Welcome to the

Eastwood Harris Pty Ltd

Primavera P6
Version 7
TRICKS AND TRAPS
PRESENTATION
Copyright of Eastwood Harris Pty Ltd

Page 1
 Purpose of the Presentation
ƒ To demonstrate the P6 Version 7 bars functions, and
ƒ To suggest some solutions for bar formatting issues.
issues

Page 2
 T i
Topics
TRICKY P6 FUNCTIONS
ƒ Float on a Completed Activities
ƒ Relationships on a Baseline Bar
ƒ How to Create a Summary Bar
ƒ Negative Float on a Complete Activity
ƒ Why is Negative Float showing when it should not
ƒ Summary Duration Calculations
ƒ Baseline Bar showing when no baseline is set
TECHNIQUES
ƒ B
Bars without
ith t Successors
S are critical
iti l
ƒ Multiple Project Float Calculation
ƒ Start or End Float
ƒ Activity Durations with Resources
Page 3
 FLOAT ON A COMPLETED ACTIVITY
ƒ By default a Total Float bar is displayed on a
completed task, but the Float value is set to “Null”,
this is not logical:

Page 4
 FLOAT ON A COMPLETED ACTIVITY
ƒ To remove this set the filter on the Float Bar in the in
the Bars form to be Not Started or In Progress:

Page 5
 FLOAT ON A COMPLETED ACTIVITY

Page 6
 RELATIONSHIPS ON A BASELINE
BAR
ƒ To remove relationships on the Baseline bar, move in
to the Baseline bars to the bottom of the Bars form:

Page 7
 HOW DO YOU CREATE A
SUMMARY BAR
ƒ To create a new summary bar you will see that you
can not select Summary from the filter drop down
box:

Page 8
 HOW DO YOU CREATE A SUMMARY
BAR
ƒ Open to the Bars form, Bar Settings tab and select
Show bar for grouping bands:

Page 9
 NEGATIVE FLOAT IS SHOWING
WHEN IT SOULD NOT
ƒ Why do I have one day Negative Float:

Page 10
 NEGATIVE FLOAT SHOULD NOT
BE SHOWING
ƒ Al
Always show
h th
the time
ti when
h scheduling
h d li as P6 does
d nott
have a default start or finish time and often selects
00:00 as the time when setting actuals or constraints:

Page 11
 A GAP BETWEEN THE DATA
DATE AND ACTIVITY BAR
ƒ When an activity is complete the Early Start and
Early Finish are set to the Data Date, 12 Oct at
g , NOT to the Actual Start as in many
midnight, y other
products,
ƒ When an activity is in progress the Early Start is set
to the Activity calendar Start Date and Time NOT to
the Actual Start as in many other products.
ƒ To p
prevent this stet the Data Date to the Activity
y
Calendar Start Date:

Page 12
 HOW DO SUMMARY DURATIONS
CALCULATE
ƒ What Bars are these?

Page 13
 Database Default Calendar
Calendar, WBS and
Project Durations – Version 6.2 & Earlier
ƒ Th
The d
durations
ti off all
ll bands
b d such
h as P
Project,
j t WBS,
WBS and
d
Resources are calculated from:
ƒ The Database Default Calendar and
ƒ The Hours/Day setting in the Edit, User
Preferences…, Time Units tab.
ƒ The following picture show the duration of the
workshop used in this publication set at firstly 5 days
per week,
pe ee , 8 hours
ou s per
pe day and
a d a duration
du at o of o 35 days
with an Hours/Day setting of 8 hours.

Page 14
 Database Default Calendar
Calendar, WBS and
Project Durations – Version 6.2 & Earlier
ƒ N
Now with
ith the
th Default
D f lt Calendar
C l d changed
h d tto a 7
day/week 24 hour per day the duration of 139 days is
clearly misleading,

ƒ The duration of the Project Summary WBS Nodes are

also clearly misleading, the Research Node is not 31
days long.

Page 15
 Database Default Calendar
Calendar, WBS and
Project Durations – Version 6.2 & Earlier
ƒ There are some issues that need to be carefully
considered when planning and controlling multiple
projects with different calendars in one database
when the correct durations in days are important,
important
ƒ Primavera performs best when the all calendars in all
the p
projects
j are set with the same hours p
per day,
y,
ƒ If this is not possible you may consider:
ƒ Showing
g durations in hours only,
y,
ƒ Creating a separate database for projects that require a
different hours per day,
ƒ Not displaying the durations against Project nodes, WBS
nodes and any other summary nodes by not checking
the Show Group Totals in the Group and Sort form,
ƒ Create a global change to put the correct duration in a
text field.
Page 16
 Calculation
C l l ti off Activity
A ti it Duration
D ti in
i
Days – Version 7
ƒ In earlier version of P6 the calculation of the
durations in hours for all calendars was set either by
the Administrator in Admin,, Admin Preferences…,,
Time Periods tab or by the User in the Edit, User
Preferences…, Time Units tab.
ƒ Primavera Version 7 has
h removed d these
h two options
above and has created of a new calendar function for
each titled Hours per Time Period:

Page 17
 Calculation
C l l ti off Activity
A ti it Duration
D ti in
i
Days – Version 7
ƒ The picture below has the Project Default calendar set
as the 8hr/d & 5d/w and the picture shows that when
the calendars are different then the Project
j Default
calendar is used to calculate the summary duration
for WBS Nodes, Projects etc:

Page 18
 A BASELINE BAR IS DISPLAYED
WHEN NO BASELINE SET
ƒ This issue is due to the planned dates

Page 19
 Pl
Planned
d Dates
D t
ƒ The Planned Dates are very complex and their
calculation
l l ti method
th d iis outlined
tli d in
i the
th book,
b k iin
summary:
ƒ When an activity is Complete or In-progress
In progress they
match the status of the schedule before the last
update,
p
ƒ When an activity has Not Started they match the
Early Start and Early Finish.

Page 20
 Pl
Planned
d Dates
D t Issues
I
ƒ The Planned Dates are dates that most schedulers
would not want displayed,
ƒ These dates are displayed as the Project Baseline
bars and Primary User Baseline bars when no
baseline has been assigned,
ƒ You must be sure that all users set their Primary
User Baseline baselines before they display the
bars.
bars

Page 21
 BARS WITHOUT SUCCESSORS
ARE CRITICAL
ƒ This is useful if you have not complete a schedule and
need to present it but do not want to show all the
l
long float
fl t bbars when
h th
the schedule
h d l hhas nott had
h d all
ll the
th
successors added:

Page 22
 Scheduling
S h d li O
Options
ti – Make
M k Open
O
Ends Critical

Bar Refaeli

Page 23
 Make Open-ended Activities Critical
ƒ Activities without a successor as displayed as critical
when they have float
float, this option makes the Late
Dates equal the Early Dates when an activity has no
successor.
ƒ Open-ends Not Critical:

ƒ Open-ends Critical:

Page 24
 Calculate
C l l t float
fl t based
b d on finish
fi i h
date of
New to Primavera Version 6.2:
ƒ Each project
ƒ Opened projects

Page 25
 Compute Total Float as
There are three options for this calculation:
ƒ Start Float = Late Start – Early Start

ƒ Finish Float = Late Finish – Early Finish

ƒ Smallest of Start Float and Finish Float

ƒ Note: It can be seen from the p pictures above that the
Total Float bar only displays the Finish Float.
Page 26
 Drive activity dates by default
ƒ When this option
p is switched OFF it is p
possible for a
resource to calculate outside the activity duration,
ƒ When it is switched ON the resource durations are
li k d tto the
linked th activity
ti it duration:
d ti

Page 27
 Activity Durations
ƒ An Activity Duration is adopted from the longest
R
Resource D
Duration,
ti
ƒ When more than one Resource has been assigned to
an activity with different Units and/or Units/Time,
Units/Time the
Resources many have different durations,
ƒ In the following example the Activity Duration is 10
days, which is calculated from David William’s
Resource Original Duration of 10 days:

Page 28
 Resource Lag
ƒ A Resource may be assigned a Lag, the duration from
the start of the activity to the point at which the
Resource commences work,
ƒ In the following example the Activity Duration is 12
days, which is calculated from Angela Lowe’s
Resource Original Lag of 7 days and Resource
O i i l Duration
Original D ti off 5 days:
d

Page 29
 COST MANAGEMENT USING WBS
ACTIVITIES AND EXPENSES
ƒ P6 was developed without the ability to catch and
collect costs at WBS Node,
ƒ Many software packages do collect costs at WBS
Node which includes SAP,
ƒ This section will outline how one can use WBS
Activities and Expenses to manage costs collected by
another system and imported into P6.

Page 30
 Set Up the User Definable Fields
In order to import cost at WBS Node I suggest:
ƒ Create a WBS Activity in WBS Node to manage costs.
ƒ Assign Costs to Expenses,
Expenses then you will not run into
issues such as the Cost zeroing out when the
Remaining Duration equals Zero as may happen with
resources.
ƒ P6 Expenses only have Budget, Actual, Remaining
and At Completion cost fields.
fields
ƒ Costs have a number of elements, including Budget,
Committed, Received, QQuality
y Checked, Invoices,
Outstanding Commitment against contracts and
orders, Unallocated WBS funds (Remaining
Contingency).

Page 31
 Set Up the User Definable Fields –
continued….
To manage these cost fields:
ƒ Set up Expense User Definable Fields to import the
costs into.
into
ƒ Costs in the Expense User Definable Fields may
then be Global Changedg into the appropriate
pp p Expense
p
field for reporting and comparing to the Baseline.
ƒ Set up Activity User Definable Fields to import the
costs into
i to display
di l the
h costs in
i columns
l as Expense
E
User Definable Fields may not be displayed in Gant
chart columns.
ƒ Both the Expense User Definable Fields and the Activity
User Definable Fields are identical and the costs end up
in three places
places, Expense Costs
Costs, Expense User Definable
Fields and
Page 32
 Set Up the User Definable Fields –
continued….
All the following fields contain the same costs:
ƒ Expense User Definable Fields which hold all the
different types of costs and are used to import costs
into.
ƒ Expense
p Costs fields which are p
populated
p by
ya
Global Change from the Expense User Definable
Fields
ƒ A
Activity
i i User
U Definable
D fi bl Fields
Fi ld allowing
ll i costs to be
b
show in Gantt Chart Columns.

Page 33
 Set Up the User Definable Fields –
continued….
ƒ Set
S t up User
U Definable
D fi bl Fields
Fi ld as per below,
b l
ƒ The Activity and Expense are identical,
ƒ Th
The “PO” prefix
fi k
keeps th
the order
d iin th
the database
d t b and
d
keeps the fields together.

Page 34
 Set Up the User Definable Fields –
continued….
All the following fields contain the same costs:
ƒ Expense User Definable Fields which hold all the
different types of costs and are used to import costs
into.
ƒ Expense
p Costs fields which are p
populated
p by
ya
Global Change from the Expense User Definable
Fields
ƒ A
Activity
i i User
U Definable
D fi bl Fields
Fi ld allowing
ll i costs to be
b
show in Gantt Chart Columns.

Page 35
 Assign Expenses
ƒ Assign Expenses against the WBS Activities with their
Budget and At Completion Costs,
ƒ Baseline the project,
ƒ Update the Activities.

Page 36
 E
Export the
h UDS Fields
Fi ld to Excel
E l
ƒ Export the Activity and Expense UDF Fields to Excel
to be populated and import, create a template as per
below,
ƒ Filter just on WBS Activities:

Page 37
 Update the Spread Sheet & Import
ƒ The Activity and Expenses Spread Sheet will both
have exactly the same fields,
ƒ Populate one TASK sheet and Copy & Paste to the
PROJCOST sheet,
ƒ Import the data:

Page 38
 R i
Review Data
D t
ƒ Review the data, the costs should be assigned against
th Activity
the A ti it UDFs
UDF and d the
th Expense
E UDFs:
UDF

Page 39
 Global
Gl b l Ch
Change UDF into
i t Expense
E
Columns
ƒ Depending on what cost you want put where run a
Global Change like the one below:

Page 40
 Review Data
ƒ The UDF Values for Activities and Expenses should be
the same:

Page 41
 Presented by
Eastwood Harris Pty Ltd
S
Suppliers
li off Primavera
P i and
d
Microsoft Project
j books and
training material
www primavera com au
www.primavera.com.au
www.eh.com.au

Copyright of Eastwood Harris Pty Ltd

Page 42