGNING RESOURCES Background Additional resource and role assignments are required for the HR System Upgrade project.Design external interfaces activity. .Design system architecture HR1060 . Assign a resource to an unstaffed role: Activity HR1010 . Request a resource with the following criteria for the HR1070 . Objectives 1.Define operational concept of new system Resource Ben Diamond Role System Analyst 3. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Role(s) System Analyst System Architect Database Administrator 2.Design database ✍ Use Search to locate roles in the hierarchy. Primary role System architect Proficiency 3-Skilled Resource code/value Department: DEV . Create role assignments for the following activities: Activity ID/Name HR1040 .

Proficiency 3. 169 . a & c © 2008 All rights reserved. True or False: Resource usage in the P6 Web application is based on summary data. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Marking e-mail notification options in Global Preferences b. but not the exact individual who will perform the work. If you know which skill sets are required for an activity. Resource code c. Remember to summarize after modifying any resource and role assignment in the project. Which of the following is not one of the criteria available when requesting a resource? a.Lesson 13: Assigning Resources LESSON REVIEW Key Concepts ❑ Select a resource from the resource hierarchy and after checking his/her allocation in your project (or all projects) commit the resource to the assignment. Clicking E-mail these resources d. ❑ ❑ Review Questions 1. Right-clicking on resource name c. you can assign a role to an activity to act as a placeholder. Send an e-mail to newly assigned resources by: a. 2. Primary role b. Resource team d.

.Lesson 13: Assigning Resources 170 © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

171 .LESSON 14 Project Workspace Objectives ✔ ✔ ✔ Describe the Project Workspace Add and remove portlets Customize the Project Workspace Key Terms Portlet Project Workspace Project access © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

Lesson 14: Project Workspace The Project Workspace Consider the Project Workspace the homepage for your project in P6 Web. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Data is displayed in small data windows. The Project Workspace. you can customize what portlets are displayed in the Project Workspace. is a single page that displays information about the selected project. . Each portlet displays specific type of project information. shared by project team members. If you have the privilege.1: The Project Workspace 172 © 2008 All rights reserved. called portlets. Portlets FIG 14.

Confirm that the Workspace tab is selected. 2. In the Search field. 14. The Project Workspace contains portlets displaying the following icons: Icon Description Launch context-sensitive help. You can add the portlet again on the Content tab of the customization page. FIG. Use this to refresh data rather than the Webbrowser’s refresh.  EXERCISE: Display the Project Workspace for the HR System Upgrade project. © 2008 All rights reserved. When you select a project. type <HR> to locate a project. Steps 1. click its Project ID. HRSYS-14. Remove portlet from the workspace. 4. click Projects. Maximize/minimize portlet. HR System Upgrade Project Workspace. In the Navigation bar.2: Click the Workspace tab to display the Project Workspace. the Project Workspace is displayed in the Workspace tab. To open the project.Lesson 14: Project Workspace Viewing the Project Workspace The Project Workspace is specific to each project. Refresh portlet content. 173 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 3.

The message No data available. Project Owner — User is assigned this role in the corresponding field in Primavera. 174 © 2008 All rights reserved. When a project is newly created it is normal to see the message in most portlets on the Project Workspace. This. . Refer to Help for more information appears when there is no data to populate ❑ ❑ a portlet. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 14: Project Workspace The Project Workspace (continued) The Project Workspace can be accessed by users who are associated with a project by: ❑ Project Access — User is associated to the project through the Organizational Breakdown Structure (OBS). provides the widest access to project data. Project Resource Access — User is assigned to at least one activity in the project as a resource. in general.

View notebook items assigned to a project. View all project milestones completed or due within date ranges you specify. some portlets are available only if collaboration functionality is installed.) Default ✔ Hide ✔ Project Risks Project Issues Project Notebooks Overallocated Project Resources Critical Activities Behind Schedule Milestone Status ✔ ✔ ✔ Project Reports Custom Portlets Project Discussions ✔ Project Events © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. participate in online conversations relating to projects or activities. (Requires installation of collaboration functionality. create and organize document folders. 175 . View name and role of resource who is overallocated. View all activities with zero or negative float and a negative finish date variance. Schedule and view reports. along with details such as status. view project events such as meetings. View open issues to which you are associated. View project risks that you are associated with. (As noted in table. Table 3: Portlets on the Project Workspace Portlet Project Documents Description View project documents and document details.) The table indicates: ❑ ❑ ❑ ❑ Portlet name — The name of the portlet.Lesson 14: Project Workspace Portlets on the Project Workspace Following is a list of portlets available on the Project Workspace. add new documents to the project. (Requires installation of collaboration functionality. E-mail links let you contact team members associated with each milestone. Add. Description — Description of what data the portlet displays. Default — Check mark indicates portlet displayed by default. The checkmark in the table indicates the ability to hide a portlet from team members and invited users. Click on a resource name to view allocation details.) Add. Hide — The project manager may wish to hide sensitive project data from resources and others who have access to the Project Workspace. Display a Web site.

(Requires installation of collaboration functionality.) View current and forecast schedule and cost summary performance information.Lesson 14: Project Workspace Table 3: Portlets on the Project Workspace Portlet Project News Communication Center Project Calendar Workgroups Schedule Performance Earned Value Performance Index Performance Project Statistics Project Health Description Add. (Requires installation of collaboration functionality. Lists workgroups associated with the project.) Create discussions. Lists events. send e-mail to team. view custom messages. View current and forecast earned value schedule variance and cost variance calculations. . and to complete performance index calculations. View project performance via graphical indicators. View schedule performance index. schedule events. Default ✔ ✔ ✔ ✔ Hide ✔ ✔ ✔ ✔ ✔ ✔ 176 © 2008 All rights reserved. cost performance index. start document review. activities associated with the project. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. View project data via customizable columns.

On the Layout tab. 177 . On the Content tab. Customizing Content You can customize the Project Workspace by clicking Customize. Steps 1. 14. mark a checkbox to display a portlet. you can customize the Project Workspace by: ❑ Customizing the Project Workspace content and layout — Choose the content that appears in the workspace (Content tab) and organize the workspace layout into wide and narrow columns (Layout tab). Customizing portlet columns — Choose columns to display in portlets that are customizable. you can design where and how the selected portlets display. In the Project Workspace. the name/date of the last modification is listed at the bottom of Project Workspace Preferences.Lesson 14: Project Workspace Customizing the Project Workspace If you have the proper privilege. ❑ If more than one individual has privilege to modify the Project Workspace. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. clear a checkbox to remove the portlet. click Customize. © 2008 All rights reserved.  EXERCISE: Customize the Project Workspace.3: The Content tab allows you to turn portlets on and off. FIG.

Lesson 14: Project Workspace Customizing the Project Workspace (continued) FIG. type <www. 6. 178 © 2008 All rights reserved. In the Custom Portlets section. Project Risks.4: Portlets with checkmarks will display on the Project Workspace. Steps 1. mark the checkbox next to Custom Portlet 1. Click next to Custom Portlet 1. 14. Mark the checkbox next to a portlet.  EXERCISE: Add portlets to the Project Workspace. 5. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 4.primavera. 3. Click Save. In the URL field. 2. type <Primavera>.com>. . In the Title field.

14. 179 . select Wide. select Narrow. Click Save and Close. 2.5: Drag and drop portlets in the Layout tab. decide where and how the portlets should appear. FIG. On the Layout tab. © 2008 All rights reserved. 3. Steps 1. In the Project Issues portlet.  EXERCISE: Customize portlet layout for the Project Workspace. 5. 4. drag and drop portlets to move them around or use the arrows at the right side of the screen. In the Primavera portlet. Drag and drop the portlets to match the screen above. Click the Layout tab.Lesson 14: Project Workspace Customizing Layout After you select the portlets to be displayed. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.6: Click to customize the portlet. click 6. 14. click 4. Budget. 2. FIG. click Customize. 3. . 180 © 2008 All rights reserved. Click Save. to expand a grouping. Use to move all columns from the Selected Columns section. Use to move Original Budget to the Selected Columns section. 5. In the Available Columns section. In the Available Columns section. 7. Cost. the Project Statistics portlet allows you customize its columns to view project data that meets your needs.Lesson 14: Project Workspace Customizing Portlets Some of the portlets on the Project Workspace can be customized.  EXERCISE: Customize columns in the Project Statistics portlet. to expand a grouping. Steps 1. Use to move At Completion Total Cost to the Selected Columns section. In the Project Statistics portlet. For example.

181 . display descriptions for the Purpose notebook topic in the Notebook Topics portlet. you will customize the Project Workspace to share data with the project team. 3. Objectives 1. Customize the Project Workspace to remove the Project Risks and Project Issues portlets. On the Project Workspace. 2. view the Estimated Expense Cost column in the Project Statistics portlet. © 2008 All rights reserved. On the Project Workspace. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 14: Project Workspace WORKSHOP: PROJECT WORKSPACE Background As the project manager for the HR System Upgrade project.

. Data is displayed in portlets. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 2. communicate. True or False: The Project Workspace displays information about a single project. including project management and performance data. c. However.Lesson 14: Project Workspace LESSON REVIEW Key Concepts ❑ ❑ ❑ ❑ The Project Workspace is your homepage for the project in Primavera. You can use the Project Workspace to discuss project data. b. Which statement is true about the Project Workspace? a. 3. You can have multiple Project Workspaces per project. You can drag and drop portlets on the Project Workspace. You can customize the layout of the Project Workspace. and share information with other project members. You cannot refresh individual portlets. Review Questions 1. d. True or False: All members of the project team can customize the Project Workspace. you need the proper security privileges to customize the Project Workspace. It displays information about a single project. 182 © 2008 All rights reserved.

183 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.LESSON 15 Analyzing Resources and Costs Objectives ✔ ✔ Analyze and remove resource overallocation Analyze project costs Key Terms Overallocation © 2008 All rights reserved.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Analyze resource allocation — Evaluate resources to ensure they are not overallocated. you will be able to identify the source of the problem and define a solution.Lesson 15: Analyzing Resources and Costs Analyzing the Project Once you have created the project plan. Schedule (Scope) Resources FIG 15. Analyze Cost Budget — Evaluate the costs to ensure that the project is within its cost budget. ❑ ❑ ❑ Analyze schedule dates — Evaluate the schedule to ensure that milestone dates and project dates are achieved.1: Analyzing the project plan. resource and cost requirements. . Costs 184 © 2008 All rights reserved. verify that it meets project stakeholders’ date. If a disconnect exists between the information in the project plan and the project requirements.

click its Project ID. HR System Upgrade Analyzing Resources and Costs. 3. resummarize the project before making changes in resource allocation. In the Search field. 6. 5. click Projects. 15. © 2008 All rights reserved. Click Summarize Project. FIG. 185 . To ensure resource data is up to date. HRSYS-15. Steps 1. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. type <HR> to locate a project. To open the project. Click the Tools tab. 4.2: Click the Workspace tab to use portlets for analyzing project data. You will then use the Overallocated Resources portlet on the Project Workspace to analyze resource overallocation.Lesson 15: Analyzing Resources and Costs Analyzing Resource Allocation The project plan is now scheduled to be completed by the deadline.  EXERCISE: Assess allocation of resources on the project team. Click the Workspace tab. and then click Refresh as necessary. In the Navigation bar. 2.

Click Save and Close. In the Content tab. Click the Layout tab. .3: Click Customize to manage portlets on the Project Workspace. click Customize. Drag the Overallocated Resources portlet to the top. You will customize the Project Workspace to display the portlet at the top in wide mode. Select the Wide display mode for the portlet. Overallocated Resources. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. mark the checkbox next to a portlet. 15. FIG. 7. Steps 1. 2. Click Save. 186 © 2008 All rights reserved. In the Project Workspace.Lesson 15: Analyzing Resources and Costs Viewing Overallocated Resources The Overallocated Resources portlet is not currently displayed on the Project Workspace. 3. 5.  EXERCISE: Add the Overallocated Resources portlet to the Project Workspace. 4. 6.

Jennifer Boyle. 15. 187 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 15: Analyzing Resources and Costs Resolving Resource Overallocation Clicking the name of a resource in the Overallocated Resource portlet to launch the Team Usage tab.  EXERCISE: Locate the time period of the overallocation. You can also display a specific timescale and display units or costs. 2.4: The red bar shows overallocation for Jennifer Boyle. click a resource name. Steps 1. In the Overallocated Resources portlet. Scroll to the overallocated time period for Jennifer Boyle. © 2008 All rights reserved. which displays details on the selected resource’s allocation in histogram or spreadsheet format. FIG. You can customize the Project Team Usage histogram to display allocation in the current project only or all projects.

Drag the split bar to the right of the Resource/Project column to expose the Units column. Steps 1. Click a project. The top row of the spreadsheet contains allocation totals for each period. 188 © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Red type in the middle row indicates overallocation. Select Spreadsheet for a more detailed view of Jennifer’s overallocation. . Confirm that Jennifer is overallocated in the week of 10-Jan-10. HR1020 . causing her overallocation. 4. Close the Resource-Project Activities window. 2. select Spreadsheet. FIG. 15. Cells in the spreadsheet indicate units allocated to each project.Lesson 15: Analyzing Resources and Costs Resolving Resource Overallocation (continued) ✍ Click Customize to specify whether all projects or just the current project is listed in the spreadsheet. are occurring in the same week. 3.Perform interface requirements analysis. In the Display section. 6.5: Click Spreadsheet to display activities that may cause overallocation. to view activities to which Jennifer is assigned. Click the name of the project to view activities or e-mail the project manager to discuss resource allocation.Analyzing Resources and Costs. Confirm that two activities. 5. HR System Upgrade .  EXERCISE: View Jennifer’s allocation in the spreadsheet view.Perform system requirements analysis and HR1030 .

© 2008 All rights reserved. Donna Hansen. assign Donna Hansen. Steps 1.  EXERCISE: Confirm that Donna Hansen is available during the week of 10-Jan. to perform the activity. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Select a resource.Lesson 15: Analyzing Resources and Costs Resolving Resource Overallocation (continued) To resolve Jennifer’s overallocation. 189 . who is available during the week of 10-Jan. select Histogram. In the Display section. 15.6: Donna is available during the week of 10-Jan. 2. FIG.

to expand resource groupings. Select an activity. Steps 1. IT Resources and Development. 10. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Donna Hansen. . Click the Resources sub-tab. 4. 6. Click Save. Click a resource name.Lesson 15: Analyzing Resources and Costs Resolving Resource Overallocation (continued) FIG. Click OK. HR1030 . 3. Select a resource. 8. click 7. 15. 9. Jennifer Boyle. 2. 5. In the Resource field. Right-click and select Details.7: Click a resource name to change resource assignment. Click the Activities tab.  EXERCISE: Assign Donna Hansen and then return to the Project Team view to reassess allocation. 190 © 2008 All rights reserved. Click to select a new resource.Perform interface requirements analysis.

Jennifer Boyle. 5. Click the Team Usage tab. 3. and click Refresh as necessary. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 191 . 7.  EXERCISE: Summarize the project and then view updated allocation for Jennifer and Donna. Click Summarize Project. Select a resource. Select a resource. 6. View the Overallocated Resources portlet.Lesson 15: Analyzing Resources and Costs Analyzing Resource Allocation Jennifer Boyle is no longer overallocated in the week of 10-Jan-10. 15. Click to expand groupings. 2. 8.8: With Donna assigned to the activity.Analyzing Resource Allocation and Costs. Click the Workspace tab. Steps 1. Donna Hansen. 4. HR System Upgrade . © 2008 All rights reserved. Jennifer is no longer overallocated. Click the Tools tab. FIG.

15. click to expand a grouping.000 original budget.000 budget. 9.  EXERCISE: Customize the Project Statistics portlet to view budget data. 4. Cost. you should ensure that planned costs do not exceed the amount allocated by your organization. In the Available Columns section. The project is under the $200. Move all columns in the Selected Columns section to the Available Columns section. click to expand a grouping. 6. then click . Click Save. In the Available Columns section. 5. You will customize the Project Statistics portlet to displays cost information. Move the following column to the Selected Column section: At Completion Total Cost. ✍ Select all columns by Shift-clicking on the first and the last columns.9: The At Completion Total Cost is within the $200.Lesson 15: Analyzing Resources and Costs Analyzing the Budget Before finalizing the project plan. 8. Budget. View the Project Statistics portlet. 2. 192 © 2008 All rights reserved. . 7. Click the Workspace tab. Steps 1. In the Project Statistics portlet. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Move the following column to the Selected Columns section: Original Budget. FIG. 3. click Customize.

Project Statistics c. 193 . 3. True or False: The Overallocated Resources portlet lists resources who are overallocated and provides links to projects where overallocation occurs. Summarize after you make resource assignment changes. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 15: Analyzing Resources and Costs LESSON REVIEW Key Concepts ❑ ❑ ❑ Use the Overallocated Resources portlet to identify resources with overallocation. Review Questions 1. Project Calendar d. Communication Center © 2008 All rights reserved. 2. View resource allocation in the Team Usage tab. Which portlet on the Project Workspace enables you to customize columns to view project-related data? a. True or False: The Histogram can be customized to view allocation in the current project and in all projects. Project News b.

Lesson 15: Analyzing Resources and Costs 194 © 2008 All rights reserved. . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 195 .LESSON 16 Baselining the Project Objectives ✔ ✔ Add a baseline Select a baseline Key Terms Project baseline Primary baseline © 2008 All rights reserved.

and for comparing to the current project in the Gantt Chart view. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 16: Baselining the Project Baselines Before updating the schedule for the first time. In P6 Web. generate enterprise-wide reporting. Adding Baselines The Baselines tab enables you to add. in the Activities tab. Security privileges significantly restrict the ability of users to edit or delete this baseline. edit. . A baseline is a copy of a project that provides a target against which you can track a project’s cost. schedule. Primary baseline — This baseline is generally established by individual users so they can conduct baseline analysis independent of the project baseline. you should create a baseline to measure and control the project as it progresses. for example. It is used to calculate and display live baseline data. and delete a project baseline and a primary baseline: ❑ Project baseline — This baseline is generally established by the project manager. and resource performance. It is also used for milestone status reporting and to determine which critical activities are listed as behind schedule in the Critical Activities Behind Schedule portlet. consistent project baseline to compare to the current project schedule. ensuring all users have a single. ❑ 196 © 2008 All rights reserved. the project baseline is used to calculate and display summarized baseline data.

16. © 2008 All rights reserved. You can also choose a baseline type. you are copying the project in its current state.1: Click Baselines tab to display baselines. To open the project. FIG. Steps 1. type <HR> to locate a project. To add a baseline. the baseline is the project itself. 4. In the Search field. it can be assigned as either a project baseline or primary baseline. click Projects. Current Project is listed in the drop-down lists. 197 . click its Project ID. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. click Add Baseline and then specify a baseline name that is unique to the project. Click the Baselines tab. 2.Lesson 16: Baselining the Project Adding Baselines (continued) If no baselines have been assigned to the project. ✍ Baseline types typically are created by a project administrator. HR System Upgrade Baselining the Project Plan.  EXERCISE: Display the Baselines tab. Note that when you create a baseline. In the Navigation bar. 3. HRSYS-16. or both. After a baseline is created.

In the Baseline Type field. Select a Baseline Type. 5.  EXERCISE: Create a baseline. and then click OK. 2. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. type <Base 1: HR System Upgrade>. 16.Lesson 16: Baselining the Project Adding Baselines (continued) FIG. click . 4. In the Baseline Name field. 198 © 2008 All rights reserved.2: Baseline Name is required when you create a baseline. Click Save. Click Add Baseline. Steps 1. Initial Plan. Baseline Type is optional. 3. .

© 2008 All rights reserved. 199 .Lesson 16: Baselining the Project Assigning Baselines After a baseline is created it can be assigned as a project baseline or primary baseline by selecting it in the drop-down lists. FIG. You can edit the baseline name and type even if the baseline is currently assigned as a project baseline or primary baseline.  EXERCISE: Assign a project baseline to the project. You cannot delete a baseline if it is assigned as a project baseline or primary baseline. select Base 1: HR System Upgrade.3: Select a project baseline. In the Project Baseline drop-down list. Steps 1. Deleting Baselines Click a baseline and then click Delete Baseline. 16. Editing Baseline Names and Types Click a baseline name to edit its name or the currently assigned type. Assign another baseline or the current project before deleting the baseline. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

you should create a baseline to provide a target against which you can track a project’s cost. Both baselines can be set as the baseline to calculate live earned value data at the activity level. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 16: Baselining the Project LESSON REVIEW Key Concepts ❑ Before updating the schedule for the first time. Settings sub-tab c. True or False: There can be only one Project Baseline assigned to the project. and resource performance. The project baseline is used to calculate and display summarized baseline data. for example. . on the Activities tab. ❑ ❑ ❑ Review Questions 1. True or False: You cannot create baselines in P6 Web. None of the above 200 © 2008 All rights reserved. schedule. General sub-tab b. The primary baseline is used to calculate and display live baseline data. Which sub-tab in Project Details enables you to select a baseline for earned value calculation? a. 3. Codes sub-tab d. 2.

201 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.LESSON 17 Executing the Project Plan Objectives ✔ ✔ Describe several methods for updating the project schedule Define the data date Key Terms Date date Actuals Progress Spotlight © 2008 All rights reserved.

you need to update actual schedule information and resource usage at regular intervals. weekly. How Collected? ❑ Approve and apply timesheets. or monthly. • Progress of activities is automatically calculated according to the original schedule. • Project managers review and approve timesheets. resource. and cost information manually. actual resource usage and cost. 202 © 2008 All rights reserved. • Project managers apply timesheets to the project. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. How Often? You may need to update daily. • Apply actuals to the project. . ❑ Enter actual date. • Team members use timesheets to update activities. ❑ Auto compute actuals. and nonlabor costs.Lesson 17: Executing the Project Plan Updating a Project Once a project has started. Your company will establish a standard procedure for how data is collected and how often it is updated. • Record actual dates and progress. depending on the length of your project and how frequently you want to adjust your forecasts.

Data Date J Schedule F M A M J J A S Time Resource Resource Quantity (persondays) Time Cost $ Time © 2008 All rights reserved. The data date is the date up to which actual performance data is reported and the date from which future work is scheduled.Lesson 17: Executing the Project Plan The Data Date When updating a project. actuals are recorded for each activity relative to the data date. 203 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

Lesson 17: Executing the Project Plan Entering Actuals Once a project is underway. weekly.it is the real time/cost associated with an activity. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Enter schedule. You may need to update daily. or monthly. Actual data is different than planned data -. Actual and remaining expense costs 204 © 2008 All rights reserved. Actual Regular Units/Actual Regular Costs 3. Actual Start and Actual Finish dates 2. Actual start date 2. Actual Regular Units/Costs and Remaining Units/Costs 4. depending on the timespan of your project and how frequently you want to adjust your forecasts. resource. Actual expense costs For Activities In-Progress 1. Percent Complete and/or Remaining Duration 3. and cost data in the following order: For Completed Activities 1. . you must enter actual schedule and resource usage at regular intervals.

 EXERCISE: Activate Progress Spotlight in Gantt Chart. Steps 1. click its Project ID. In the example below. there are four activities highlighted you should record progress on. you can drag the spotlight curtain to the data date.1: In the Gantt Chart. 2. 17. As you drag the spotlight curtain to reflect the data date. In the Navigation bar. click Projects. all activities will be highlighted where progress should be reported. 205 . type <HR> to locate a project. FIG. 7. 3. according to the schedule. select Record Activity Progress. © 2008 All rights reserved. HRSYS-17. 6. Click the Activities tab. HR System Upgrade Executing the Project Plan. Click to turn on Progress Spotlight. 4. To open the project. Confirm that the spotlight curtain is set to the new data date.Lesson 17: Executing the Project Plan Using Progress Spotlight The Progress Spotlight feature allows you to focus on activities on which progress should have occurred in a time period. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. In the View drop-down list. 11-Jan-10. 5. In the Search field.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 17: Executing the Project Plan Statusing a Milestone Activity Milestone activities have zero duration.Start development milestone. Double-click in the Actual Start field. 17. Select a milestone activity. 04-Jan-10. HR1000 . .  EXERCISE: Set the start date of a milestone activity.2: Set the Actual Start of the milestone to 04Jan-10. 2. Steps 1. FIG. the Actual Finish will be set automatically. Click and select a date. When you set the Actual Start of a start milestone activity. 206 © 2008 All rights reserved. 3.

Steps 1. Mark the Started checkbox. In the Finished field. Click Save. confirm the date. 2. 207 . confirm the date. 3. HR1010 . Click Yes to save data changes. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Mark the Finished checkbox. 3. 2.Define operational concept of new system. 8. 07-Jan-10. Select an activity.  EXERCISE: Set Actual Start and Actual Finish dates.3: Set Actual Start and Actual Finish dates for completed activities. 5.Lesson 17: Executing the Project Plan Statusing an Activity to Completion Three steps must be performed to update an activity to completion: 1. Enter Actual Costs for expenses. Enter Actual Regular Units for the resources. 7. 17. © 2008 All rights reserved. FIG. 4. 04-Jan-10. In the Started field. Right-click and select Details. Enter Actual Start and Actual Finish dates. 6.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 5. . 4. 8. Click a resource. 208 © 2008 All rights reserved.4: Click the resource name to enter Actual Units. type <32>. 3. Click Return to Activity List. Click a resource. 7. 2. 6. Ben Diamond. In the Actual field in the Units section. Jennifer Boyle. Click the Resources sub-tab. type <34>. Steps 1. 17.Lesson 17: Executing the Project Plan Statusing an Activity to Completion (continued) FIG. Click Save. In the Actual field in the Units section.  EXERCISE: Enter Actual Units for resources. Click Save.

Right-click and select Details. Click Save. confirm a value. HR1020 . 4. 3. 3. 2. Mark the Started checkbox. Enter Actual Start date.Perform system requirements analysis.Lesson 17: Executing the Project Plan Statusing an Activity In Progress Four steps must be performed to update an activity in progress: 1. 08-Jan-10.5: Mark Started for activities with actual start. 2. In the Started field. Steps 1. Enter Actual Costs and Remaining Costs for expenses. 4. 10d. FIG. 5. Enter Actual Regular Units and Remaining Units for resources. confirm the date. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Enter Percent Complete and/or Remaining Duration. © 2008 All rights reserved.  EXERCISE: Status an activity in progress. Select an Activity. 209 . 6. In the Remaining Duration field. 17.

 EXERCISE: Enter actual units for Ben Diamond. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 2. type <72>. In the Remaining field in the Units section. . 17. Click a resource.6: Enter actual units for a resource. Ben Diamond. Click Save. 4. 3. In the Actual field in the Units section. 5. 210 © 2008 All rights reserved. Click the Resources sub-tab.Lesson 17: Executing the Project Plan Statusing an Activity In Progress (continued) FIG. Steps 1. type <8h>.

In the View drop-down list. 4. Click Summarize Project. 211 . and then click Refresh as necessary. 8. 11-Jan-10. In the New Data Date field. 9. you should reschedule with the new data date and then summarize the project. 3. Click Cancel if you are prompted about saving view changes.  EXERCISE: Reschedule the project with a data date of 11-Jan-10. © 2008 All rights reserved. Click Reschedule Project.7: Successors to the Perform system requirements analysis activity are delayed. 6. 2. Right-click on the timescale and select Month/Week. Select a date. 17. 5. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 7. select Analyzing Progress. FIG. and then click Refresh as necessary. Click the Tools tab. Click the Activities tab. click . and then return to the Gantt Chart to analyze results. Steps 1.Lesson 17: Executing the Project Plan Rescheduling the Project Now that actuals have been recorded. and then click Select.

Perform system requirements analysis. 2. In the View drop-down list. FIG.Lesson 17: Executing the Project Plan Analyzing Results of Rescheduling To further analyze activities. View an activity. select an activity view. it is scheduled to finish 1 day late. Variance BL & BL1.  EXERCISE: View the impact of the activity delay.8: Due to Jennifer’s inability to start the Perform system requirements analysis activity. HR1020 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Steps 1. 17. select an activity view to compare your current schedule and the baselines. 212 © 2008 All rights reserved. .

you need to update actual schedule information and resource usage at regular intervals. 3. Status sub-tab © 2008 All rights reserved. General sub-tab b. Remember to summarize project data if resource assignment information has changed. True or False: You can drag the Progress Spotlight curtain on the Gantt Chart. 2. Use the Progress Spotlight to highlight activities on which progress should be reported. Codes sub-tab d.Lesson 17: Executing the Project Plan LESSON REVIEW Key Concepts ❑ ❑ ❑ ❑ Once a project has started. 213 . Resources sub-tab c. Which sub-tab in Activity Details enables you to enter resource assignment actuals? a. Reschedule the project and analyze the impact of actuals entered in the timeperiod. Review Questions 1. True or False: The data date is the date used as the starting point for schedule calculations. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 17: Executing the Project Plan 214 © 2008 All rights reserved.

215 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.LESSON 18 Analyzing the Updated Project Objectives ✔ ✔ ✔ ✔ ✔ Compare Must Finish By and Scheduled Finish dates View issues View schedule performance Adjust the project based on issue information View budget data Key Terms Baseline analysis Project performance portlets Issues © 2008 All rights reserved.

3. Focus on critical activities. 4. Adjust the project.Lesson 18: Analyzing the Updated Project Analyzing Schedule Dates To determine whether the project will finish on time. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Perform baseline analysis. 5. 2. To adjust the project. 216 © 2008 All rights reserved. the project must be adjusted. Monitor issues. . perform the following steps for analysis: 1. Copy the project for what-if analysis. If the Scheduled Finish of the project is beyond the Must Finish By date. view the Project Statistics portlet on the Project Workspace.

31-Dec-10. On the Project Workspace. 4. To open the project.  EXERCISE: Compare dates in the Project Statistics portlet to assess whether the project is on schedule. Steps 1. HRSYS-18. 03-Jan-11. is later than the Must Finish By date. 2. 217 . the project is 1 day behind schedule. Thus. HR System Upgrade Analyzing the Updated Project. click Projects. 3. 02-Jan is a Sunday — the Must Finish by date requires all work done by the morning of 31-Dec-10. FIG. type <HR> to locate a project. In the Navigation bar. view the Project Statistics portlet. 18.1: Compare Must Finish By and Scheduled Finish. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. © 2008 All rights reserved. click its Project ID. In the Search field. Even though there are no workdays between 31-Dec-10 and 03Jan-11 — 01-Jan is a Saturday.Lesson 18: Analyzing the Updated Project Analyzing Schedule Dates (continued) The Scheduled Finish.

1: The portlet indicates that the project is behind schedule. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 218 © 2008 All rights reserved. scroll down to the Schedule Performance portlet. Index Performance — Displays schedule performance index. Earned Value Performance — Displays current and forecast earned value.Lesson 18: Analyzing the Updated Project Analyzing Project Performance You can use other portlets on the Project Workspace to assess project performance: ❑ ❑ ❑ ❑ Schedule Performance — Displays current and forecast schedule and cost summary performance information. and to complete performance index calculations. schedule variance. FIG. Steps 1. . cost performance index. On the Project Workspace. Project Health — Displays project status based on status indicators defined in Global Preferences. The portlet indicates that the project is behind schedule and labor units are exceeding planned values. and cost variance calculations. 18.  EXERCISE: Display the Schedule Performance portlet on the Project Workspace.

Lesson 18: Analyzing the Updated Project Adjusting the Project You can use several methods to shorten the project: ✍ Prior to making any major changes to the schedule. If the delay is approved. Add additional resources to reduce durations. Change calendar assignments: • Put critical activities on a longer workweek. in order to meet the project milestones and finish date. 219 . Can the Scope of the Activity/Project Decrease? ❑ In some cases. Can the Finish Date of the Project Slip? ❑ ❑ ❑ The project may need to be delayed if no other options are available. ❑ ❑ © 2008 All rights reserved. decrease the scope by decreasing the total hours worked on activities. it is recommended that you make a copy of the project. If the scope change is approved. decreasing the scope of the project. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. You can use the following set of questions to help you decide how to most appropriately adjust the schedule. • Add exceptions to nonworktime. Break down long activities. adjust the Must Finish By date. find another way to meet the project milestones and finish date of the project. for example. Your system administrator can make a copy of the project for you. This will change the duration of the activities. find another way to meet the project milestones and finish date of the project. you can decrease the total amount of work that will be accomplished. ❑ ❑ ❑ ❑ Use relationships to overlap activities. If the delay is not approved. If the scope change is not approved.

Can the Resource Work Overtime? ❑ ❑ The resource may need to work overtime to complete an activity on time.or UnderEstimated? ❑ ❑ You may have overestimated the number of hours to complete activities. You can decrease the total hours worked on activities.Lesson 18: Analyzing the Updated Project Were the Planned Hours Over. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. the scope of work can be accomplished in fewer hours. The hours the resource works each day will increase. which decreases the duration of the activities. . 220 © 2008 All rights reserved. Can an Additional Resource be Assigned? ❑ ❑ You can assign another resource to the activity to finish it on time. This may be possible if another resource with the necessary skills is available.

A typical threshold would require an issue to be generated when an activity has negative float. Thresholds enable you to define acceptable tolerances within a project. for example. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Issues are derived from three sources: ❑ ❑ ❑ Created manually in P6 Web. Generated by monitoring thresholds. Created manually in the P6 client-server application. 221 . © 2008 All rights reserved. You can view issues in: ❑ ❑ Issues tab in the Projects section.Lesson 18: Analyzing the Updated Project Managing Project Issues Issues are known problems within a project that require attention or corrective action before the project can be completed. and automatically generate an issue when the threshold is exceeded. Total Float. • Thresholds are created and monitored by the system administrator. Project Issues portlet on the Project Workspace.

 EXERCISE: View the Project Issues portlet.2: Click issue name to view Issue Details. . FIG. Steps 1. The delay in the activity was caused when Jennifer Boyle was out sick on 08Jan-10. On the Project Workspace. 18. meaning that the activity is scheduled to finish 1 day later than indicated in the baseline. the day she was scheduled to begin the task.Perform system requirements analysis is -1 day. 222 © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. view the Project Issues portlet.Lesson 18: Analyzing the Updated Project Managing Project Issues (continued) An issue generated by a threshold shows that the Finish Date Variance for activity HR1020 .

Click the Activities tab.Perform system requirements analysis.  EXERCISE: View the current status of an activity. 5. Steps 1. In the View drop-down. © 2008 All rights reserved. HR1020 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 3. Perform system requirements analysis.Lesson 18: Analyzing the Updated Project Adjusting Resource Usage Jennifer has agreed to work overtime to get the activity back on schedule. 2. Select an activity. 18. select Analyzing Progress. Right-click and select Details. Click the Status sub-tab. FIG.3: Activity is scheduled to finish 22-Jan. 223 . 4.

4. 8.Lesson 18: Analyzing the Updated Project Adjusting Resource Usage (continued) You will shorten the Remaining Duration of the activity by 1 day to 9 days. type <9d>. Ben Diamond.  EXERCISE: Adjust Remaining Duration and Remaining Units. Click the Resources sub-tab. Click a resource name. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Click Edit duration and units. type <80h>. In the Remaining Units field. 224 © 2008 All rights reserved. 7. In the Remaining Duration field. FIG. Primavera will calculate how many hours Jennifer should work each day to complete her remaining 80 hours work in 9 days. 6. 9. 2. Click Save. Ben’s Remaining Units/Time are recalculated to 8h/d. . Click Save. 10. In the Remaining Units field. Jennifer is now scheduled to work 9 hours per day to complete activity.4: Jennifer is now scheduled to work 9 hours a day. while keeping Jennifer’s remaining units at 80h. Click a resource name. You will also re-adjust Ben’s units. 5. 18. Jennifer Boyle. 3. In the Remaining Units/Time column. type <72h>. Click Save. Steps 1.

11-Jan-10. 18. Click the Tools tab. Click Summarize Project.000 Original Budget. 4. © 2008 All rights reserved. FIG. Click the Workspace tab. Steps 1. 2. you need to reschedule the project. the project is under the $200. the project is back on schedule. and then click Refresh as necessary. and then click Refresh as necessary. 3.5: The project is back on schedule and under budget  EXERCISE: Reschedule and then check the Scheduled Finish date. Comparing the Original Budget and At Completion Total Cost. 225 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Confirm a data date. 6. View the Project Statistics portlet. 5. Click Reschedule Project.Lesson 18: Analyzing the Updated Project Rescheduling the Project To see the effect of this change. After scheduling: ❑ ❑ Comparing the Must Finished By date and Scheduled Finish.

2. 18.6: Click the issue name to change its status. you can close the issue in the Project Issues portlet. Steps 1. FIG. 226 © 2008 All rights reserved. and select a date. select Closed. In the Project Issues portlet. Finish Date Variance (days) is -1 on Activity: HR1020. click an Issue Name. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Next to the Resolution Date field. 3.  EXERCISE: Close an issue. 11-Jan-10. click 5. In the Status drop-down list. Click the Workspace tab.Lesson 18: Analyzing the Updated Project Closing an Issue If the issue is resolved to your satisfaction. . 4. Click Save.

view the General subtab in Project Details or use the Project Statistics portlet on the Project Workspace. Summarize b. True or False: Issues can be created in the P6 Web. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Prior to making major changes to the schedule. monitoring issues. the project must be adjusted. displaying critical activities. 3. Export the project to create a backup copy c. ❑ ❑ Review Questions 1. Apply actuals d. If the Scheduled Finish of the project is beyond the Must Finish By date. Project Details. Tools tab b. Baselines tab 2. The project’s Scheduled Finish and Must Finish By date are displayed in a. Project Details.Lesson 18: Analyzing the Updated Project LESSON REVIEW Key Concepts ❑ To determine whether the project finishes on time. Create an issue © 2008 All rights reserved. General sub-tab d. 227 . Primavera provides several tools to assist you with the analysis before you adjust the project: baseline analysis. and portlets for projects performance analysis. Settings sub-tab c. you should: a.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. .Lesson 18: Analyzing the Updated Project 228 © 2008 All rights reserved.

229 .LESSON 19 Reporting Objectives ✔ ✔ ✔ Assign reports to the Project Reports portlet Schedule reports View scheduled reports Key Term Project Reports portlet © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

in order to view data. it always runs against the current project. 3. . In the Search field. 19. 7. click Customize. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. On the Project Workspace. Reports can be viewed in HTML directly in your Web browser.  EXERCISE: Display the Project Reports portlet on the Project Workspace. Remove all existing portlets from the Project Workspace. data available FIG. Mark a checkbox next to a portlet. or you can view them in MS Excel. 230 © 2008 All rights reserved. click Projects. Click Save and Close. Project Reports. project team members have access to the assigned reports. In the Navigation bar.1: The No message appears until reports are assigned in the Project Reports portlet. type <HR> to locate a project. You can run reports manually or schedule them to run on a regular basis. each team member must schedule them in their own Project Reports portlet. 5. click its Project ID. 4. ❑ ❑ You need the proper privilege to assign or remove reports. HRSYS-19.Lesson 19: Reporting Project Reports Portlet The Project Reports portlet enables you to schedule and view reports in P6 Web. HR System Upgrade Reporting Performance. However. When you assign a report. 6. Since the Project Reports portlet is on the Project Workspace. every morning at 9 am. Steps 1. 2. for example. To open the project.

2.Lesson 19: Reporting Assigning Reports to Project Reports Portlet You need the proper privilege to assign reports to the Project Reports portlet. 4. Usually. only the project manager customizes the Project Workspace and decides which reports should be accessible to team members. its schedule status is Disabled.  EXERCISE: Assign a report to the portlet. 3. FIG. meaning the report is not yet scheduled to run. 19. © 2008 All rights reserved. Click Close. In the Project Reports portlet. click Assign Report. and then click Assign.Sorted by Total Float. Click Assign Report to add a report to the Project Reports portlet. Steps 1. 231 . Select the report.2: Initially. When you add a report to the portlet. the assigned report is disabled. SR-15 Schedule Report . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Search for a report.

When the field displays Disabled. Status — Displays status of current report job. the portlet submits the job request to the Primavera Job Service. The Job Service processes the request at the scheduled time and runs the report. user security and access settings always apply. and the same report might not return the same data for users with different privileges. the report will run based on scheduling options. Schedule Type — Displays when the report is selected to run. but the report will not run until you enable it again. but some of the columns will be blank. The My Reports portlet retains its scheduling information. When the column displays Enabled. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 19: Reporting Scheduling Reports When you schedule a report. Other columns in the portlet: ❑ ❑ ❑ ❑ Report name — Report name will become a link after the report has run. the report will not run even if scheduling options have been specified. you can still run the report. you may run a report that contains data you do not have the privilege to view. every day. Note that the Job Service runs the reports by logging in as the user who schedules the report. every week. Thus. etc. For example. Last Run date — Date when report was last successfully run. 232 © 2008 All rights reserved. . Disable a report if you want to suspend its scheduling now but run it at a later time. for example. In that case. The Schedule State column indicates whether the report is scheduled to run.

FIG.3: Click Schedule to schedule a report to run.Sorted by Total Float. Click Schedule. 233 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. To schedule multiple reports. 19. 2. ✍ EXERCISE: View report scheduling options. Steps 1. mark the checkbox prior to each report name. © 2008 All rights reserved. SR-15 Schedule Report . mark the checkbox prior to the column header. Report Name. Mark a checkbox prior to a report. to select it.Lesson 19: Reporting Scheduling Reports (continued) To set scheduling options. mark a checkbox adjacent to a report and click Schedule. To select all reports.

select Enabled. 234 © 2008 All rights reserved. 3. select Enabled in order to access scheduling options. or every month. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. every week. meaning it will be submitted to the Job Service immediately after the last job currently in the service runs. the name of the report becomes a link. Confirm that Run as soon as possible option is set.Lesson 19: Reporting Scheduling Reports (continued) In the Report Schedule Options dialog box. Click OK. . Click to refresh as necessary.4: When the Status column displays Complete. 2. 4.  EXERCISE: Schedule the report to run as soon as possible. You can also choose to run the report as soon as possible. Steps 1. In the Report Schedule State section. 19. You can choose to run the report at a specific time every day. FIG. every two weeks.

To view the report in MS Excel. and click Remove.5: Click the name of the report to view report data. Scheduled reports will run even if the portlet is not displayed. click the name of the report. To view the report in your Internet browser. the name of the report becomes a hyperlink. and click Open In Excel. ✍ In order to view the report in MS Excel. Removing a report deletes the report from the Project Reports portlet with all existing scheduling information. The Open In Excel link is enabled only if you have at least one report checkbox marked. mark the checkbox next to the report name. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Deleting Reports To delete a report. you must have MS Excel properly installed on your computer. mark the checkbox next to the report name.Lesson 19: Reporting Viewing Reports When the Status column of a scheduled report displays Complete. Removing the Project Reports portlet from the Project Workspace will not delete its reports. © 2008 All rights reserved. 235 . FIG. 19.

Clicking Remove 2. 236 © 2008 All rights reserved. by a. Marking its checkbox and clicking Schedule c. True or False: Your user security settings do not have any impact on the data returned by reports. True or False: Removing the Project Reports portlet from the Project Workspace cancels all scheduled reports as well.Lesson 19: Reporting LESSON REVIEW Key Concepts ❑ ❑ ❑ The Project Reports portlet on the Project Workspace enables you to assign and schedule reports to run periodically or once. 3. Clicking the report name d. Project team members have to schedule the report to run for themselves. . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Once the report status is Complete. you can view report data. Review Questions 1. Clicking Assign Report b. You can then view the reports in HTML in your Web browser or in MS Excel format.

LESSON 20 Dashboards Objectives ✔ ✔ ✔ ✔ Create a dashboard Add and remove dashboards Filter data to display in portlets View your projects and activities Key Terms Dashboard Filter by field © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 237 .

It cannot be shared with all users. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.) The following table lists the similarities and differences between the Dashboards section and the Project Workspace: Feature Data source Dashboards Section Dashboard content determined by dashboard filter (single project. Usually only by the project manager. Automatically shared by project resources. Individuals can customize their own dashboards. Yes. you can make them accessible to all or a group of users. Like the Project Workspace. Shared 238 © 2008 All rights reserved. Project Workspace Selected project only Number Customizable One Project Workspace per project. Yes.Lesson 20: Dashboards Dashboards The Dashboards section is your personalized homepage in P6 Web. the Dashboards section uses portlets to display project or portfolio data. . multiple projects or single portfolio) Multiple dashboards per user. If you have the privilege to create dashboards. (A different set of portlets is available for dashboards.

20.  EXERCISE: View John Brunner’s displayed dashboards. Each dashboard is represented as a tab. In the Navigation bar. 2.1: Click tabs to view dashboards. FIG. Steps 1. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Each dashboard uses a Filter by field to determine whether portlets in the dashboard display project or portfolio data. © 2008 All rights reserved. Click the displayed dashboard tabs.Lesson 20: Dashboards Viewing Dashboards The Dashboards section allows you to display multiple dashboards in P6 Web. click Dashboards. 239 . Click a tab to view the dashboard.

❑ 240 © 2008 All rights reserved.Lesson 20: Dashboards Customizing Dashboards Dashboards provide information specific to your role in the organization and data related to projects to which you are associated. You can customize dashboards by: ❑ ❑ Filtering portlet data — Filter data by projects. Customizing content and layout — Choose the content that appears in the workspace (Content tab) and organize the workspace layout into wide and narrow columns (Layout tab). portfolios. Customizing portlets — Choose columns to display in each portlet. Note that not all portlets are customizable. . or project codes. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

portfolio or project code.  EXERCISE: View available Filter by options. Click the John’s Projects dashboard tab. Steps 1. Use the Select drop-down list to select a project. or Project Codes in the Select dropdown list. Project Code — Portlet data relates to the projects assigned the selected project code value. and Open Requests for Resources. you can choose to view projects for which you have access rights. For example. You will not change the Filter by selection at this time. You can also search to quickly locate items. Portfolio — Portlet data relates to projects in the selected portfolio. 4. In the Filter by field. FIG. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. © 2008 All rights reserved. 20. Preferences for some portlets enable you to further filter data based on project association.2: Select Projects. Resource Team Summary. Search parameters are linked to the item in the Select drop-down list. or you are a project owner. Click Close.Lesson 20: Dashboards Filtering Portlet Data The Filter by field at the top of the dashboard enables you to filter portlet data by: ❑ ❑ ❑ Project — Portlet data relates to the selected project. click 3. you can search for Project Name or Project ID only. you are a resource. to expand Global Portfolio. 2. Project and Document Workflows. if Project is selected in the Select dropdown list. For example. Click . Portfolios. Data in the following portlets is not filtered by Filter by field: Action Required. 241 . in the My Projects portlet.

and how the portlets are organized. the type of data shown in the portlets. . Steps 1.  EXERCISE: Customize the current dashboard. 242 © 2008 All rights reserved. Click Customize. Access — Select user(s) who can access the dashboard. The customization page is divided into three tabs: ❑ ❑ Content — Mark a checkbox to display a portlet. you can customize dashboards by setting which portlets are displayed. You can also drag and drop portlets to create a layout. ❑ FIG. to display Layout — Use right/left arrows to move portlets to wide and narrow columns. Click additional portlet options. up/down arrows to arrange portlets vertically in a column.Lesson 20: Dashboards Customizing Dashboards If you have the proper privilege.3: Click to customize the current dashboard. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 20.

Access to project documents you have recently worked on.) Displays a Web site. View project risks to which you are associated. Lists project request/process workflows and document reviews that require your attention. Customize columns to view project data. 243 . Track meetings relating to specific projects or activities and notify team members. Displays all open issues to which you are associated. descriptions assigned to a project. Displays Workgroups. manage private documents for your own use. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.) Track project request/process workflows and document reviews. and to complete performance index calculations. Displays both current and forecast earned value schedule variance and cost variance calculations. (Requires installation of collaboration functionality. Displays notebook topics. start document review. You can have up to 50 custom portlets in your Personal Workspace. Schedule and display reports created by the Administrator. Start discussion. some portlets require installation of collaboration functionality. schedule event. View all activities where you are assigned as a resource. Displays schedule performance index.) Table 4: Portlets Available for Dashboards Portlet My Projects My Activities My Risks My Issues My Documents Communication Center My Events My Calendar My Reports My Workgroups Custom Portlet Action Required Project and Document Workflows Portfolio View Schedule Performance Earned Value Performance Index Performance Project Health Project Statistics Project Notebooks Functionality Displays projects to which you are associated. Displays schedule and cost summary performance information. send e-mail to team members associated with a project. View status indicators on portfolio. (Requires installation of collaboration functionality. project performance. (Requires installation of collaboration functionality. (Requires installation of collaboration functionality.Lesson 20: Dashboards Portlets on Dashboards Following is a list of portlets available on dashboards. © 2008 All rights reserved.) See a week's worth of events and activities that pertain to your projects.) Displays Portfolio Views created in the Portfolios section. cost performance index. (As noted in table.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 244 © 2008 All rights reserved. View total units/costs for a resource. resource team. assign resource. View which roles require staffing at any time in your projects. . or resource code. Click unstaffed role to view or define search criteria. roles. and the number of active projects for each resource in the selected team.Lesson 20: Dashboards Table 4: Portlets Available for Dashboards Portlet Resource Team Summary Open Requests for Resources Resource Analysis Chart Functionality View resources.

3. 245 . 2. is entered in the scheduled for the next days field for training purposes. type <999>. Mark a checkbox next to a portlet. you would likely enter a smaller number of days to more efficiently track upcoming activities. 20. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 20: Dashboards Portlets on Dashboards (continued) FIG. The maximum value.  EXERCISE: Add the My Activities portlet to a dashboard.4: Mark the checkbox next to My Activities to add the portlet to a dashboard. 4. Click to display additional options. My Activities. Click Save. Steps 1. © 2008 All rights reserved. In the Show activities scheduled for the next days field. 999 days. In an actual environment.

Lesson 20: Dashboards Modifying Portlet Layout In the Layout tab you can control where and how selected portlets are displayed: ❑ ❑ ❑ Drag and drop portlets to organize the layout.5: Drag and drop portlets in the Layout tab. Click Save and Close. For each portlet. Click the My Activities portlet and drag it to the top. To remove a portlet from the dashboard. 2. FIG. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Use to move portlets. 3. 4. . Steps 1. clear its checkmark in the Content tab. Click the Layout tab. select Wide. select Narrow or Wide. 246 © 2008 All rights reserved.  EXERCISE: Move the My Activities portlet to the top of the dashboard. In the My Activities portlet. 20.

247 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Click Click Click Click Click Click Click to collapse a single portlet.6: Click to collapse all portlets. to access online help for a portlet. Steps 1. to search within a portlet  EXERCISE: Expand the My Activities portlet only. 2. Click on the My Activities portlet. Click Expand All to expand all active portlets. 20. to maximize/minimize a single portlet. to expand a single portlet. © 2008 All rights reserved. to refresh a portlet. Click Collapse All to collapse all active portlets to their title bars. to close a single portlet. Click Collapse All.Lesson 20: Dashboards Modifying Portlet Layout (continued) Buttons within each portlet enable you to control its display directly in a dashboard (and in the Project Workspace): ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ FIG.

4.  EXERCISE: View Activity Details for Steps 1. . portfolio. 2. etc. My Activities Portlet This portlet lists activities based on the project. Click an activity. Activities are grouped by project. Scroll to view the Resources section. and future activities based on the number of days specified in the Show Activities scheduled for next __ days field in Personal Workspace Preferences. My Calendar. Project execution. Click to expose activities within a project. or project code in the Filter by field. ERP System Installation. Click Enter Time to launch Timesheets. such as My Projects.7: Click Activity Name to launch Activity Details. Click to expose activities within the project. 248 © 2008 All rights reserved. Most of the portlet names begin with "My". Click Return to return to the dashboard. ❑ ❑ ❑ ❑ FIG. 20. to view Activity Details. You can customize data displayed in portlets according to your role in a project. Project execution activity. My Issues. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Click an activity to launch Activity Details. 3.Lesson 20: Dashboards Personal Information Portlets Personal Information portlets focus on information that affects you.

In the Portlet Title field. 249 . Click next to Custom Portlet 1. 6. The title appears in the portlet title band. © 2008 All rights reserved. Custom Portlet 1. Click Customize. 7.  EXERCISE: Add a Custom portlet displaying the Primavera Web site. Mark a checkbox next to a portlet.Lesson 20: Dashboards Custom Portlets Up to 50 Custom portlets can be displayed on a dashboard. Click to specify a portlet title and portlet URL. Steps 1. These portlets can be used to display a Web site or a Web application. type <www. enter a value from 1 to 50 in the Number of Custom Portlets field. In the Portlet URL field. FIG. Primavera.primavera.com>. 4. 2.8: Mark checkbox to display the portlet on a dashboard. Scroll to view the Custom portlet. For example. Click Save and Close. 3. 20. Mark a checkbox next to each Custom portlet to display it on a dashboard. you can use a custom portlet to access your organization’s intranet or run programs written against the Primavera Application Programming Interface (API). To change the number of available custom portlets. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. type <Primavera>. 5.

Default Dashboard. move the Default Dashboard up to the first place. display or remove dashboards on the Manage Dashboards page. 5. Mark a checkbox next to an available dashboard. click Manage Dashboards. 250 © 2008 All rights reserved.9: Click to access the Manage Dashboards page.  EXERCISE: Display and remove dashboards. .Lesson 20: Dashboards Managing Dashboards If you have the proper privilege you can create. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 20. 4. click Dashboards to view the changes. Clear the checkbox next to a displayed dashboard. Planned Projects. 3. In the Action bar. You can access the Manage Dashboard page through the Manage Dashboards command in the Action bar. Using . Steps 1. In the Navigation bar. 2. modify. FIG. delete.

and then select a dashboard. 2. FIG. Click OK. 251 . 20. 4. click Manage Dashboards. 3. Steps 1. Expand User Dashboards. Click Create Dashboard.10: Click to create a new dashboard based on an existing one or the default.  EXERCISE: Create a new dashboard. © 2008 All rights reserved. John’s Projects. In the Task bar. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 20: Dashboards Creating a Dashboard On the Manage Dashboard page you can create a new dashboard by clicking Create Dashboard.

you can customize its portlets.Lesson 20: Dashboards Creating a Dashboard (continued) Once the dashboard is created. click Dashboards. 3. Click the My Dashboard tab to view portlets. 252 © 2008 All rights reserved.  EXERCISE: Customize the new dashboard. . Mark all the portlets in the Personal Information section. In the Dashboard Title field. In the Navigation bar. type <My Dashboard>. Steps 1. 20. 5. 2. 4. Clear checkboxes next to other portlets. Click Save and Close. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. layout and access. 6. FIG.11: The new dashboard is displayed.

Objectives 1. Display a Custom portlet with a Web site from a news source in your hometown. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 3. 253 . 2. 4. permits each user to create a dashboard. Select portlets you would use at your work site. Customize the layout. © 2008 All rights reserved. Create a dashboard called My Personal Info.Lesson 20: Dashboards WORKSHOP: DASHBOARDS Background Signature Corp.

Dashboards and the Project Workspace share portlets. d. True or False: Not all portlets can be displayed in the narrow column. 3. Review Questions 1. You cannot delete Multiple User Dashboards if you did not create them. c. You can display multiple dashboards b. 254 © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 20: Dashboards LESSON REVIEW Key Concepts ❑ ❑ ❑ ❑ Dashboards display data in portlets. . Which statement is false about dashboards? a. You can choose portlets and customize how they appear in dashboards. You can manage dashboards by clicking Manage Dashboards in the Action bar. You can place the same portlet on several dashboards. True or False: Data in all portlets is filtered by the selection in the Filter by field. 2. The data displayed in most portlets is filtered by the Filter by field.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.LESSON 21 Portfolios Objectives ✔ ✔ Create a portfolio manually Create a portfolio by filter Key Terms Portfolio Portfolio filter © 2008 All rights reserved. 255 .

by specifying the portfolio in the Filter by field on the Personal Workspace. you can create a portfolio of the projects you manage. . For example. For all users: Global portfolio. You can view information about the portfolio. 256 © 2008 All rights reserved. ❑ ❑ Manual portfolios are indicated by Filtered portfolios are indicated by (User) or (User) or (Global). additional projects that meet the criteria are added. and projects within it. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 21: Portfolios Creating a Portfolio A portfolio is a group of projects organized by criteria specific to your needs. (Global). projects over a specific budget figure. projects starting in the current fiscal year. and projects that no longer meet the criteria are removed. When you manually refresh the filter. projects are automatically placed in the portfolio if they meet filter criteria. Manual and Filtered Portfolios Projects in a portfolio can be added manually or via filter. User and Global Portfolios A security privilege is required to create/modify portfolios and create global portfolios. you must have access to a project in order to add it to a portfolio. In addition. Manual portfolios do not change unless you manually modify the portfolio. When a filtered portfolio is created. You can create a portfolio: ❑ ❑ ❑ For another single user: User portfolio. For yourself: User portfolio. or projects involving a certain department.

Lesson 21: Portfolios Viewing Portfolios The Action bar in the Dashboards section allows you to launch the Manage Portfolios page. edit and delete portfolios. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. next  EXERCISE: View current portfolios.1: Click to view project names. In the Action bar. FIG. click Dashboards. Steps 1. 2. 21. In the Navigation bar. © 2008 All rights reserved. where you can create. New Systems. 257 . Click the next to a portfolio. 3. click Manage Portfolios. Click to a portfolio to display its projects.

. New Systems. You will delete the New Systems portfolio. Click Delete next to a portfolio. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 21: Portfolios Deleting a Portfolio If you have the proper privilege. 258 © 2008 All rights reserved. 2. you can delete portfolios by clicking Delete.2: Click to delete a portfolio.  EXERCISE: Delete the New Systems portfolio. Click OK. 21. Steps 1. FIG.

 EXERCISE: Create a portfolio. Click Create Project Portfolio. 21. 3. In the This portfolio is available to field. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 6. FIG. 7. and New Systems. In the Available Projects section. New Systems. Select all projects. 259 .3: Click to create a portfolio. select All Users. 5. Click Save. and use the arrow to move them to the Selected Projects section. © 2008 All rights reserved. type <New Systems>. Internal IT Projects. In the Manage this Portfolio field. Steps 1. 4.Lesson 21: Portfolios Creating a Portfolio Manually Portfolios are created on the Manage Portfolios page by clicking Create Project Portfolio. Information Technology Projects. In the Project Portfolio Name field. 2. confirm Manually. click to expand EPS groupings. containing manually selected projects.

labor. When using multiple parameters.Lesson 21: Portfolios Creating a Portfolio by Filter Up to three separate parameters can be used to build the portfolio. Options for data-based parameters include: • greater than • less than • equals ❑ ❑ Value — Type a value or use to select a value. 21. . FIG. Each filter component is comprised of three elements: ❑ Parameter — Select a parameter field from the drop-down list. Available parameters include cost.4: Up to three different parameters can be used to build the portfolio filter. 260 © 2008 All rights reserved. Is — Select an operator from the drop-down list. Project code values and user-defined fields enable you to further customize a filter with data specific to your organization. and date-related fields. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. specify whether a project must meet all or any of the parameters to be included in the portfolio.

11. Project Code: Priority Code. 5. In the Parameter drop-down list. Click Create Project Portfolio. 3. 4. 8. In the Value field.  EXERCISE: Create a portfolio to monitor all projects that are assigned a project code value of Important. 21. 2. Imp . Click Save. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. to expand a project code grouping.Important. confirm equals. scoll to the Project Code grouping. and then select Priority Code. In the Manage this portfolio field. Click OK. 10. 6. In the Portfolio Project Name field. click 7.5: The icon indicates that the portfolio is created by using a filter. Steps 1. In the Is drop-down list.Lesson 21: Portfolios Creating a Portfolio by Filter (continued) FIG. type <Important Projects>. select By Filter. © 2008 All rights reserved. Click to view projects in the Important Projects portfolio. Select a project code value. 261 . Click . 9.

In the Filter by field. In the Navigation bar. Select a dashboard. 21. . FIG. The icon appears only if a filtered portfolio is specified in the Filter by field. Click to expand the Project Statistics portlet. 4. Expand a grouping. 6. Click OK. Filtered Portfolio. click Dashboards. click .Lesson 21: Portfolios Refreshing the Portfolio Filter You can refresh a currently selected filtered portfolio by clicking next to the Filter by field on a dashboard. 7. 2. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. John’s Projects. 262 © 2008 All rights reserved. Projects that no longer meet filter criteria are removed from the portfolio. Select a portfolio. 5. projects that meet filter criteria are retained or added.6: Click the icon to refresh a filtered portfolio. 3.  EXERCISE: Refresh a filtered portfolio. Important Projects. Steps 1.

• SPI indicates whether you are meeting earned and planned values within your schedule. a column in Project Statistics. • CPI indicates whether you have spent money over the budget to date. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Lesson 21: Portfolios Analyzing Portfolio Performance The Dashboards section offers four portlets designed to analyze project and portfolio performance: ❑ ❑ ❑ Schedule Performance — Displays both current and forecast schedule and cost summary performance information. In addition. 263 . Index Performance — Displays schedule performance index (SPI). cost performance index (CPI). © 2008 All rights reserved. is useful in assessing a project’s strategic value. and to complete performance index (TCPI) calculations. • TCPI enables you to determine the level of performance needed to achieve the cost or time objectives. Project Score. Earned Value Performance — Displays both current and forecast earned value schedule variance (SV) and cost variance (CV) calculations. ❑ Project Health — View project performance in narrative form.

. 2. 5.Lesson 21: Portfolios Analyzing Portfolio Performance (continued) FIG. Select a portfolio. Select a dashboard. click . Click OK. 3. 264 © 2008 All rights reserved. Project Performance. Expand a grouping. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Steps 1. New Systems.  EXERCISE: Change the Filter by selection to a manual portfolio. Global Portfolio. 4. In the Filter by field.7: Portlets display data based on the Filter by selection. 21.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 21. 265 .Lesson 21: Portfolios Analyzing Portfolio Performance (continued) The Project Health portlet indicates that one of the three projects in the portfolio is both over-budget and behind schedule. 21. FIG. FIG.8: The icon indicates that the project is not meeting earned value objectives. Its narrative form is wellsuited for project reports. click a project name to display earned value data at the WBS level. To assess the cause of the delays. © 2008 All rights reserved. The Earned Value Performance portlet indicates that two projects in the portfolio are not meeting earned value objectives.9: Click project name to view earned value data at the WBS level.

assigned to Accounting and New IT Systems project codes. mark a checkbox next to a dashboard. 5. In the Display field in the portlet. has the highest Project Score. In the Product Group project code. Click Manage Dashboards. 21. In the Available Dashboards section. FIG. select Group. Steps 1. the highest weighted project code value is assigned to projects affecting Accounting. In the Navigation bar. click Dashboards. 4. 3. The Payroll Manager project. Project Score. How is Project Score Calculated? ✍ Project codes/ weights are created by your system administrator.10: The Payroll Manager project. Click the Project Score column header to list in descending order.Lesson 21: Portfolios Project Score Project Score is a method to rank or prioritize projects via weighted project codes and project code values. The combined weights of the project code values assigned to a project are calculated to determine a relative score. the highest weighted project code value is assigned to New IT Systems. . Project Score. Projects in the New Systems portfolio were assigned project code values in two project codes: Product Group and Division. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. In the Division project code.  EXERCISE: View the Project Score in the Project Statistics portlet. Select a Dashboard. 6. has the highest Project Score. assigned to the New IT Systems and Accounting project code values. 266 © 2008 All rights reserved. 2.

Lesson 21: Portfolios

LESSON REVIEW
Key Concepts
❑ ❑ ❑ ❑

You can create portfolios manually or automatically using filters. User portfolios can be accessed by only the selected users. Global portfolios are available for all users. Dashboards provide four portlets to measure project or portfolio performance. The Project Score is a calculated value that can be used to rank projects based on their importance to your organization.

Review Questions
1. True or False: A portfolio filter can be manually refreshed via an icon on the Dashboard. 2. Project Score is a column in a. Project Statistics portlet b. Schedule Performance portlet c. Project Health portlet d. All of the above

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

267

Lesson 21: Portfolios

268

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

APPENDIX A

Updating the Project Using Timesheets
Objectives
✔ ✔ ✔ ✔ ✔

Describe several methods for updating the project schedule Define the data date Review timesheets Approve/reject timesheets Apply actuals

Key Terms
Timesheet approval manager Applying actuals

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

269

Appendix A: Updating the Project Using Timesheets

Updating a Project
Once a project has started, you need to update actual schedule information and resource usage at regular intervals. Your company will establish a standard procedure for how data is collected and how often it is updated.

How Often?
You may need to update daily, weekly, or monthly, depending on the length of your project and how frequently you want to adjust your forecasts.

How Collected?

Approve and apply timesheets. • Team members use timesheets to update activities. • Project managers review and approve timesheets. • Project managers apply timesheets to the project.

Enter actual date, resource, and cost information manually. • Record actual dates and progress, actual resource usage and cost, and nonlabor costs. • Apply actuals to the project.

Auto compute actuals. • Progress of activities is automatically calculated according to the original schedule.

270

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

Appendix A: Updating the Project Using Timesheets

The Data Date
When updating a project, actuals are recorded for each activity relative to the data date. The data date is the date up to which actual performance data is reported and the date from which future work is scheduled.

Data Date J Schedule F M A M J J A S

Time

Resource

Resource Quantity (persondays)

Time Cost

$

Time

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

271

Appendix A: Updating the Project Using Timesheets

Updating a Project Using Timesheets
Although the process for updating a project using timesheet information may vary from company to company, the steps below provide a general outline for completing this process:
❑ ❑ ❑ ❑ ❑ ❑

Review timesheets Approve/reject timesheets Apply actuals Analyze results of applying actuals Reschedule the project Analyze results of rescheduling the project

Reviewing Timesheets
The Approve Timesheets function enables you to view timesheets that affect your project. As the timesheet approval manager, you can approve or reject timesheets, notify resources about timesheet status, and view detailed timesheet information for your assigned resources. You can also determine if a resource has not started or not submitted a particular timesheet. Three tabs are available:

Approval — Approve or reject submitted timesheets. After reviewing timesheets, choose either: • Reject — Rejects the selected timesheet. This button is disabled when there are no submitted or approved timesheets to reject. • Approve — Approves the selected timesheet. This button is disabled when there are no submitted timesheets to approve.

❑ ❑

Notes — View notes associated with a specific timesheet. Details Report — Display detailed timesheet information for specified project resources.

272

© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

03-Jan-10 . 2. A. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Click OK. Click 4. 3.  EXERCISE: Review timesheets for the period 03-Jan-10 09-Jan-10. to select a period. 273 . Click the Resources section button.1: In the Resources section.09-Jan-10.Appendix A: Updating the Project Using Timesheets Reviewing Timesheets (continued) FIG. HR System Upgrade project are scheduled to begin. © 2008 All rights reserved. Click the Approve Timesheets command. click Approve Timesheets to manage timesheets. when the first two activities in the Steps 1.

She worked 8 h/d from Monday to Thursday on the activity. 2. ✍ You can also click the Notes to view all notes in the time period. .2: Jennifer reported 8 hours of sick leave on Friday. Jennifer was supposed to start working on the Perform system requirements analysis activity on Friday. Click Close to close Timesheet Details. She added a timesheet note explaining that there will be a delay in the activity due to her absence. Steps 1. A.Appendix A: Updating the Project Using Timesheets Reviewing Timesheets (continued) Jennifer Boyle performed work on one activity in the HR System Upgrade project.  EXERCISE: View Jennifer’s timesheets and attached notes. Click Details to view hours for a resource. but she was out sick. Jennifer Boyle. Define operational concept of new system. Click Close to close Jennifer’s note. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 3. Click Notes for a resource. Jennifer Boyle. FIG. 4. 274 © 2008 All rights reserved.

© 2008 All rights reserved. Define operational concept of new system and Perform system requirements analysis. FIG.Appendix A: Updating the Project Using Timesheets Reviewing Timesheets (continued) Ben Diamond performed work on two activities in the HR System Upgrade project. He then began work on the second activity on Friday. Steps 1. A. 275 . 2.3: Ben worked 2 overtime hours on the Define operational concept of new system activity. Ben Diamond.  EXERCISE: View Ben’s timesheets. He worked 8 h/d from Monday to Thursday on the first activity. Click Close to close Timesheet Details. Click Details to view hours for a resource. plus 2 hours of overtime on Tuesday. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

In the Select field. Steps 1. A. mark the top checkbox to select all resources. select Approved. not submitted. FIG.4: Click Approve to approve selected timesheets. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Appendix A: Updating the Project Using Timesheets Approving Timesheets To approve a timesheet. 2.5: The Display field enables you to view submitted. 276 © 2008 All rights reserved. 3. A.  EXERCISE: Approve Ben Diamond’s and Jennifer Boyle’s timesheets. rejected. Click Approve. mark checkbox next to resource name and then click Approve. In the Display field. or all timesheets. You can also mark the checkbox at the top of the Select field to select all displayed resources. approved. FIG. .

❑ ❑ The new data date represents the date up to which you are recording progress. When applying actuals. • When scheduling. select a new data date. 277 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. ✍ Actual Start and Actual Finish are immediately assigned to activities when the primary resource updates them in the Timesheet module. The new data date is used to calculate the actual durations of activities in the statusing period. • Actual duration equals the number of workperiods between the activity’s actual start date and the new data date. ❑ Applying actuals to a project differs from scheduling a project: • When applying actuals. allowing you to focus immediately on activities that may be causing the project to slip.Appendix A: Updating the Project Using Timesheets Applying Actuals Applying actuals is a process in which the hours from timesheets are added to activities. © 2008 All rights reserved. all activities are scheduled based on durations and relationships. only activities that have been progressed are recalculated.

3. and select a new data date. In the New Data Date field. click Projects. 04-Jan-10 to Friday.6: Click to apply actuals.Appendix A: Updating the Project Using Timesheets Applying Actuals (continued) You have reviewed and approved the timesheets. 09-Jan-10. HRSYS-17. type <HR> to locate a project. A. and then click Refresh as necessary. you will move the data date to Monday. when you apply actuals. You will now apply these timesheet hours. 4. Since no work will occur over the weekend. FIG. 2. In this cycle. Click Apply Actuals to Project. 5. Steps 1. 278 © 2008 All rights reserved. click its Project ID. 11-Jan-10. To open the project. 11-Jan- 6. In the Navigation bar. HR System Upgrade Executing the Project Plan. the project has progressed from Monday. . click 10. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Click the Tools tab. In the Search field.  EXERCISE: Move the data date and apply actuals to the project.

Right-click the Timescale and select Month/Week. 2. In the View drop-down list. ✍ Roll mouse cursor over bars in the Gantt Chart to view activity information. due to the fact that Jennifer was sick on 8-Jan. 5.7: The Perform system requirements analysis activity is finishing late compared to the baseline. Zoom in to the time period 03-Jan-2010 through 07-Jan-2010. 3. Steps 1. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. when she was scheduled to begin work on the task. analyze the activities within the statusing period. select Analyzing Progress. The Gantt Chart shows that the Perform system requirements analysis activity is finishing late compared to the baseline.Appendix A: Updating the Project Using Timesheets Analyzing Results of Applying Actuals After applying actuals. 4. FIG. © 2008 All rights reserved. Focus on activities causing the project to slip from its baseline/objectives. Click to maximize the screen. A. the successors to the activity have not moved because the project has not been rescheduled.  EXERCISE: View Gantt Chart after applying actuals to the project. Click the Activities tab. 279 . However.

2. 11-Jan-10. Click Schedule. Any activities that were delayed during the apply actuals process will delay their successor activities. . Steps 1.  EXERCISE: Reschedule the project with a data date of 11-Jan-10. you should reschedule the project based on the new data date. 280 © 2008 All rights reserved. A. 3.8: Successors to the Perform system requirements analysis activity are delayed. Click to reschedule the project. FIG.Appendix A: Updating the Project Using Timesheets Rescheduling the Project Now that actuals have been applied. Confirm data date. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

281 . Variance BL & BL1. View the impact of the delay shown in the columns. select an activity view. Steps 1. © 2008 All rights reserved.  EXERCISE: View the impact of the delay. 2. view impact of the delay on activities. FIG. In the View drop-down list.Appendix A: Updating the Project Using Timesheets Analyzing Results of Rescheduling To further analyze activities.9: Due to Jennifer’s inability to start the Perform system requirements analysis activity. it is scheduled to finish one day late. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. A.

True or False: The data date is the date used as the starting point for schedule calculations.Appendix A: Updating the Project Using Timesheets LESSON REVIEW Key Concepts ❑ ❑ Once a project has started. 282 © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 2. you need to update actual schedule information and resource usage at regular intervals. the hours from timesheets are added to activities. After applying actuals. Review Questions 1. True or False: When you apply actuals to a project. When you apply actuals. . do not forget to reschedule the project. all activities in the project are scheduled based on relationships and durations.

283 .APPENDIX B Construction Workshops Objectives ✔ ✔ ✔ ✔ ✔ ✔ ✔ Create a project Imbed a link in a notebook topic description Create a Work Breakdown Structure Add activities to the WBS Create relationships Assign constraints Assign resources © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

Tim Harris is assigned to manage the project. Click Login. 2. FIG.1: The Office Building projects are under EPS node. Close-in. Expand the EPS. 4. 6. and Finishes. Type a Username <tharris> and Password <tharris>. Type the URL provided by your instructor in the Address bar in the Web browser. Rough-in.Appendix B: Construction Workshops WORKSHOP: LOGGING IN Signature Corporation’s Construction Division is building an addition to the company’s main office building. Apex Inc. B. 3. In the Navigation bar. The project is divided into the following phases: Design and Engineering. click Projects. Steps 1. Confirm PMDB$PRIMAVERA is selected in the Database drop-down list. Structural. Foundation Construction. Procurement.  EXERCISE: Log in to P6 Web as a project manager Tim Harris. 284 © 2008 All rights reserved. . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 5.

with the values defined in the table below: Field Project ID Project Name Location in EPS Responsible Manager Planned Start BLDG Value Office Building Addition Apex Inc. and type a description <To construct an addition to the current office space. Caprini Corporation. View the Signature Corporation site for more information. Imbedded link is evident when you place cursor on the word Signature. Objectives 1. Project Objectives. The project’s EPS location. Tim Harris 11-Jan-10 2.com> on the word Signature in the description. • Add a hyperlink to <http://www. For this workshop. you need to log in as Tim Harris with a Username <tharris> and Password <tharris>. can be found under Construction Projects..signaturecorp. FIG. Use the Create Project command to create the Office Building Addition project. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Apex Inc.Appendix B: Construction Workshops WORKSHOP: CREATING A PROJECT Background You will create the Office Building Addition project and type a Notebook topic description outlining the project’s objectives. 285 .>. Assign a Notebook topic. B. © 2008 All rights reserved.2: Notebook topic and description for the newly created project.

. You now need to create WBS elements. 2. select a project.Creating a Work Breakdown Structure (root element) 1 2 3 4 5 6 Mechanical/Electrical Systems 1 2 3 WBS Code WBS Name Design and Engineering Foundation Structure Mechanical/Electrical Systems Exterior Finishes Interior Finishes Elevator HVAC Plumbing and Electrical Exterior Finishes 1 2 3 Brick Roof Doors and Windows 286 © 2008 All rights reserved. ✍ Remember to click Save before selecting another WBS element. For this workshop. Add the WBS codes and names within the parent WBS elements as indicated in the table below: Parent WBS Office Building Addition . Objectives 1.Appendix B: Construction Workshops WORKSHOP: CREATING A WBS Background The project structure has been defined for the Office Building Addition project. Office Building Addition .Creating a Work Breakdown Structure. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. you need to log in as Tim Harris with a Username <tharris> and Password <tharris>. In the Projects section.

3: WBS elements added to the project. B. © 2008 All rights reserved. 287 .Appendix B: Construction Workshops Workshop: Creating a Work Breakdown Structure (continued) Parent WBS Interior Finishes 1 2 3 4 Plumbing and Lighting Fixtures Floor and Carpeting Carpentry Paint WBS Code WBS Name 3. Expand WBS elements and check your completed WBS below: FIG. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

click in the Activity Type cell.Found Foundation Bldg-07. Add the following activities to the project plan: Parent WBS Bldg-07. 288 © 2008 All rights reserved. Objectives 1. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. you need to log in as Tim Harris with a Username <tharris> and Password <tharris>.Design and Engineering Bldg-07.Adding Activities. 4. For this workshop.D&E . The next step is to add activities and assign activity codes. In the Projects section. . 2.Appendix B: Construction Workshops WORKSHOP: ADDING ACTIVITIES Background The WBS has been defined and approved for the Office Building Addition project.Found Foundation Bldg-07. Check completed activities on next page. In the View drop-down list.Design and Engineering Bldg-07. select Adding Activities.Found Foundation Activity ID BA1000 BA1030 BA2000 BA2010 BA2020 Activity Name Building addition kickoff Assemble technical data for heat pump Begin building construction Site preparation Excavation Activity Type Start Milestone Task Dependent Start Milestone Task Dependent Task Dependent Planned Duration 0d 3d 0d 15d 10d To change default activity type. Office Building Addition .D&E . 3. select a project.

FIG.4: Activities added to the project.Appendix B: Construction Workshops Workshop: Adding Activities (continued) The Activities tab displays the activities you just added to the project. 289 . The full list of activities in the project plan is added for you in succeeding workshops. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. B. © 2008 All rights reserved.

Design building addition Successor BA1020 .Prepare and solicit bids for flooring Relationship Type SS FS FS FS FS FS FS FS FS BA6060 . 3.Prepare and solicit bids for flooring BA6070 .Prepare and solicit bids for brick exterior BA4050 . Select each activity in the table below.Review and approve designs BA6060 .Prepare and solicit bids for heat pump BA4030 . No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Appendix B: Construction Workshops WORKSHOP: CREATING RELATIONSHIPS Background Relationships need to be established for the Office Building Addition project.Review bids for heat pump BA4040 . select an activity view. 4. In the Projects section.Fabricate and deliver heat pump and controls 290 © 2008 All rights reserved. select a project. Relationships.Award contract for heat pump BA5020 .Review bids for flooring BA6080 .Award contract for flooring BA6090 .Review bids for flooring BA6080 . . you need to log in as Tim Harris with a Username <tharris> and Password <tharris>. Use the Gantt Chart to locate activities or right-click and select Details. In the Activities tab. and create relationships: Activity BA1010 .Fabricate and deliver flooring BA4030 . Objectives 1. Office Building Addition . For this workshop.Creating Relationships.Award contract for heat pump BA6070 .Award contract for flooring BA4020 .Review bids for heat pump BA4040 . 2.

Form and pour slab. © 2008 All rights reserved.Appendix B: Construction Workshops Workshop: Creating Relationships 5. b. Successor: Start-to-finish relationship with BA2070 . Check your work against the screen below: FIG.5: Activity relationships are displayed. 291 . B.Form/pour concrete footings with 1 day of lag. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Concrete foundation walls activity requires both a predecessor and a successor: a. The BA2060 . Predecessor: Finish-to-start relationship with BA2050 .

You will schedule the project and review critical activities. Objectives 1. select an activity view. For this workshop. 5. you need to log in as Tim Harris with a Username <tharris> and Password <tharris>. 3. 11-Jan-10. Schedule. 292 © 2008 All rights reserved. Office Building Addition Scheduling the Project Plan. In the Projects section. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. View schedule report. review critical activities (indicated by red bar). 2. In the Activities tab. Mark the checkbox to create schedule report. select a project. FIG. 4. . B.6: Click to schedule the project.Appendix B: Construction Workshops WORKSHOP: SCHEDULING Background The initial project plan is complete. In the Activities tab. and then schedule the project with a data date.

Office Building Addition Assigning Constraints. and then use a Notebook topic to document the reason for the constraint. 4. 25-Jan-10. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. You will apply a Must Finish By date of 02-Nov-10. 3. In the Projects section. Add a Notebook topic. 02-Nov-10. Constraint Log for the Assemble brick samples activity and type a description: <Resources needed to assemble brick samples are working on another project until the week of Jan.Appendix B: Construction Workshops WORKSHOP: ASSIGNING CONSTRAINTS Background The Office Building Addition project must be completed by the first week of November in 2010. you need to log in as Tim Harris with a Username <tharris> and Password <tharris>. 293 . 2. © 2008 All rights reserved. you will also assign a Start On or After constraint to the Assemble brick samples activity to push it back one week. select a project. to the BA5000Assemble brick samples activity. Reschedule the project. 25. Critical Activities. 6. For this workshop. Objectives 1. In Project Details. Due to unavailability of resources. assign a Must Finish By date for the project. select an activity view.> 5. In the Activities tab. Assign a Start On or After primary constraint.

7: Constraints are applied to the project plan. . B. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 294 © 2008 All rights reserved.Appendix B: Construction Workshops Workshop: Assigning Constraints (continued) FIG.

Use the Activities tab to locate the activity in the table below. You will assign resources to activities and customize columns in the Expenses tab to track expenses. Workshop continued on next page © 2008 All rights reserved.Appendix B: Construction Workshops WORKSHOP: ASSIGNING RESOURCES Background You have identified resources that will work on the Office Building Addition project. Unlike labor (people) and nonlabor (equipment) resources. 295 . 2. material resources are measured in units other than time -. and piping. Adjust Planned Units/Time for the Laborer resource to <16h/d>. Right-click and select Details to display Activity Details. square feet or tons. Objectives 1. select a project. 4. Adjust Planned Units of Polyform to <1000 l/f>. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 7.Concrete foundation walls Resource(s) Carpenter Laborer Construction Polyform (material resource) 5. for example. 6. In the Projects section. you need to log in as Tim Harris with a Username <tharris> and Password <tharris>. 3.for example. such as bricks. Check resource assignments on the next page. Units for material resources are created by your system administrator but can be selected in Resources section/General tab. Activity BA2060 . Assign resources in the Resources sub-tab as indicated in the table below. concrete. to activities. You can also assign material resources. For this workshop. This will assign two laborers to the activity. Office Building Addition Assigning Resources and Costs.

.600 500 1 296 © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. click the Expense Item to edit fields required in the table. in order: • Expense Category • Accrual Type • Planned Units • Unit of Measure • Price/Unit 9. 8. Customize columns in the Expenses tab to display.620 $10 $3. type only the Expense Item. B. Enter expenses to activities as indicated in the table below: • In the Add Expense window.8: Click on resource name to adjust Planned Units/Time and Planned Units. after clicking Save and Done. Activity Install ceiling grid Rough-in plumbing/piping Erect structural frame Expense Item Ceiling tile Piping Crane Expense Category Materials Materials Equipment Accrural Type Uniform over Activity Start of activity Uniform over Activity 1 Planned Units Units of Measure Each Cubic yards Each Price/ Unit $6.Appendix B: Construction Workshops Workshop: Assigning Resources (continued) FIG. Then.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.APPENDIX C Managing Project Issues Objectives ✔ ✔ View project-related issues Customize the appearance of issues Key Terms Issue code Issue form Issue form category © 2008 All rights reserved. 297 .

To open the project. On the Navigation bar. 2. click its Project ID. 3. Finance System Upgrade. You can create an issue for a project in the Projects section on the Issues tab.1: Click to view project issues. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. type <Fi> to locate a project. Steps 1.  EXERCISE: View project issues. FUSYS. 298 © 2008 All rights reserved. In the Search field. 4. .Appendix C: Managing Project Issues Viewing Project Issues Issues are known problems within a project plan that require attention or corrective action. FIG. click Projects. C. Click the Issues tab.

Appendix C: Managing Project Issues Creating Issues Create an issue for the project by filling in an issue form. you are prompted to select an issue form assigned to the project: ❑ ❑ Expand issue form categories to select an issue form. Bug Report. Click Add an Issue. Software. C.2: Fields marked by an asterisk are mandatory. Click to expand an issue form category. 2. While all issue forms are created in the Administration section. When you click Add an Issue. type <Errors in budget calculations>. Steps 1. Select an issue form. FIG. 3. project managers still must assign them to the project before project team members can use them to create issues. Assign issue forms on the Issue Forms tab in the Projects section. and then click OK. 4. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. © 2008 All rights reserved.  EXERCISE: Create an issue based on an issue form. 299 . Select the Default Form to create an issue based on the standard issue form. ❑ Issue form — Ensures consistency and standards throughout the organization. In the Issue Name field.

Click in the Date Identified field. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Click in the Impact on Go Live field. Click 11. to expand an issue code. and then click Select. Bug Severity. Select a date. Top. Select an indicator 300 © 2008 All rights reserved. 10. Select a Priority. 14.Appendix C: Managing Project Issues Creating Issues (continued) 5. 12. 15. . and then click OK. 13. Click in the Bug Severity field. 8-April-10. type <Accounting>. 9. Click in the Resolution Date field. In the Area Affected field. Select a date. Select Level 1-Inoperable. and then click Select. 7. and then click OK. 8. 6. 1-April-10.

View issues displayed in groups.3: The issue is displayed. Steps 1.  EXERCISE: View issues. Click Save. 2. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. FIG. 301 . C.Appendix C: Managing Project Issues Viewing the Newly Created Issue The issue you just created is now displayed in the Top category. © 2008 All rights reserved.

followed by the field value. integer. and end date fields in the grouping level. In the Grouping tab. or fields. displays the issue code description associated with the grouping level. 302 © 2008 All rights reserved. From the Band Color drop-down list. start data. You can also choose: ❑ ❑ ❑ ❑ Show field title in band — Displays the selected grouping level field name. all of the issues together that contain the same value for the selected field. Grouping gathers. or groups.Appendix C: Managing Project Issues Grouping Issues You can group issues and view them in chart form for enhanced analysis. Each selected grouping level appears with a colored band when displaying issues in the List format. For example. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Show Name/Code Description in band — When grouping by an issue code. you can select up to three levels. displays the issue code value associated with the grouping level. etc. Show field rollups in band — Displays summary information for all cost. all issues with an Top priority are grouped together.4: You can select up to three levels of grouping. you can select the background color for each grouping level. C. Show ID/Code Value in band — When grouping by an issue code. . to group issues. The Text drop-down list lets you choose the color of the text that displays in the grouping level band. all issues with a Normal priority are grouped together. if you select to group by Priority. numeric. FIG.

Appendix C: Managing Project Issues Grouping Issues (continued) FIG. 3. and then by Responsible Manager. Click Customize. 5. 4. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. select Responsible Manager. In the Level 2 drop-down list. © 2008 All rights reserved. Click Save.5: Issues are grouped by Priority. Steps 1. 2. In the Level 1 drop-down list. C. 303 . select Priority. Click the Group tab.  EXERCISE: Group issues by Priority and Responsible Manager.

6: Click Customize to change chart type and color theme. C. and pie chart. stacked histogram. select Chart. . 304 © 2008 All rights reserved. ✍ A pie chart can be grouped to only one level.Appendix C: Managing Project Issues Viewing Issue Charts Issues can be viewed in three types of charts: histogram. In the Chart Type drop-down list. C. Click Customize to change chart type and color theme. 3. issues must be grouped at least one level.7: Issue displayed in a stacked histogram.  EXERCISE: View issues in chart form. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. In the Display field at the top of the page. To display issues in the chart format. Click Customize. FIG. FIG. Steps 1. select Stacked Histogram. 2.

305 . issue codes and issue categories are managed in the Administration section. Review Questions 1. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 2.Appendix C: Managing Project Issues LESSON REVIEW Key Concepts ❑ ❑ ❑ The Issues tab allows you to view project-related issues and if you have the proper privilege. Issue forms. Issues can be displayed as a list or a chart. © 2008 All rights reserved. create new issues using consistent forms. True or False: All issue forms are available for the project. True or False: You cannot group and sort issues at the same time.

No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. .Appendix C: Managing Project Issues 306 © 2008 All rights reserved.

delivering product to client or stakeholders. Constraint type — User-imposed date restriction used to reflect project requirements that cannot be built into the logic. Closing process group — Part of the Project Management life cycle that includes the process of documenting lessons learned. Primavera distinguishes the following types: Task Dependent. Activity type — Determines how the activity's schedule is calculated. Backward pass — Calculates the latest times an activity can start and finish without delaying the end date of the project. and WBS Summary. These are called the late start and late finish. © 2008 All rights reserved. Breadcrumb trail — A "trail" at the top of the Primavera screen that shows your current page and clickable links to the previous two pages visited. Resource Dependent. and backing up or archive project files.Glossary Activity Details — Activity Details sub-tabs provide access to activity details for advanced project management functions. Milestone. 307 . Level of Effort. Activity relationship type — Identifies the type of dependency that exists between the selected activity and its predecessor or successor. It is available through the Activities tab. Activities tab — A tab in the Projects section that provides access to the WBS and activities. Applying actuals — The process of applying timesheet actuals to the project. determining if project can be used as a methodology. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

multi-user tools for enterprise-wide project management. Settings for e-mail notification can be found in Preferences. Create Project command — Enables you to create a project in Primavera. E-mail notification — Automated e-mail messages sent to resources when they are assigned to/removed from an activity. which includes the process of distributing information. CPM uses activity durations and relationships to calculate schedule dates based on two passes through each activity in the project. It is the hierarchical arrangement of an organization’s projects. Critical activity — Critical activities are defined by the user as either the longest path through the project or the having an amount of float. from executive-level summaries to detailed work assignments for each team member. You can launch the Create Project command on the Action bar in the Projects section. modifying the current project with realistic data. re-forecasting the schedule. . portfolio. or project code in the Filter by field displays in the portlet. Critical Path Method scheduling — Primavera uses the Critical Path Method scheduling technique to calculate project schedules. providing comprehensive information on all projects in the enterprise. Executing process group — A component of the Project Management life cycle. When elements are sorted. 308 © 2008 All rights reserved. and communicating project performance to the project team. Filter by field — Data in many portlets is filtered based on selection in the Filter by field. Filtering — Display data according to certain filter criteria. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. These are called the early start and early finish. Enterprise Project Structure — Key component in defining the scope of the project. they are sorted within each group. located at the top of the dashboards. Forward pass — Calculates the earliest times an activity can start and finish once its predecessors have been completed. Enterprise-wide solution — Primavera provides multi-project. Grouping — Arranging elements in common categories. tracking work in progress and actual costs. usually zero or negative. recommending necessary action.Glossary Controlling process group — A component of the Project Management life cycle. Only data about the project. which includes the process of analyzing and evaluating the project.

Your license determines what sections are available. Material resource — Substance or material. measured in units of time. Issues — Issues are known problems within a project plan that require attention or corrective action. Issue code — Enables you to quickly categorize and organize issues that affect your project by creating issue codes and assigning values to them. which includes the process of establishing project objectives and scope of work. and by default. Portfolio — Projects grouped together for performance analysis either manually or by automatic filter criteria. Portfolios. Labor resource — A resource who performs labor. 309 . initiating request. which includes the process of defining templates and workflow for initiation request. determining the timing. My Reports portlet — Portlet on the Personal Workspace that allows you to schedule to run reports periodically or manually. not measured in units of time. measured in units of time. defining the work. © 2008 All rights reserved. for example cable or wire. Navigation bar — Comprises the following sections: Dashboards. It is a hierarchical arrangement of the project management structure. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. and assign project codes and user-defined fields. establishing resource requirements/availability. Organizational Breakdown Structure — Key component of defining a project. Issue form category — Group of issue forms. and obtaining organizational commitment. establishing a cost budget. Lag can be positive or negative. and freezing baseline plan. Parent WBS — The WBS element to which an activity is assigned. and evaluating. Planning process group — A component of the Project Management life cycle. Nonlabor resource — Equipment or other nonlabor entity. Projects. Resources and Administration. Issue form — Issue forms enable you to create templates for the creation of project issues. Lag — An offset or delay from an activity to its successor. it is based on the calendar of the successor activity.Glossary Initiating process group — A component of the Project Management life cycle. optimizing. You can specify fields that display in the issue form. designate default values to those fields.

Resource security — Administrative settings that may limit your ability to view or assign resources. Project Score — Field to help assess the project’s strategic priority. It is generally maintained by the project manager and is accessible by those who are associated to the project. responsibilities. Role-specific tool — Primavera provides tools tailored to specific roles in the organization to satisfy each team member’s needs. your project association.Glossary Portfolio filter — Automated process of grouping projects into a portfolio based on filter criteria. You need the proper privilege to change the project baseline. Portlet — A small portal that provides a window into specific types of information. Role — Roles are assigned to resources to describe a resource’s skills. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. . Resource — Resources include the personnel and equipment that perform work on activities across all projects. roles can be used as placeholders until a resource is assigned. This generally provides the widest access to project data. Project Workspace — A workspace that functions as the homepage for a project. Schedule date — Date when the project is scheduled. User is associated to the project through the Organizational Breakdown Structure (OBS). and projects that no longer meet the criteria are removed. and your user security profile. Project baseline — Of the two baseline types that can be assigned to a project. and skills. In the planning stage of a project. Portlets can be displayed and customized on the Personal Workspace and Project Workspace. additional projects that meet the criteria are added. When you manually refresh the filter. It is displayed in the Project Statistics portlet on the Personal Workspace Project and the Statistics view in Portfolios. Project association — The type of project data you can access. and your ability to manipulate that data is controlled by three factors in Primavera: your license. Project access — A type of project association. 310 © 2008 All rights reserved. Project Reports portlet — Portlet on the Project Workspace that allows team members to share report data. Earned value calculations are based on either the project baseline or the user’s primary baseline.

Search criteria — Criteria. in the form of roles. 311 . The privilege is set by the system administrator. Enterprise-level resource records are updated each time a project is summarized. expressed in a Resource Request and filled via Resource Search.Glossary Score — A numerical score that helps you assess each resource’s availability to perform the activity in the Resource Search. Unstaffed role — A role assigned to an activity that has not been staffed by a resource. User’s primary baseline — Of one the two baseline types you can assign to a project. WBS element — A single component in the Work Breakdown Structure.Total requested units. © 2008 All rights reserved. Earned value calculations are based on either the project baseline or the user’s primary baseline. and resource codes. Total float — The amount of time an activity can slip from its early start without delaying the project. Summarization — Most resource data in Primavera is based on summary data. based on the difference between an activity’s late dates and early dates. Timesheet approval manager — A resource that has the privilege to approve or reject submitted timesheets. Sorting — Arranging elements ascending or descending order by one or more factors. Actual Units represents the actual number of units spent working on an activity. You can have several user’s primary baseline. such as hour or day. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. Work Breakdown Structure — The Work Breakdown Structure (WBS) is a hierarchical arrangement of products and services produced during and by a project. Unit — A unit of time. Planned Units represent a resource's planned/budgeted number of work units for an activity. but only one can be assigned to the project at a time. applied to an activity. The score is calculated as: Available units across the expanded activity time frame . proficiency.

. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.Glossary 312 © 2008 All rights reserved.

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ISBN 1-57408-272-8 .

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