P6EPPM83 AdvancedSG

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D82332
June 2013
Edition 1.0
D81555GC10
Student Guide
Primavera P6 Advanced Rel 8.3
Oracle University and Collaboration Management and Control Solution FZ LLC use only
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CONTENTS
Lesson 1: Creating Resource Teams.........................................................1
Resource Teams ............................................................................................2
Benefits of Resource Teams..........................................................................3
Overview: Creating Resource Teams ..............................................................4
Creating a Resource Team ............................................................................5
Assigning Team Members ............................................................................6
Viewing the Resource Team Summary Portlet .............................................7
Viewing Resource Allocation .......................................................................8
E-Mailing the Resource Team ......................................................................9
Lesson Review ............................................................................................10
Lesson 2: Creating Role Teams ..............................................................11
Role Team ...................................................................................................12
Overview: Creating Role Teams ...................................................................13
Creating a Role Team .................................................................................14
Selecting Roles for the Team ......................................................................15
Viewing the Open Requests for Resources Portlet .....................................16
Viewing the Unstaffed Roles for a Project .................................................18
Lesson Review ............................................................................................19
Lesson 3: High-Level Resource Planning...............................................20
High-Level Resource Planning ...................................................................21
Overview: Assigning Resources and Roles...................................................22
Managing Data ............................................................................................23
Customizing the Spreadsheet ......................................................................25
Assigning a Resource ..................................................................................26
Assigning a Resource via Search ................................................................28
Cutting and Pasting .....................................................................................29
Assigning a Role .........................................................................................30
Overview: Managing and Entering Resource Allocation ...........................31
Entering Resource Allocation .....................................................................32
Typing Allocation in the Spreadsheet .........................................................33
Allocating by Percentage ............................................................................34
Committed and Non-Committed Assignments ...........................................35
Spreading Allocation by Date .....................................................................36
Splitting Resource Allocation .....................................................................39
Life of Project Assignment .........................................................................41
Planning Allocation on Other Pages ...........................................................43
Lesson Review ............................................................................................44
Lesson 4: Managing Allocation ...............................................................45
Analyzing Resource Allocation ..................................................................46
Overview: Managing Allocation in the Usage Tabs .....................................47
Using the Resource Team Summary Portlet ...............................................48
Using the Resource Usage Tab ...................................................................50
Using the Resource Usage Spreadsheet ......................................................51
Viewing Cost Data ......................................................................................53
Viewing Role Usage ...................................................................................55
Overview: Managing Allocation in the Resource Analysis Tab .................57
Using the Resource Analysis Tab ...............................................................58
Customizing Chart Data ..............................................................................59
Changing Chart Organization .....................................................................61
Filtering Data ..............................................................................................63
Changing Chart Types ................................................................................64
Overview: Managing Allocation on the Assignments Page ..........................65
Viewing the Assignments Page...................................................................66
Filtering Assignments and Identifying Overallocation ...............................68
Lesson Review ............................................................................................70
Lesson 5: Staffing Resource Requests ....................................................71
Resource Search ..........................................................................................72
Resource Search Example ...........................................................................73
Search Results .............................................................................................74
Overview: Resource Staffing Page ................................................................75
Using the Open Requests for Resources Portlet .........................................76
Viewing the Resource Staffing Page...........................................................77
Assigning Resources ...................................................................................78
Assigning a Resource Directly ......................................................................79
Overview: Resource Search Criteria Page ....................................................80
Using Resource Search ...............................................................................81
Lesson Review ............................................................................................84
Lesson 6: Resource Leveling ...................................................................85
Leveling Overview ......................................................................................86
Handling Resource Conflict ........................................................................87
Handling Resource Conflict (Before Resource Leveling) ..........................88
Handling Resource Conflict (After Resource Leveling) .............................89
Resource Leveling in P6 .............................................................................90
Leveling Rules in P6 ...................................................................................92
Leveling Priorities .......................................................................................93
Leveling a Tool - Not a Solution ................................................................94
Overview: Resource Leveling .......................................................................95
Viewing Resource Allocation .....................................................................96
Leveling a Resource ....................................................................................97
Leveling Based on Activity Priority .........................................................100
Lesson Review ..........................................................................................103
Case Study 1: Managing Resources ...........................................................104
Case Study Objectives ..............................................................................105
Lesson 7: Introduction to Portfolios .....................................................107
Portfolios ...................................................................................................108
Using Portfolios ........................................................................................109
User and Global Portfolios ........................................................................110
Manual Portfolios ......................................................................................111
Filtered Portfolios .....................................................................................112
Overview: Viewing the Portfolios Section ..................................................113
Opening Portfolios ....................................................................................115
Overview: Creating Portfolios .....................................................................116
Creating Portfolios Manually ....................................................................117
Creating Portfolios by Filter......................................................................118
Managing Portfolios ..................................................................................120

Lesson Review ..........................................................................................121
Lesson 8: Viewing Portfolio Information .............................................122
Return on Investment ................................................................................123
Gantt Chart ................................................................................................124
Overview: Viewing Return on Investment Data .........................................125
Viewing Return on Investment Data .........................................................126
Overview: Viewing Gantt Chart Information..............................................128
Viewing the Gantt Chart ...........................................................................129
Viewing Histogram Data ..........................................................................131
Viewing Spreadsheet Data ........................................................................132
Lesson Review ..........................................................................................133
Lesson 9: Earned Value Analysis and Portfolio Performance ...........134
Earned Value Analysis ..............................................................................135
Essential Performance Variables...............................................................136
Earned Value Analysis - Simplified Example ..........................................137
Planned Value ...........................................................................................138
Earned Value .............................................................................................139
Actual Cost ................................................................................................140
Summary of Performance Variables .........................................................141
Schedule Variance.....................................................................................142
Cost Variance ............................................................................................143
Variance vs. Performance Index ...............................................................144
Schedule Performance Index.....................................................................145
Cost Performance Index ............................................................................146
Earned Value Graph ..................................................................................147
Overview: Viewing Performance Status .....................................................148
Viewing Performance Thresholds .............................................................149
Viewing Performance Data .......................................................................150
Viewing WBS and Activity Information ..................................................151
Lesson Review ..........................................................................................152
Lesson 10: Analyzing Portfolios ..............................................................153
Analyzing Portfolios .................................................................................154
Bubble Chart .............................................................................................155
Waterline Analysis ....................................................................................156
Scenario .....................................................................................................157
Capacity Planning Chart ...........................................................................158
Overview: Using the Portfolio Analysis Page .............................................159
Viewing Portfolio Data .............................................................................160
Editing a Portfolio View ...........................................................................162
Creating a Portfolio View .........................................................................164
Using Waterline Analysis .........................................................................165
Creating Scenarios ....................................................................................167
Overview: Using the Capacity Planning Page.............................................168
Viewing the Capacity Planning Page ........................................................169
Viewing Role Allocation ..........................................................................171
Changing Forecast Dates ..........................................................................172
Analyzing Staffed vs. Unstaffed Assignments..........................................173
Lesson Review ..........................................................................................174
Lesson 11: Advanced Scheduling ............................................................175
Critical Path...............................................................................................176
Multiple Float Paths ..................................................................................177
Calendar Effect on Lag .............................................................................178
Overview: Using Advanced Scheduling Options ........................................179
Setting Multiple Float Path Scheduling Options.......................................180
Viewing Multiple Float Paths ...................................................................182
Viewing Multiple Float Paths in the Activity Network ............................183
Scheduling Progressed Activities..............................................................184
Using Retained Logic................................................................................186
Using Progress Override ...........................................................................187
Calendar Effect on Lag .............................................................................188
Assigning Lag to an Activity's Successor .................................................189
Scheduling the Project Using the Predecessor Activity Calendar ............190
Using the Successor Calendar ...................................................................191
Lesson Review ..........................................................................................192
Lesson 12: Managing Multiple Projects .................................................193
Benefits of Using Multiple Projects ..........................................................194
Overview: Managing Multiple Projects ......................................................195
Opening Dependent Projects .....................................................................196
Grouping Activities by Project..................................................................197
Scheduling Multiple Projects ....................................................................198
Lesson Review ..........................................................................................199

Case Study 2: Analyzing Portfolios ........................................................200

Case Study Objectives ..............................................................................201
Appendix A: Managing Project Risks ...................................................202
Risks ..........................................................................................................203
Risk Enterprise Data .................................................................................204
Risk Categories .........................................................................................205
Risk Thresholds.........................................................................................206
Risk Scoring Matrices ...............................................................................207
Risk User Defined Fields ..........................................................................208
Risk Response Planning ............................................................................209
Risk Register .............................................................................................210
Overview: Managing Project Risks .............................................................211
Creating a Risk ..........................................................................................212
Computing a Risk Score ...........................................................................214
Mapping Risks to Activities ......................................................................216
Viewing and Assigning Risks on the Activities Page ...............................217
Creating a Risk Response Plan .................................................................218
Adding Response Actions to a Risk Response Plan .................................220
Adding Thresholds and Costs to Risk Response Actions .........................221
Viewing Risks on the Project Workspace .................................................223
Lesson Review ..........................................................................................224
Appendix B:Managing Project Issues ...................................................225
Issues .........................................................................................................226
Issue Forms ...............................................................................................227
Overview: Managing Project Issues ............................................................228

Viewing Project Issues ..............................................................................229
Creating an Issue .......................................................................................230
Grouping Issues.........................................................................................232
Viewing Issues in Charts...........................................................................234
Lesson Review ..........................................................................................235
Appendix C:Duration Types ..................................................................236
Time and Work .........................................................................................237
Duration Type ...........................................................................................239
Choosing a Duration Type ........................................................................240
Recalculating the Time/Work Equation ....................................................241
Duration Type: Fixed Units/Time .............................................................242
Duration Type: Fixed Duration and Units/Time .......................................244
Duration Type: Fixed Units ......................................................................246
Duration Type: Fixed Duration & Units ...................................................248
Appendix D:Calculating Percent Complete .........................................250
Percent Complete ......................................................................................251
Duration Percent Complete .......................................................................252
Units Percent Complete ............................................................................253
Physical Percent Complete ........................................................................254
Weighted Steps .........................................................................................255
Appendix E: Case Study Solutions ........................................................256
Case Study 1 Solutions .............................................................................257
Case Study 2 Solutions .............................................................................264
Course Objectives
Primavera P6 Advanced Rel 8.3 will cover the following topics:
Section I: Advanced Resource Management
Lesson 1 Creating Resource Teams

Create a resource team.
View a resource team on the Resource Team Summary portlet.
Lesson 2 Creating Role Teams
Create a role team.
View the unstaffed roles matching a selected role team in the Open Requests for Resources portlet.
Lesson 3 High-Level Resource Planning
Assign resources at the project or WBS level.
View the difference between committed and non-committed assignments.
Spread resource allocation across the life of the project.
Split resource allocation.
Allocate based on percentage.
Lesson 4 Managing Allocation
Use the Resource Team Summary portlet to view allocation.
Use the Resource Usage tab on the Analysis page to analyze units and costs.
View projects and activities causing resource overallocation.
Analyze allocation with enhanced charts on the Resource Analysis tab.
Group and filter data on the Assignments page.
Lesson 5 Staffing Resource Requests
Use the Open Requests for Resources portlet to assess staffing needs.
Fill an unstaffed role assignment.
Staff a resource request by searching for the most qualified resource.
Use the Role Usage tab on the Resources Analysis page to analyze role allocation and costs.
Lesson 6 Resource Leveling
Define resource leveling.
Set resource leveling options.
Level a project to resolve resource conflicts.
Analyze the effects of resource leveling.

Level based on activity priority.
Case Study 1 - Managing Resources
Section II: Advanced Project Management
Lesson 7 Introduction to Portfolios

Define a portfolio.
Create a portfolio manually or by filter.
Manage portfolios.
Lesson 8 Viewing Portfolio Information
View return on investment data.
View data in the Gantt chart.
Customize the Gantt chart.
Lesson 9 Earned Value Analysis and Portfolio Performance
Define earned value.
Review performance thresholds.
View data in the Performance Status page.
Lesson 10 Analyzing Portfolios
Customize the Portfolio Analysis page.
Create and edit a portfolio view.
View waterline analysis.
Create a scenario.
View the Capacity Planning page.
Lesson 11 Advanced Scheduling
Calculate multiple float paths when scheduling.
Explain the difference between scheduling logic options.
Describe a calendars effect on lag.
Lesson 12 Managing Multiple Projects
Open a projects dependent projects.
Monitor critical activities.
Case Study 2 Analyzing Portfolios
Lesson 1: Creating Resource Teams
1
2
Resource Teams
Benefits of Resource Teams
3
Overview: Creating Resource Teams
Create and manage resource teams on the Resource Teams tab on the Administration page.
Click on the toolbar to create a resource team.
Select a node in the resource team hierarchy, Global Resource Teams or User Resource Teams, to
specify access rights before creating a resource team.
Use the Resources detail window to add or delete members of the selected resource team.
4
Creating a Resource Team

To create a resource team, you must:
Provide a name for the team.
Select resources for the team.
Specify access rights.
Activity 1-1: Creating a Resource Team

Create a resource team.
Step Action
1. Begin by starting required services and then navigating to the P6 URL. In the Username field, type
<jbrunner>.
2. In the Password field, type <jbrunner>.
3. Click Login.
4. On the P6 navigation bar, click Resources.
5. On the Resources navigation bar, click Administration and then click the Resource Teams tab.
6. Click + to expand and view Global Resource Teams.
7. Click the User Resource Teams node to select it.
8.
Click the Add icon.
9. In the Name field for the new resource team, type <Customer Care Team>, and then press Enter.
10.
Click the Save icon.
11. The exercise is completed.
5
Assigning Team Members

An unlimited number of resources can be assigned to a team.
Select a team in the resource team hierarchy, and then in the Resources detail window, click the Add
Resource icon to assign members to the team.
Activity 1-2: Assigning Team Members

Assign resources to a resource team.
Step Action
1. Select the Customer Care Team.

2.
In the Resources detail window, click the Add Resource icon.
3. Click + to expand IT - IT Resources and DEV - Development, and then select DHOU - Diane Houseman.
4. Click Assign.
5. Click + to expand PM - Project Office and select John Brunner.
6. Click Assign.
7. Click + to expand TST - Testing and select FLEE - Frank Lee.
8. Click Assign.
9. Select GBAR - Greg Baran.
10. Click Assign.
11. Click Close.
12.
6
Viewing the Resource Team Summary Portlet

The Resource Team Summary portlet lists resources in a resource team, their primary roles, and the number
of active-status projects to which each resource is assigned. The portlet is not filtered by the dashboard
Filter by field. The resource team is selected within the portlet.
If [Next >>] appears at the bottom of the portlet, adjust the value in the Maximum number of rows
displayed in each section option on the Global tab in My Preferences, which is accessed via the Administer
menu.
In the following exercises, you will:
Use the Select a resource team field to display the resource team you just created.
Select a resource name to view allocation in all projects.
Use the e-mail link to communicate with all members of the team.
Activity 1-3: Viewing the Resource Team Summary Portlet

Access the Resource Team Summary portlet and view a resource team.
Step Action
1. On the P6 navigation bar, click Dashboards.

2. On the Dashboards navigation bar, click Planned Projects.
3.
In the Resource Team Summary portlet, click the Select icon.
4. Click + to expand User Teams and select Customer Care Team.
5. Click OK.
7
Viewing Resource Allocation

Click a resource name to display the resources allocation in all projects, in histogram or spreadsheet format.
The spreadsheet format enables you to drill down to activities to which the resource is assigned.
Activity 1-4: Viewing Resource Allocation

View allocation of a resource team member.
Step Action
1. In the Resource Team Summary portlet, click a resource, Diane Houseman.

2. View the allocation histogram, and then in the Display field, select Spreadsheet.
3. Click the project to which Diane is assigned, Finance System Upgrade.
4. View the activities to which Diane Houseman is assigned, and then click Close.
8
E-Mailing the Resource Team

Click E-mail resource team to send an e-mail to resources on the team.
The e-mails To field is automatically populated with the e-mail address of resource team members.
The e-mails Subject field is automatically populated with the name of the resource team.
P6 uses Internet mail; outgoing messages are not saved in P6.
Activity 1-5: E-Mailing the Resource Team

Send an e-mail to all members of a resource team.
Step Action

2. On the Resource Team Summary portlet, click E-mail resource team.
3. Confirm that the To: field is populated with the e-mail addresses of all team members and that the Subject: field
displays the name of the resource team, and then click Cancel.
9
Lesson Review
Organize personnel into resource teams to reduce potentially large resource pools into smaller, more
manageable teams and create efficiencies in tracking allocation, staffing activities, and
communicating project information.
In the Resource Team Summary portlet, click a team member to view projects and activities to
which the team member is assigned.
Use the E-mail resource team link to send an e-mail to each member of a resource team directly
from the Resource Team Summary portlet.
Review Questions
1. True or False: An unlimited number of resources can be assigned to a resource team.
2. Which of the following is a benefit of using a resource team?

a. Staff more activities
b. View project data related to a specific group
c. More convenient control of the resource pool
d. b and c
3. True or False: Data in the Resource Team Summary portlet is determined by the Filter by setting on the
dashboard.
10
Lesson 2: Creating Role Teams
11
12
Role Team
Overview: Creating Role Teams
Create and manage role teams on the Role Teams tab on the Administration page.
Click on the toolbar to create a role team.
Select a node in the role team hierarchy, Global Role Teams or User Role Teams, to specify access
rights before creating a resource team.
Use the Roles detail window to add or delete roles in the selected role team.
13
Creating a Role Team

Create role teams to help you more efficiently utilize the skill sets of resources whom you manage.
Activity 2-1: Creating a Role Team
Create a role team. Step Action
1. Begin by navigating to the Role Teams tab on the Resources Administration page. On the Resources navigation
bar, click Administration and then click the Role Teams tab.
2. Click + to expand and view Global Role Teams.
3. Click the User Role Teams node to select it.
4.
Click the Add icon.
5. In the Name field for the new role team, type <Intranet Team> and press Enter.
6.
14
Selecting Roles for the Team

An unlimited number of roles can be assigned to a role team.
Activity 2-2: Selecting Roles for the Team
Assign roles to a role team.
Step Action
1. Select a role team, Intranet Team.

2.
Click the Add Role icon.
3. In the View Roles by field, confirm Role Hierarchy, click + to expand IT - IT Roles and SDEV - Software
Developer, and then select WDV - Web Developer.
4. Click Assign.
5. Select a role, WD - Web Designer.
6. Click Assign.
7. Click + to expand TSTR - Tester, and then select TE - Test Engineer.
8. Click Assign.
9. Click Close.
10.
15
Viewing the Open Requests for Resources Portlet

The Open Requests for Resources portlet displays unstaffed assignments for the role team and project
specified in the portlet.
Click Customize at the top of the dashboard or in the Open Request for Resources portlet to set options:
Display:
All projects - Displays resource requests for all projects. This setting overrides the Filter by field at
the top of the dashboard.
Projects based on dashboard filter - Displays resource requests based on the Filter by field at the top
of the dashboard. This option enables requests to be filtered by specific projects, portfolios, or
project codes.
Organize:
Role by Project - Lists projects followed by unstaffed roles.

Project by Role - Lists unstaffed roles followed by the project(s) in which the roles are requested.
Role by Project by Project Codes - Lists projects with specific project code values followed by
unstaffed roles.
Role Team: Specifies the role team to display in the portlet.
Project Code: Specifies the project code used by the Role by Project by Project Codes option.
16
Activity 2-3: Viewing the Open Requests for Resources Portlet
Display the Open Requests for Resources portlet.
Step Action

2. Confirm that the Planned Projects dashboard is displayed, and then click Customize.
3.
In the Resources section of the Content tab, click the Expand icon next to Open Requests for Resources.
4. In the Display field, select all projects.
5.
In the Organize field, confirm Role by Project, and then in the Role Team field, click the Select icon.
6. Click + to expand User Teams, and then select Intranet Team.
7. Click OK.
8. Click Save and Close.
9.
In the Open Requests for Resources portlet, click the Maximize icon.
17
Viewing the Unstaffed Roles for a Project

Click a role in the Open Request for Resources portlet to display the unstaffed role assignments. You can
fill the unstaffed role by clicking Search to look for a resource that meets specified criteria, or by clicking
Assign Resource to assign a specific resource directly.
Activity 2-4: Viewing the Unstaffed Roles for a Project

Use the Open Requests for Resources portlet to view activities with unstaffed role assignments.
Step Action
1. In the Finance Extranet project, click Test Engineer.

18
Lesson Review
Create role teams in the Resources section to facilitate resource planning and activity staffing.
The Open Requests for Resources portlet enables you to track unstaffed requests for resources that
match the roles on a selected role team.
Customize the Open Requests for Resources portlet to display unstaffed roles on all projects or only
on projects based on the dashboard filter.
Review Questions
1. True or False: An unlimited number of roles can be assigned to a role team.
2. True or False: The Open Requests for Resources portlet enables you to track unstaffed requests for
resources that match the roles on a selected role team.
3. Which of the following is required to create a role team?

a. A name for the team
b. The roles for the team
c. Access rights for viewing the team
d. All of the above
19
20
Lesson 3: High-Level Resource Planning
High-Level Resource Planning
21
Overview: Assigning Resources and Roles
Use the Planning page to assign resources and roles at the WBS and project level. The spreadsheet-style
interface enables quick input of allocation data and the ability to assign by period, percentage of allocation,
or across the life of the project. As you assign resources, their enterprise-wide allocation is calculated
instantly and displayed in the spreadsheet.
Select a project or portfolio in the Filter and group by field.
Click Customize to change the timescale, time units displayed, columns, and other elements of the
page.
Use the toolbar to assign resources and roles; identify qualified resources using search criteria; and
copy, cut, paste, and delete resource assignments.
Use the spreadsheet to assign allocated units at the project or WBS level.
22
Managing Data
The Planning page enables you to assign resources and roles to projects and WBS elements for high-level
planning. The spreadsheet provides flexibility in assigning allocation -- for example, you can type units
directly in spreadsheet fields by the month or allocate units across the entire life of the project.
As you make changes to resource assignments on the Planning page, spreadsheet dates and values are
recalculated and displayed but are not saved to the database. You can continue to make adjustments until
you are satisfied, and then click Save to update the database. If you click Cancel before saving, your
changes are discarded.
Data on the Planning page is live. Note, however, that allocation assigned on the Planning page is not
visible on other allocation-related pages in P6 until you summarize the affected projects.
Use the Filter and group by field to work with a single project or with all projects associated with a
portfolio, project code, resource, resource team, resource code, role, or role team. Only projects to which
you have access are displayed.
You can also filter the spreadsheet by resource, enabling you to view allocation of a single resource across
multiple projects. Only allocation assigned on the Planning page is displayed for the resource. Resource
assignments made on other P6 pages do not display on the Planning page.
23
When you select a project, its name displays in the first row of the spreadsheet along with its Planned Start
and Scheduled Finish. For a date to appear in the Finish field, at least one activity must be assigned to the
project and the project must be scheduled before its selection on the Planning page. WBS elements are listed
below the project in the spreadsheet.
If a portfolio is listed in the first row of the spreadsheet, the earliest Planned Start date and latest Scheduled
Finish of all projects in the portfolio are listed.
Activity 3-1: Managing Data

Display the Planning page and select a project for resource planning.
Step Action
1. Begin by navigating to the Planning page. On the Resources navigation bar, click Planning.
2.
Click the Select icon.
3. In the Select list, select Projects.
4. Click + to expand Information Technology Projects, Northern Division, and Research North, and then select
VPN Implementation.
5. Click OK.
24
Customizing the Spreadsheet

Before entering data, click Customize to verify that the spreadsheet settings meet your needs. The Columns
tab enables you to select the columns for display in the spreadsheet. Options in the General tab:
Time Units Display - Sets how resource assignment units are displayed in the spreadsheet.
Timescale - Sets periods displayed in the timescale.
Spreadsheet Start Date - By default, the spreadsheet displays 55 periods, beginning three periods
prior to the specified Start date. Use the
Spreadsheet Start Date field to override the default.
Show Availability - Determines whether the Available row appears in the spreadsheet..
Automatically summarize on leaving spreadsheet - Choose this option to automatically
summarize projects whenever you leave the Planning page.
Hide WBS if empty - Determines whether empty WBS elements in a project are displayed in the
spreadsheet. The check box is cleared by default.
Show other assignments when filtered by resources or roles - Show other resources or roles
assigned to a project in addition to the resource or role specified by the filter.
Show only unassigned role requests - Display only unstaffed role assignments.
Activity 3-2: Customizing the Spreadsheet

View settings for high-level resource planning.
Step Action
1. Click Customize.
2. On the General tab, confirm 0 in the Decimal places field, Year/Month in the Timescale field, and that the Show
Availability check box is selected, and then click Cancel.
25
Assigning a Resource
The Planning page enables you to assign roles and resources to projects and WBS elements.
To select a project, click on the project name in the spreadsheet.
To select a WBS element, first click +, and then click the WBS name in the spreadsheet. In order to
maximize P6 performance, you must first expand a WBS element in order to load the associated
data.
After selecting a project or WBS element, you have several staffing options:
Assign resource - Right-click and select Assign Resource or click the Assign Resource icon on
the toolbar.
Assign resource using search - Click the Assign Resource Using Search icon on the toolbar.
Enter detailed criteria to find resources with specific qualifications.
Assign role - Right-click and select Assign Role or click the Assign Role icon on the toolbar.
For high-level planning purposes, assign roles that will be staffed with specific resources at a later
date.
Activity 3-3: Assigning a Resource

Assign a resource to a WBS element.
Step Action
1. Click + in a WBS element, Requirements.

2. Select the Requirements element.
3.
Click the Assign Resource icon.
26
4. In the Organized By list, select Resource Hierarchy.

5. Click + to expand IT Resources and Development, and then select Jon Spooner.
6. Click Show Detail to view Jon Spooner's allocation before assigning him.
7. Click Customize.
8. In the Timescale list, select Year/Month.
9. Click Save.
10. Confirm that Jon Spooner is available in February 2018, and then click Assign.
11. Click Close.
27
Assigning a Resource via Search

Use Assign Resource Using Search to assign a resource with a specific skill set, role proficiency, or
resource code such as Office or Certifications.
Activity 3-4: Assigning a Resource via Search

Use search criteria to identify and assign a resource to a WBS element.
Step Action
1. Confirm that the Requirements WBS element is selected in the spreadsheet, and then click the Assign resource
using search icon.
2.
In the Primary Role field, click the Select icon.
3. Click + to expand IT Roles and Software Developer, and then select Database Architect.
4. Click Assign.
5. In the Proficiency list, select 3 - Skilled.
6. In the Show Results Matching field, select All search criteria.
7. Click Run Search.
8. The search yields two results; select Jasmine Solander.
9. Click Assign Resource.
10. Click Close.
28
Cutting and Pasting

Use Copy , Cut , and Paste icons to move an assignment to a different WBS element. These
options also are available via the right-click menu.
When you copy and paste a resource assignment within the same WBS element, P6 copies allocation
information but leaves the resource Name field blank. If you copy and paste a resource assignment to a
different element, the resource name is copied.
Activity 3-5: Cutting and Pasting

Move a resource assignment in the spreadsheet.
Step Action
1. Select a resource assignment, Jasmine Solander.

2.
Click the Cut icon.
3. Click + in a WBS element, Design.
4. Right-click Design, and select Paste.
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Assigning a Role
In high-level planning at the project and WBS level, it is often preferable to assign a role rather than a
specific resource, and then staff the assignment with a resource at a later date after activities are defined.
Activity 3-6: Assigning a Role

Assign a role to a WBS element.
Step Action
1. Click + in a WBS element, Implement, and then right-click the element and select Assign Role.
2. Click + to expand IT Roles and Software Developer, and then select Software Process Administrator.
3. Click Assign.
4. Click Close.
5. Click Save.
30
Overview: Managing and Entering Resource Allocation
Manage allocation in the Planning page by typing a value directly in the Allocated field, specifying total
units within a selected elements Start and Finish dates, or specifying a percentage of resource allocation.
The Committed check box, selected by default, causes allocated units to be subtracted from available
units in the specified time period. If the check box is not selected, allocated units are not subtracted from
available units.
Select the Life of Project check box to allocate units evenly across the life of the project.
Type a percentage of the resource's available units in the % Allocation column.
Type allocated units in the timescale cells in the spreadsheet. Available units are displayed in the upper
row.
31
Entering Resource Allocation

Two rows of data are displayed for an assigned resource or role:
Available - Calculated by subtracting enterprise-wide allocation from the assigned resources limit,
as defined in the resources calendar for the specified time period. If a resource calendar is not
available, the default Global calendar is used. The Available row does not display for assigned roles.
Allocated - Units allocated in the specified time period.
You can allocate units to a role or resource in one of three ways:
Type allocated units in the spreadsheet - Click a timescale cell and type a value in the Allocated
field. This allows you to allocate units to a specific time period.
Allocate by percentage - Specify the percentage of a resource or role's available units to apply to
the resource/role assignment in the % Allocation column.
Spread allocation by date - Adjust dates in the Start and Finish fields for the resource/role
assignment, and then type a value in the time units field (in the example that follows, the time units
field is Total Days.) This enables you to spread units evenly over a specific time period. If the
project has a Scheduled Finish, indicated in the projects Finish field on the spreadsheet, select the
Life of Project check box to allocate units evenly across the life of the project.
32
Typing Allocation in the Spreadsheet

Select a timescale cell on a resource or role assignment in the spreadsheet, and type a value directly in the
Allocated field. The value typed is subtracted from the Available Units in that time period.
Activity 3-7: Typing Allocation in the Spreadsheet

Enter allocation for a resource.
Step Action
1. Select a resource assignment, Jon Spooner.

2. In a timescale cell, April 2018, type <10>, and press Enter.
3. Click Save.
33
Allocating by Percentage
When using a percentage for resource allocation, the percentage is linked to the resources Max Units/Time
in the resource calendar. For example, if a resources Max Units/Time is 8h/day or 40h/week, type 25% in
the % Allocation column to assign the resource to 2h/day or 10h/week.
In the example below, the number of days allocated is rounded to the nearest day. More exact allocation
figures could be displayed by clicking Customize and using the Decimal places field or by changing the
Time Units Display field to Hour. For high-level planning, however, rounding may be acceptable.
When working in the spreadsheet, remember to click Save to save your work.
Activity 3-8: Allocating by Percentage

Use a percentage to specify allocation.
Step Action
1. In the Requirements WBS, confirm that the Jon Spooner assignment is selected, and then in the % Allocation
field, type <25>, and press Enter.
2. Note that units are allocated for February, March, and April 2018, and then click Save.
34
Committed and Non-Committed Assignments

By default, a resource assigned on the Planning page is identified as a Committed assignment, indicated by
a selected check box in the Committed column. (You may need to drag the right edge of the Committed
column to the right to expose the full column name.)
Committed resource assignments are those that are stable and unlikely to change. When calculating resource
availability, P6 considers only assignments that are marked Committed.
If you want to execute high-level planning without affecting resource availability, clear the Committed
check box for the resource assignment. If you clear the Committed check box, allocated units in that row
remain the same but the available units revert to the total that was present before you added units in that
cell. This is because only Committed assignments are subtracted from a resource's available units.
Activity 3-9: Committed and Non-Committed Assignments

Create a non-committed assignment.
Step Action
1. In the Design WBS, select a resource assignment, Jasmine Solander.

2. In the April 2018 timescale cell, type <5>, and press Enter.
3. Note that Available Units are reduced from 21 to 16, and then clear a check box, Committed.
4. Note that Available Units revert to 21 but Allocated Units remain at 5, and then click Save.
35
Spreading Allocation by Date

The Planning page enables you to spread units evenly across a time period by typing a value in the total
units field (Total Days in the current spreadsheet) and then specifying a period using the Start and Finish
fields.
Start and Finish dates can be entered only for a resource or role assignment.
Start and Finish dates for portfolios, projects, and WBS elements are calculated. A portfolios Start field
reflects the earliest Planned Start among the projects in the portfolio. The Finish field reflects the latest
Scheduled Finish among the projects. A projects Start field reflects the projects Planned Start. The Finish
field reflects the projects Scheduled Finish.
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A WBS elements Start field reflects the projects Planned Start. The date displayed in the Finish field may
vary as follows:
When a role or resource is assigned directly to the WBS element using the Assign Resource icon
or the Assign Role icon , the Finish date displayed is one day later than the Planned Start. When
an allocation of that role or resource is entered on the spreadsheet, the date displayed in the Finish
field changes to the date of the latest allocation.
When a resource is assigned to the WBS element using the Assign Resource Using Search icon ,
the date displayed is the projects Scheduled Finish.
To edit dates, double-click in the Start or Finish field in a resource/role row. You must specify the Finish
date first if the Start date you are selecting occurs after the Finish date currently listed in the spreadsheet.
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Allocation is spread evenly based on the period specified in the Start/Finish fields for the resource or role.
In the following example, Marchs allocation is significantly less than Aprils and Mays because work on
the WBS element is not scheduled to begin until 19-March.
Activity 3-10: Spreading Allocation by Date
Spread allocation by specifying units and Start/Finish dates.
Step Action
1. Click + to expand the Test WBS element, and then select the Test WBS element.
2.
3. In the Organized By field, confirm Resource Hierarchy, click + to expand IT Resources and System
Administration, and then select Sidney Pour.
4. Click Assign.
5. Click Close.
6. Select a resource assignment, Sidney Pour.
7. In the Finish field, select a date, 25-May-18.
8. In the Start field, select a date, 19-Mar-18.
9. In the Total Days field, type <30>, and press Enter.
10. View Sidney Pour's allocation from March through May 2018, and then click Save.
38
Splitting Resource Allocation

You can split resource units allocated to a project or WBS element between two resources. For example,
you may initially assign all work on WBS element to one resource and then decide to assign another
resource to WBS and split the units between them.
To split a resources units, select the resource assignment and then click the Split Resource Assignment icon
. Or, right-click the resource assignment and select Split.
In the Select a Resource dialog box, select the resource with whom you want to split the units. Show Detail
enables you to view existing allocation for the new resource before finalizing the assignment.
You also can specify the percentage of the allocation to assign to the new resource. In the What percentage
of the allocation should be assigned field, specify the percentage of units to allocate to the selected resource.
If necessary, click the Calendar icon and select the Start Date and Finish Date for the new resource. The
date range must fall between the Start and Finish dates of the original resource assignment.
39
It is also possible to split allocated units between two resources across a designated time range without
specifying a percentage. For example, two resources might work on a task jointly: The first resource is
allocated from 15-Jan-2018 (Start) to 15-Apr-2018 (Finish), and the second resource is allocated from 15-
Mar-2018 (Start) to 15-Apr-2018 (Finish). P6 splits the allocated units between the two resources across the
specified time frame. The total units and the units during the time frame for both the resources are
recalculated and updated in the spreadsheet.
Activity 3-11: Splitting Resource Allocation

Split resource allocation between two resources.
Step Action
1. In the Test WBS, confirm that the Sidney Pour assignment is selected, and then click the Split resource
assignment icon.
2. Click + to expand IT Resources and Development, and then select Frederick Williams.
3. Click Show Detail to confirm the availability of the resource.
4. Confirm that Frederick Williams has no units allocated prior to July 2018, and then click Hide Detail.
5. In the What percentage of the allocation should be assigned? field, confirm 50. In the Start Date field, select
19-Mar-18, and in the Finish Date field, select 25-May-18. Click Assign.
6. Click Save.
40
Life of Project Assignment

As an alternative to setting specific Start/Finish dates for the resource assignment, you can designate the
assignment for the life of the project by selecting the Life of Project check box in the resource/role
assignment row. (You may have to drag the right edge of the Life of Project column to the right to expose
the full column name.) A Life of Project assignment takes the assigned number of days or hours and spreads
them evenly over the duration of the entire project, not just a specific date range.
If a project has a Scheduled Finish, the duration of a Life of Project assignment corresponds to the Planned
Start and Scheduled Finish of the project. When you select the Life of Project check box for an assignment,
the total Allocated Units are redistributed across those dates, and the assignment Start and Finish dates are
disabled for editing. Spreadsheet cells that fall outside the life-of-project date range are also disabled.
If the project does not have a Scheduled Finish, the assignment dates and allocated units can be spread by
specifying Start/Finish dates and units in the total units field (displayed as Total Days below).
When a project is rescheduled, existing Life of Project assignment dates may no longer be accurate. To
ensure that all Life of Project resource assignments are based on the current project schedule, click
Synchronize Resource Dates.
This feature is available only when the Planning page is filtered on a single project. If the project has a
Scheduled Finish, clicking Synchronize Resource Dates causes all Life of Project assignment dates to be
revised to match the current Planned Start and Scheduled Finish dates and disables them for editing.
41
Activity 3-12: Life of Project Assignment
Create a Life of Project assignment at the project level.
Step Action
1. Select a project, VPN Implementation.

2.
3. Click + to expand IT Resources and Development, and then select Nancy Botts.
4. Click Assign.
5. Click Close.
6. In the VPN Implementation project, select a resource assignment, Nancy Botts.
7. In the Total Days field, type <22>, and then press Enter.
8. Select a check box, Life of Project.
9. Click Save.
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Planning Allocation on Other Pages

A setting in the Services section of Project Preferences enables you to specify whether allocation assigned
on the Planning page -- termed high-level resource planning -- is included in other allocation-related pages
after you summarize. Some organizations, for example, may initially choose not to include high-level
resource planning when a project is far in the future but may then decide to include that data once the
projects Planned Start draws closer or the project gets underway.
In the Summarize project based on field, choose either:
High-level resource planning - Data from the Planning page is included in other pages in P6.
Detailed activity resource assignments - Data from the Planning page is not included in other
pages in P6. Only resource assignments made at the activity level are included.
Even with High-level resource planning selected, however, resource allocation assigned on the Planning
page is not reflected in other P6 views until the associated projects are summarized.
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Lesson Review
The Planning page is useful for high-level resource planning for future projects.
Use the Filter and group by list to choose to work with a single project or all projects associated
with a single portfolio, project code, resource, resource team, resource code, role, or role team.
When using a percentage for resource allocation, the percentage is linked to the resources Max
Units/Time in the resource calendar.
By default, any resource you assign on the Planning page is identified as a Committed assignment.
Review Questions
1. Which of the following conditions are required for a date to appear in the projects Finish field on the
Planning page?
a. A Must Finish By date must be specified
b. The project must be summarized
c. At least one activity must be assigned to the project, and the project must be scheduled
d. All of the above
2. True or False: When calculating resource availability, P6 considers only assignments that are marked as
Committed.
3. True or False: The Synchronize Resource Dates feature is available only when the Resources Planning
page is filtered on a single project.
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Lesson 4: Managing Allocation
45
46
Analyzing Resource Allocation
Overview: Managing Allocation in the Usage Tabs
The Resource Usage tab displays a resources workload graphically and in a spreadsheet, enabling you to
quickly identify periods of overallocation or inactivity.
Use the Group By list to display resources in the selection pane by Resource Hierarchy, Resource
Team, Resource Codes, or Primary Role.
Click Customize to specify display of units or costs or to change the spreadsheet/histogram timescale.
In the Display field, choose to view usage as a spreadsheet or histogram.
In the selection pane, choose to view usage for a resource team or an individual resource.
Right-click on the histogram to hide or show the histogram legend.
Limit line in the histogram shows combined available units for a resource team or individual resource.
47
Using the Resource Team Summary Portlet

The Resource Team Summary portlet enables you to view allocation and the number of projects to which
each resource is assigned, and communicate with the team via e-mail.
Click a resource in the portlet to view allocation across all projects. View allocation of the selected resource
only; you cannot view allocation of other resources without first navigating back to the portlet.
48
Activity 4-1: Using the Resource Team Summary Portlet
Use the Resource Team Summary portlet to check allocation of a resource team member.
Step Action
1. Begin by navigating to the Dashboards section of P6. On the P6 navigation bar, click Dashboards.
2. Confirm that the Planned Projects dashboard is displayed, and then in the Resource Team Summary portlet,
click the Select icon.
3. Click + to expand Global Teams and select Cross Function Team.
4. Click OK.
5. In the Resource Team Summary portlet, click a resource, Greg Baran.
6. Click Customize.
7. On the Timescale list, select Year/Month.
8. Click Save.
49
Using the Resource Usage Tab

The Resource Usage tab on the Analysis page answers the following questions: How much time is the
selected resource scheduled to work? Answer: Remaining units, shown in the histogram as a green bar. How
much time has the resource actually spent working on projects? Answer: Actual units, shown as a blue bar.
What is the maximum work effort the resource can contribute? Answer: Limit, shown as a red line. When
and how much is the selected resource overallocated? Answer: Overallocated units, shown as a red bar.
When you encounter an overallocated resource, use the spreadsheet to identify projects/activities that are
causing the overallocation.
Activity 4-2: Using the Resource Usage Tab

Display allocation for a resource team in the Resource Usage tab on the Resources Analysis page.
Step Action
1. On the P6 navigation bar, click Resources.

2. On the Resources navigation bar, click Analysis.
3. Click the Resource Usage tab.
4. In the Group By list, select Resource Team.
5. Click + to expand Global Teams and Cross Function Team, and then select Greg Baran.
6. Right-click on the histogram and clear Show Histogram Legend.
7. Click and hold down your mouse button on a bar, Feb 2018, to view details.
8. Note the actual, remaining, and overallocated units represented by the bar, and then release the mouse button.
50
Using the Resource Usage Spreadsheet

The spreadsheet displays the selected resources units in all projects, as well as limit, allocated units, and
under/overallocated units for each timescale period.
Click a project name to view a list of activities to which the resource is assigned. Data in the window is not
editable.
The spreadsheet displays resource assignments in all projects regardless of whether you have access to view
them. If you do not have at least read-only access, the drill-down link to the activities is disabled.
To contact the project manager regarding a resources allocation, click the E-mail project manager link.
The Subject field is populated with the name of the resource and the project.
The To field in the e-mail is automatically populated with the e-mail addresses of the project
manager and the responsible manager.
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Activity 4-3: Using the Resource Usage Spreadsheet

View the projects and activities to which a resource is assigned.
Step Action
1. In the Display field, select Spreadsheet.

2. Click a project, Finance System Upgrade.
3. View the activity on the Finance System Upgrade project to which Greg Baran is assigned, and then click
Close.
52
Viewing Cost Data

Customize the spreadsheet to display units or costs and to change the timescale.
Cost information can be displayed in the histogram as well: blue bars (Actual Cost) and green bars
(Remaining Cost).
53
Activity 4-4: Viewing Cost Data
View cost information for a resource team and team members.
Step Action
1. Click Customize.
2. In the Display list, select Costs.
3. In the Timescale list, select Year/Quarter.
4. Click Save.
5. Select Cross-Function Team.
6. View cost data for the Cross Function Team and its resources, and then in the Display field, select Histogram.
54
Viewing Role Usage

Like the Resource Usage tab, the Role Usage tab enables you to view unit and cost data for roles and role
teams in a histogram or spreadsheet.
The histogram displays staffed (blue bar), unstaffed (green bar), and overallocated (red bar) units or costs.
If you see unstaffed units in the histogram, display the spreadsheet and then click on a project to display the
Resource Staffing page, which lists activities on which the role is unstaffed. You also can click a role in the
spreadsheet to view a list of resources who can fulfill that role.
Click Customize in the histogram or spreadsheet to:
Change the display between units and costs.

Adjust the display timescale.
Choose whether or not to show a Limit and/or Allocation Limit when displaying units.
Click a project in the spreadsheet to display the Resource Staffing page, which lists activities on which the
role is unstaffed.
55
Activity 4-5: Viewing Role Usage
View allocation for a role team.
Step Action
1. Click the Role Usage tab.

2. In the Group By list, select Role Team.
3. Click + to expand Global Teams, and then select Testing Team.
4. Click Customize.
5. In the Display list, select Units.
7. Click Save.
8. Note the staffed, unstaffed, and overallocated units, and then in the Display field, select Spreadsheet.
9. Click a role, Tester.
10. View the list of resources who can fulfill the role, and then click Close.
11. In the Display field, select Histogram.
12. Click + to expand Testing Team, and then select Tester.
13. Note the unstaffed units for December 2017 through May 2018, and then in the Display field, select
Spreadsheet.
14. Click a project with unstaffed units, Finance Extranet.
15. Note the unstaffed activities on the Resource Staffing page, and then click Close.
56
Overview: Managing Allocation in the Resource Analysis Tab

The Resource Analysis tab provides a variety of charts, including histogram, stacked histogram, pie chart,
and area chart, to analyze resource units and costs across multiple projects.
Use the Group by field to specify how data in the chart is organized or grouped.
Use the Filter by field to specify the projects that are displayed in the chart.
Use the Chart Type list to select the type of chart displayed.
Click Show Legend to display a guide that maps chart colors to projects or project code values.
Use the selection pane to select a resource, resource team, resource code, or primary role whose
allocation you wish to display in the chart.
57
Using the Resource Analysis Tab

The Resource Analysis tab enables you to analyze units and costs for an individual resource or for all
resources belonging to a resource team or resource code. Expand a resource team to analyze allocation for
its individual resources. The data displayed in this tab is also available as a portlet you can place on a
dashboard.
Activity 4-6: Using the Resource Analysis Tab

The exercise is completed. Step Action
1. Click the Resource Analysis tab.

2. In the Group By list, select Resource Team.
3. Click + to expand Global Teams and select Support Team.
4. In the Chart Type list, select Stacked Histogram.
5. Stacked histogram is displayed.
58
Customizing Chart Data

Click Customize to access additional options for customizing chart data:
Display units or costs.
Set the timescale: Year/Month, Year/Quarter, Quarter/Month, or Month/Week.
Show limit or allocation limit. Limit shows maximum availability based on the resource's calendar.
Allocation limit shows the resource's maximum availability based on allocated planning values,
recorded at the project or WBS level and entered on the Planning page.
Designate a date range or display the entire date range in which allocation data is presented.
Select a color theme: primary colors or pastel colors.
Show bars as 3-D.
In the current view, the stacked histogram shows the resource teams allocation across multiple projects.
The red line is the resource limit line, based on the combined resource calendars of team members. If a
resource does not have a resource calendar, the default global calendar is used.
Each project is represented by a different color in the chart. Click Show Legend to display a guide mapping
chart colors to specific projects or project code values.
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Activity 4-7: Customizing Chart Data
Customize display of the Resource Analysis tab.
Step Action
1. Click Customize.
2. In the Display field, confirm Units, and in the Timescale list, select Quarter/Month.
3. Select the Show 3-D check box.
4. Click Save.
5. Click Show Legend.
6.
View the legend, and then click the X to close it.
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Changing Chart Organization

The Group by field at the top of the page dictates how the chart is organized. In the default setting, Project,
each bar in the stacked histogram represents one or more projects. If you group by project code, each bar in
the chart represents one or more project code values within a selected project code.
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In the following exercise, use the Group by field to display allocation for the Cross Function Team in
projects assigned a project code value within the Priority project code. This view is useful in assessing how
the team - and each resource on the team - is aligning with the organizations strategic objectives. After
viewing allocation for the team and for individual resource Frank Lee, change the stacked histogram back to
grouped by Project.
Activity 4-8: Changing Chart Organization

Organize resource analysis by project code.
Step Action
1.
In the Group by field, click the Select icon.
2. In the Select list, select Project Codes.
3. Select a project code, Priority Code.
4. Click OK.
6.
View the color key, and then click the X to close the legend.
7. Click + to expand Support Team, and then select Rose Stone.
9.
View the color key, and then click the X to close the legend.
10.
In the Group by field, click the Select icon.
11. In the Select list, select Project.
12. Click OK.
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Filtering Data
The Filter by field at the top of the tab specifies the projects that are displayed in the chart. The default
setting, All Projects, displays resource allocation for all projects across the enterprise. You can also choose:
Portfolios - Displays allocation in projects within a selected portfolio. If you manage multiple
projects, choose Portfolios to view allocation only for projects within a selected portfolio that you
have created.
Project codes - Displays allocation only in projects assigned a value within a selected project code.
Choose Project Codes to focus on a single project code value and filter out other values.
Projects - Displays allocation in a single selected project.
Activity 4-9: Filtering Data

View allocation within a portfolio.
Step Action
1.
In the Filter by field, click the Select icon.
2. In the Select list, select Portfolios.
3. Click + to expand User Portfolio and select Fast Track Projects.
4. Click OK.
5. Select Support Team.
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Changing Chart Types

The Chart Type list determines the style of chart displayed:
Histogram - Separate bars for each project.
Stacked histogram - Bars for different projects are stacked for easier analysis.
Area chart - Allocation is divided into areas.
Pie chart - Allocation is divided in a pie chart. The percentage of total allocation is indicated for
each project.
Activity 4-10: Changing Chart Types

View an area chart and a pie chart.
Step Action
1. In the Chart Type list, select Area Chart.

2. View the area chart, and then in the Chart Type list, select Pie Chart.
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Overview: Managing Allocation on the Assignments Page
The Assignments page provides a listing of resource and role assignments with grouping, filtering, and
sorting options, enabling you to customize display of the page to focus precisely on the assignments you
wish to see. Analyze and edit unit and cost values, and assign or change resources directly on the page
without having to navigate to different areas of P6. You can use the Progress Spotlight to update assignment
data across multiple projects in one location.
Use the Actions, Edit, and View menus or icons on the Assignments toolbar to add or delete resource
assignments or to make changes to the Assignments page view.
Click in column cells in the Assignments table to edit assignment data or to assign or change resources.
The Assignments table is always displayed. Click to view the Gantt chart, click to view the
Resource/Role Usage Spreadsheet, or click to view the Assignments table only.
Click to customize and save views.
Gantt chart displays bars spanning the Start and Finish of resource assignments.
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Viewing the Assignments Page

The Assignments page enables you to view and update resource assignments in multiple projects all in one
place. Viewing a long list of unrelated assignments, however, can be cumbersome and confusing. Use
grouping to organize and simplify display of the Assignments page.
By default, the Assignments page is filtered by the My Assignments filter to show only those assignments in
which you are the resource. Because you are signed in to P6 as jbrunner, only the name John Brunner is
displayed in the Resource Name column when you first access the page. In the following exercise, you will
create a customized view to display all resource and role assignments across the enterprise by project and by
the month in which the assignments begin.
Activity 4-11: Viewing the Assignments Page

Customize a view to display resource assignments on the Assignments page.
Step Action
1. On the Resources navigation bar, click Assignments.

2. On the View menu, click Customize View.
3. In the View Name field, type <Update Assignments>.
4. In the Columns tab, click + to expand Dates, and then select Activity Start.
5. Click the right arrow to move Activity Start to the Selected Columns section.
6. In the Available Columns section, select Activity Finish.
7. Click the right arrow to move Activity Finish to the Selected Columns section.
8. In the Available Columns section, click + to expand General, and then select Project Name.
9. Click the right arrow to move Project Name to the Selected Columns section.
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10. Click the Grouping tab.

11. In the Level 1 list, scroll to the General category and select Project.
12. In the Level 2 list, scroll to the Dates category and select Activity Start.
13. In the To Level list for Activity Start, select Month.
14. Clear a check box, Show field title.
15. Clear a check box, Show field rollups.
16. Click the Filters tab.
17. Clear a check box, My Assignments.
18. Click OK.
19. Click + to expand a project grouping, ERP.
20. Click + to expand a month grouping, February 2018.
21. View the assignments in February 2018. (You may have to click in the Gantt chart to display assignment bars),
and then click + to expand another month grouping, March 2018.
22. On the View menu, click Table to close the Gantt chart and view additional columns.
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Filtering Assignments and Identifying Overallocation

The Assignments page can be useful for tracking assignments that may cause resource overallocation. For
example, in the following exercise, you have assigned John Sanford, a database administrator, to a couple
of activities in the HRSYS-16 project because you feel that he is uniquely qualified to perform the work.
Shortly thereafter, however, you receive an e-mail from him informing you that he thinks the new
assignments might cause him to be overallocated.
Use the Assignments page to determine if John Sanford has other resource assignments that would cause
overallocation. You will create a filter to view only John Sanford's assignments, and use it in conjunction
with one of Standard filters to exclude assignments in What-if projects.
Activity 4-12: Filtering Assignments and Identifying Overallocation

Filter the Assignments page and replace a resource in an assignment.
Step Action
1. On the View menu, click Filters, Filters.

2. Select the User filter band.
3.
Click the Add Filter icon.
4. In the Name field, type <John Sanford>.
5. In the first field list in the Definition section, select Resource in the list. (Resource is in the Resource
grouping.)
6. In the second field, confirm equals, and then in the third field, click the Select icon.
7. In the Search field, type <john>.
8. Select a resource, JSAN - John Sanford.
9. Click OK.
10. Click OK.
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11. In the Customize Filters dialog box, select a check box, John Sanford.
12. In the Standard Filters section, select a check box, No What-if projects.
13. Click OK.
14. Click + to expand HRSYS - CA and May 2018.
15. Click + to expand HRSYS - 15 and May 2018.
16. On the View menu, click Gantt Chart.
17. The bars in the Gantt chart show a conflict between the May assignments (you may have to click in the Gantt
chart to display the bars). In the table, select John Sanford in the HRSYS - CA grouping band.
18. On the Action menu, click Assign Resource by Role.
19. Click + to expand DBA - Database Administrator, and then select Chris Nester.
20. Click OK.
21.
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Lesson Review
Click a resources name in the Resource Team Summary portlet to view allocation.
Use the Resource Usage tab to analyze allocation for a single resource or a resource team.
You can e-mail responsible parties to resolve conflicting assignments.
Customize the Resource Analysis tab by grouping and filtering data.
View histograms, stacked histograms, pie charts, and area charts in the Resource Analysis tab.
The Assignments page enables you to view and edit all resource and role assignments across the
enterprise. Use grouping and filtering options to focus on just the assignments you want to see.
Review Questions
1. Which of the following can you do by clicking a name on the Resource Team Summary portlet?
a. View unit and cost information for the selected resource
b. View unit and cost information for all resources on the resource team
c. Send an e-mail
d. View unstaffed assignments
2. True or False: The Resource Usage tab histogram cannot display cost data.
3. Overallocated units are indicated by what color bar on the Role Usage tab histogram?
a. Blue
b. Green
c. Red
d. Black
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Lesson 5: Staffing Resource Requests
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72
Resource Search
Resource Search Example
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Search Results
Overview: Resource Staffing Page
The Resource Staffing page, launched by clicking a role in the Open Requests for Resources portlet, enables
you to view all unstaffed assignments for a single role in a single project. Assign resources directly or
searching for resources that match particular skills and qualifications. Before filling the unstaffed
assignment, analyze the resources availability to perform the work before verifying the assignment.
Use the Display field to view activities with just unstaffed roles, or activities with unstaffed and staffed
roles.
The Search Criteria column indicates whether specific criteria are required to fill the role assignment.
If Yes is displayed, use Resource Search to staff the assignment.
Click an activity name to launch the Activity Details form.
Select a check box in the Select column to select an activity.
If No is displayed in the Search Criteria column, you can click Assign Resource to assign a resource
directly.
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Using the Open Requests for Resources Portlet

The Open Requests for Resources portlet lists unstaffed assignments on a selected role team. Customize by:
Role by Project - Lists projects followed by unstaffed roles.
Project by Role - Lists roles followed by project(s) in which the role is requested.
Role by Project by Project Code - Lists projects, organized by project code values, followed by
unstaffed roles.
Activity 5-1: Using the Open Requests for Resources Portlet

View unstaffed assignments on the Open Requests for Resources portlet.
Step Action
1. Begin by navigating to the Dashboards section of P6. On the P6 navigation bar, click Dashboards.
2. Confirm that the Planned Projects dashboard is displayed, and then click Customize.
3.
In the Resources section of the Content tab, click the Expand icon next to Open Requests for Resources.
4.
In the Role Team field, click the Select icon.
5. Click + to expand Global Teams, and then select Testing Team.
6. Click OK.
8.
In the Open Requests for Resources portlet, click the Maximize icon.
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Viewing the Resource Staffing Page

When you click a role in the Open Requests for Resources portlet, the Resource Staffing page is displayed.
It lists activities for a single role, Tester, on a single project, Finance System Upgrade.
Click an activity name to open the Activity Details page, which displays information about the activity,
including assigned resources, steps, and Notebook topics. On the Activity Details page, you can assign
additional roles and resources to the activity and send an e-mail to resources already assigned to the activity.
Activity 5-2: Viewing the Resource Staffing Page

View the Resource Staffing page.
Step Action
1. In the Finance System Upgrade project, click a role, Tester.

2. Click an activity, Perform QA testing of system.
3. View the information on the Activity Details page, and then click Return.
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Assigning Resources
From the Resource Staffing page, you have two options for filling an unstaffed resource assignment:
Assign Resource - Select a resource from the Resource dictionary and check availability to perform
the activity.
Search - Search for a resource using criteria in addition to the role designation.
Before deciding which option to use, check the Search Criteria column. If Yes is displayed, criteria for a
qualified resource have already been specified through the Request Resources functionality in the Projects
section of P6. If that is the case, use Search to complete the search. You will have an opportunity to review
and modify the search criteria before running the search.
If No is displayed, you can use Search to run a search with your own criteria or use Assign Resource to
assign a resource directly.
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Assigning a Resource Directly

The Perform interface testing activity does not have pre-established search criteria (indicated by No in the
Search Criteria column). You will staff that assignment using Assign Resource. This method is useful if you
have already identified a resource to perform an activity or do not require a resource with special skills
beyond what is customary for a specified role.
The Select Resource dialog box, which displays when you click Assign Resource, is by default organized by
Resources by Role. Only resources with the primary role specified in the unstaffed assignment - in this case,
Tester - are listed. Click Show Detail in the Select Resource dialog box to view a resources allocation in all
projects in histogram or spreadsheet format. The histogram timescale covers the time period from a
resource's first allocation through their last allocation. In the following exercise, Mark Bell has no allocation
beyond October 2018 and is therefore available to work on the selected activity.
Activity 5-3: Assigning Resources

View a resource's allocation and assign the resource to an activity.
Step Action
1. In the Select field, select a check box, Perform interface testing.

3. Click + to expand Tester, and then select Mark Bell.
4. Click Show Detail.
5. Confirm that Mark Bell has no allocation beyond October 2018 and is therefore available to work during the
activity's scheduled dates, 13-Mar-19 to 22-Mar-19, and then click Assign.
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Overview: Resource Search Criteria Page
The Resource Search Criteria page contains fields to enter search criteria to fill an unstaffed assignment. In
some cases, search criteria are entered by a project manager and then filled by a resource manager.
Therefore, search criteria fields may already be populated, based on the project managers resource request.
Details about the unstaffed assignment.
Click Resource Staffing to return to the Resource Staffing page, Select Template to use saved criteria
for the resource search, or Save as Template to save the current search criteria as a template for future
searches.
Specify whether resources identified by the search must match all or any of the search criteria.
Four columns of criteria are available for resource search: Roles, Proficiency, Resources, and Resource
Codes.
Select options to sort the results of the resource search.
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Using Resource Search

The activity, Perform QA testing of system, has pre-established search criteria (indicated by Yes in the
Search Criteria column). Therefore, you will staff the assignment using Search.
The search function enables you to look for a resource with qualifications beyond a specific role when
filling an unstaffed assignment. You can enter your own search criteria or, as in the example below, run a
search based on criteria already specified by a project manager using the Request Resources functionality.
The Define Search Criteria section of the Resource Search Criteria page allows input of up to four
categories of search criteria, as detailed in the table below. The number of rows in the search criteria
categories can be changed in the Resources section of the Global tab in My Preferences. Although not
activated in the following exercise, there is also an option in the Global tab of My Preferences to
automatically notify resources by e-mail when they are assigned to, or removed from, an activity.
Before executing the search, define sort criteria for displaying available resources in the results list:
Choose to show results matching all or any search criteria.

If you select the Sort results by availability check box, resources are listed in order of their
availability to perform the activity. (If the check box is cleared, resources are listed alphabetically by
first name.)
In the Compute availability for date range field, you can choose: Activity Start to Finish, which uses
the activity start and finish dates, or Start and Finish dates of your own selection using the Select a
Date icons.
Select the Do not show overallocated resources check box to view only those resources who are
available to perform the activity.
In the exercise below, a search for resources with the primary role of Tester, a proficiency of 2-Expert, and
who work in the Atlanta office yields two matches. Although you selected the option to sort by availability,
the resources are listed alphabetically because availability is the same for both of them. This is verified by
their identical scores, which are based on availability during the activity time frame. The blue text indicates
available units. You can adjust the displayed time period in the Timescale field, but changing the timescale
does not affect a resources score.
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The two resources are equally available to perform the activity. Seeking guidance from the project manager,
you are directed to add another criterion to the search in order to identify the most qualified resource.
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Activity 5-4: Using Resource Search
Use resource search to assign a resource to an activity.
Step Action
1. In the Display field, select Unstaffed.

2. In the Select field, select a check box, Perform QA testing of system.
3. Click Search.
4. In the Show Results Matching field, confirm All search criteria, and then select a check box, Sort results by
availability.
5. Select a check box, Do not show overallocated resources.
6. In the Compute availability for date range field, confirm Activity Start to Finish, and then click Run Search.
7. Two resources were returned by the search. Click Search to return to the Resource Search Criteria page to add
another search criterion.
8.
In the second row of the Resource Codes column, click the Select icon.
9. Click + to expand Resource Code: Certifications, and then select Certifications: CSTE - Certified Software
Tester.
10. Click Assign.
11. In the Compute availability for date range field, select Activity Start to Finish.
12. Click Run Search.
13. Only one resource is returned by the search. In the Select column, select Greg Baran.
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Lesson Review
The Open Requests for Resources portlet lists unstaffed assignments involving roles on a selected
role team.
Click a role in the Open Requests for Resources portlet to access the Resource Staffing page.
On the Resource Staffing page, check the Search Criteria column to help decide which staffing
method - Assign Resource or Search - to use.
Review Questions
1. True or False: You cannot use Search to staff a resource request if No appears in the Search Criteria
column on the Resource Staffing page.
2. True or False: Multiple resource codes can be specified in a single resource search.
3. Which of the following can the Open Requests for Resources portlet show?
a. Project by Role
b. Project by Role Team
c. Role by Role Team
d. All of the above
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Lesson 6: Resource Leveling
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Leveling Overview
Handling Resource Conflict
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Handling Resource Conflict (Before Resource Leveling)
Handling Resource Conflict (After Resource Leveling)
89
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Resource Leveling in P6
91
92
Leveling Rules in P6
Leveling Priorities
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Leveling a Tool - Not a Solution
Overview: Resource Leveling
Leveling enables you to determine the earliest dates an activity can be scheduled without overallocating
resources. All criteria for leveling are set in the Level Resources dialog box.
Select check boxes and select values to specify leveling options.
Add and remove leveling priorities, and adjust sort order.
In the Resources tab, specify which resources are to be leveled .
Click Level to level the resources specified in the Resources tab.
View and specify activity leveling priority via the Activity Leveling Priorities column in the Activity
Table.
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Viewing Resource Allocation

View resource allocation prior to leveling. In this example, the resource Staging Server is overallocated.
Staging Server has a total Max Units/Time of 16h/d, and a seven-day work week.
Activity 6-1: Viewing Resource Allocation

View a resource's allocation information on the Team Usage page.
Step Action
1. Begin by navigating to the EPS page in the Projects section. On the Projects Navigation bar, click EPS.
2. On the Actions menu, click Close All.
3. In the SU-S System Upgrade South EPS node, right-click a project, HRSYS - Resource Leveling, and then select
Open Project.
4. On the Projects navigation bar, click Team Usage.
5. Click Customize.
6. In the Timescale list, select Month / Week.
7. Click Save.
8. Click + to expand a project, HRSYS - Resource Leveling, and then select a resource, Staging Server.
9. On the histogram, move your mouse pointer over the bar for the week of 14-Jan-18, and then click and hold
your mouse button.
10. Note that the resource, Staging Server, has a limit of 112 hours and is overallocated by 24 hours during the
week of 14-Jan-18. When you are finished reviewing the resource's allocation information, release the mouse
button.
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Leveling a Resource
Level resources in the Level Resources dialog box. To display the Level Resources dialog box, click Run,
Leveler on the Activities page Actions menu. Prior to leveling, select which resources are to be leveled, set
leveling priorities, and select leveling options:
Consider assignments in other projects with priority equal or higher than
P6 reduces the resource's availability by the amount of work in any of the other projects, including
closed projects, with a leveling priority equal to or higher than the value specified in the field before
allocating the resource to the open project.
Preserve schedule early and late dates
If selected, the project's current early and late dates are retained.
If unselected, the current scheduled early and late dates are overwritten by the leveled dates.
Total float is calculated based on leveled dates.
Level resources only within activity total float
Select to delay activities with resource conflicts up to their late finish dates.
Type the minimum amount of total float to preserve.
Specify the maximum percentage by which the resource may be overallocated.
Recalculate assignment costs after leveling
Leveling may change an activity's dates. The leveled dates may push the resource assignment into a
different Effective Date, which could change the price/unit.
P6 recalculates the costs based on the new price/unit, which is based on the Effective Date of the
resource assignment and the new leveled dates.
Display leveling log upon completion
Select to create and display a log report of the scheduling process.
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To select which resources are to be leveled, click the Resources tab, and then select All Resources if you
intend to level all resources associated with the project. To level only specific resources, select Selected
Resources, and then move the resources you wish to level to the Selected Resources section.
Use the Leveling Priorities section to specify which project/activity is leveled first. This is useful when
handling scheduling conflicts that can occur during leveling.
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Activity 6-2: Leveling a Resource
Level a resource.
Step Action
1. On the Projects navigation bar, click Activities.

2. In the Activity View list, select Leveling.
3. On the Actions menu, click Run, Leveler.
4.
In the Leveling Priorities selection, click the Delete icon.
5.
Click the Add icon.
6. In the Field Name field, select Late Start.
7. In the Sort Order field, select Ascending.
8.
Click the Add icon.
9. In the second Field Name field, select Total Float.
10. In the second Sort Order field, select Ascending.
11. Click the Resources tab.
12. Click the Selected Resources option.
13. Double-click a resource, Staging Server - Staging Server to move it to the Selected Resources section.
14. Click Level.
15. On the Actions menu, click Run, Summarize Projects.
16. After summarization is complete, on the Projects navigation bar, click Team Usage.
17. Click + to expand a project, HRSYS - Resource Leveling, and then select a resource, Staging Server. Note that
the resource is no longer overallocated.
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Leveling Based on Activity Priority

If two activities are ready for leveling, P6 uses priorities you specify in the Leveling Priorities section to
choose which activity is leveled first.
Click the Add icon to add a leveling priority; click the Delete icon to remove existing ones.
Activity ID is used as the "tiebreaker" if activities receive equal ranking based on specified leveling
priorities. The default leveling priority is Activity Leveling Priority.
The following table defines some commonly used priority and order options for leveling resources:
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When leveling by Activity Leveling Priority, add the Activity Leveling Priority column in the Activity
Table. There are five pre-defined activity priorities; the default activity priority is 3-Normal.
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In the following exercise, activities B, C, and E are competing for the same resource. Activity B is leveled
first because it has the highest Activity Leveling Priority, which is the first leveling priority set in the
Leveling dialog box. Activity E is leveled next, based on Late Start. When Late Start / Ascending is set as a
priority, activities with the earlier Late Start are leveled first. (Activity E's Late Start is 12-Jan-18; Activity
C's is 22-Jan-18.) Thus, Activity C is delayed until the server is available for Activity B and Activity E.
Activity 6-3: Leveling Based on Activity Priority

Level a resource based on activity leveling priority.
Step Action

2.
On the Activities toolbar, click the Scheduler icon.
3. Click Schedule to remove prior leveling.
4. In the Activity Leveling Priority column for Activity B, select Top.
5.
6. On the Actions menu, click Run, Leveler.
7. In the first Field Name field, select Activity Leveling Priority.
8. In the second Field Name field, select Late Start.
9. Confirm that the two existing leveling priorities have a sort order of Ascending, and then click the Add icon to
add a third leveling priority.
10. In the third Field Name field, select Total Float.
11. In the third Sort Order field, select Ascending.
12. Click the Resources tab.
13. Confirm that a resource, Staging Server - Staging Server is in the Selected Resources section, and then
click Level.
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Lesson Review
Resource leveling ensures that resource demand does not exceed resource availability.
Resource leveling allows P6 to determine the earliest dates an activity can be scheduled without
overallocating its resources.
Assign leveling priorities to activities and projects to handle scheduling conflicts. If a resource
conflict occurs during leveling, the priority specified determines which project or activity is leveled
first.
Review Questions
1. True or False: In leveling, if the resource is not available for the entire duration of the activity, the activity
will be delayed.
2. Which of the following data items can be leveled:

a. Milestone
b. Task dependent activities
c. Level of effort activities
d. What-if projects (closed)
e. All of the above
3. Put the following items in the sequence that P6 uses when determining the order in which activities are
leveled.
a. Topological order
b. Mandatory constraints
c. Leveling priority
4. True or False: Leveling determines the latest possible dates for scheduling without exceeding resource
availability.
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Case Study 1: Managing Resources

You have been hired by Signature Corporation as a resource specialist for a number of upcoming projects.
Your responsibilities will include the following:
Create a resource team and a role team to simplify long-range planning.

Use the Planning page to make long-range resource and role assignments at the WBS level.
Use the Open Requests for Resources portlet to fill unstaffed assignments.
Use the Resource Team Summary portlet to review allocation of a resource team and to assess how
its work aligns with corporate objectives.
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Case Study Objectives

1) Create a resource team that is available to all users. Name the resource team the Requirements Team and
assign the following resources to the team. (All resources are located in the Support node):
Edward Johnson
Fred Tanner
Karen Wong
Isaak Sallas
2) Create a role team that is available only to you. Name the role team the Troubleshooting Team and assign
the following roles to the team:
Quality Assurance Manager (in Project Manager node)
Software Process Administrator (in Software Developer node)
Database Administrator (in Software Developer node)
Quality Assurance Analyst (in Tester node)
Technical Support Person (in Training and Support node)
3) Use the Planning page to assign resources to the VPN Implementation project as indicated below:
a. Assign Nancy Chase to the Design WBS element. Allocate all her available units in February, March,
April, May, and June of 2018 to the Design WBS.
b. Assign Karen Wong, a member of the Requirements Team resource team, to work on the Requirements
WBS element. Assign Karen to work 10 days in March, 10 days in April, and 10 days in May 2018 (a total
of 30 days).
c. Assign Isaak Sallas, also a member of the Requirements Team resource team, to work on the Implement
WBS element. Assign Isaak to devote 25% of his effort from 1-Aug-18 to the end of the project.
4) The Open Requests for Resources portlet on the Planned Projects dashboard lists unstaffed assignments
for various roles. Customize the portlet to filter for the Testing Team and select to display all projects. Then,
fill two unstaffed assignments for the Tester role in the Finance Extranet project.
a. First, assign Robert Caroll to the Conduct functional preparation activity.
b. Is Robert assigned to other projects in 2018?
c. If so, what are they?
d. Next, find the most qualified resource to work on the Perform integration testing activity, and then assign
the resource to the activity. To do this, initiate a resource search looking for a resource with the minimum
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criteria being the primary role of Tester with a proficiency of 3-Skilled. Select the Sort results by availability
and the Do not show overallocated resources check boxes before running the search.
e. How many resources are qualified and available to work on the activity and who are they? If your search
returned more than one resource, add a second criterion, CSTE Certified Software Trainer.
5) Filter the Open Requests for Resources portlet for the Troubleshooting Team role team, and then fill
unstaffed assignments for a Quality Assurance Manager in the Global Intranet Implementation project.
a. Find the most qualified resource to work on the Verify functional and technical results activity.
b. How many resources are qualified and who are they?
c. Which resource has the higher proficiency? Assign that resource to the activity.
6) Use the Resource Team Summary portlet to assess allocation of the Cross-Function Team resource team.
a. Which team members are assigned to the most active projects?
b. To which activities is Greg Baran assigned in the ERP System Installation project?
c. What project is Frank Lee scheduled to work on during January 2019 and which activities is he assigned
to?
7) Use the Resource Team Summary portlet to assess allocation of the Requirements Team resource team.
a. Which team member is assigned to the most active projects?
b. To which projects is Fred Tanner assigned?
8) Use the Resource Analysis tab to assess how project work by the Cross-Function resource team aligns
with corporate objectives, as indicated by the Priority Code project code.
a. Which member is assigned to highest percentage of High Priority projects?
b. Which member is assigned to the lowest percentage of High Priority projects?
c. What percentage of the whole teams allocation is committed to High Priority projects?
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Lesson 7: Introduction to Portfolios
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Portfolios
Using Portfolios
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110
User and Global Portfolios
Manual Portfolios
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Filtered Portfolios
Overview: Viewing the Portfolios Section
Use the Portfolios section to organize projects into portfolios for high-level analysis and planning.
Use the Portfolios navigation bar to navigate to pages in the Portfolios section:
Portfolio Analysis Side-by-side comparison of two portfolios, what-if analysis, and waterline
analysis techniques to assist with decision-making.
Capacity Planning Role allocation and cost over time for a portfolio.
Performance Status Summarized schedule and cost or labor units data based on the performance
metric selected: schedule, earned value, or index. Also provides access to activity-level data within
the selected portfolio.
Gantt Chart Timescaled schedule information to the WBS level, and units or costs data, in
histogram or spreadsheet view.
ROI Return on investment information based on live data for the open portfolio. At the project
level, view time-distributed chart detail of project-level spending, cash inflow, and net present value
(NPV).
Details Modify portfolio information, such as the portfolio name. Specify whether the portfolio is
available to all users or specific users, and choose to group projects according to filter criteria or
manual selection.
Use the Portfolios menu to open, create, and manage portfolios.
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Open Portfolio - Open portfolio using the Open Portfolio dialog box.
Manage Portfolios - Display a list of all available portfolios. Create, modify, or delete portfolios.
Manage Portfolio Views - Create and modify views to display portfolio data in tabular or chart
form.
Manage Scenarios - View and modify portfolio scenarios to capture a snapshot of project data at a
specific moment in time.
Recently used portfolios are listed in the Most Recently Used list on the Portfolios menu.
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Opening Portfolios
To view portfolio data, open a portfolio in the Open Portfolio dialog box. Portfolios are sorted by:
Global portfolio Available to all users, created manually.
Global filtered portfolio Available to all users, created via filter.
User portfolio Available to a single user, created manually.
User filtered portfolio Available to a single user, created via filter.
Activity 7-1: Opening Portfolios

Open a portfolio.
Step Action
1. On the Portfolios menu, click Open Portfolio.

2.
Click the Organized By icon.
3. Select Portfolios.
4. Click + to expand and view Global Portfolios.
5. Click + to expand and view Global Filtered Portfolios.
6. Click + to expand and view User Portfolios.
7. Click + to expand and view User Filtered Portfolios.
8. In User Portfolios, select Learning & Development.
9. Click OK.
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Overview: Creating Portfolios
On the Create Portfolio page, select projects from the Available Projects section to create a manual
portfolio. To create a filtered portfolio, select By Filter in the Manage this portfolio field and then specify
parameters and values.
In the Project Portfolio Name field, type a name for the new portfolio.
In the Manage this portfolio field, select whether to create the new portfolio manually or by filter.
In the This portfolio is available to field, specify who has access to the new portfolio.
In the Available Projects section, select projects to create a manual portfolio.
To create a filtered portfolio, specify filter parameters and their values.
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Creating Portfolios Manually

Click Create Project Portfolio on the Manage Portfolios page to create a portfolio. Specify:
Portfolio Name Each portfolio must have a unique name.
How the projects are selected Projects can be added to a portfolio manually or by a filter.
To whom the portfolio is available Specify if a portfolio is available to current user, all users, or
another user.
Activity 7-2: Creating Portfolios Manually

Create a manual portfolio.
Step Action
1. On the Portfolios menu, click Manage Portfolios.

2. Click Create Project Portfolio.
3. In the Project Portfolio Name field, type <Finance Projects>.
4. In the Manage this portfolio field, confirm Manually, and then in the This portfolio is available to field,
select All Users.
5. In the Available Projects section, click + to expand Information Technology Projects, Northern Division, and
Research North, and then select Integrate S/390.
6. Press the Ctrl key and select Finance System Upgrade.
7. Click the Move Right arrow to move the projects to the Selected Projects section.
8. In the Available Projects section, click + to expand Southern Division and Research South, and then select
Finance Extranet.
9. Click the Move Right arrow to move the project to the Selected Projects section.
10. Click Save.
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Creating Portfolios by Filter

Up to 10 criteria can be used to build a filtered portfolio. When using multiple criteria, specify whether a
project must meet all or any of the criteria. Each filter criterion consists of three elements:
Parameter Available parameters include costs, labor units, and dates. Project code values and
user-defined fields can be used to further customize a filter with data specific to the organization.
Is Options in the list are dependent on the parameter selected. Available operators are: equals/is
not equal to; is greater than/is less than; is greater than or equals/is less than or equals; is empty/is
not empty
Value - Type a value or use the Select icon to select a value.
Filtered portfolios automatically refresh according to an interval set by the administrator. To manually
refresh a filtered portfolio so it captures the most recent projects meeting the filter criteria, click Save on the
Details page. When a filtered portfolio is refreshed, projects that no longer meet filter criteria are removed
from the portfolio and projects that meet filter criteria are retained or added. The most recent refresh date is
displayed on the Details page for the portfolio.
Activity 7-3: Creating Portfolios by Filter

Create a filtered portfolio. Step Action

2. Click Create Project Portfolio.
3. In the Project Portfolio Name field, type <Important Projects>.
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4. In the Manage this portfolio field, select By Filter.

5. In the Parameter list, select Priority Code (in the Project Codes grouping).
6.
In the Is list, confirm equals, and then in the Value field, click the Select icon.
7. Click + to expand Project Code: Priority Code, and then select a project code value, IMP - Important.
8. Click OK.
9. Click Save.
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Managing Portfolios
The Manage Portfolios page is accessed via the Portfolios menu: Use the Manage Portfolios page to:
Create new portfolios.
View the projects in existing portfolios.
Delete portfolios (security privilege required).
The Details page is accessed by clicking Details on the Portfolios navigation bar for an open portfolio. For
closed portfolios, click the portfolio name on the Manage Portfolios page. Use the Details page to:
Add or remove projects in a manual portfolio.

Edit filter criteria for a filtered portfolio. Click Save to manually refresh the filter.
Activity 7-4: Managing Portfolios

Manage a portfolio. Step Action

2. Click the List Arrow to display projects in the Important Projects portfolio.
3. On the P6 navigation bar, click Portfolios.
4. On the Portfolios navigation bar, click Details.
5. Click Save to refresh the Important Projects portfolio.
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Lesson Review
Portfolios are divided into two categories: User portfolio, available to a single user, and Global
portfolio, available to all users.
Projects in a portfolio can be selected manually or by filter.
Portfolio filter criterion consists of three elements: a parameter, an operator, and a value.
Portfolios are managed using the Manage Portfolios page.
Review Questions
1. True or False: Projects in manual portfolios do not change unless you modify the portfolio manually.
2. True or False: A global portfolio cannot be created via filter.
3. In the Portfolios section, where can you view the names of the projects in a filtered portfolio?
a. Details page
b. ROI page
c. Manage Portfolios page
d. None of the above
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Lesson 8: Viewing Portfolio Information
Return on Investment
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Gantt Chart
Overview: Viewing Return on Investment Data
The ROI page provides return on investment data for a selected portfolio and the projects within it.
View return on investment information on the table.
Click View Chart to see the Spending and Benefit Plan in chart form for the portfolio or for individual
projects.
ROI graph for the project.
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Viewing Return on Investment Data

The ROI page helps analyze the difference between an organizations investment in a project and the
amount of money it can expect to earn based on the goods or services produced by the project. These are
expressed either as the difference between spending and benefit (Net Present Value) or as a ratio (Return on
Investment). The following columns are displayed:
Annual Discount Rate Cost of capital or an investment interest rate. Valid values are 0 to 100.
This rate is used to calculate Spending Plan Present Value and Total Benefit Plan Present Value.
Total Benefit Plan (Present Value) Present value of the total projected cash flow, reduced to
current dollars by the discount rate.
Payback Period Period of time required to recover the initial investment amount.
Total Spending Plan (Present Value) Present value of the initial investment, reduced to current
dollars by the discount rate.
Net Present Value (NPV) Difference between present value of the total projected cash flow and
the present value of the initial investment, calculated as: Total Benefit Plan PV Total Spending
Plan PV.
Return on Investment Calculated as NPV/Total Spending Plan PV.
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Click View Chart to view portfolio or project ROI data in chart form. The chart displays Spending Plan
bars; Benefit Plan bars; and a cumulative curve. Click on a bar and hold down your mouse cursor to view
data for the period.
Activity 8-1: Viewing Return on Investment Data
View return on investment for a portfolio.
Step Action
1. Begin by navigating to the ROI page. On the Portfolios navigation bar, click ROI.
3. Click + to expand Global Portfolios, and then select Philadelphia.
4. Click OK.
5. In project Finance Extranet row, click View Chart.
7. Click a bar, July 2019, to view the data.
8. Click Return to return to the table view on the ROI page.
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Overview: Viewing Gantt Chart Information
The Gantt chart page provides timescaled schedule information for a selected portfolio and for the projects
that it contains. The bottom section provides cost or labor unit data in spreadsheet or histogram format.
Click Customize to change how information is displayed in the spreadsheet or histogram.
Use the Display field to select whether to display a spreadsheet or histogram in the bottom section of
the page.
Click + to expand a project and display WBS bars on the Gantt chart.
Click the Zoom In icon or Zoom Out icon to expand or compress the timescale.
In the top section of the Gantt Chart page, view schedule information in bars, and in the bottom section,
view associated data in a spreadsheet or histogram.
Scroll to the bottom of the page and click the name of a project to view Gantt chart data for that project
only.
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Viewing the Gantt Chart

The Gantt Chart page displays timescaled schedule information at the portfolio, project, and WBS level,
along with units or cost data in a histogram or spreadsheet. The Gantt chart in the top section of the page
displays bars for actual units, remaining units, and baseline. Percent Complete is indicated at the right of the
bar. A dotted blue line represents the data date. Right-click the legend to toggle on/off.
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Scroll to the bottom of the page and click a project name to view data for that project only. To return to
portfolio data, select the portfolio again in the Most Recently Used list on the Portfolios menu.
Activity 8-2: Viewing the Gantt Chart
View the Gantt Chart for a portfolio.
Step Action
1. On the Portfolios navigation bar, click Gantt Chart.

2. In the Display field, select Histogram.
3. Click + to expand a project, Content Management System, to view WBS elements.
4. Scroll to the bottom of the page and click a project name, Finance Extranet.
5. View the Gantt chart for Finance Extranet and then click Return.
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Viewing Histogram Data

The histogram displays bars and cumulative curves for Baseline Units, Actual Units, and Remaining Units.
Click Customize to display performance data or earned value data, units or costs, and to change the
timescale. Select the check box to display or hide cumulative values.
Activity 8-3: Viewing Histogram Data

View histogram data for a portfolio.
Step Action
1. Click Customize.
2. In the Show field, select Cost.
3. Clear a checkbox, Show Cumulative values.
4. In the Timescale list, select Year/Quarter.
5. Click Save.
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Viewing Spreadsheet Data

Select Spreadsheet in the Display field to view data in spreadsheet format. Click Customize to tailor the
spreadsheet to meet your needs.
Activity 8-4: Viewing Spreadsheet Data

View spreadsheet data for a portfolio.
Step Action
1. In the Display field, select Spreadsheet.

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Lesson Review
The ROI page displays cost/benefit information for the portfolio and each project in the portfolio.
Data can be viewed in table or chart form.
The top section of the Gantt Chart page displays timescaled schedule information to the WBS level.
The bottom section of the Gantt Chart page displays associated units or cost data and can be
displayed as a histogram or spreadsheet.
Review Questions
1. On the ROI page, Net Present Value is calculated as:

a. Total Benefit Plan PV + Total Spending Plan PV
b. Total Benefit Plan PV Payback Period
c. Total Benefit Plan PV Total Spending Plan PV
d. Total Benefit Plan PV / Total Spending Plan PV
2. True or False: Activity-level data can be viewed on the Gantt Chart page.
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134
Lesson 9: Earned Value Analysis and Portfolio Performance
Earned Value Analysis
135
136
Essential Performance Variables
Earned Value Analysis - Simplified Example
137
138
Planned Value
Earned Value
139
140
Actual Cost
Summary of Performance Variables
141
142
Schedule Variance
Cost Variance
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144
Variance vs. Performance Index
Schedule Performance Index
145
146
Cost Performance Index
Earned Value Graph
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Overview: Viewing Performance Status
The Performance Status page provides schedule, earned value, and performance index data for a selected
portfolio and projects within it.
Click to view schedule, earned value, or performance index information.
Click on a project name to display a WBS for the project and to view cost and schedule data for the
activities contained in each WBS element.
View data in the table.
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Viewing Performance Thresholds

Performance thresholds are displayed graphically on the Performance Status page to help analyze project
and portfolio data. A threshold represents the maximum acceptable variance for performance, earned value,
and index calculations. Graphical indicators are displayed as:
Critical Greater than the critical value.

Warning Greater than the warning value but less than the critical value.
Acceptable Less than the exceptional value and less than the warning value.
Exceptional Greater than the exceptional value.
In My Preferences, assign threshold values for each of these calculations. For example, if you consider 50 or
more days behind schedule to be critical, set the critical threshold for Performance Schedule to Date to 50
days.
Activity 9-1: Viewing Performance Thresholds

View performance thresholds.
Step Action
1. On the Administer menu, click My Preferences.

2. In the Performance Threshold section, click the List Down Arrow icon to expand Performance.
3. Click Cancel.
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Viewing Performance Data

Use the Performance Status page to:
Toggle between schedule, earned value, and index calculations.
Drill down within a project to view data for WBS elements and activities.
Customize columns when viewing activity data.
Schedule Data: To-date and forecast-at-completion schedule data is displayed for the portfolio and each
project. Data is displayed in units or costs, based on the selection in the Global tab in My Preferences.
Earned Value Data: To-date and forecast-at-completion earned value data is displayed for the portfolio and
each project in the portfolio. Depending on the selection in the Global tab in My Preferences, earned value
to-date and forecast-at-completion data is displayed for cost or labor units.
Index Data: Index calculations offer an alternative to viewing performance data. In general, a value of less
than 1 indicates that target performance is not being met.
Activity 9-2: Viewing Performance Data

View schedule, earned value, and index data.
Step Action

2. Click + to expand User Portfolios and then select Selected Projects.
3. Click OK.
4. On Portfolios navigation bar, click Performance Status. View schedule data for Selected Projects portfolio.
5. Click Earned Value and view data.
6. Click Index and view data.
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Viewing WBS and Activity Information

Click a project name to view performance data by WBS, enabling you to investigate the cause of a high-
performing or low-performing project in a portfolio.
Click View to display data for each activity in the WBS. In the Activities for WBS dialog box, click
Customize to display additional columns.
Activity 9-3: Viewing WBS and Activity Information

View WBS and activity information.
Step Action
1. Click a project name, Multi-Media Lab Upgrade, to view WBS elements.

2. In the New Hardware Deployment WBS row, click View.
3. View activities in the WBS, and then click Close.
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Lesson Review
Earned value is a technique for measuring project performance. It compares actual costs and
schedule progress against planned costs and schedule progress, providing an objective evaluation of
project performance at any point in the project schedule.
Performance thresholds, set in My Preferences, represent maximum acceptable variances.
The Performance Status page enables you to toggle between schedule, earned value, and index
calculations.
Review Questions
1. Which of the following terms refers to the cost of the work that should have been accomplished as of the
data date if the project had proceeded according to the baseline plan?
a. Actual Cost
b. Planned Value
c. Earned Value
d. SPI
2. What is the lowest level of data displayed via the Performance Status page?
a. Portfolio
b. Project
c. WBS
d. Activity
3. True or False: A CPI value of less than 1 indicates that actual costs have exceeded the value of the work
performed.
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Lesson 10: Analyzing Portfolios
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154
Analyzing Portfolios
Bubble Chart
155
156
Waterline Analysis
Scenario
157
158
Capacity Planning Chart
Overview: Using the Portfolio Analysis Page
The Portfolio Analysis page enables comparisons of two portfolios or the same portfolio in two different
views. In the top section, view data from the portfolio selected using the Portfolios menu. In the bottom
section, view the same data in a different format or view data from a different portfolio.
Use icons to manipulate data, manage views, and save changes.
Use the Scenario list to view the latest summarized data or scenario data in the top section of the page.
(A corresponding list is provided in the bottom section.)
Use the View list to view data in scorecard (tabular) or chart (graphical) format in the top section of the
page. (A corresponding list is provided in the bottom section.)
Choose to compare portfolios vertically or horizontally.
Click More to customize the view in the corresponding section.
Use the Filter by field to select a different portfolio for display in the bottom section.
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Viewing Portfolio Data

The Portfolio Analysis page is divided into two sections. Display the same portfolio in both sections or
compare two different portfolios.
The top (or left) section always displays data from the open portfolio. The bottom (or right) section displays
either the same portfolio as in the top (or left) section, or a portfolio based on the selection in the Filter by
field. To compare portfolios vertically, click Vertically in the Compare field.
If the two sections display the same portfolio, the chart displays projects that are selected in the top (or left)
section.
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Icons on the Portfolio Analysis page:
Activity 10-1: Viewing Portfolio Data
View the Portfolio Analysis page.
Step Action

2. Click + to expand User Portfolios and then select Learning & Development.
3. Click OK.
4. In the Portfolios navigation bar, click Portfolio Analysis. In the top section View list, select Budget View.
5. In the Compare field, select Vertically and view the display.
6. In the Compare field, select Horizontally.
7. Clear the check box for a project, Multi-Media Lab Upgrade, and then view the updated data in top and bottom
charts.
8. Select the check box for a project, Multi-Media Lab Upgrade.
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Editing a Portfolio View

After a portfolio view is created and saved, it can be shared with others.
Click the View list to select a portfolio view, categorized by type: bubble chart, histogram, pie chart, and
scorecard.
A bubble chart can be used to analyze three aspects of project data: The x axis represents one data field; the
y axis represents a second field; and the size of the bubble represents a third field. A bubble chart is useful
when analyzing three independent project variables at one time.
A scorecard is a tabular display with options for customizing columns, grouping and sorting, and using
waterlines.
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In a chart view, click More to access editing options, including color theme, group by, and data options.
In a scorecard view, click More and then click Customize. The Customize Scorecard dialog box is divided
into three tabs: Columns, Group, and Waterline. Click Basic to hide editing options.
Activity 10-2: Editing a Portfolio View

Edit a portfolio view.
Step Action
1. In the bottom section View list, select Completed Activities.

2.
In the bottom section, click the Maximize icon.
3. In the View list, select Duration - Risk Analysis.
4. Click More.
5. In the X Axis list, scroll to the Earned Value grouping and select Cost Performance Index.
6. In the Y Axis list, scroll to the Cost grouping and select At Completion Total Cost.
7. Click Basic.
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Creating a Portfolio View

Click the Create Portfolio View icon to create, edit, or delete portfolio views on the Portfolio Analysis
page. (You also can click Manage Portfolio Views in the Portfolios menu.)
In this exercise, create a new view, based on the Budget View scorecard, by adding start and finish dates.
Activity 10-3: Creating a Portfolio View

Create a portfolio view. Step Action
1.
Click the Restore icon to restore both sections of the Portfolio Analysis page.
2.
Click the Create Portfolio View icon.
3. In the Create View dialog, click + to expand Existing View and Scorecard, and then select Budget View.
4. Click OK.
5. Click OK to save changes to the current view.
6. In the Title field, type <Budget View with Dates>.
7. In the Available Columns section, click + to expand Dates and then select Start.
8. Click the Move Right arrow to move it to the Selected Columns section.
9. Select Finish.
10. Click the Move Right arrow.
11. Click Save.
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Using Waterline Analysis

Use waterline analysis to help analyze a portfolio and model a strategy. Waterline analysis sorts projects in a
scorecard view into two separate groups based on a specified sorting and constraint limit. Projects above the
waterline, displayed with a white background, are those that collectively meet the constraint limit value;
projects below the waterline are displayed with a blue background.
Projects are sorted according to the sort by and sort order options specified when defining the waterline.
Click any column header to change how projects are sorted. The waterline is recalculated based on the new
sorting selection.
To manually exclude or include projects in the selected portfolio, select or clear the check box beside each
project. As projects are excluded or included, the waterline is recalculated.
In this exercise, a project manager is deciding which projects to execute in the coming year based on a
budget of $425,000. For the waterline analysis, the project manager created a view with a constraint of
$425,000 in At Completion Total Cost, and used the Project Score to sort the projects by organizational
priority in descending order, from highest score to lowest. The waterline displays projects that fit the
budgetary constraint but also align with the organizations priorities as indicated by the Project Score.
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A waterline can also be modified manually. In this exercise, the $425,000 budget includes both High
Priority projects. With money still available in the budget, add another project by selecting its check box.
Activity 10-4: Using Waterline Analysis
View a waterline. Step Action
1. In the View list, select Project Score.

2. Click More.
3. Click Customize.
4. Click the Waterline tab.
5. View the waterline settings and click Cancel.
6. Select the Global Learning Portal check box. Note that figures and dates in the Total row change with the
addition of the project. Including a project of lesser priority still meets the $425,000 budget limit.
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Creating Scenarios
Save the currently selected view as a scenario to preserve the view, along with the data displayed for the
selected portfolio, at that exact point in time. A scenario also preserves the list of users who can access the
view.
Scenarios are useful in creating a historical record. A project manager might save a scenario in order to refer
back to the specific data on which a decision was based for example, which projects to fund for the year.
When viewing a scenario, the data that displays is specific to the projects included in the group at the time
the scenario was created. The view associated with the scenario at the time it was created displays in the
View list. While another view can be selected to display a different layout of project information for project
data saved with the scenario, the project data itself cannot be modified. The selected scenario determines
whether the data displayed in the portfolio view is the latest summarized data or a historical snapshot.
Currently, <Latest Data> is selected in the Scenario list, meaning that the data displayed will always reflect
the latest summarization in the database. To preserve the current data for future reference, save the current
view as a scenario.
Activity 10-5: Creating Scenarios

Create a scenario.
Step Action
1.
Click the Save as icon.
2. In the Title field, type <Project Forecast - Jan 2018>.
3. In the Save the portfolio view as a field, select New Scenario.
4. Click Save.
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Overview: Using the Capacity Planning Page
The Capacity Planning page is divided into four quadrants that function in unison to enable analysis of role
staffing requirements and allocation over time for the projects in a selected portfolio, EPS, or project code.
Projects can be analyzed individually or in combinations for one or multiple roles. Results are displayed in a
spreadsheet or multiple graphic forms.
The Scorecard area in the top-left quadrant displays scorecard data for each project in the portfolio.
Role allocations for selected projects are included in the Capacity Analysis chart (bottom right quadrant).
The Gantt chart area in the top-right quadrant displays bars for each project listed, representing current
and forecast data according to the timescale. Drag the forecast (orange) bar along the timescale to determine
future capacity.
The Role Selection area in the bottom-left quadrant displays roles based on the Group By option.
Allocation for selected roles is displayed in the Capacity Analysis chart.
The Capacity Planning chart in the bottom-right quadrant displays the capacity analysis for the selected
role(s) as a stacked histogram, area chart, or availability chart.
In the Stacked by list, select how data is organized in the stacked histogram. Display role allocation
over time per project, role, or project code and staffed versus unstaffed units or costs.
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Viewing the Capacity Planning Page

Data in each quadrant reflects options selected in one or more of the other quadrants. The Gantt chart in the
top-right quadrant displays the bars for the projects listed in the scorecard in the top left quadrant. The
Current bar is based on the project start and finish dates. Blue indicates current project progress; green
indicates remaining work. The Forecast bar, displayed in orange, spans from the project's forecast start date
to the forecast finish date. If forecast dates are not defined, the Forecast bar spans from the remaining start
date to the remaining finish date. The table below summarizes icons on the Capacity Planning page:
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The Capacity Planning chart (bottom right quadrant) offers four types of data display:
Activity 10-6: Viewing the Capacity Planning Page

View the Capacity Planning page.
Step Action

2. Click + to expand User Portfolios and select Web.
3. Click OK.
4. On the Portfolios navigation bar, click Capacity Planning.
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Viewing Role Allocation
Use the Role Selection area to select role(s) that are displayed in the Capacity Planning chart. The limit line
in the chart can be calculated from the custom role limit defined for each role in the Resources section or
from the combined limit of resources assigned the selected role as their primary role.
In this exercise, analyze the allocation of the Web Designer role in the Web portfolio.
Activity 10-7: Viewing Role Allocation

View allocation for a role.
Step Action
1. In the Role Selection area, clear the Web check box to de-select all roles.
2. Select the Web Designer check box, and then view the updated histogram.
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Changing Forecast Dates
If overallocation is indicated in the Capacity Planning chart, move a projects forecast (orange) bar in the
Gantt chart. This may resolve overallocation by delaying the time when work is scheduled to begin. The
current bar cannot be moved. The forecast bar can be moved only if current data is displayed; the bar cannot
be moved if scenario data is displayed.
In this exercise, the Web Designer role shows overallocation for the Online Benefits project and the
Knowledge Portal project. Even though the projects are already underway, move the forecast bar for each
project to see how role allocation is affected if remaining work is delayed for a few months.
Activity 10-8: Changing Forecast Dates

The scenario is saved. Step Action
1. In the Gantt chart area, press and hold your mouse cursor on the Forecast bar (orange bar) for Online Benefits
Portal and drag the left edge beneath Feb 2018.
2. Release the mouse button and view role allocation.
3. Press and hold your mouse cursor on the Forecast bar (orange bar) for Knowledge Portal and drag the left
edge beneath April 2018.
4. Release the mouse button and then confirm that the role is no longer overallocated.
5.
Click the Save As icon.
6. Click OK.
7. In the Title field, type Web Designer Allocation.
8. Click Save.
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Analyzing Staffed vs. Unstaffed Assignments

When the stacked histogram chart type is selected, select an option in the Stacked by list to choose how
to stack the displayed data.
In this exercise, view staffed vs. unstaffed role assignments for the Senior Software Engineer role.
Activity 10-9: Analyzing Staffed vs. Unstaffed Assignments

Compare staffed and unstaffed units for a role.
Step Action
1. In the Scenario list, select <Latest Data>.

2. In the Stacked by list, select Staffed vs. Unstaffed.
3. Clear the Web Designer check box.
4. Select the Senior Software Engineer check box.
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Lesson Review
The Portfolio Analysis page is divided into two sections. Display the same portfolio in both sections
or compare two different portfolios.
Portfolio views can be used to customize the display of portfolio data as a chart or scorecard.
A waterline sorts projects in a scorecard view into two separate groups based on the defined sorting
and constraint limit. Projects above the waterline are those that collectively meet the constraint limit
value. All other projects appear below the waterline.
Saving a view as a scenario enables you to preserve it, along with the data displayed for the selected
portfolio, at that exact point in time.
The Capacity Planning page can be used to analyze role staffing requirements and allocation over
time. It is divided into four quadrants:
Review Questions
1. True or False: The top (or left) section of the Portfolio Analysis page always displays data for the open
portfolio.
2. True or False: A waterline cannot be recalculated.
3. Which of the following statements about a scenario is false?

a. A view can be saved as a scenario.
b. Scenario data changes when a new view is displayed.
c. A scenario preserves the list of users who can access that view.
d. View scenarios on the Portfolio Analysis page.
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Lesson 11: Advanced Scheduling
175
176
Critical Path
Multiple Float Paths
177
178
Calendar Effect on Lag
Overview: Using Advanced Scheduling Options
P6s Scheduling Options dialog box provides controls for handling a wide range of scheduling situations.
The dialog box is divided into two tabs: General and Advanced.
Click Options in the Schedule dialog box to access advanced scheduling options.
In the General tab of the Scheduling options dialog box, specify which calendar to use to calculate
relationship lag.
Click the Advanced tab to calculate multiple float paths.
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Setting Multiple Float Path Scheduling Options

P6 allows you to calculate a specified number of float paths based on Total Float or Free Float. You can also
choose the activity on which the float paths will end. By choosing an activity, you can calculate multiple
float paths that affect the entire project schedule, a part of the schedule, or a milestone in the schedule.
Two options to calculate float paths are Total Float and Free Float:
Total Float - The Total Float method should be used if you want the multiple float paths to take into
account the Must Finish By date of the project.
Based on the activity you want the paths to end on, the application determines which predecessor activity
has the most critical Relationship Total Float on the backward pass. P6 repeats this process until an activity
is reached that has no predecessor relationship. Then, P6 begins the forward pass from this activity and
determines which successor activity has the most critical Relationship Total Float. P6 repeats this process
until an activity is reached that has no successor relationship. These activities represent the most critical
float path. The process begins again until the remaining sub-critical paths are calculated.
Free Float - The Free Float method should be used if you are only focusing on the longest path
through the project and will not take into account the Must Finish By date.
Free Float is the amount of time an activity can slip without impacting the early start of its immediate
successor(s). Choose this option to define critical float paths based on longest path. The most critical path
will be identical to the critical path that is derived when you choose to define critical activities as Longest
Path in the General tab of the Scheduling Options dialog box. In a multi-calendar project, the longest path is
calculated by identifying the activities that have an early finish equal to the latest calculated early finish for
the project and by tracing all driving relationships for those activities back to the project start date. After the
most critical path is identified, P6 will calculate the remaining sub-critical paths.
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Activity 11-1: Setting Multiple Float Path Scheduling Options
Set multiple float path scheduling options.
Step Action
1. Begin by navigating to the EPS page. On the Projects navigation bar, click EPS.
3. Right-click a project, HRSYS - Advanced Scheduling, and then click Open Project.
5.
6. Click Options.
7. Click the Advanced tab.
8. Select the Calculate multiple float paths check box, and then confirm Total Float is selected.
9.
In the Display multiple paths ending with activity field, click the Select icon.
10. Click + to expand HRSYS - Advanced Scheduling, and then select an activity, Activity J.
11. Click OK.
12. Click Save.
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Viewing Multiple Float Paths

Each float path is ranked from most critical to least critical and stores the value for each activity in the Float
Path field. For example, if you calculate five float paths, a value of 1 represents the most critical float path;
a value of 5 represents the least critical float path.
To view the float paths after you schedule the project, group the activities in the Activity Table by Float
Path.
Activity 11-2: Viewing Multiple Float Paths

View multiple float paths. Step Action
1. Click Schedule.
2. In the Activity View list, select Float Paths.
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Viewing Multiple Float Paths in the Activity Network

You can also view the float paths in the Activity Network.
Activity 11-3: Viewing Multiple Float Paths in the Activity Network
View multiple float paths in the Activity Network.
Step Action
1. On the View menu, click Activity Network.

2.
On the Activities toolbar, click the Zoom Out icon to view more of the Activity Network.
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Scheduling Progressed Activities

Work on activities sometimes proceeds out of sequence. For example, Activity A might have a Finish to
Start relationship with Activity B, but work begins on Activity B before Activity A has been completed.
Although not uncommon and usually not of serious concern, such instances nevertheless represent changes
to the project plan that, unless accounted for, can disrupt activity relationships later in the project.
To prevent potential problems, P6 offers three scheduling options for handling progress on out-of-sequence
activities:
Retained Logic - The Remaining Duration of a progressed activity is not calculated until all
predecessors are complete. Retained Logic takes into account the Remaining Duration of the out-of-
sequence logic.
Progress Override - Network logic is ignored and the activity can progress without delay.
Actual Dates - Backward and forward passes are scheduled using actual dates.
Activity 11-4: Scheduling Progressed Activities

Status the activities. Step Action
1. On the View menu, click Gantt Chart.

2. Select an activity, Activity A, and then click the General detail window.
3. Select the Started check box.
4. Select the Finished check box.
5. Select an activity, HR1050 - Activity F.
6. In the General detail window, select the Started check box.
8. Select an activity, HR1060 - Activity G.
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11. Select an activity, HR1010 - Activity B.
13. In the Remaining Duration field, type <4>, and then press Enter.
14. Select an activity, HR1020 - Activity C.
16. In the Remaining Duration field, type <2>, and then press Enter.
17.
On the Activities toolbar, click the Save icon.
18.
Click Minimize Details to minimize the General detail window.
19. On the View menu, click Group.
20. Select the blank item at the top of the list to clear Float Path from the Level 1 field.
21. Click OK.
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Using Retained Logic

When scheduling using retained logic, an activity that starts out of sequence cannot complete until its
predecessor has finished. The Remaining Duration of the successor activity is scheduled to begin after its
predecessor activity is scheduled to finish.
Activity 11-5: Using Retained Logic

Schedule the activities using retained logic.
Step Action
1.
2. Click Options.
3. Confirm that Retained logic is selected in the When scheduling progressed activities use field. Click Save.
4. In the Data Date section, select Apply selected data date to all open projects.
5.
In the Data Date field, click the Calendar icon.
6. Select a date, 22-Jan-18.
7. Click Schedule.
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Using Progress Override

When scheduling using progress override, P6 ignores the relationship logic and schedules the Remaining
Duration of the successor activity from the data date.
Activity 11-6: Using Progress Override

Schedule the activities using progress override.
Step Action
1.
2. Click Options.
3. In the When scheduling progressed activities use field, select Progress Override.
4. Click Save.
5. Click Schedule.
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Calendar Effect on Lag

Lag is defined as an offset or delay from an activity to its successor. In the General tab in Scheduling
Options, choose a calendar for P6 to use when calculating lag between activities. The calendar used will
affect activity dates and float. Lag is calculated based on one of the following calendars:
Predecessor Activity Calendar - Based on the predecessors assigned activity calendar. This is the
default calendar.
Successor Activity Calendar - Based on the successors assigned activity calendar.
24 Hour Calendar - Based on continuous work periods.
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Assigning Lag to an Activity's Successor

Change from the predecessors activity calendar to the successors activity calendar for calculating lag and
view the impact on activity HR1080 Activity I.
Activity 11-7: Assigning Lag to an Activity's Successor

Assign lag to the successor of an activity.
Step Action
1. Select an activity, HR1070 - Activity H.

2. Click the Successors detail window.
3. In the Lag column for activity HR1080 - Activity I, type 7, and then press Enter.
4.
On the Activities toolbar, click the Save icon.
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Scheduling the Project Using the Predecessor Activity Calendar

The early dates and Total Float may change based on the calendar used to calculate relationship lag.
Activity 11-8: Scheduling the Project Using the Predecessor Activity Calendar
Schedule a project using the Predecessor activity calendar.
Step Action
1. Select an activity, HR1080 - Activity I.

2. Confirm the Early Start date, 24-Jan-18; Early Finish date, 25-Jan-18; and Total Float, 12d. On the Activities
toolbar, click the Scheduler icon.
3. Click Options.
4. In the When scheduling progressed activities use field, select Retained Logic.
5. In the Calendar for scheduling Relationship Lag field, select Predecessor Activity Calendar.
6. Click Save.
7. Click Schedule.
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Using the Successor Calendar

Change from the predecessors activity calendar to the successors activity calendar for calculating lag and
view the impact on activity HR1080 Activity I.
Activity 11-9: Using the Successor Calendar

Change the calendar setting to the Successor Activity Calendar.
Step Action
1. Select an activity, HR1080 - Activity I.

2.
3. In the Schedule Project dialog box, click Options.
4. In the Calendar for scheduling Relationship Lag list, select Successor Activity Calendar.
5. Click Save.
6. Click Schedule.
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Lesson Review
The Advanced tab of the Scheduling options dialog box enables you to track multiple float paths in a
project.
Scheduling options enable you to choose how to schedule progressed activities.
When scheduling progressed activities, choose to ignore out-of-sequence logic using Progress
Override.
In the Scheduling options dialog box, choose how to calculate relationship lag based on the selected
calendar.
Review Questions
1. Why are multiple float paths important?

a. They help to define the major phases of a project.
b. They indicate which activities will likely take the longest to complete.
c. They reveal activities off the critical path that can affect project dates.
d. All of the above
2. True or False: Float paths that target a specific activity or project phase can be calculated.
3. Which option for scheduling progressed activities most closely preserves the original relationships
between project activities?
a. Retained Logic
b. Progress Override
c. Actual Dates
d. a or c
4. True or False: Lag between two activities may be calculated differently depending on the calendar used.
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Lesson 12: Managing Multiple Projects
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Benefits of Using Multiple Projects
Overview: Managing Multiple Projects
When multiple projects are open, you can group and filter; schedule all open projects simultaneously; open
additional projects that have dependencies to open projects; and manage cross-project relationships.
Select Open Dependent Projects on the Actions menu to open a projects dependent projects.
On the Open Dependent Projects dialog box, view and select the dependent project to open.
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Opening Dependent Projects

When an activity in one project has a relationship to an activity in another project, these projects are
dependent on each other. P6 allows you to open a projects dependent projects when working on the
Activities page.
Activity 12-1: Opening Dependent Projects

Open the dependent project. Step Action
3. Right-click a project, HWS - Phase 1 - Southbound, and then click Open Project.
5. On the Actions menu, click Open Dependent Projects.
6. In the Open Dependent Projects dialog box, click + to expand HWS - Phase 1 - Southbound, and then select a
project, HWN - Phase 2 - Northbound.
7. Click OK.
8. In the Activity View list, select Record Activity Progress.
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Grouping Activities by Project

To view the activities associated with each project, it is helpful to group by project. Also, display
relationship lines to see cross-project dependencies.
Activity 12-2: Grouping Activities by Project

Group activities by project.
Step Action
1.
In the View list, click Customize View.
2. In the Customize Activity View dialog box, click the Grouping tab.
3. In the Level 1 Field list, select Project. (Project is located in the General grouping.)
4. Click OK.
5. On the View menu, click Show Relationship Lines.
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Scheduling Multiple Projects

You can schedule all open projects simultaneously using one of the following options:
All projects using their own data date - Schedules all open projects according to the data date
currently specified for each open project. Choose this option when the open projects have different
data dates and you want to maintain these dates.
Apply selected data date to all open projects - Applies the same data date to all open projects
when you schedule. By default, the application schedules the projects using the earliest data date,
which is displayed in the Data Date field. In the Data Date field, click the Calendar icon to
select a new date.
You will select Apply selected data date to all open projects in the Schedule dialog box.
Activity 12-3: Scheduling Multiple Projects

Viewing Data Date options. Step Action
1.
2. View the options available, and then click Cancel.
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Lesson Review
P6 allows you to have relationships between activities of separate projects. When an activity in one
project has a relationship to an activity in another project, the projects are dependent on each other.
P6 enables you to open a projects dependent projects using the Open Dependent Project command
in the Actions menu.
Schedule all open projects simultaneously with each project using its own data date or all projects
using a common data date.
Grouping and filtering are valuable tools when working with multiple projects.
Review Questions
1. True or False: Only milestones can have relationships between projects.
2. True or False: You cannot schedule all open projects using different data dates.
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Case Study 2: Analyzing Portfolios
The Program Office is holding its quarterly meeting to review portfolio status. The company is experiencing
a slowdown in business and is closely examining all projects with an eye toward halting poorly performing
projects and those that do not provide a good return on investment.
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Case Study Objectives

1) You are asked to create a User filtered portfolio of projects with a division code of Accounting. Name
the portfolio Accounting Projects.
a. What projects are in the portfolio?
b. According to the last summarized data, which projects in the portfolio are in progress and which one is
the nearest to completion?
2) Projects in the Philadelphia portfolio are under close scrutiny. The companys leadership has stated that
the portfolio needs to attain 14% return on investment, and that some projects in the portfolio may need to
be deleted in order to achieve that goal.
a. What is the current projected return on investment for the portfolio?
b. Which project has the highest projected return on investment?
c. Which project has the lowest projected return on investment?
d. Remove the lowest ROI project from the portfolio. Is the ROI of the portfolio now at 14%?
e. Remove the Content Management System project from the portfolio. Does that bring the portfolio ROI to
14%?
f. After removing the two projects, in what month/year does the cumulative Net Present Value cross into
positive for the updated portfolio?
3) The Human Resources department has an original budget of $220,000 to fund projects. The group has
asked you whether all its High Priority and Important projects can be funded for $220,000 or less.
a. Create a portfolio with the following projects: Upgrade Network, Integrate S/390, Online Benefits
Portal, ERP System Installation.
b. Create a new view, Priority, in the Portfolio Analysis page with these columns: Original Budget,
Priority Code.
c. Can the organization do the High Priority and Important projects if the portfolios Original Budget is
kept to less than $220,000?
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Appendix A: Managing Project Risks
Risks
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Risk Enterprise Data
Risk Categories
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Risk Thresholds
Risk Scoring Matrices
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Risk User Defined Fields
Risk Response Planning
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Risk Register
Overview: Managing Project Risks
The Risks page contains the risk register and is your central location in P6 for managing risks in a single
project or in multiple projects across the organization.
Use the risk register to create risks and to record their anticipated probability and impacts on schedule
and costs. Red dice denote threats; white dice denote opportunities.
Use the Response Plans detail window to create response plans that list specific response actions and
their anticipated effects on a risks probability and project impacts.
Use the Activities detail window to map risks to the specific activities they are most likely to impact.
Use other detail windows to document risks fully to develop organizational risk knowledge that may
save time and money on future projects. Other detail windows include the following:
Description - Enter a fully detailed description of the risk.

Cause - Provide primary and secondary causes of the risk.
Effect - List potential impacts of the risk on the project, company, and the company's future projects.
Notes - Enter additional information.
Probability and Impact Diagram - Provides a visual representation of the risk scoring matrix
assigned to the project.
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Creating a Risk
The P6 risk register enables you to document risks fully and to analyze their potential impacts on the
project's costs and schedule. The risk register contains the risk enterprise data needed to add, track, and
respond to project risks. Although project risks can be added to the risk register at any time, a risk scoring
matrix must be assigned to the project in order for you to perform a qualitative analysis and generate a risk
score.
Risk Type - A risk can be classified as either a Threat or an Opportunity depending on whether its potential
impact on the project is expected to be negative (threat) or positive (opportunity).
Risk Status - The default status of a new risk is Proposed. This means that the risk is under preliminary
investigation after which its status can be changed to one of the following:
Open Risk is considered serious and will be addressed with an appropriate response plan.
Active Risk is currently under active response planning.
Rejected Risk is not considered serious enough to require response planning and has been closed.
Two more status classifications can be applied following response planning:
Managed Response planning has enabled the company to avoid the risk (changes to the schedule)
or to transfer it to another party (insurance company, partner, subcontractor), and the risk has been
closed.
Impacted Response planning has enabled the company to minimize the negative impacts of a
threat or to maximize the positive impacts of an opportunity, and the risk has been closed.
Risk Owner - Assign a risk owner, an office or individual within the company, to maintain responsibility
for the risk.
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Activity A-1: Creating a Risk
Access the Risk Register on the Risks page and begin creating a new risk.
Step Action
3. Right-click a project, HRSYS - Managing Risks, and then click Open Project.
4. On the Projects navigation bar, click Risks.
5.
On the Risks toolbar, click the Add a Risk icon.
6. In the ID field for the new risk, type <R08>.
7. In the Name field, type <Data Conversion Delay>.
8. In the Type field confirm Threat, and in the Status field confirm Proposed. In the Owner field, click the ellipsis.
9. In the View Resources by field, select Opened Projects, and then select a resource, CNOR - Charles North.
10. Click Assign.
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Computing a Risk Score

A qualitative analysis requires that probability, as well as schedule and cost impact levels, are assigned to
the risk. These levels are derived from the risk thresholds used to create the risk scoring matrix assigned to
the project. Different risk scoring matrices can be assigned to different projects, but each project can have
only one matrix assigned to it.
P6 uses the selected probability and impact thresholds to compute a risk score. The relative severity of
different risk scores can be viewed by clicking the Probability and Impact Diagram detail window and
viewing the values derived from the risk scoring matrix assigned to the project.
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Risk Exposure - In addition to a risk score, P6 also calculates a Risk Exposure value when the new risk is
saved. Risk exposure is the monetary impact for the risk calculated from the values selected for the
probability and cost impact. It is calculated by multiplying the probability midpoint and the cost midpoint.
(A midpoint is calculated by adding the lowest and the highest values for the threshold and dividing the sum
by two.) In the following activity, selected probability is M (30% to 50%, midpoint = 40%) and selected
cost impact is also M ($75,000 to $150,000, midpoint = $112,500). Exposure is therefore calculated as
$112,500 x 40% = $45,000. The Exposure Start and Exposure Finish fields are date fields that display the
earliest start and latest finish dates, respectively, of all project activities associated with the risk. If no
activities are associated with the risk, the fields display the start and finish dates of the entire project.
Activity A-2: Computing a Risk Score

Compute a risk score for a new risk.
Step Action
1. In the Probability list, note the probability range for each threshold level, and then select M (30% to 50%).
2. In the Schedule list, note the impact range for each threshold level, and then select H (20.0d to 40.0d).
3. In the Cost list, note the impact range for each threshold level, and then select M ($75,000 to $150,000).
4.
5. Note the risk score (20) for the new risk, and then click the horizontal scrollbar right arrow to scroll to the
right of the screen.
6. Note the risk Exposure ($45,000.00), and then click the Probability and Impact Diagram detail window to
view risk severity levels.
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Mapping Risks to Activities

Use the risk register to map project risks to the specific activities they are most likely to impact. This can
serve to alert project team members to risk-sensitive activities and help ensure that planned response actions
are completed in a timely manner.
Activity A-3: Mapping Risks to Activities

Map a risk to an activity. Step Action
1. In the risk register, confirm that risk R08 is selected, and then click the Activities detail window.
2.
In the Activities detail window, click the Assign Activities icon.
3. In the Select Activity dialog box, click + to expand groupings HRSYS - Managing Risks, Dep - System
Deployment, and Prep - System Installation Preparation, and then select an activity, HR3030 - Convert data
from previous system.
4. Click Assign.
5. Click Close.
6.
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Viewing and Assigning Risks on the Activities Page

Just as you can assign risks to activities on the Risks page, you can also view and assign risks on the
Activities page. Viewing risks associated with specific activities can help project managers track impending
risks as they guide a project through its schedule.
Activity A-4: Viewing and Assigning Risks on the Activities Page

View a risk associated with an activity, and assign a second risk to an activity.
Step Action

2. In the Activity View list, select Default View.
3. Select an activity, HR3030.
4. Click the Risks detail window.
5.
Note that risk R08 is assigned to the activity. In the Risks detail window, click the Assign Risk icon.
6. Select a risk, R06 Technological Complexity.
7. Click Assign.
8. Click Close.
9.
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Creating a Risk Response Plan

A risk response plan details the specific actions that project team members will take to minimize the
potential adverse effects of a risk and to maximize positive outcomes. Creating a response plan is similar to
creating a risk. A risk can have multiple response plans.
Response plans are classified into four different types:
Accept Accept the risk and take no actions in response.

Avoid Change the project to avoid the risk.
Reduce Reduce the probability and/or impact of the risk.
Transfer Transfer the risk to another party.
In the following exercise, your response plan will focus on reducing both the probability of the risk and its
impacts if it should occur. Therefore, you will select Reduce.
The remaining response plan fields cannot be edited directly but derive their values from the individual
response actions that make up the response plan.
Activity A-5: Creating a Risk Response Plan

Create a risk response plan to address a risk.
Step Action
1. On the Projects navigation bar, click Risks.

2. In the risk register, select risk R08 - Data Conversion Delay.
3. In the Response Plans detail window, click the Add icon. (If necessary, drag the horizontal split bar to enlarge
the detail window.)
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7.
6.
5.
4.
The exercise is completed.

In the Response Type list, select Reduce.
In the Response Plans ID field, type <R08-RP1>.
In the Name field, type <Data Conversion Help>.
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Adding Response Actions to a Risk Response Plan

A response plan is made up of specific response actions targeting a risks probability or impacts. These
response actions, along with their owners, status, start and finish dates, and qualitative probability and
impact thresholds, are added below the associated response plan in the Response Plans detail window.
Activity A-6: Adding Response Actions to a Risk Response Plan

Add a response action to the response plan for a risk.
Step Action
1.
In the Response Plans detail window, click the Add a Response Action icon.
2. In the ID field for the new response action, type <R08-RP1-1>.
3. In the Name field, type <Pre-Conversion Survey and Testing>.
4. In the Owner field, click the ellipsis.
5. In the View Resources by list, select All Resources.
6. Click + to expand groupings, IT - IT Resources and TST - Testing, and then select LAB - Testing Facility.
7. Click Assign.
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Adding Thresholds and Costs to Risk Response Actions

A response action can have one of five status classifications:
Proposed The response action has been offered for review and evaluation. This is the default
status for all new response actions.
Sanctioned The response action has been evaluated and approved for implementation.
Rejected The response action has been evaluated and rejected from further consideration.
In-Progress The response action is being carried out.
Complete The response action has been completed.
The status of a response action may be updated multiple times over the course of a project.
Specifying Start and Finish Dates - When a response action is first added to a response plan, the Start and
Finish dates of the overall project are applied to the response action. The dates can subsequently be changed
by clicking in the appropriate field and selecting a new date. In this way, the Start and Finish dates of
individual response actions can be more closely aligned with the Start and Finish dates of activities
impacted by the associated risk.
Choosing Probability and Impact Thresholds - Just as you chose probability and schedule and cost
impact levels when you created risk R08, you must choose new threshold levels predicting the probability
and impacts that will result from completion of a response action. P6 will calculate a new risk score from
the new thresholds. If the response plan includes multiple response actions, P6 will calculate a new overall
risk score that takes all of the response actions into account.
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Adding Response Plan Costs - The Response Total Cost column in the risk register (to the right of the
Score column) currently shows no costs, and you will not enter any in this lesson. But costs are important
both planned costs for determining whether to sanction or reject a proposed response action and actual costs
for determining the overall cost effectiveness of completed response efforts.
Planned Cost and Actual Cost columns can be added to the Response Plans detail window to track the costs
associated with individual response actions. After completion of all response plans associated with a risk,
cost totals can be transferred to the Response Total Cost column in the risk register. The column is not
calculated; cost totals must be entered directly. Documenting the total cost of risk response efforts is an
important part of developing long-term organizational knowledge.
In the following exercise, you will complete input for the first response action and add a second response
action to the risk response plan.
Activity A-7: Adding Thresholds and Costs to Risk Response Actions

Finish creating a risk response plan for a risk by adding a second response action and completing input for
the status, date, threshold, and cost fields.
Step Action
1. In the Start field in the Response Plans detail window, click the down arrow, and then select a date, 1-Oct-18.
2. In the Finish field, click the down arrow, and then select a date, 12-Oct-18.
3. In the Probability list, select L (10% to 30%). In the Schedule field confirm H (20.0d to 40.0d), and in the Cost
field confirm M ($75,000 to $150,000).
4.
Click the Add a Response Action icon.
5. In the ID field for the new response action, type <R08-RP1-2>.
6. In the Name field, type <Draft Conversion Guidelines>.
7. In the Owner field, click the ellipsis.
8. In the Select Owner dialog box Search field, type <LDAN>.
9. Confirm selection of LDAN - Laura Daniels, and then click Assign.
10. In the Start field, click the down arrow, and then select a date, 15-Oct-18.
11. In the Finish field, click the down arrow, and then select a date, 19-Oct-18.
12. In the Probability field, confirm M (30% to 50%), and then in the Schedule list, select M (10.0d to 20.0d).
13. In the Cost list, select L ($30,000 to $75,000).
14.
15. In the Response Plans detail window, click + to expand response plan R08-RP1, and then scroll to the right to
view the updated risk score.
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Viewing Risks on the Project Workspace

You can view risks in the Dashboards section and on the Project Workspace.
Activity A-8: Viewing Risks on the Project Workspace
View the Project Risks portlet on the Project Workspace.
Step Action
1. On the Projects navigation bar, click Workspace.

2. On the Workspace, click Customize.
3. In the Project section, select the Project Risks check box.
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Lesson Review
A risk is any potential event or condition that could have a negative or positive impact on project
objectives.
Risk enterprise data is used to create risk categories, risk thresholds, risk scoring matrices, and risk
user-defined fields that are standard across an organization.
A risk scoring matrix is a qualitative analysis tool used to calculate the impact of risks on a project.
The risk register on the Projects Risks page is the central area in P6 where you identify and manage
risks for individual projects and across the enterprise.
Review Questions
1. True or False: A risk scoring matrix must be assigned to a project in order to perform a qualitative
analysis of the project's risks.
2. Which of the following is an example of risk enterprise data?

a. Risk thresholds
b. Risk user-defined fields
c. Risk categories
d. All of the above
3. Which of the following risk thresholds is necessary to create a risk scoring matrix.
a. Schedule
b. User defined
c. Response
d. All of the above
4. True or False: All risks entered in the risk register must have an associated risk response plan.
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Appendix B: Managing Project Issues
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Issues
Issue Forms
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Overview: Managing Project Issues
The Issues page enables you create issues, view issues in list or chart form, and view issue details.
Click Add an Issue to create an issue.
Click Customize to select columns and customize the display of issues, including grouping and sorting.
Select an option in the Display field to view issues in list or chart form.
Click an issue name to view or edit issue details.
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Viewing Project Issues

Click an issue to view its details. Assign an issue owner, change issue priority and status, designate a
Resolution Date, and assign the issue to a specific activity.
Activity B-1: Viewing Project Issues

View issue details.
Step Action
3. Right-click a project, HRSYS - Managing Issues, and then click Open Project.
4. On the Projects Navigation bar, click Issues.
5. Click the arrow to expand Project: HRSYS-21 - HRSYS - Managing Issues.
6. Click an issue, Application hosting.
7. View issue details, and then click Cancel to close.
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Creating an Issue
Create an issue by filling out an issue form.
When you click Add an Issue, you are prompted to select an issue form assigned to the project:
Expand issue form categories to select an issue form.

Select the Default Form to create an issue based on the standard issue form.
Required fields are marked with an asterisk.
After saving, view the newly created issue on the Issues page.
Activity B-2: Creating an Issue

Create an issue. Step Action
1. Click Add an Issue.

2. Confirm a form, Default Form, and then click OK.
3.
In the Select the Project to associate with this issue field, click the Select icon.
4. Confirm a project, HRSYS - Managing Issues, and then click OK.
5. In the Issue Name field, type <System installation bugs> and press Enter on your keyboard.
6.
In the Date Identified field, click the Calendar icon.
7. Select a date, 2-Apr-18.
8.
In the Priority field, confirm Normal, and then in the Responsible Manager field, click the Select icon.
9. Click + to expand Signature Corporation and Chief Technology Officer, and then select VP of Development.
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10. Click OK.

11. In the Status field, confirm Open, and then click Save.
12. Click the arrow to expand Project: HRSYS-21 - HRSYS - Managing Issues.
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Grouping Issues
Group issues and view them in chart form for enhanced analysis.
Grouping organizes issues based on a common value for a selected field. In the Group tab, select up to three
levels, or fields, for grouping issues. For example, if you select to group by Priority, all issues with a Top
priority are grouped together, all issues with a Normal priority are grouped together, etc.
Each selected grouping level appears with a colored band when displaying issues in the List format. In the
Band Color list, select the background color for each grouping level. Select color for text in the grouping
band in the Text Color list.
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Other options:
Show field title in band - Displays the selected grouping level field name, followed by the field
value.
Show field rollups in band - Displays summary information for all cost, numeric, integer, start date,
and end date fields in the grouping level.
Show ID/Code Value in band - Displays the issue code value associated with the grouping level,
when grouping by an issue code.
Show Name/Code Description in band - Displays the issue code description associated with the
grouping level, when grouping by an issue code.
Activity B-3: Grouping Issues

Group issues.
Step Action
1. Click Customize.
2. Click the Group tab.
3. In the Level 1 Field list, select Priority.
4. In the Level 2 Field list, select Responsible Manager.
5. Click Save.
6. Click Expand All.
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Viewing Issues in Charts

Issues can be viewed in three types of charts: histogram, stacked histogram, and pie chart. Click Customize
to change chart type or color scheme.
To display issues in the chart format, issues must be grouped at least one level. A pie chart can only be
grouped to one level.
Activity B-4: Viewing Issues in Charts

View issues in chart form. Step Action
1. In the Display field, select Chart.

2. Click Customize.
3. Confirm that the Chart tab is selected and in the Chart Type list, select Stacked Histogram.
4. Click Save.
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Lesson Review
Issues are known problems within a project that require attention or corrective action.
Issues are created on the Issues page within the Projects section.
Create issues using issue forms.
Issues can be grouped and sorted, and viewed in list or chart form.
Review Questions
1. True or False: The selected issue form determines the fields that are available when creating a new issue.
2. Which two statements about issues are true?

a. When issues are displayed as a pie chart, they are grouped to only one level.
b. Issues pertain to multiple projects within the EPS.
c. Issues cannot be grouped in list form.
d. After an issue has been created, it can be updated/edited.
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Appendix C: Duration Types
Time and Work
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Duration Type
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240
Choosing a Duration Type
Recalculating the Time/Work Equation
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Duration Type: Fixed Units/Time
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Duration Type: Fixed Duration and Units/Time
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Duration Type: Fixed Units
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Duration Type: Fixed Duration & Units
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Appendix D: Calculating Percent Complete
Percent Complete
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Duration Percent Complete
Units Percent Complete
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Physical Percent Complete
Weighted Steps
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Appendix E: Case Study Solutions
Case Study 1 Solutions

Compare your work to the screenshots and text that follow:
1) To create a resource team available to all users, click the Resource Teams tab, select Global Resource
Teams in the resource teams hierarchy, and click . Name the team in the hierarchy and then use the
Resources detail window to select members for the team.
2) To create a role team available only to you, click the Role Teams tab, select User Role Teams in the role
teams hierarchy, and click . Name the team in the hierarchy and then use the Roles detail window to
select roles for the team.
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3) a. On the Resources navigation bar, click Planning, and in the Filter and group by field, select VPN
Implementation. Click + to load the Design WBS, select the element, click , and assign Nancy Chase. In
the Finish column for Nancy's assignment, change the date to 30-Jun-18 and leave the date in the Start
column unchanged. Finally, in the % Allocation column, type <100> and press Enter.
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b. Click + to load the Requirements WBS, select the element, click , and assign Karen Wong. Change
the date in the Finish column to 30-May-18 and the date in the Start column to 01-Mar-18 (remember that
you must change the date in the Finish column first), and then enter 30 in the Total Days column. The 30
days of allocation are distributed evenly over the length of the assignment (10 days per month).
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c. Click + to load the Implement WBS, select the element, click , and assign Isaak Sallas. Change the
date in the Finish column to 16-Nov-18 and the date in the Start column to 01-Aug-18 (remember that you
must change the date in the Finish column first), and then enter 25 in the % Allocation column.
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4) a. On the P6 navigation bar, click Dashboards, confirm the Planned Projects dashboard, and in the
Organized by field in the Open Requests for Resources portlet, confirm Testing Team by All Projects. In the
Finance Extranet project, click Tester. On the Resource Staffing page, mark the Conduct functional
preparation check box, and then click Assign Resource. Click + to expand Tester, select Robert Caroll, and
click Show Detail. Note that Robert Caroll is available to work on the activity in February 2018, and then in
the Display field, select Spreadsheet.
b. & c. The spreadsheet indicates that Robert is assigned to two other projects in 2018: ERP System
Installation and Finance System Upgrade.
Click Assign to assign Robert Caroll to the Conduct functional preparation activity.
d. & e. On the Resource Staffing page, select the Perform integration testing check box, and then click
Search. On the Resource Search page, confirm Tester in the Primary Role field, select 3-Skilled in the
Proficiency list, and mark the Sort results by availability and the Do not show overallocated resources
check boxes. In the Compute availability for date range field, select Activity Start to Finish, and then click
Run Search. The search returns two resources, Mark Bell and Robert Caroll, each with identical scores. Run
the search again after adding a resource code: Certifications: CSTE - Certified Software Tester. This time
the search returns only one resource, Robert Caroll. Select Robert Caroll, and then click Assign Resource.
5) a. On the P6 navigation bar, click Dashboards, and on the Planned Projects dashboard, click Customize.
In the Content tab, click next to Open Requests for Resources, and in the Role Team field, select
Troubleshooting Team, and then click Save and Close. In the Open Requests for Resources portlet click
Quality Assurance Manager in the Global Intranet Implementation project. On the Resource Staffing page,
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select Verify functional and technical results and then click Search. On the Resource Search page, confirm
Quality Assurance Manager in the Primary Role field, and then click Run Search.
b. The search returns two resources, Frank Lee and Leland Stamper, both with identical scores.
c. Click Search again, and in the Proficiency field, select 2-Expert. Click Run Search. This time, the search
returns only one resource, Leland Stamper. Select Leland Stamper, and then click Assign Resource.
6) On the P6 navigation bar, click Dashboards and confirm the Planned Projects dashboard. In the Resource
Team Summary portlet Select a resource team field, select Cross Function Team.
a. Frank Lee and Greg Baran are assigned to the most active projects, with two each.
b. In the Resource Team Summary portlet, click Greg Baran. In the Display field of the usage histogram,
select Spreadsheet, and then click ERP System Installation. Greg Baran is assigned to A1100 - Design
system architecture and A1350 - Design external interfaces.
c. On the P6 navigation bar, click Dashboards, and in the Resource Team Summary portlet, click Frank
Lee. In the Display field of the usage histogram, select Spreadsheet. View the Jan 2019 spreadsheet column
and note that Frank Lee has 72 hours allocated to the Finance System Upgrade project. Click Finance
System Upgrade to determine that Frank is assigned to activity FS1100 - Implement the external interfaces.
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7) On the P6 navigation bar, click Dashboards, and in the Resource Team Summary portlet Select a
resource team field select Requirements Team.
a. Fred Tanner is assigned to three active projects.
b. In the portlet, click Fred Tanner, and in the Display field of the usage histogram, select Spreadsheet to
view the projects to which Fred is assigned: Finance Extranet, Knowledge Portal, and Online Benefits
Portal.
8) On the P6 navigation bar, click Resources; on the Resources navigation bar, click Analysis; and on the
Analysis page, click the Resource Analysis tab. In the selection pane Group By field, select Resource Team,
and then expand Cross Function Team in the selection pane. In the Resource Analysis chart Group by field,
select Priority Code; in the Filter by field, select All Projects; and in the Chart Type field, select Pie Chart.
Select team members individually or the team as a whole to answer the objective questions.
a. Alanzo Kirche is assigned to the highest percentage of High Priority projects at 100%.
b. Edward Johnson is assigned to the lowest percentage of High Priority projects at 0%.
c. As a whole, 84% of the Cross Function Team's allocation is committed to High Priority projects.
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Case Study 2 Solutions

1) You are asked to create a User filtered portfolio of projects with a division code of Accounting. Name
the portfolio Accounting Projects.
On the Portfolios Action menu, click Manage Portfolios, and then click Create Project Portfolio. Select to
mange this portfolio By Filter. The criterion is: Division equals ACCT - Accounting.
a. What projects are in the portfolio?
In the Manage Portfolios view, select the list arrow next to Necessary Projects to see the list of projects in
the portfolio. The portfolio includes: Finance Extranet, Global Learning Portal, Knowledge Portal, Online
Benefits Portal, and Payroll Manager.
b. According to the last summarized data, which projects in the portfolio are in progress and which one is
the nearest to completion?
Use the Gantt Chart page to view progress for each project. Actual work is indicated by a blue bar. All of
the projects are in progress. Payroll Manager is the nearest to completion at 96.2%.
2) Projects in the Philadelphia portfolio are under close scrutiny. The companys leadership has stated that
the portfolio needs to attain 14% return on investment, and that some projects in the portfolio may need to
be deleted in order to achieve that goal.
Open the Philadelphia portfolio and go to the ROI page.
264
a. What is the current projected return on investment for the portfolio?
ROI for the portfolio is 12%.
b. Which project has the highest projected return on investment?
Finance Extranet with an ROI of 17.3%.
c. Which project has the lowest projected return on investment?
Online Benefits Portal with an ROI of 5.9%.
d. Remove the lowest ROI project from the portfolio. Is the ROI of the portfolio now at 14%?
Go to the Details page and select the Online Benefits Portal project, click the Move Left arrow to remove the
project from the Selected Projects section. Return to the ROI page. Removing the project raises the ROI
for the portfolio only to 13.3%.
e. Remove the Content Management System project from the portfolio. Does that bring the portfolio ROI to
14%?
Removing the project raises the ROI for the portfolio to 14.2%.
f. After removing the two projects, in what month/year does the cumulative Net Present Value cross into
positive for the updated portfolio?
On the ROI page, click View Chart for the portfolio. Cumulative NPV becomes positive in May 2019.
265
3) The Accounting division has an original budget of $220,000 to fund projects. The group has asked you
whether all its High Priority and Important projects can be funded for $220,000 or less.
a. Create a manual portfolio and name the portfolio Accounting Projects.
On the Portfolios Action menu, click Manage Portfolios, and then click Create Project Portfolio. Select to
manage this portfolio Manually. The portfolio should include the projects: Upgrade Network, Integrate
S/390, Online Benefits Portal, ERP System Installation.
b. Create a new view, Priority, in the Portfolio Analysis page with these columns: Original Budget,
Priority Code.
On the Portfolio Analysis page click the Create Portfolio View icon, to create a new view. In the Create
View dialog box, click + to expand New Portfolio View, select New Scorecard, and click OK. On the Create
Portfolio View page, name the view and select columns listed above.
c. Can we do the High Priority and Important projects if the portfolios Original Budget is kept to less than
$220,000?
No. In the Waterline section of the Create Portfolio View dialog, set options as shown in the screenshot
below. Click Apply. The waterline analysis shows that one High Priority and one Important project in the
portfolio can be funded within the $220,000 limit.
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Click the Save As icon,

e. Save the view as a scenario.
and in the Save As dialog box, type a title and then save as a New Scenario.
267
268

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THESE eKIT MATERIALS ARE FOR YOUR USE IN THIS CLASSROOM ONLY.

COPYING eKIT MATERIALS FROM THIS COMPUTER IS STRICTLY PROHIBITED

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Managing Portfolios ..................................................................................120

Case Study 2: Analyzing Portfolios ........................................................200

Overview: Managing Project Issues ............................................................228

Section I: Advanced Resource Management

Lesson 1 Creating Resource Teams

Analyze the effects of resource leveling.

Section II: Advanced Project Management

Lesson 7 Introduction to Portfolios

Lesson 1: Creating Resource Teams

Benefits of Resource Teams

Overview: Creating Resource Teams

Click on the toolbar to create a resource team.

Creating a Resource Team

Activity 1-1: Creating a Resource Team

Assigning Team Members

Activity 1-2: Assigning Team Members

1. Select the Customer Care Team.

Viewing the Resource Team Summary Portlet

In the following exercises, you will:

Activity 1-3: Viewing the Resource Team Summary Portlet

1. On the P6 navigation bar, click Dashboards.

Viewing Resource Allocation

Activity 1-4: Viewing Resource Allocation

1. In the Resource Team Summary portlet, click a resource, Diane Houseman.

E-Mailing the Resource Team

P6 uses Internet mail; outgoing messages are not saved in P6.

Activity 1-5: E-Mailing the Resource Team

1. On the P6 navigation bar, click Dashboards.

1. True or False: An unlimited number of resources can be assigned to a resource team.

2. Which of the following is a benefit of using a resource team?

Lesson 2: Creating Role Teams

Overview: Creating Role Teams

Click on the toolbar to create a role team.

Creating a Role Team

Selecting Roles for the Team

1. Select a role team, Intranet Team.

Viewing the Open Requests for Resources Portlet

Role by Project - Lists projects followed by unstaffed roles.

Role Team: Specifies the role team to display in the portlet.

1. On the P6 navigation bar, click Dashboards.

Viewing the Unstaffed Roles for a Project

Activity 2-4: Viewing the Unstaffed Roles for a Project

1. In the Finance Extranet project, click Test Engineer.

1. True or False: An unlimited number of roles can be assigned to a role team.

3. Which of the following is required to create a role team?

Lesson 3: High-Level Resource Planning

High-Level Resource Planning

Overview: Assigning Resources and Roles

Select a project or portfolio in the Filter and group by field.

Activity 3-1: Managing Data

Customizing the Spreadsheet

Activity 3-2: Customizing the Spreadsheet

Activity 3-3: Assigning a Resource

1. Click + in a WBS element, Requirements.

4. In the Organized By list, select Resource Hierarchy.

Assigning a Resource via Search

Activity 3-4: Assigning a Resource via Search

Cutting and Pasting

Activity 3-5: Cutting and Pasting