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1 Professional and Optional Client 3 day training course
PMI REP No 3001 – Course Number PP6
IMPORTANT POINTS FOR INSTRUCTOR
See notes below.
Evacuation Facilities, timings and meals Mobile phones & Emails Introductions:
Your name, The types of projects you are involved in, Your experience in scheduling software and What you seek from this course What version of P6 does your company use
Course attendance sheet, Course conduct.
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Day 1 Modules 1 - Introduction 2 - Creating a Project Plan 3 - Starting Up and Navigation 4 - Creating a New Project 5 - Defining Calendars 6 - Creating a Primavera Project WBS 7 - Adding Activities and Organizing Under the WBS 8 - Formatting the Display 9 - Adding Relationships 10 - Activity Network View 11 - Constraints
Day 2 Modules 12 - Group, Sort and Layouts 13 - Filters 14 - Printing and Reports 15 - Scheduling Options and Setting a Baseline 16 - Updating an Unresourced Schedule 17 - User and Administration Preferences and Scheduling Options 18 - Creating Roles and Resources 19 - Assigning Roles, Resources and Expenses 20 - Resource Optimization
1 – INTRODUCTION SUMMARY
1.1 - Purpose of the Course 1.2 - Required Background Knowledge 1.3 - Purpose of Planning 1.4 - Project Planning Metrics 1.5 - Planning Cycle 1.6 - Levels of Planning 1.7 - Monitoring and Controlling a Project
2 - CREATING A PROJECT PLAN
2.1 - Understanding Planning and Scheduling Software 2.2 - Enterprise Project Management 2.3 - Understanding Your Project 2.4 - Level 1 – Planning Without Resources 2.5 - Level 2 – Monitoring Progress Without Resources 2.6 - Level 3 – Scheduling With Resources, Roles and Budgets 2.7 - Level 4 – Monitoring and Controlling a Resourced Schedule
2.1 - Understanding Planning and Scheduling Software
Record the WBS- the deliverables Break the deliverables into activities Assign durations, constraints, predecessors & successors to activities Calculate the start and finish dates Assign resources and/or costs to activities Optimize the project plan Set Baselines to compare progress Approve work Record the actual progress Compare progress against the original plan Amend the plan for scope changes etc, and Produce management reports.
Understanding Planning and Scheduling Software
There are four levels in which planning and scheduling software may be used. Planning Controlling LEVEL 2 Tracking progress without Resources LEVEL 4 Tracking progress with Resources
Without Resources With Resources
LEVEL 1 Planning without Resources LEVEL 3 Planning with Resources
2.2 - Enterprise Project Management
Primavera is an Enterprise Project Management software package that allows many projects to be managed in one database, These projects may be summarized under a hierarchical structure titled the Enterprise Project Structure (EPS), This function is similar to summarizing activities of a project under a Work Breakdown Structure (WBS).
2.3 - Understanding Your Project
Before you start the process of creating a project schedule in Primavera, it is important to: Develop an understanding of the project and how it will be executed, which should result in the development a project delivery methodology statement Create a robust WBS Consider conducting a Stakeholder Analysis Conduct a Risk Analysis.
Page 41 Page 42 7 . thus calculating 5 days Negative Float. .4. To correctly model the impact of events outside the logical sequence. The picture shows a project with a Project Finish date on Friday 26 September developing 5 days Total Float.4. This picture shows a Finish Date On or Before constraint assigned 4 days earlier than the calculated finish date Thus Negative Float is created.4.12 Constraints N9 Constraint Types There are two types of constraints: Project Constraints which includes the Project Start Date and Project Finish Date.2. and Activity Constraints. . representing the amount of time that needs to be caught up This is more commonly known as a Late Finish constraint. A constraint would be imposed to specific dates such as: The availability of a facility to allow work to commence. Activity Constraints .13 Project Constraints When a Project Finish Date constraint is assigned then Total Float is calculated to this date. Page 39 Page 40 2. 2. Page 37 Page 38 2.4.14 Activity Constraints An activity will no longer start on the Data Date when a Start On or After constraint is assigned This is more commonly known as an Early Start constraint. the two most common are Start On or After (Early Start) and Finish On or Before (Late Finish).13 Project Constraints The picture shows a schedule with a Project Finish date of Friday 12 . or The predetermined time a project must be complete by Constraints should be cross-referenced to the supporting documentation such as contract documentation Milestone Dates. you may use constraints. This is earlier than the calculated finish date.
3 .Opening One or More Projects Select one or more projects and right click or Ctrl + O or Select File Open then select one or more projects Page 55 Page 56 3.Opening a Portfolio Enterprise.4 .3.Displaying the Activities Window Select Project. Activities or Click on the icon Projects and Activities Tabs Bottom Pane Details Tabs 3. Project Portfolios Adding Projects to the Portfolio Opening the Portfolio Page 57 Page 58 3.6 .2 .5 .Top and Bottom Panes of Windows Displaying and Hiding Top and Bottom Panes Customizing the Project Details 3.7 .The Projects Window Enterprise Project Structure & EPS Nodes Projects Project Columns Project Gantt Chart 3.User Interface Update Customizable Toolbars Displaying Toolbars Customizing Tollbars Customizing Menus Page 59 Page 60 10 .
15 . Page 77 Page 78 13 .Creating a Blank Project Select File.Send Project 3.Closing Down 3. Page 73 Page 74 4 . Select Edit.Saving Additional Project and EPS Information Notebook Topics 4. Information Required: EPS Node Project Id Planned Start date (Optional Must Finish By date) Responsible Manager (OBS) Resource Rate Type Page 75 Page 76 4.Workshop 1 .17 .Setting Up a New Project 4.STARTING UP AND NAVIGATION SUMMARY 3.Creating Your Project 4. Select File.Copy an Existing Project 4. You may be required to import a project that has been created in another program supplied by someone from within or outside your organization.4 .13 .Project Dates 4.Creating a Blank Project 4.Do Not Ask Me About This Again 3.2 . Copy or Ctrl C. Primavera is equipped with a set of tools for importing projects from other sources. Paste or Ctrl V Select options as required: 4.CREATING A NEW PROJECT 4. Note: Your windows may look different from the one used in this publication which uses a demonstration database provided by Oracle Primavera.18 .12 .6 .7 .16 .Accessing Help 3.Navigating Around the Windows To become familiar with Primavera you will open your database and navigate around the windows.11 .3 .2 .5 .Commit Changes – F10 Key 3. Edit.14 .Right-clicking with the Mouse 3.Application of Options within Forms 3..19 .Importing a Project Different Versions of Primavera run on different databases including Oracle and Microsoft databases. Import… to open a wizard that will guide you through the process of importing projects into your schedule.Importing a Project 4.1 .1 . Primavera will not open a standalone project file. New to run the Create New Project Wizard.Copy an Existing Project Select project or projects to be copied.3 .Workshop 2 .3 .Refresh Data – F5 Key 3. Select EPS Node to be copied to.
6 . a five-day duration activity that starts at the start of the workday on a Wednesday. Page 85 Page 86 5 .. Copy.Database Default Calendar 5. Controls the This set the on Working time displayed for all project and all Views: Page 90 15 .Database Default Calendar Database Default Calendar is selected in the Enterprise.Accessing Global and Project Calendars 5.Editing Calendar Working Days 5.3 . WBS and Other Summary Durations 5. Rename and Delete a Calendar 5.Calendars for Calculating Project.5 .9 .11 . 5 .1 . Resource – There are now two types of resource calendars: Personal. Weeks or Months 5.7 .12 .7 . you have been advised that the RFQ will be available on 02 December 2013 at 8:00hrs (8:00am) and you will be required to submit 3 bound copies of the proposal before 27 January 2014 at 16:00hrs (4:00pm).2 . new to Primavera Version 8.Shared Resource Calendar 5.Move.The Project Default Project Calendar 5. These may only be created for a project when that project is open.Creating Your Project Background You are an employee of Wilson International and are responsible for planning the Bid preparation required to ensure that a response to an RFQ (Request For Quote) from OzBuild Pty Ltd is submitted on time. 5 Calendars The finish date (and time) of an activity is calculated from the start date (and time) plus the duration over the calendar associated with the activity. and Shared. Therefore.10 .Workshop 3 – Maintaining the Calendars. Calendars… form.Calculation of Activity Durations in Days.1.DEFINING CALENDARS 5.. While short-listed. Page 89 5. which in turn may be assigned to an activity in any project.Adjusting Calendar Working Hours Continued.Tips for Mixed Calendar Schedules 5.4 .8 .Workshop 2 .1 . Project – These calendars are only available to the projects they are created in.DEFINING CALENDARS 5.4. A Shared Resource calendar may be assigned to one or more Resources. Page 87 Page 88 Calendars Categories Primavera has three categories for calendars: Global – These calendars are available to all Projects and Resources.Creating a New Global or Project Calendar 5.13 . and is associated with a five-day workweek calendar (with Saturday and Sunday as non-work days) will finish at the end of the workday on the following Tuesday.Inherit Holidays and Exceptions from a Global Calendar 5. which is the same as the earlier Resource calendar: A Personal calendar is created for a specific individual resource.
or Select the Edit menu command. Settings tab.4 .Opening and Navigating the WBS Window To view. or Use the icons from the Edit Toolbar The icons in the Top Layout toolbar enable different views of the WBS.Work Breakdown Structure Lower Pane Details General Tab WBS Code WBS Name Responsible Manager Anticipated Dates Status Each individual project WBS Node separator is defined in the Projects Window. The predominant method in P3 and SureTrak is the matrix format using Activity Codes.N19 N20 Project Breakdown Structures There are two types of Project Breakdown Structures that may be utilised to programme a project: Hierarchical and Matrix Either or both may be used in the one programme. Budget Log. 6.WBS Node Separator The Default WBS Node Separator is assigned in Admin. and Spending Plan WBS Milestones Earned Value WPs & Docs Planning Resources. Simple Examples of WBS Structures The WBS for three buildings on one site may look like the pictures below: In which situations would each example be applicable? Page 109 Page 110 6. General tab.1 . Page 111 Page 112 6. WBS or by clicking on the WBS icon on the Project Toolbar. Project Details form. edit. or create a WBS structure: The project must be open. Admin Preferences….2 . Use the icons on the Move Toolbar to put the WBS Nodes at the right level or to reorder them.3 . This overrides the default set in the Admin Preferences form. Notebook Budget Summary. The WBS Window is displayed by selecting Project.Creating and Deleting a WBS Node To create or delete a WBS Node: Open the WBS Window Select a WBS Code or Name and: Right-click to display the menu. Page 113 Page 114 19 . The predominate method in Primavera Project Manager is the WBS function and this is a Hierarchical structure. General tab: 6.
1.7 . This topic will be covered in detail in the Assigning Roles and Resources Expenses chapter.Activity Types & Milestones Finish Milestone Level of Effort Resource Dependent Start Milestone Task Dependent WBS Summary 7. These defaults are set in the Defaults tab of the Project Details form: The limit for activity names is 120 characters.1 . Adequate activity descriptions always have a verb-noun structure to them.ADDING ACTIVITIES AND ORGANIZING UNDER THE WBS Activities should be well-defined.4 . If you do not plan to add resources to Activities. Page 121 Page 122 7. Duration %Complete.New Activity Defaults After creating a new project and before adding activities it is important to set the defaults settings. 7. Activity descriptions containing only nouns such as “Bid Document” have confusing meanings. measurable pieces of work with a measurable outcome.1. then you do not need to assign a Duration Type and it may be left as the default.2 . and Units % Complete. Page 123 Page 124 7. They may also be organized under other coding structures such as Activity Codes or User Defined Fields. which is linked to activities durations. which is independent of activity resources and durations. which is linked to resources Units.3 .Percent Complete Type Activity % Complete.1. The following options are available: Fixed Units Fixed Duration and Units/Time Fixed Units/Time Fixed Duration & Units 7. which may be linked to one only of the three following % Complete fields and is always linked to the % Complete displayed in the bars: Physical % Complete.Cost Account This selects the default Cost Account for all new Resources and Expenses and is blank by default.1 . When activities are created: They are normally added under a WBS Node. Page 125 Page 126 21 .Duration Type None of the Duration Type options affects how the schedule calculates until one or more resource is assigned to an Activity.1. but try to keep activity descriptions meaningful yet short and concise so they are easier to print.
There are many functions that will erase the Undo memory such as scheduling. summarizing. To sort Activities: Highlighting a column title and clicking with the mouse View.Reordering or Sorting Activities The sort order of activities within a band is set by an order from one or more columns and you may not drag activities up or down the schedule in the same way as other products. and Click the sort icon. opening a project.Copying Activities 7. Resource Assignments.13 .6 . Page 139 Page 140 7.Spell Check.8 .10 .New Activity Defaults 7. open the Spell Check form by: Select Edit. N22 Page 141 Page 142 7 .0 introduced a multiple Undo function that operates on Resources.Summarizing Activities Using WBS Double-click any WBS band description Select View. Right-click and select Expand All or Collapse All from the menu.3 . Group and Sort by: Click on the Grouping icon.Assigning Calendars to Activities Page 143 7 .12 .14 .Activity Information – Bottom Layout 7.Renumbering Activity IDs 7. 7.Assigning Activities to a WBS Node 7.Finding the Bars in the Gantt Chart 7. Expand All or View.9 .1 .ADDING ACTIVITIES AND ORGANIZING UNDER THE WBS SUMMARY 7.5 .Spell Check To spell check a project.2 . importing. but no Redo function.15 .15 . opening Code forms.ADDING ACTIVITIES AND ORGANIZING UNDER THE WBS SUMMARY 7.button the the right of the WBS Node description to expand or collapse the WBS Node.Summarizing Activities Using WBS 7.4 . 7.7 .7.Elapsed Durations 7. opening User and Admin Preferences and closing the application. Continued… Page 144 24 .Undo 7. or Hit the F7 key.11 .14 .Reordering or Sorting Activities 7.Adding New Activities 7. Collapse All from the menu.Undo Primavera Version 5.12 . and Activities windows.13 .Default Activity Duration 7.Copying Activities from other Programs 7. Click on the + or . Spell Check.
N24 Baseline Bar Display A Baseline Bar is displayed when a Baseline has not been set. Move the Baseline bars to the bottom of the Bars form: Page 157 Page 158 N23 Remaining Level of Effort and Actual Remaining Level of Effort bars.. Now if you display the Current Bar Labels bar then text will be displayed on all bars and when this bar is hidden then all text will be removed from bars. if you are not using these then delete these bars: Page 159 Page 160 Text on Bars There is text on many bars and it is difficult to add or remove text from bars with the current configuration. You should check both these bars so they are always displayed. this will need to be added. The Project Baseline and Primary Baseline bars are both narrow yellow bars... and Change the descriptions so they make sense. It is suggested that text is removed from all bars. There are no Secondary Baseline or Tertiary Baseline Milestones. Page 161 Page 162 27 . Relationships displayed on Baseline Bars. thus making it simpler to add or remove Bar text. The change the Baseline Milestone colors to match. Change to shape so one may be seen behind the other. except from the Current Bar Labels bar. This is how the bars from could look: This is done by: Clicking on the Bar Labels tab at the bottom. Clicking on one bar at a time and using the Delete button at the bottom (NOT SIDE) of the screen to delete the text line. By default the relationships are displayed on the Baseline bar which is not a normal method of displaying them... Change the Current Bar Labels bar filter to read All Activities.. The activity bar will disappear when these Activity Types are used then. Ensure you have a Baseline set before displaying a Baseline Bar. Baseline Bars After you have moved all the baseline bars to the bottom: There is no Project Baseline Milestone. To remove relationships on the Baseline bar. Formatting Bars Issues. the same as the Negative Float. see next slide.. The Planned Dates are being displayed as the Baseline Bar... It is suggested you make them a different color and put them as thicker bars on the top and bottom of row 2.
Workshop 7 – Adding the Relationships You have determined the logical sequence of activities.1 .9 . Editing and Deleting Relationships 10.Viewing a Project Using the Activity Network View To view your project in the Network View either: Click on the Top Layout toolbar button.ACTIVITY NETWORK VIEW 10. The formatting affects both the Trace Logic and Activity Network Window formatting for the layout that is being formatted: Select View. Deleting and Dissolving Activities in the Activity Network View 10.Formatting the Activity Boxes 10.9. Late Date and Float Calculations 10. displays activities as boxes connected by the relationship lines: 10. 10.Early Date. so you may now create the relationships 10 . Activity Network Options…. Show on Top.Adding.6 .Formatting the Activity Boxes Activity Boxes may be formatted from the Activity Network Options form. Page 189 Page 190 10. Activity Network. or Select View.Saving and Opening Activity network Positions 10.or Right-click in the PERT area and select Activity Network Options….1 .7 .3 .2 . or Using the Activity Details form.4 .Viewing a Project Using the Activity Network View 10. Page 191 Page 192 32 .5 .Adding. Activity Network.2 . Deleting and Dissolving Activities in the Activity Network View This is done in the same way as in the Gantt Chart either: Graphically Adding a Relationship.Adding.Reorganizing the Activity Network 10.Scheduling Calculations and Activity Network View Page 187 Page 188 Activity Network View The Activity Network.4 . also known as the PERT View.Workshop 8 .8 .
but may develop Negative Float. Two constraints are permitted against each activity. Start On or Before more commonly called an Late Start constraint and affects the activities Late Start date. or Typing in a Start Date. As Late as Possible consumes Free Float and sets the Early and Late date to be as late as possible but without delaying successor activities and does not develop Total Float. Mandatory Finish sets the Early and Late Finish dates and prevents float from travelling through the constraint.2 .Activity Notebook Page 209 Page 210 35 .Assigning Constraints 11. Dates tab to ensure the constraint time is compatible with the activity calendar.Activity Constraint Types Other Constraint Types: Start On initially sets the Early and Late Start to the constraint date and therefore has no Total Float. including the reasons associated for establishing a constraint.Project Must Finish By Date 11. and The Web tool for the Optional Client. which enables Notes to be assigned to Notebook Topics and has some word processing-type formatting functions.3 .3 . Page 207 11.Assigning Constraints When setting constraints sometimes the constraint time will not be set at the start or finish of the activity calendar but set at 00:00 or some other irrelevant time. Page 206 11. Constraints may be set by: Using the Activity Details form.Project Must Finish By Date An absolute finish date may be imposed on the project using the Project Window. but may develop Negative Float. Therefore when setting constraints you should always display the time by selecting Edit. Notebook Topics are created by Selecting Admin..2 . Finish On and initially sets the Early and Late Finish to the constraint date and therefore has no Total Float.1 .Activity Notebook It is often important to note why constraints have been set. Dates tab: Page 208 11. Admin Categories… in the Professional Version. Primavera has functions that enable you to note information associated with an activity. or Using Columns.1 . Finish On or After more commonly called an Early Finish constraint and affects the activities Early Finish date calculation. User Preferences …. The Activity Details form has a Notebook tab. 11 – CONSTRAINTS SUMMARY 11. plus an Expected Finish Date. Continued…. Expected Finish calculates the Remaining Duration of an activity and requires the check box in the Scheduling Options form to be check before it operates. Page 205 Activity Constraint Types Continued Other Constraint Types continued: Mandatory Start sets the Early and Late Start dates and prevents float from travelling through the constraint.
which is not logical With this option the remaining duration of an inprogress activity is calculated after the activity with actuals: Retained Logic Progress Override Actual Dates Page 265 Page 266 Calculate start-to-start lag from: Scheduling Option Define critical activities as Total Float less than or equal to set to zero The successor of an activity with a Start-to-Start and positive lag would start after the lag has expired. The relationship is not a driving relationship and DOES NOT form part of the critical path in the example following. Page 269 Page 270 45 . and the unworked portion of the activity (the Remaining Duration) continues before the predecessor has finished. The Actual Start gives a less conservative schedule: Total Float less than or equal to 1 day or Longest Path would result in the picture below: The Early Start gives a more conservative schedule: Longest path recommended for projects with multiple calendars.Progress Override In the following example. The predecessor in the following example has float: Actual Dates This function operates when there is an activity with Actual Dates in the future. Page 267 Page 268 Calculate float based on finish date of New to Primavera Version 6.2: Each project Opened projects Compute Total Float as There are three options for the calculation of float on WBS and LOE activities: Start Float = Late Start – Early Start Finish Float = Late Finish – Early Finish Smallest of Start Float and Finish Float Note: It can be seen from the pictures above that the Total Float bar only displays the Finish Float. When the predecessor commences out of sequence the lag may be calculated from the predecessor calculated Early Start or the Actual start. the Finish-to-Start relationship between the predecessor and successor is disregarded.
2 .7 . User Preferences to open the User Preference form Page 291 Page 292 17.Admin Preferences 17.UPDATING AN UNRESOURCED SCHEDULE SUMMARY 16.Progress Spotlight and Update Progress 16.Workshop 14 – Progressing and Baseline Comparison At the end of the first week you have to update the schedule and report progress and slippage.4 .8 .1 .Updating the Schedule 16.Corrective Action 16.2 .16 .Scheduling the Project 16.User Preferences We will go through the User Preferences form tabs.2 .3 .Practical Methods of Recording Progress 16.9 .Progress Line Display on the Gantt Chart 16.10 .11 .USER AND ADMINISTRATION PREFERENCES AND SCHEDULING OPTIONS 17. User Preferences to open the User Preference form.1 .Comparing Progress with Baseline 16.3 .Understanding the Concepts 16.1 .User Preferences 17.Miscellaneous Defaults 17.4 .5 . Select Admin and we will cover Security & Access Page 293 Page 294 49 .Admin Menu Select Admin and we will cover Security & Access User Preferences and Admin Menu Select Edit.Check List for Updating a Schedule Page 289 16. Page 290 17 .Suspend and Resume 16.Admin Menu 17.6 . Select Edit.
Drive activity dates by default When it is switched ON the resource durations are linked to the activity duration: Page 317 Page 318 53 .2 . the Resource Rate may be changed using the Rate Type field in the Resources tab of the Activities Workspace. if it has been implemented: Page 313 Page 314 Project Workspace Resources Tab Assignment Defaults: Project Workspace . see next slide.19.Project Window Resource Preferences We will look at the settings applicable to assigning resources: Resources tab. This sets the defaults for the Timesheet. There are five Resource Rates available in Primavera. One rate may be set as a project default. Then the resource will be scheduled outside an activity duration. After assignment to an activity.2 and earlier). Page 315 Page 316 Drive activity dates by default When this option is switched OFF it is possible for a resource to calculate outside the activity duration.Resources Tab Drive activity dates by default This allows the Activity Original Duration to be unlinked from the Resource Assignment Duration. Understanding Resource Option to Drive Activity Dates and Calculations tab Project Workspace Resources Tab Progress Reporter (Timesheets in P6.
Resources Optimization Page 337 Page 338 RESOURCE OPTIMIZATION The schedule may be resource optimized to: Reduce peaks and smooth the resource requirements.Copying and Pasting into Excel 20. To remove the “*” at the end of a date you must use the syntax of “~” in the Find and Replace command as a “*” on its own will replace all the data in the spreadsheet.6 . it is better to use the Display Activities Resources in the bottom LHS of the window.9 .4 .3 . A time-phased view that may be grouped by Resource. Dates that are pasted with an “A” at the end may be removed with the Excel command of Find and Replace.Copying & Pasting into Excel The following data may be copied and pasted into Excel: Activity data from the Activities Window Activity Usage Spreadsheet Tables in the Tracking Window Resource Assignments Window The Resource Assignments Window has some functions that are very useful especially when you wish to copy and paste data into Excel.12 . or Reduce demand to an available cash flow when a project is financed on income.1 .2 .1 .11 .Resource Shifts – Not covered 20 .Guidelines for Leveling 20. or Reduce resource demand to the available number of resources.Resource Leveling 20. 20. Page 339 Page 340 20.Resource Leveling Function 20.What to Look for if Resources Are Not Leveling 20. You may need to put a space before the “A” so you do not lose the “A” in front of August.20 .5 .7 .10 .Resource Curves 20. thus reducing the mobilization and demobilization costs.Workshop 17 .Resource Assignments Window 20.3 .2 .Methods of Resolving Resource Peaks & Conflicts 20.RESOURCE OPTIMIZATION 20.RESOURCE OPTIMIZATION 20.Leveling Examples – Not covered 20.Reviewing Resource Loading We will work together and display the following together: Activity Usage Spreadsheet Activity Usage Profile Resource Usage Spreadsheet Resource Usage Profile Assignments Window NOTE: Remember Resource filters must be Resource “Contains”. or to reduce the demand for site facilities.Other Tools for Histograms and Tables 20.Resource Assignments Window 20. Page 341 Page 342 57 .8 . Role.Reviewing Resource Loading 20.13 . or Activity and allows the display of: Cumulative and Period totals Cost and/or Units of all Resource Types You should be aware of the following issues: The User Preferences need to be in the right format.
Budget Units and Costs This slide will demonstrate what Unit and Cost is displayed as Baseline data: Understanding Baseline Dates. This slide will demonstrate what Unit and Cost is displayed as Baseline data: The next slide will the options of Budget and At Completion Values: Page 361 Page 362 Understanding Baseline Dates.Planned Dates Issues .recap The Planned Dates will be displayed as the Baseline Bars when the the Admin. Earned Value tab is set to Budget values with planned dates. Budget Units and Costs This slide will demonstrate what Unit and Cost is displayed as Baseline data: Understanding Baseline Dates. Budget Units and Costs This slide will demonstrate what Unit and Cost is displayed as Baseline data: Page 363 Page 364 Understanding Baseline Dates. Budget Units and Costs This slide will demonstrate what Unit and Cost is displayed as Baseline data: Page 365 Page 366 61 . Admin Understanding Baseline Dates. Budget Units and Costs Preferences….
Activity Codes 22. Primavera has a predefined field for this breakdown structure.Owner Activity Attribute 22.User Defined Fields The fields are assigned a Data Type from the following list: Text – maximum of 255 characters Start Date and Finish Date – which may be used to create bars Cost Indicator Integer.1 .Understanding Project Breakdown Structures A Project Breakdown Structure represents a hierarchical breakdown of a project into logical functional elements.2 . Some organizations have highly organized and disciplined structures with “rules” for creating and coding the elements of the structure.1 . also known as Cost Breakdown Structure. Page 389 Page 390 65 . shows the hierarchical management structure of a project.5 .8 .Workshop 19 .OTHER METHODS OF ORGANIZING PROJECT DATA 22. Code of Accounts. a System Engineering method of breaking down a complex system into elements. Project Activity Codes that may only be created when a project is opened and applied only to the project they were created for. Often this contains costs that are not included in a schedule. The following slides are examples of such structures: Page 385 Page 386 Understanding Project Breakdown Structures WBS COA Work Breakdown Structure.2 . Contract Breakdown Structure.2 .3 . Activity Codes: Have to exist before they are assigned to an activity. a PRINCE2 term used for the breakdown of project deliverables under two headings of Project Management and Specialists products.6 . such as insurances and overheads.Activity Codes There are three types of Activity Codes: Global Activity Codes that may be created at any time and applied to any project. OBS CBS SBS PBS Page 387 Page 388 22.Activity Codes and User Defined Fields (UDF) 22. shows the breakdown of contracts into elements.3 .7 . breaks down the project into the elements of work required to deliver a project.Activity Codes Activity Codes have two components: Code Value Description 22. EPS which are created for projects associated with one EPS Node and may only be assigned to project activities that are associated with that EPS Node. System Breakdown Structure.User Defined Fields 22. The WBS would in this situation represent part of the COA. 22. Organization Breakdown Structure.4 .22 . Have to exist before they may be imported using Excel. Are imported when a project is imported and may populate your database with unwanted codes.Resource Codes 22. Product Breakdown Structure. May be created “On The Fly” from the Assign Activity Code form.Cost Accounts 22.Understanding Project Breakdown Structures 22.WBS Category or Project Phase 22. Some clients also impose a WBS code on a contractor for reporting and/or claiming payments.
Job Services 24.Project Portfolios 24.a.Global Change Functions There are some functions that may be used with Global Change in the Parameter/Value field under Then and Else: Global Change Function DayOfWeek (Parameter) LeftString (Parameter. which is the "&" character. By default more than one person may open a project.10 .Filtering.Users. When multiple projects are opened together and each project may have different Scheduling Options. Page 413 Page 414 69 .*) RightString (Parameter.Global Change We wish to copy the current update information to the User Definable Fields created in the previous workshop. Calculations tab.*) SubString (Parameter. Calendar form. with access rights.11 .3 .2 .4 . It is possible to have two Currencies with the same symbol. Update the Remaining Duration from a Step Percent Complete by setting the Duration Percent Complete equal to the Physical Percent Complete.MANAGING THE ENTERPRISE ENVIRONMENT 24.11 . Users with different Units Format in their User Preferences will display different values for their units values.Organizational Breakdown Structure – OBS 24.More Advanced Examples of Global Change Global Changes may be used for the following purposes: Add a middle character in an Activity ID or other field by using two User Defined fields and the Concatenation operator.b) Function Operation Selects the weekday number of the date.9 . Page 409 Page 410 23.Enterprise Project Structure (EPS) 24.5 . Add a prefix to an Activity ID. Selects * of characters from the start of a field. To set the Planned Dates to equal the Start and Finish dates before applying Progress Spotlight so Actual dates are not changed by Progress Spotlight.6 .1 . Ensure that you check the Assignment Staffing setting in the User Preferences.7 . 24 .Multiple User Data Display Issues 24. Security Profiles and Organizational Breakdown Structure ! 24.8 . 23. leading to different values being displayed by different users.12 . From character “a” selects “b” number of characters.23. User Baselines are not Project Baselines.Workshop 20 .1 .9 .MANAGING THE ENTERPRISE ENVIRONMENT 24.Multiple User Data Display Issues The following issues MUST be managed by the Database Administrator and have been covered in this publication in other sections: Any user.Project Durations in the Project Window Page 411 Page 412 24 . Selects * of characters from the end of a field. may reset the database Default Calendar in the Enterprise.Why Are Some Data Fields Gray and Cannot Be Edited? 24. Replace a resource with another.Tracking Window 24. Grouping and Sorting Projects in the Projects Window 24.Project Codes 24.Summarizing Projects 24.10 . Edit the Activity Name using Global Change Functions.
7 .6 . As the changes made are required to be kept may be incorporated into the original project and those not required may be ignored.5 .Notes and/or restrictions on Export 26. The software creates Ghost relationships and External Dates. This is because there is a risk that neither the Baseline nor Current projects would calculate correctly once Multiple Project Baselines are restored.7 .25.8 .Setting Baselines for Multiple Projects When multiple Projects are Baselined in P6 Version the end result is not desirable.Reflection Projects A Reflection is a “What-if” copy of a project that may be edited and then merged back into the original project.Project Import and Export 26. Page 435 Page 436 26 . Therefore if you wish your baseline projects to maintain the relationships to other baselined projects that are baselined at the same time but not to the current project when it was baselined then you must: Open the Projects Window.Excel Import and Export Tool 26.Reflection Projects 26.Restoring Baselines for Multiple Projects The process identified in the previous page results in one interesting issue when Baseline projects are restored. Page 437 Page 438 73 . Then set the baselines using the Convert another project to a new baseline of the current project.Notes and Restrictions on Import 26.3 . Multiple Project Baseline P6 Ver 8. Copy the multiple projects in this view.Check In and Check Out 26.Audit Trail Columns 26.UTILITIES 26.Advanced Scheduling Options 26.1 .9 .1 Page 433 Page 434 Multiple Project Baseline P6 Ver 7 25. Relationships are created between both the original projects and the Baselined projects.4 .6 .1 .2 . both of which must be avoided at all costs.Timescaled Logic Diagrams 26.
3 .8 .Advanced Scheduling Options This option enables individual critical paths to be banded as in the following picture and is useful when analyzing larger projects that have more than one critical path. This is similar to Grouping by Total Float but this function numbers the Paths and each: 26. 26.Project Import and Export The instructor will go through the notes in the book. and Assigned Date.Audit Trail Columns There are 6 audit trail fields: Added By – the user who added the activity. Page 441 Page 442 26. Modified Date – the date the activity was last modified. and Expenses.XML) MPX (*.Notes and/or restrictions on Export The instructor will go through the notes in the book.26. Page 443 Page 444 74 .2 . 26.4 .6 .mpp) Project (*.Excel Import and Export Tool Primavera has a built-in tool for importing to and exporting from Excel the following data when the user is assigned a Superuser security profile: Activities Relationships Resources Resources Assignments. Added Date – the date the activity was added. Modified By – the user who last modified the activity. Assigned by. Page 439 Page 440 26.7 .Project Import and Export Project data may be imported and exported from and to the following formats: XER Project (*.mpx) Primavera Project Planner P3 and SureTrak files saved in P3 format Primavera PM – (XML).
Complete Feedback Sheet.1 for an example of External date. External Dates are created where there are inter-project relationships in the source database. Have we met your expectations? Page 446 TCC0205-TRG-TM-SP10\A2 Database Cleanup at end of course.26. You should always check for External Dates when importing a project.2. See paragraph 15. if required: Please could you delete all: User Filters User Layouts The resources created but NOT your Resource node Your projects.9 . Page 445 Review Expectations Any questions. On import to another database. Thank you for attending 448 Page 447 Page 448 75 . worked on in a remote location such as a client’s database. and then be checked in to the original database at a later date and the original schedule updated with the changes.Check In and Check Out Check In and Check Out function enables a project to be copied from a database. These External Dates act like Early Start and Late Finish constraints and will affect the schedule calculation.