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Primavera P6 Project Management Refrence Manual

Primavera P6 Project Management Refrence Manual

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Primavera®

P6™
Project Management

Reference Manual

Version 6.2

Copyright © 1999 - 2008 Primavera. All rights reserved.

The software described herein and this documentation is furnished under a Software License Agreement and may
be used only in accordance with the terms of the Agreement.

Except as provided in the applicable Software License Agreement, Primavera assumes no liability resulting from
any omission or inaccuracies in this document or from use of the information obtained herein. Except as
provided in the applicable Software License Agreement, Primavera does not assume any liability arising out of
the application or use of any product described 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.

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

The software products described in this document may not be copied, reproduced, modified, or distributed,
except as indicated in the Software License Agreement. You may not reproduce the printed version of the User
Documentation or other printed materials accompanying the software, except as expressly permitted in the
Software License Agreement or in writing by Primavera. However, you are permitted to reproduce and distribute
as many copies of the electronic version of the User Documentation, in printed and electronic format, as you
reasonably require in support of your use of the software.

U.S. 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, as set
forth in the Software License Agreement. Use, modification, reproduction, release, performance, display or
disclosure of the software and accompanying documentation by the U.S. Government are subject to the restric-
tions set forth in the Software License Agreement.

Trademarks: Primavera, the Primavera sundial, Authorized Representative, Solution Provider, Business
Solutions for a Project-Driven World logos, P6, P5, P3, Primavera Project Manager, Primavera ProSight,
Primavera Contract Manager, Pertmaster, Primavera Cost Manager, Evolve, Primavera Contractor, Primavera
Inspire, Claim Digger and SureTrak are either trademarks, services marks or registered trademarks of Primavera
in the United States and/or other countries. All other trademarks mentioned herein are the property of their
respective owners.

To view the P6 Commercial Notices and Disclosures for Documentation, go to the \Documen-
tation\\Notices and Disclosures folder located in the \Documentation\ folder of the P6
physical media or download.

iii

Table of Contents

Preface.................................................................................................xi

Primavera Products.............................................................................................xii
Using Documentation and Help..........................................................................xv
Where to Get Support......................................................................................xviii

Part 1: Overview and Configuration

Understanding Project Management...............................................21

Why Use Project Portfolio Management?..........................................................22
Your Role in the Enterprise.................................................................................23
Project Management Process Overview..............................................................26
Planning, Controlling, and Managing Projects...................................................28

Quick Tour..........................................................................................31

Getting Started....................................................................................................32
Selecting a Language..........................................................................................36
The Workspace....................................................................................................37
What Is a Layout?...............................................................................................40
Customizing Displays.........................................................................................42
Sample Layouts...................................................................................................44
Using Wizards.....................................................................................................46

Setting User Preferences....................................................................49

Formatting Time Units........................................................................................50
Formatting Dates.................................................................................................52
Setting View Currency and Symbols..................................................................53
Setting Mail Preferences.....................................................................................54
Implementing Wizards........................................................................................55
Creating a Log of Tasks and
Setting Startup, Group and Sort, and Column Options......................................56
Changing Your Password....................................................................................58
Setting Profile and Spreadsheet Data Options....................................................60
Setting Calculation Options for Resource and Role Assignments......................62
Selecting Startup Filters......................................................................................64

iv Table of Contents

Primavera - Project Management

Part 2: Structuring Projects

Setting Up the Enterprise Project Structure...................................67

Enterprise Project Structure Overview................................................................68
Setting Up the Enterprise Project Structure........................................................75
Adding a New Project to the Enterprise Project Structure..................................77
Using Project Architect.......................................................................................79
Working with the Enterprise Project Structure...................................................87
Defining Enterprise Project Structure Details.....................................................92

Setting Up the Organizational Breakdown Structure..................103

The Enterprise OBS..........................................................................................104
Viewing an OBS................................................................................................107
Setting Up an OBS............................................................................................109
Editing OBS Elements......................................................................................112

Defining Resources and Roles.........................................................115

Resources Overview..........................................................................................116
Viewing and Adding Resources........................................................................117
Defining Resource Shifts..................................................................................124
Defining and Assigning Resource Codes and Values.......................................125
Setting Up Roles...............................................................................................128
Assigning Roles to Resources...........................................................................133
Defining Custom Resource Curves...................................................................135

Reviewing Work Breakdown Structures.......................................139

The Enterprise WBS.........................................................................................140
Viewing a WBS.................................................................................................142
Grouping by WBS Path.....................................................................................144
Adding WBS Elements and Assigning Properties............................................145
Using WBS Milestones.....................................................................................149
Assigning WBS Category Values......................................................................151
Defining Earned Value Settings for Specific WBS Elements...........................152
Assigning Estimation Weights to WBS Elements............................................155

Defining Budgets..............................................................................159

Top-Down Budgeting........................................................................................160
Establishing Budgets.........................................................................................163
Establishing a Monthly Spending Plan.............................................................165
Tracking Budget Changes.................................................................................167
Establishing Funding.........................................................................................169
Tracking and Analyzing Budgets......................................................................172

Establishing Project Codes..............................................................173

Defining and Assigning Project Codes.............................................................174
Grouping, Summarizing, and Filtering by Codes.............................................179

Table of Contents v

Primavera - Project Management

Working with User-Defined Fields.................................................183

Creating User-Defined Fields...........................................................................184
Working with User-Defined Fields...................................................................186
Working with Indicators....................................................................................188

Creating Calendars..........................................................................191

Adding Calendars..............................................................................................192
Modifying Calendars........................................................................................194

Part 3: Implementing the Schedule

Establishing Activity Codes............................................................201

Creating Activity Codes and Values.................................................................202
Grouping and Summarizing by Codes..............................................................207

Working with Activities...................................................................211

Activities Overview..........................................................................................212
Adding Activities..............................................................................................213
Defining General Activity Information.............................................................215
Defining Schedule Information.........................................................................219
Establishing Relationships................................................................................223
Displaying Activity Details for Assignments...................................................229
Assigning Resources and Roles........................................................................230
Assigning Resource Curves to Resource or Role Assignments........................234
Manually Planning Future Period Assignments...............................................235
Assigning Activity Codes and Adding Expenses.............................................241
Viewing Activity Feedback and Posting Resource Notes.................................243
Assigning Work Products and Documents........................................................245
Adding Steps.....................................................................................................246
Creating and Assigning Activity Step Templates.............................................248
Viewing Activity Summaries............................................................................251
Viewing Contract Manager Documents............................................................252
Using Global Change........................................................................................253

Working with Cost Accounts and Project Expenses.....................257

Cost Account and Expense Overview...............................................................258
Setting Up a Cost Account Structure................................................................259
Adding Expenses and Entering Cost Information............................................263
Defining Expense Details..................................................................................266
Analyzing Costs................................................................................................268

Performing Top-Down Estimation.................................................271

Performing Top-down Estimation.....................................................................272
Applying Saved Top-Down Estimates To a Project..........................................276

vi Table of Contents

Primavera - Project Management

Part 4: Updating and Managing the Schedule

Managing Baselines.........................................................................281

Creating and Maintaining Baselines.................................................................282
Assigning Baselines to Projects........................................................................286
Comparing Current and Baseline Schedules.....................................................288
Updating Baselines...........................................................................................290

Updating, Scheduling, and Leveling...............................................295

The Update Process...........................................................................................296
Choosing a Method of Updating.......................................................................298
Highlighting Activities for Updating................................................................302
Updating Progress for Spotlighted Activities...................................................304
Estimating Progress Automatically...................................................................306
Updating Using Timesheets..............................................................................309
Updating Activities Manually...........................................................................314
Interrupting Activity Progress...........................................................................320
Applying Actuals..............................................................................................322
Storing Period Performance (Past Period Actuals)...........................................324
Scheduling Projects...........................................................................................328
Leveling Resources...........................................................................................333
Recalculating Resource and Role Assignment Costs.......................................337
Managing Resource Assignments.....................................................................339

Summarizing Projects.....................................................................341

Setting Summarization Options........................................................................342
Summarizing Project Data................................................................................343

Project Issues and Thresholds........................................................351

Adding Issues....................................................................................................352
Assigning Tracking Layouts to Issues..............................................................356
Using the Issue Navigator.................................................................................357
Adding Thresholds............................................................................................358
Threshold Parameter Definitions......................................................................361
Monitoring Thresholds......................................................................................365
Assigning Tracking Layouts to Thresholds......................................................366

Managing Risks................................................................................367

Adding Risks.....................................................................................................368
Calculating Exposure Values............................................................................370
Calculating a Risk’s Impact..............................................................................371
Creating and Deleting Risk Types.....................................................................372
Customizing Risk Layouts................................................................................373

Table of Contents vii

Primavera - Project Management

Maintaining a Project’s Document Library..................................375

Viewing a Document Library and
Adding/Deleting Work Products and Documents............................................376
Specifying Document Location References......................................................378
Assigning Work Products and Documents........................................................379

Tracking Projects.............................................................................381

Creating Tracking Layouts................................................................................382
Working with Tracking Layouts.......................................................................385
Customizing Tracking Layouts.........................................................................386
Grouping, Sorting, and Filtering Data in Tracking Layouts.............................388

Comparing Projects with Schedule Comparison..........................391

Schedule Comparison Overview.......................................................................392
Comparing Projects/Baselines..........................................................................393
Comparison Data..............................................................................................400

Creating and Using Reflections......................................................407

Reflection Overview.........................................................................................408
Creating and Using Reflections........................................................................409
Reflection Guidelines........................................................................................413

Checking Projects In and Out.........................................................415

Managing Remote Projects...............................................................................416
Checking Out Projects......................................................................................417
Checking In Projects.........................................................................................419

Part 5: Customizing Projects

Working with Layouts.....................................................................425

Layout Types.....................................................................................................426
Creating, Opening, and Saving Layouts...........................................................432
Exporting and Importing Layouts.....................................................................433
Copying and Pasting Resource Spreadsheet Data to Microsoft Excel..............434

Grouping, Sorting, and Filtering Data...........................................435

Grouping Data...................................................................................................436
Sorting Data......................................................................................................440
Filtering Data....................................................................................................441

Customizing Layouts.......................................................................445

Modifying Columns..........................................................................................446
Adjusting the Timescale....................................................................................449
Formatting Gantt Charts....................................................................................452
Formatting Activity Network Layouts..............................................................460
Modifying Resource and Activity Usage Profile Settings................................464

viii Table of Contents

Primavera - Project Management

Customizing Reports.......................................................................473

Reports Overview..............................................................................................474
Opening Reports...............................................................................................475
Creating and Modifying Reports.......................................................................476
Using the Report Editor....................................................................................479
Adding Data Sources and Rows to Reports......................................................483
Adding Text Cells to Reports............................................................................487
Sorting Report Data Sources.............................................................................495
Customizing a Report with the Report Editor: an Example..............................496
Using Report Groups........................................................................................506
Setting Up Batch Reports..................................................................................507

Printing Layouts and Reports.........................................................509

Defining Page Settings......................................................................................510
Previewing Layouts and Reports.......................................................................514
Printing Layouts and Reports............................................................................515
Publishing Layouts and Reports in HTML Format...........................................517

Publishing a Project On the Web...................................................519

Project Web Site Overview...............................................................................520
Publishing a Project Web Site...........................................................................522
Customizing the Appearance of a Project Web Site.........................................524
Publishing Activity and Tracking Layouts........................................................525

Part 6: Importing and Exporting Data

Linking the Project Management
and Contract Manager Modules...................................................529

Linking the Project Management Module to Contract Manager......................530
Linking a Project Management Project to a Contract Manager Project...........532
Importing Contract Manager Data to a Project Management Module Project.534

Transferring Data to Other
Project Management Module Users..............................................537

Exporting Projects.............................................................................................538
Exporting Roles or Resources...........................................................................545
Importing Projects.............................................................................................547
Importing Roles or Resources...........................................................................567

Transferring Methodology Data.....................................................573

Exporting Methodologies..................................................................................574
Exporting Roles or Resources...........................................................................576
Importing Methodologies..................................................................................578
Importing Projects as Methodologies...............................................................583
Importing Roles or Resources...........................................................................588

Table of Contents ix

Primavera - Project Management

Transferring Data Using Microsoft Project Files..........................593

Exporting Projects.............................................................................................594
Exporting Resources.........................................................................................602
Importing Projects from Microsoft Project.......................................................607
Importing Resources from Microsoft Project...................................................618

Transferring Data Using Microsoft Excel Files.............................627

Exporting Project Data to Microsoft Excel.......................................................628
Updating Project Data in Microsoft Excel........................................................635
Importing Projects from Microsoft Excel.........................................................638

Transferring Data Between
P3 and the Project Management Module.....................................643

Exporting Projects to P3 3.x.............................................................................644
Importing P3 3.x Projects to the Project Management Module........................653

Transferring Data to Primavera Contractor Users......................681

Exporting Projects.............................................................................................682
Exporting Resources.........................................................................................685

Index..................................................................................................687

xi

Primavera’s Project Management module is

comprehensive, multiproject planning and

control software, built on SQL, Oracle, and

SQL Server Express server databases for

enterprise-wide project management

scalability. The module can stand alone for

project and resource management, or it can

be used with companion Primavera products

to manage your project portfolios.

In this preface:

Primavera Products

Using Documentation and Help

Where to Get Support

Preface

xii Preface

Primavera - Project Management

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