P6 Course

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Project Management) has ฺ in Primavera
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D60823GC10
Edition 1.0
December 2009
D64520
Copyright © 2009, Oracle. All rights reserved.
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Table of Contents
Lesson 1 – Project Management Life Cycle 1

Project Management Definitions ................................................................................................................ 3

Project Management Life Cycle ................................................................................................................. 4
Initiating Process Group ...................................................................................................................................... 5
Planning Process Group ...................................................................................................................................... 6
Executing Process Group .................................................................................................................................... 7
Controlling Process Group .................................................................................................................................. 8
Closing Process Group ........................................................................................................................................ 9
b l e
fer a
Lesson 2 – Understanding Data in P6
an s 11
n - t r
P6 Environment ........................................................................................................................................ 13
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Client Applications............................................................................................................................................ 14
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Web Applications .............................................................................................................................................. 15
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l ฺ c om uide
Other P6............................................................................................................................................................. 16
m ai nt G
Enterprise Project Structure ...................................................................................................................... 17
l
g tudee
EPS and Security ............................................................................................................................................... 21
Organizational Breakdown Structure (OBS) o o S
g ............................................................................................ 22
5 @ t h i s
Enterprise Data and Project-Specific
e 6 9 Data s e ............................................................................................... 24
p r inc e to u
Enterprise Data .................................................................................................................................................. 25
e (eData.........................................................................................................................................
Project-Specific
e n s 26
r i nc and Project-Specific
Enterprise lic Data................................................................................................................. 27
a rd P
Lesson 3 – Navigation and Layouts 29
w
Ed Windows ................................................................................................................................................... 31
P6 Layouts ................................................................................................................................................ 32
Details Layout........................................................................................................................................... 33
Activities Window .................................................................................................................................... 36
Logging In................................................................................................................................................. 37
Opening a Project...................................................................................................................................... 38
Access Modes.................................................................................................................................................... 39
Layouts .............................................................................................................................................................. 40
Opening an Existing Activity Layout ....................................................................................................... 41
Gantt Chart................................................................................................................................................ 43
Activity Usage Spreadsheet ...................................................................................................................... 44
Activity Network ...................................................................................................................................... 45
Activity Table ........................................................................................................................................... 46
Customizing a Layout ............................................................................................................................... 46
ii
Selecting Columns .............................................................................................................................................47

Using Hint Help in the Columns Dialog Box ....................................................................................................48
Displaying Activity Details....................................................................................................................... 49
Selecting Details Tabs........................................................................................................................................50
Saving Layouts.......................................................................................................................................... 51
Closing a Project ....................................................................................................................................... 53
Lesson 4 – Creating a Project 55

Project ....................................................................................................................................................... 57
Creating a Project...................................................................................................................................... 58
l
Creating a Project with the Create a New Project Wizard........................................................................ 62
b e
Entering a Project Name ....................................................................................................................................64f er a
an s
- t r
Entering Project Start and End Dates.................................................................................................................65
on
Entering a Responsible Manager .......................................................................................................................66
n
a
Selecting the Assignment Rate Type .................................................................................................................67
s
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Running Project Architect..................................................................................................................................68
co uidm
Viewing Project Details ............................................................................................................................ 70
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General Tab........................................................................................................................................................71
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Dates Tab ...........................................................................................................................................................72
@ g
Notebook Tab.....................................................................................................................................................73
is
9 se5 t h
Codes Tab ..........................................................................................................................................................75
Type Ahead and Search innDialog c e6Boxes u..........................................................................................................76
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Defaults Tab.......................................................................................................................................................77
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r i nc a WorklicBreakdown Structure
r d P
Lesson 5 – Creating 79
a
wDefinition of Work Breakdown Structure................................................................................................. 81
d
E Viewing WBS Elements ........................................................................................................................... 86
Creating the WBS Hierarchy .................................................................................................................... 87
Lesson 6 – Adding Activities 95

Definition of Activity................................................................................................................................ 97
Activity Components ................................................................................................................................ 98
Activity Type ............................................................................................................................................ 99
Start Milestone .................................................................................................................................................100
Finish Milestone...............................................................................................................................................101
Task Dependent ...............................................................................................................................................102
Resource Dependent ........................................................................................................................................103
How Activity Type Affects Dates....................................................................................................................104
Level of Effort..................................................................................................................................................106
WBS Summary ................................................................................................................................................107
Activity Codes ........................................................................................................................................ 108
iii
Calendar Assignments ............................................................................................................................ 109

Adding an Activity via the New Activity Wizard .................................................................................. 112
Enabling the Wizard ........................................................................................................................................ 113
Launching the Wizard ..................................................................................................................................... 114
Naming the Activity and Specifying a WBS................................................................................................... 115

Assigning Activity Type ................................................................................................................................. 117
Completing the New Activity Wizard ............................................................................................................. 118
Adding an Activity via Activity Details ................................................................................................. 120
General Tab ..................................................................................................................................................... 121
Status Tab ........................................................................................................................................................ 122
Notebook Tab .................................................................................................................................................. 123
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Adding Activity Information via Columns ............................................................................................. 124
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Adding Steps to an Activity.................................................................................................................... 127
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Using Step Templates...................................................................................................................................... 128
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Activity Codes ........................................................................................................................................ 129
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Assigning Activity Codes................................................................................................................................ 130
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Assigning Activity Codes to Multiple Activities ............................................................................................ 131
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Streamlined Process to Add Activity Code Values ......................................................................................... 132
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Calendar Assignments ............................................................................................................................ 134
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Calendar Types................................................................................................................................................ 134
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Assigning Calendars........................................................................................................................................
9 135
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Lesson 7 – Creating Relationships 139
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Network n c e Diagram
Logic l i c e......................................................................................................................... 141
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Pr Diagramming Method.......................................................................................................... 142
Precedence
d
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E dw Relationship Types.................................................................................................................................. 143
Finish to Start (FS) .......................................................................................................................................... 144
Start to Start (SS)............................................................................................................................................. 145
Finish to Finish (FF)........................................................................................................................................ 146
Start to Finish (SF) .......................................................................................................................................... 147
Relationships with Lag ........................................................................................................................... 148
Creating Relationships in the Activity Network..................................................................................... 154
Creating a Start to Start Relationship .............................................................................................................. 155
Creating Relationships in Activity Details ............................................................................................. 156
Using the GoTo Feature .................................................................................................................................. 157
Assigning Lag ......................................................................................................................................... 158
Viewing Relationships in the Gantt Chart .............................................................................................. 159
Lesson 8 – Scheduling 163

Critical Path Method Scheduling ............................................................................................................ 165
Critical Path..................................................................................................................................................... 166
iv
Data Date ................................................................................................................................................ 167

Forward Pass........................................................................................................................................... 169
Backward Pass ........................................................................................................................................ 171
Total Float............................................................................................................................................... 173
Backward Pass with Required Finish...............................................................................................................176

Circular Relationships (Loops) ............................................................................................................... 178
Open Ends............................................................................................................................................... 179
Scheduling a Project ............................................................................................................................... 184
Viewing the Schedule Log...................................................................................................................... 185
Driving Relationships ............................................................................................................................. 187
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Lesson 9 – Assigning Constraints r a
fe191
a n s
Definition and Purpose of Constraints....................................................................................................
n -t r 193
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Must Finish By.................................................................................................................................................194
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Start On or After ..............................................................................................................................................195
c o m ideฺ
Additional Constraints ............................................................................................................................ 196
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How Constraints Affect Activity Dates ...........................................................................................................199
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g l em den
Assigning a Must Finish By Constraint to a Project............................................................................... 202
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Rescheduling the Project..................................................................................................................................203
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Assigning a Constraint to an Activity..................................................................................................... 204
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Adding a Notebook Topic....................................................................................................................... 205
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Lesson 10 – Formatting Schedule 207
Grouping P ri
................................................................................................................................................. 209
a r d
d wSorting..................................................................................................................................................... 211
E Filtering................................................................................................................................................... 212
Grouping Data......................................................................................................................................... 216
Group and Sort Dialog Box .................................................................................................................... 217
Grouping by Date.............................................................................................................................................219
Collapsing/Expanding Grouped Data ..............................................................................................................220
Sorting Activities .................................................................................................................................... 221
Sorting by a Single Criterion ...........................................................................................................................221
Filtering Activities .................................................................................................................................. 223
Filters Dialog Box............................................................................................................................................224
Applying a Default Filter ........................................................................................................................ 225
Creating a Filter ...................................................................................................................................... 227
Using Multiple Filters ............................................................................................................................. 230
Applying the All Activities Filter ............................................................................................................ 231
v
Lesson 11 – Maintaining the Project Documents Library 233

Project Documents .................................................................................................................................. 235
Linking Documents................................................................................................................................. 236
Assigning Documents ............................................................................................................................. 237
Creating a Document Record.................................................................................................................. 240

The General Tab .............................................................................................................................................. 241
Files Tab .......................................................................................................................................................... 242
Assigning a Project Document to an Activity......................................................................................... 243
Viewing Document Details..................................................................................................................... 245
Lesson 12 – Understanding Roles and Resources

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s
Roles and Resources ............................................................................................................................... 249
n fer
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Relationship Between Roles and Resources....................................................................................................
a 252
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Resource Types.......................................................................................................................................
a 253
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Viewing the Roles Dialog Box ............................................................................................................... 256
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Prices Tab ........................................................................................................................................................ 257
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Limits Tab............................................................................................................................................... 258
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Viewing Resources.......................................................................................................................................... 260
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Resource Details ..................................................................................................................................... 261
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General Tab .....................................................................................................................................................
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Codes Tab........................................................................................................................................................ 261
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Details Tab ...................................................................................................................................................... 262
n c e Tabli..........................................................................................................................................
Units & Prices
c e 263
i
Pr– Assigning Roles and Resources
a r
Lessond 13 265
w
d Assigning Roles ...................................................................................................................................... 267
E
Assigning Resources............................................................................................................................... 269
Steps for Resource Management ............................................................................................................ 270
Assigning Roles to an Activity ............................................................................................................... 274
Assigning Multiple Roles to an Activity ......................................................................................................... 276
Assigning a Single Role to Multiple Activities ............................................................................................... 277
Assigning Rates on Roles ....................................................................................................................... 279
Steps for Resource Management ............................................................................................................ 282
Assigning Resources by Role ................................................................................................................. 283
Assigning by Role to Multiple Activities ........................................................................................................ 285
Adjusting Resource Assignment Units ................................................................................................... 286
Assigning a Resource to a Level of Effort Activity ........................................................................................ 286
Assigning a Resource Directly................................................................................................................ 287
Adjusting Budgeted Units/Time to Specify Resource Quantity ............................................................. 288
Designating a Primary Resource............................................................................................................. 289
vi
Assigning a Material Resource ............................................................................................................... 290

Planning Costs ........................................................................................................................................ 291
Resource Costs.................................................................................................................................................291
Expenses ..........................................................................................................................................................292
Summary Tab...................................................................................................................................................293
Lesson 14 – Analyzing Resources 295

Analyzing Resources .............................................................................................................................. 297
Resource Analysis Settings..................................................................................................................... 300
Resource Usage Profile........................................................................................................................... 302
Displaying the Resource Usage Profile .................................................................................................. 303 b l e
Viewing All Projects or Open Projects Only.......................................................................................... 304 fer a
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Formatting the Profile ............................................................................................................................. 305
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Formatting the Timescale ................................................................................................................................308
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Lesson 15 – Optimizing the Project Plan ) has ฺ 311
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Project Constraints ..................................................................................................................................
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P6 Triple Constraint.........................................................................................................................................314
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Optimizing the Project Plan .................................................................................................................... 315
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Analyzing Schedule Dates ...............................................................................................................................316
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Shortening the Project......................................................................................................................................317
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Analyzing Resource Allocation
p r in ..............................................................................................................
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Analyzing the Cost
n c e Budget l i c en
..................................................................................................................... 319
Comparingrthe
P i Calculated Finish Date to the Must Finish By Date....................................................... 322
d on Critical Activities ........................................................................................................................323
arFocusing
w
Ed Shortening the Project............................................................................................................................. 325
Refining Duration Estimates............................................................................................................................325
Modifying Relationships..................................................................................................................................326
Modifying Constraints .....................................................................................................................................327
Verifying Project Dates........................................................................................................................... 328
Analyzing Resource Allocation .............................................................................................................. 331
Identifying the Cause of Resource Overallocation ..........................................................................................332
Correcting Overallocation................................................................................................................................333
Replacing a Resource.......................................................................................................................................337
Analyzing the Budget ............................................................................................................................. 339
Lesson 16 – Baselining the Project Plan 341

What is a Baseline?................................................................................................................................. 343
Baseline Functionality in P6 Project Management................................................................................. 346
Creating a Baseline ..........................................................................................................................................347
vii
Categorizing the Baseline................................................................................................................................ 348

Assigning a Baseline............................................................................................................................... 349
Viewing Baseline Bars............................................................................................................................ 350
Bar Style Tab................................................................................................................................................... 350
Displaying Baseline Bars ................................................................................................................................ 351

Customizing the Activity Table....................................................................................................................... 352
Saving the Layout............................................................................................................................................ 353
Bar Labels Tab ................................................................................................................................................ 354
Lesson 17 – Executing the Project Plan 357

Updating a Project................................................................................................................................... 359
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How Data is Collected.....................................................................................................................................
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Data Date......................................................................................................................................................... 361
n on
The Updating Process ............................................................................................................................. 362
s a
Defining a Status Updating Period ......................................................................................................... 366
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Progress Spotlight............................................................................................................................................ 367
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Dragging the Data Date ................................................................................................................................... 368
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Entering Actuals...................................................................................................................................... 369
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Completed Activities ....................................................................................................................................... 369
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Activities in Progress....................................................................................................................................... 369
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Updating Milestones ............................................................................................................................... 370
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Updating Activities to iCompletion 371
(e enMilestone
Updating a Mid-Project
e se .................................................................................................................. 375
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UpdatinginActivities
r licProgress .............................................................................................................. 376
in
r d P an Activity ........................................................................................................................... 378
Suspending
wa Updating Completed Activities............................................................................................................... 380
Ed Rescheduling the Project......................................................................................................................... 385
Viewing the Rescheduled Project.................................................................................................................... 386
Controlling the Project............................................................................................................................ 388
Compressing the Schedule .............................................................................................................................. 388
Lesson 18 – Reporting Performance 395

Methods for Reporting Performance ...................................................................................................... 397
Running an Existing Report.................................................................................................................... 400
Run Report Dialog Box ................................................................................................................................... 401
Print Preview ................................................................................................................................................... 403
Printing Reports............................................................................................................................................... 404
Report Wizard......................................................................................................................................... 405
Create or Modify Report ................................................................................................................................. 405
Configure Selected Subject Areas ................................................................................................................... 407
Adding a Report Title...................................................................................................................................... 409
viii
Generating the Report ......................................................................................................................................410

Print Preview....................................................................................................................................................411
Saving a Report....................................................................................................................................... 412
Assigning a Report to a Report Group.............................................................................................................413
Creating a Time Distributed Report........................................................................................................ 414

Creating a Report Using the Current Layout .......................................................................................... 420
Lesson 19 – Project Web Site 425

Benefits of a Project Web Site ................................................................................................................ 427
P6 Project Web Site Capabilities ............................................................................................................ 430
Creating a Project Web Site.................................................................................................................... 431 b l e
Customizing the Project Web Site .......................................................................................................... 433 fer a
an s
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Splash Tab........................................................................................................................................................434
n -
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Topics Tab .......................................................................................................................................................435
a
has ฺ
Graphics Tab....................................................................................................................................................436
) Reports Tab......................................................................................................................................................437
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Publishing the Web Site.......................................................................................................................... 438
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l e m ent
Navigating the Project Web Site......................................................................................................................439
g oog Stud
Publishing Activity Layouts ................................................................................................................... 441
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Appendix A – Claim Digger
e 6 9 se 445
Understanding Claim Digger r c to u
in.................................................................................................................. 447
( e p s e
n c e licen
Claim Digger Overview.......................................................................................................................... 450
ri Projects and Output Options........................................................................................................451
Configuring
P
a d Comparison Options ........................................................................................................................452
rChoosing
w
Ed Reviewing the Report ............................................................................................................................. 453
Appendix B – Creating Output 455
Output Controls....................................................................................................................................... 457
Printing Layouts and Page Setup ............................................................................................................ 460
Page Tab ..........................................................................................................................................................460
Margins Tab .....................................................................................................................................................462
Header Tab.......................................................................................................................................................463
Footer Tab........................................................................................................................................................466
Options Tab......................................................................................................................................................468
Print Setup............................................................................................................................................... 470
Attachment Tools.................................................................................................................................... 471
Curtain Tool .....................................................................................................................................................471
Text Tool..........................................................................................................................................................472
Customizing Data Date Style.................................................................................................................. 473
ix
Appendix C – Using Timesheets to Execute the Project Plan 475

Timesheet Approval Project ................................................................................................................... 478
Data Date ................................................................................................................................................ 479
Applying Actuals .................................................................................................................................... 480

Managing Timesheet Approval............................................................................................................... 485
Reviewing Timesheets ............................................................................................................................ 486
Approving Timesheets ............................................................................................................................ 489
Updating a Project Using Timesheets..................................................................................................... 491
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Applying Actuals............................................................................................................................................. 491
fer
Analyzing the Results of Applying Actuals............................................................................................ 493
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Rescheduling the Project......................................................................................................................... 495
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Viewing the Detailed Results .......................................................................................................................... 496
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Course Objectives
Project Management in Primavera P6 Rel 7.0 will cover the following topics:
Project Management Life Cycle

• Identify the five process groups in the Project Management Life Cycle.
• Describe the steps included in each process group.
Understanding Data in P6
• Describe P6 functionality and environment.
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• Describe the Enterprise Project Structure.
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• Describe the Organizational Breakdown Structure. ans
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n • Distinguish between enterprise data and project-specific data. o
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• Log in to P6 Project Management.
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• Open an existing project.
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go window. S tu
• Navigate in the Home window and@
5 Activities
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• Open an existing layout. e6
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• Customize a layout.
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• Save ailayout.
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d wa Project
Creating a
E • Create a project.
• Navigate in the Projects window.
• View and modify information in Project Details.
Creating a Work Breakdown Structure

• Define a Work Breakdown Structure (WBS).
• Create multiple levels of a WBS hierarchy.
Adding Activities
• Describe an activity and its components.
• Describe activity types.
• Add activities.
xi
• Add a Notebook topic to an activity.

• Add steps to an activity.
• Assign activity codes to activities.
Creating Relationships
• View a network logic diagram.
• Describe the four relationship types.
• Create relationships in the Activity Network.
• Create relationships in Activity Details. le
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Scheduling s fer
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• Perform a forward and a backward pass.
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• Describe float and its impact on a schedule.
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• Identify loops and open ends.
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• Calculate a schedule.
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• Analyze the scheduling log report. o g le de
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Assigning Constraints
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• Describe availabler c
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• ApplycMust
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E dw • Add a Notebook topic to a constrained activity.
Formatting Schedule Data
• Group activities according to specific criteria.
• Sort activities.
• Apply a filter.
• Create a filter.
Maintaining the Project Documents Library

• Describe the difference between a work product and a reference document.
• Create a document record.
• Link the document record to a project document or work product.
• Assign the project document to an activity or WBS.
xii
Understanding Roles and Resources

• Describe roles.
• View the roles dictionary.
• Describe resources.
• Identify the differences between labor, nonlabor, and material resources.
• View the resource dictionary.
Assigning Roles and Resources

• Assign roles to an activity.
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• Assign rates on roles. fer a
an s
• Assign resources to an activity by role and directly from the resource dictionary. n-tr
• Adjust Budgeted Units/Time for a resource. a no
• Assign expenses to activities. ) has ฺ
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Analyzing Resources
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• Display the Resource Usage Profile.
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• Format a profile. 5 @ thi s
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• Format the timescale.ince
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Optimizing the Project
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• rd P schedule dates.
Analyze
d w•a Shorten a project schedule.
E
• Analyze resource availability.
• Resolve resource overallocation.
• Analyze project costs.
Baselining the Project Plan

• Create a baseline plan.
• Display baseline bars on the Gantt Chart.
• Modify the bars on the Gantt Chart.
Executing the Project Plan

• Describe several methods for updating the project schedule.
• Use Progress Spotlight.
xiii
• Update the status of completed activities and activities in progress.

• Reschedule the project.
Reporting Performance
• Describe reporting methods.

• Run a schedule report.
• Create a resource report with the Report wizard.
• Create a time distributed report.
• Create a report using the current layout. le
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Project Web Site s fer
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• Create and launch a project Web site.
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• Customize the appearance of a project Web site.
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• Publish activity layouts as HTML pages.
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Project Management Life Cycle b le

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p
(e ens
c e lic 1 – Project Management Life Cycle
P rin Lesson
a r d
w
Ed Lecture Time
(minutes)
Demo Time
(minutes)
Practice Time
(minutes)
Interactive Time
(minutes)
Lesson Total
(minutes)
15 - - 5 20
2 Lesson 1 – Project Management Life Cycle
Objectives
After completing this lesson, you should be able to:

• Identify the five process groups in the Project Management
Life Cycle.
• Describe the steps included in each process group.
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Project Management Definitions

• Project – A temporary effort undertaken for the purpose of

creating a unique product, service, or result.
• Project Management – The process of achieving project
objectives within the constraints of schedule, cost, and
resource restrictions.
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• Project Management Life Cycle – A sequence of phases erab
that defines the overall process from the beginning to theans
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Project Management Life Cycle

Can be divided into five process groups:
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Initiating Process Group

• Collect project information.

• Obtain organizational commitment.
• Develop the team.
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Planning Process Group

• Establish project objectives and scope of work.

• Define the work.
• Determine the timing.
• Establish resource requirements/availability.
• Establish a cost budget.
b le
• Evaluate, optimize, and create a
fer a
baseline plan.
ans
n - t r
n o
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Executing Process Group

• Distribute information.
• Track work in progress and actual costs.
b le
fer a
ans
n - t r
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Controlling Process Group

• Analyze and evaluate the project.

• Recommend necessary action.
• Modify the current project with realistic data.
• Reforecast the schedule.
• Communicate project performance to the project team. b le
fer a
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n - t r
n o
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Closing Process Group

• Document lessons learned.

• Determine if project can be used as a methodology.
• Deliver product to client or stakeholders.
• Back-up or archive project files.
b le
fer a
ans
n - t r
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Lesson Review
Key Concepts
• Project management is the process of achieving project objectives within the constraints of
schedule, cost, and resource limitations.
• The project management life cycle is a sequence of phases, or process groups that defines the
overall process from the beginning to the end of a project.
• The project management life cycle can be divided into five process groups:
Initiating b le
fer a
Planning
ans
Executing n - t r
n o
a Controlling
Closing ) has ฺ
l ฺ c om uide
Review Questions m ai nt G
o g le de
1. Which of the following characteristicsgiso
essential S tu
to a project?
5@ e thi s
a. Produces a unique result69 s
e
b. Temporary inp r inc e to u
nature
c. Complex e (e ensof multiple tasks
or consisting
r i n c lic
d. Pa and b
r d
d wa e. a, b, and c
E
2. Which of the following constraints must project management address?
a. Cost
b. Resources
c. Schedule
d. a and b
e. a, b, and c
Understanding Data in P6 b le
fer a
ans
n - t r
n o
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r c
p
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c e c
liLesson
P rin 2 – Understanding Data in P6
a r d
w
Ed Lecture Time
(minutes)
Demo Time
(minutes)
Practice Time
(minutes)
Interactive Time
(minutes)
Lesson Total
(minutes)
15 - - 5 20
12 Lesson 2 – Understanding Data in P6
Objectives

• Describe P6 functionality and environment.
• Describe the Enterprise Project Structure.
• Describe the Organizational Breakdown Structure.
• Distinguish between enterprise data and project-specific b le
data. fer a
ans
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Lesson 2 – Understanding Data in P6 13
P6 Environment
Database
Reporting
Projects (PMDB) Database
Methodologies (MMDB)
Documents
Collaboration
P6
b le
P6 Web
Access
Progress
fer a
Server
Reporter
an s
Server
n - t r
n o
a
P6
Client Applications
) h as
P6 Web
Access
Progress
c o m ideฺ
P6 Project Management
P6 Methodology
Integration API
Web Services
Third-party
report writer
Reporter
a ilฺ t Gu Management
g l em den
g oo Stu
5 @ t h is
c e 69 use
p r in e to Copyright © 2009, Oracle. All rights reserved.
e (e ens
rin c lic
r d P
wa
Ed
Client Applications
• P6 Project Management
– Enterprise-wide project
management, resource
management, and portfolio
management.
b le
fer a
• P6 Methodology Management
ans
– Capture, organize, and re-use n - t r
n o
components of past projects a
to build future project plans.
) has ฺ
l ฺ c om uide
m ai nt G
o g le de
g o S tu
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e 9
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p
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c e lic
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Web Applications
• P6 Web Access
– Enterprise-wide
project management,
resource
management, portfolio
management b le
– Customizable fer a
ans
dashboards
n - t r
– Document n o
a
collaboration
) has ฺ
• P6 Progress Reporter om uide
l ฺ c
– Timekeeping and
m ai nt G
communication tool gle de
o o
g is S t u
9 5 @ th
6
ce to us e
p r i n Copyright © 2009, Oracle. All rights reserved.
e ( e
e n se
P rinc lic
a r d
w
Ed
Other P6
• P6 Integration API and Job Services

– Enables developers to create programs to integrate P6 with
other products and generate reports.
• P6 Reporting Database
– Enables customers to use third-party reporting tools to create
b le
operational and business intelligence reports.
fer a
ans
n - t r
n o
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) has ฺ
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Enterprise Project Structure (EPS)

A hierarchy used to organize projects.

• Provides:
– Foundation for enterprise-wide project management.
– Access to project priorities, scope, budget, and resource
information across the enterprise.
b le
• Enables:
fer a
– Individuals to manage projects separately. an s
- t r
– Organizations to summarize data and view resourcen on
allocation across multiple projects. s a
a
h ฺ
– Control of security at any level. m)
co uide
i l ฺ
l e ma ent G
g oog Stud
5 @ t h is
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e (e ens
rin c lic
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wa
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EPS
b le
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n - t r
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EPS
Comprised of roots, nodes, and projects.

• Root – There is usually only one root, which represents
the top level of an organization. A root can be subdivided
into many nodes.
• Nodes – Represent different levels within the structure. le
Nodes can contain an unlimited number of projects. a b
s f er
• Projects – Represent the lowest level of a hierarchal tran
branch. All projects must be included in a node. non
-
s a
a
) h eฺthe
m
Placement of a project in the hierarchy determines
co uid
summary level in which it is included. i l ฺ
l e ma ent G
g oog Stud
5 @ t h is
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e (e ens
r i n c lic
rd P
a
E dw
Benefits of the EPS

• View project priorities, scope, budgets, and resources

across entire project structure or within specific node.
• Manage projects separately while retaining ability to roll up
and summarize data across multiple projects.
– Each node acts as a master project, rolling up all "child"
nodes and projects. a b le
– Node can be opened to view all detailed activity information ns
fer
a
from "child" projects.
n n-tr o
• View resource allocation across projects. a
) has ฺ
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Prin
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EPS and Security

• Assign security at any level of EPS to provide users with

appropriate access to project information.
• In this course, you have access only to the Construction
node and its children.
b le
fer a
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n - t r
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) has ฺ
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Organizational Breakdown Structure (OBS)

• Hierarchical arrangement of organization’s project

management structure.
• Controls user access to project data and designation of
Responsible Manager.
• Can be configured: le
a b
– Detailed: Employee names
s fer
– General: Departments and divisions
- t r an
• Defined by the administrator. n o n
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Functions of the OBS

• Designate the Responsible Manager

– OBS elements are assigned as Responsible Managers for
work within an EPS node, a project, a Work Breakdown
Structure, or an issue or risk within a project.
• Control user access to project information
le
– All users are assigned to an OBS element to establish their
f e rab
access to project data. ns tra
n -
a no
a s
m ) h eฺ
i l ฺ co uid
l e ma ent G
g oog Stud
5 @ t h is
c e 69 use
e (e ens
rin c lic
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wa
Ed
Enterprise Data and Project-Specific Data

• Enterprise data
– Available to all projects across an organization.
– Provides global standards and structure necessary for
centralized project and resource management.
– Defined and maintained by administrator.
b le
• Project-specific data
fer a
– Available only to the project in which it is defined. ans
n - t r
– Defined by project managers.
n o
a
) h as
c o m ideฺ
Some data can be both enterprise and project-specific.
a ilฺ t Gu
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5 @ t h is
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p r in e to
e (e ens
r i n c lic
ard P
w
Ed
Enterprise Data
Project
Structure OBS
b le
fer a
an s
- t r
Admin
n on
Resource
categories &
s a codes
preferences a
) h eฺ
m
co uid
i l ฺ
l e ma ent G Project
Costog tu d
g o S codes
Roles 5
accounts
@ thi s Resources
9
e6 us e
r i n c to Copyright © 2009, Oracle. All rights reserved.
p
(e ens e
c e lic
P rin
a r d
w
Ed
Thresholds & Issues
Project-Specific
Activities
Data
AS EF
b le
AS EF Baseline
fer a
ES
EF
ans
n - t r
a no
has ฺ
Dates
Work Products & )
Documents com ide
$ i l ฺ u
l e ma ent G
o o g tud WBS
Expenses
@
Risks
g is S
6 9 5 e th
r i n ce to us
( e p se
e e n
r i nc lic
ard P
w
Ed
Enterprise/Project-
Specific Data
b le
fer a
ans
n - t r
n o
a
) has ฺ
2000
l ฺ c om uide
m ai nt G
o g le de Activity
Calendars o
g Reports S t u Codes
5 @ h i s
e 6 9 se t
p r inc e to u Copyright © 2009, Oracle. All rights reserved.
e (e ens
rin c lic
r d P
wa
Ed
Lesson Review
Key Concepts
• The Enterprise Project Structure (EPS) is a hierarchy of projects that enables access to
comprehensive scope, budget, and resource information and provides a foundation for enterprise-
wide project management.
• The Organizational Breakdown Structure (OBS) is the hierarchical arrangement of an
organization’s project management structure. It controls user access to project data and designation
of the responsible manager. e
a b l
s f er
• Enterprise data provides the global structure needed to manage multiple projects. Examples include
the EPS and OBS, resources, and roles.
- t r an
n
• Project-specific data is available only to the project in which it is defined.
n
oExamples include
a
activities and expenses.
) has ฺ
l ฺ c om uide
Review Questions
m ai nt G
1. Which of the following is enterprise data? og
le de
g o S tu
a. Expenses 5 @ thi s
e 9
6 use
b. Resources
r c
in e to
c. Risks p
(e ens
n c e lic
P r i
d. Activities
r d
d w2.a Which statement about the EPS is false?
E a. It includes all projects in the enterprise.
b. It enables project data to be analyzed at multiple levels.
c. It enables control of security at any level.
d. It is restricted to two levels.
Navigation and Layouts b le

fer a
ans
n - t r
n o
a
) has ฺ
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o g le de
g o S tu
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p
(e ens
c e licLesson 3 – Navigation and Layouts
P rin
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Ed Lecture Time
(minutes)
Demo Time
(minutes)
Practice Time
(minutes)
Interactive Time
(minutes)
Lesson Total
(minutes)
10 10 35 5 60
30 Lesson 3 – Navigation and Layouts
Objectives

• Navigate in the Home window and Activities window.
• Open an existing layout. b le
fer a
• Customize a layout. s
• Save a layout. - t r an
n o n
a
) has ฺ
l ฺ c om uide
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Prin
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Windows
• Application is organized into 12

Enterprise windows, each focusing on an
Data aspect of project management.
– Examples: Projects, Resources,
WBS, Activities, Expenses
le
• Windows launched from the
f e rab
Directory bar (shown at left) or ans
Home window. n - tr
Project n o
Data a
) h as
• Only one window m ican e ฺbe open at a
time. ailฺ c o u d
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Layouts
• Customized view of information in a window.

– Available in Projects, WBS, Activities, and Tracking windows.
• Consists of top layout and bottom layout.
• Key layout functions in Layout Options bar.
b le
Layout Options bar fer a
an s
Top Layout-tr
n on
a
) has ฺ
l ฺ c om uide
m ai nt G
g l e de Bottom Layout
g oo Stu
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Details
• Displays detailed information about selected item.
• Available in all windows, except Tracking.

• Always in bottom layout.
• Organized into tabs.
– Tabs can be customized in some windows.
b le
fer a
ans
n - t r
n o
a
) has ฺ
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P rin
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Notes
b le
fer a
ans
n - t r
n o
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) has ฺ
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Prin
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Overview: Navigation and Layouts
The Home window is the starting point for navigation. It provides quick access to all enterprise and project
data. To the left of the Home window is the Directory bar, which provides access to the 12 windows. Each
window provides specific functionality to help you manage projects. Click an item in the Directory bar to
access the corresponding window.
n o
b le
er a
n spf
- tr a
no n
r s a
a
) h eฺ
m
co uid
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wa
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n Title bar – Displays the name of the current application and the name of open projects.
o Menu bar – Click to perform functions.
Navigation bar – Move between open windows, toggle the Directory bar, and open Help. Click
p icon to toggle bar off/on. Right-click in bar to toggle the bar and button text on/off.
Status bar – Displays user’s Login Name, data date of open projects, access mode, and current
q baseline.
Directory bar – Click buttons to access windows. Right-click in bar to toggle the bar and button
r text on/off.
Activities Window
The Activities window is used to create, view, and edit activities for open projects. The table below lists key
navigation items in the Activities window.
o
b le
fer a
rn s
r a
no n-t
p a
) has ฺ
l ฺ c om uide
m ai nt G s
l e e
g oog Stud
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r c
in e to
p
(e ens
c e lic icons that replicate many of the options available in the Menu bar drop-down
n – Displays
r i
Toolbar
Pmenus.
nr d
d wa
E
o Layout
looks.
Options bar – Displays a menu of options for changing the way the Activities window
Gantt Chart – Shown above in top layout, it displays activity information in a table format at
p left and a Gantt Chart at right.
Activity Details – Shown above in bottom layout, use Activity Details to view/edit detailed
q information for the activity selected in the Activity Table.
r Command bar – Displays options for adding or removing activity data.
s Vertical Split bar – Drag bar to hide/show more information in Activity Table/Gantt Chart.
t Horizontal Split bar – Hide/show more information in top/bottom layouts.

Practice: Navigation and Layouts
In this practice you will:


• Navigate in the Home window and the Activities window.
• Open an existing layout.
• Customize a layout.
b l e
• Save a layout.
fer a
ans
Logging In n - t r
a no
Type a valid Login Name and Password to log in to P6 Project Management.
) h as(Passwords are case-sensitive).
c o m ideฺ
If you do not know your Login Name/Password, contact your administrator.
a ilฺ Figure
t G u
l e m eName n 3-1:Type a Login
oog Stud
and Password.
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Log in to P6 Project Management.

1. Click Start, Programs, Oracle – Primavera P6, Project Management.
2. In the Login to Primavera P6 dialog box, type a Login Name, <tharris> and Password <tharris>.
3. Click OK.
After logging in, the Home window is displayed.

Opening a Project
The Open Project dialog box shows all the projects you are authorized to open.
• Open a single project, indicated by .

• Open a single node, indicated by .

All projects under the node are opened.
• Open multiple projects under different nodes.
Use Ctrl+Click to select more than one project.
b le
Figure 3-2:The icon fer a
indicates a project – the ans
lowest level of the n - t r
n
Enterprise Project o
a
has ฺ
Structure.
)
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`Display the Open Project dialog box.
1. In the File menu, click Open.
Access Modes
You have the option to select an access mode prior to opening a project:
• Shared – Multiple users can view, input, and change data. This is the default setting.
• Read Only – You can view data but cannot input or change data.
• Exclusive – The current user is the only user who can edit data on these projects. Other users can
access these projects in Read Only mode.
Figure 3-3:Select a project

in the EPS, and then click
b le
Open.
fer a
ans
n - t r
n o
a
) has ฺ
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P rin
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Ed Open a project.
1. In the Open Project dialog box, select a project, Bldg-03.
2. Click Open.
Layouts
A layout is a customizable view of information, combining all the visual elements that appear on the screen.
The Activities window provides options for viewing data in top/bottom layouts. You do not have to show a
bottom layout.
• Choose one of the following to show on top:

Activity Table
Gantt Chart
Activity Usage Spreadsheet
b le
Activity Network
fer a
• Choose one of the following to show on bottom: ans
n - t r
Activity Details no
a
Activity Table
) has ฺ
Gantt Chart
l ฺ c om uide
Activity Usage Spreadsheet m ai nt G
o g le de
Resource Usage Spreadsheet
g o S tu
Activity Usage Profile 5 @ thi s
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Resource Usage Profile
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Trace Logice (e
p

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Opening an Existing Activity Layout

A variety of layouts are available that provide different views of activity data. You can create user-specific
layouts and project-specific layouts or use global layouts provided by your company.
After selecting a layout, you can click either Apply or Open.
• Apply – Displays the selected layout but keeps the Open Layout dialog box open.
• Open – Displays the selected layout and closes the Open Layout dialog box.
Figure 3-4:Click Apply to

b l e
fer a
view the layout without
closing the Open Layout
dialog box.an s
n - t r
n o
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Apply a layout to the Activities window.

1. In the Layout Options bar, click Layout, Open.
If you make modifications to the current layout, you are prompted to save those changes. In most
cases, choose No.
2. When prompted to save changes to the layout, click No.
3. In the Open Layout dialog box, select a layout, Analyzing the Budget.
4. Click Apply.
After viewing the new layout that displays when you click Apply, you will select a different layout and then
click Open, which displays the layout and closes the Open Layout dialog box.
Figure 3-5:The layout

name is displayed on the

Layout Options bar.
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n - t r
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5. In the Open Layout r c
in box,
dialog o a layout, Classic WBS Layout.
tselect
p
(e ens e
n c e lic
P r i
6. Click Open.
a r d
E dw
Gantt Chart
The Classic WBS Layout displays a Gantt Chart in the top layout and Activity Details in the bottom layout.
The Gantt Chart is divided into two sections, Activity Table and Bar Area:
• Activity Table — Displays activity data in columns.

• Bar Area — Provides a graphical display of activity progress over the duration of the project.
Figure 3-6:The Gantt

Chart is divided into two
b l
sections: Activity Table on e
fer a
the left and Bar Area on
the right.
an s
n - t r
n o
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Activity Usage Spreadsheet

The Activity Usage Spreadsheet displays unit, cost, or earned value data by activity over time. Use this type
of layout to review per period and rolled up activity resource/cost data.
You can customize the timescale of the Activity Usage Spreadsheet:
• Move the timescale to focus on a specific time period – Place the cursor in the major date interval
until the cursor displays as , and then click and drag the timescale left or right.
• Compress/expand the timescale to widen/narrow width of columns – Place the cursor in the minor
date interval until the cursor displays as , and then click and drag the cursor left or right to e
a b l
compress or expand the columns.
s fer
- t r an
noSpreadsheet
Figure n
3-7:The Activity
s a
Usage covers
) ha ฺlayouts.
the top and bottom
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Display the Activity Usage Spreadsheet.

1. In the Layout Options bar, click Show on Top, Activity Usage Spreadsheet.
2. In the Layout Options bar, click Show on Bottom, No Bottom Layout.
3. Use to expand the timescale.
4. Use to move the timescale to display February 2010.

Activity Network
Use the Activity Network to view the relationships between activities and to better understand the logical
flow of the activities in the project:
• Left window – Displays the WBS hierarchy.

• Right window – Shows a graphical display of activities and their relationships.
Figure 3-8:The Activity

Network provides a
graphical display of
b l
project activities and their e
relationships.
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P rin
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Ed Display the Activity Network.
1. In the Layout Options bar, click Show on Top, Activity Network.
2. In the Toolbar, click several times to get a closer look at the activities.
(You can also press the Alt button on your keyboard, click and hold the mouse button, and move
the mouse up/down to zoom in/out manually.)
3. Click an item in the left pane, Bldg-03.D&E, to see it displayed in the Activity Network in the right
pane.
Activity Table
The Activity Table enables you to display project data in spreadsheet format. You can modify the columns
in the Activity Table to meet your needs.
Figure 3-9:Columns in the

Activity Table can be
customized.
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Display the Activity Table. ce6
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(e ebar,nsclick Show on Top, Activity Table.
1. In the Layout Options
e
r i n c lic
Customizing
r d P a Layout
a
dwActivities window can be customized and saved as a layout. Saving layouts for future use allows you to
EThe
retrieve information quickly. Use the Layout Options bar as your centralized menu for layout customizing.
The following is a list of layout elements that you can customize:
• Bars
• Columns
• Timescale
• Table font and colors
• Row height
• Filters
• Activity grouping and sorting
• Top/bottom layouts
Selecting Columns
The Columns dialog box enables you to select columns to display in the Activity Table and specify the order
in which they appear:
• Available Options window – Lists data items in groups or in a list.

• Selected Options window – Lists items you have chosen to display.
• Single arrows – Move highlighted data items to the other window.
• Double arrows – Move all data items to the other window.
• Up/down arrows – Specify the order of the selected data items.
b l e
Click Edit Column to change the selected item’s title and choose the title’s alignment in the display.f er a
an s
- t r
Figure 3-10:Items are
arranged alphabeticallyn on
a
when groupingsand sorting
a
)byhlist.Options
the Available
o m
window
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ilฺ t Gu i
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g l em den
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5 @ t h is
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p r in e to
e (e ens
r i n c lic
r d P
a
E dw Add a column to the Activity Table and reorder the items displayed.
1. In the Layout Options bar, click Columns.
2. In the Columns dialog box Available Options bar, click Group and Sort By, List.
3. In the Available Options window, select a data item, Budgeted Labor Cost.
4. Click to move the selected data item to the Selected Options window.
5. Use the navigation arrows to order the data items as shown in the screenshot above.
6. Click Apply.
Using Hint Help in the Columns Dialog Box

You can use Hint Help to view a definition for any data item.
Figure 3-11:Hint Help is

displayed in the Columns

dialog box.
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Display Hint Help in the Columns dialog g o S tu
5 @ thi box. s
e 9 seHelp.
6click Hint
1. In the Available Optionscbar,
in e to u
p r
e window,
2. In the Selected
c e (Options
c e ns click a data item, Budgeted Labor Cost.
r in li
P
rdNote the definition displayed for the selected data item.
w a
Ed 3. In the Available Options bar, click Hint Help to disable the onscreen help box.
4. Click OK.
Displaying Activity Details

Activity Details displays detailed information for an activity highlighted in the Activity Table or Activity
Network.
Figure 3-12:Activity
Details is arranged in tabs.
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e
Display Activity
c c e ns
rin li
P
r1.d In the Layout Options bar, click Show on Bottom, Activity Details.
a
E dw
Selecting Details Tabs

The tabs displayed in Activity Details can be customized.
Figure 3-13:The Feedback

tab has been added to

Activity Details.
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Add a tab to Activity pDetails.
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n Options lic bar, click Bottom Layout Options.
i
1. In therLayout
P
r d
d w2.a In the Activity Details dialog box Available Tabs window, select Feedback.
E
3. Click to move the selected data item into the Display Tabs window.
4. Click OK.
Saving Layouts
Layouts can be saved and shared with other users to facilitate project communication. Use the Save Layout
dialog box to save a layout in the Activities, WBS, Projects, Assignments, or Tracking window:
• Layout, Save – Saves changes to the existing layout.

• Layout, Save As – Prompts you to save the layout with a new name.
Current User – Only the user creating the layout will have access to it in the future.
All Users – All licensed users will have access to the layout (Global).
Another User – A specified user will have access to the layout. Note, however, that the current user e
a b l
will not have access to the layout.
s fer

- t r an
Project – Apply the layout to any project that is currently open in P6 Project Management. Though
no n
project-specific layouts can be applied to multiple projects, you can only select one project at a time
a
has ฺ
in the Layout Save As dialog box. After a project-specific layout is saved, it can be viewed in the
)
Project band in the Open Layout dialog box. Project-specific layout offers two advantages:
l ฺ c om uide
Exported with the project when it is exported.
m ai nt G
Enhanced organization of multi-user
o g le layouts. de
o
g is S t u
5
Layouts can be global, project-specific,
9 @or th The Save Layout dialog box allows you to specify
user-specific.
6
ce to us
to whom a saved layout is available.
e
p r i n
e ( e
e n se Figure 3-14:After typing a
ri n c l i c Layout Name, specify to
r d P whom the layout is

wa available.
Ed
Figure 3-15:The new

layout is displayed.
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Save a layout.
5 @ thi s
9
6 Layout,
eclick seSave As.
1. In the Layout Options n
i c
bar,
to u
p r e
(e Asedialog
2. In the SaveeLayout ns box Layout Name field, type <Classic WBS with Budgeted Labor
rin c li c
P
Cost>.
rd
w a
Ed 3. Verify that Current User is selected in the Available to drop-down list.
4. Click Save.
? Why might you want to customize or create your own layouts rather than just using
one of the available default layouts?
Closing a Project
Close the project when you are finished working with it. You are prompted to verify that you want to close
the project. Closing the project returns you to the Home window.
If you are opening another project, you need not close the project in which you are working. It will close
automatically. To open multiple projects simultaneously, select them in the Open Project dialog box and
then click Open.
Figure 3-16:You are

prompted to confirm that
you want to close the
b l e
project.
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Close the project that is currently open.
1. In the File menu, click Close All.
2. When asked if you are sure you want to close the project, click Yes.
Lesson Review
Key Concepts
• The Home window is a starting point for navigation in P6 Project Management.

• Use the Navigation bar to quickly access Help, to display the Directory bar, and to move forward and
backward to previously accessed windows.
• You can choose to open a project in Read Only, Shared, or Exclusive mode.
• View activity data in the Activities window using customized top and bottom layouts.
• Use layouts to easily view data specific to your needs. You can customize layouts by selecting b l e
fer a
a n s columns and by specifying top/bottom layouts.
-t r
• Activity Details, arranged in tabs, displays detailed information for the activity highlighted
n in the
n o
Activity Table or Activity Network.
s a
a
) h eฺ
Review Questions m
co uid
i l ฺ
a nt who G can change data in that project.
1. When you open a project in _____ mode, you are l e m
the onlyeuser
a. Read Only g oog Stud
5 @ t h is
b. Shared
c e 69 use
c. Exclusive
p r in e to
d. User e (e e ns
r in c li c
2. d P
r Which of the following items is not viewable in the Home window?
a
w a. Directory bar
Ed
b. Command bar
c. Navigation bar
d. Status bar
3. True or False: A layout can be saved so that it can be accessed by only one user.
4. Which function displays onscreen definitions of project data items?

a. Home
b. Hint Help
c. Help
d. None of the above
Creating a Project b le
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m ai nt G
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5 @ thi s
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6 use
r c
p
(e ens
c e lic Lesson 4 – Creating a Project
P rin
a r d
w
Ed Lecture Time
(minutes)
Demo Time
(minutes)
Practice Time
(minutes)
Interactive Time
(minutes)
Lesson Total
(minutes)
15 20 30 5 70
56 Lesson 4 – Creating a Project
Objectives

• Create a project.
• Navigate in the Projects window.
• View and modify information in Project Details.
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Project
• Creates product or service.

• Finite start and end date.
• Managed within confines of triple constraint:
– Schedule
– Resources
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– Cost fer a
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Creating a Project
There are four ways to create a project:

• Create new
– Best suited for new endeavors or for implementation of new
processes / policies.
– Use New Project wizard or enter information manually.
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• Create from template/methodology
fer a
– Leverage best practices. ans
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– Adjust as needed for new project. n o
a
– Use Project Architect.
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Creating a Project
• Import
– Add data from outside organization.
— Contractor, vendor
– Add data from different applications.
Primavera products
—
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— Microsoft Project
fer a
— Spreadsheet format
ans
• Copy/paste n - t r
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– Duplicate existing project. a
)
– Duplicate elements of existing project. has ฺ
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Notes
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Overview: Creating a Project with the Create a New Project

Wizard
In this lesson, you will use the Create a New Project wizard to create a project. The wizard provides
students who may be new to project management and/or to P6 with the most reliable way of ensuring that
all necessary project information is properly entered into P6. As you become more experienced with project
management and P6, you may wish to use other methods to create projects. In the File menu, click New to
launch the Create a New Project wizard.
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Ed
w r
n Each screen in the wizard contains information on the data that you need to provide.
o Type or select data in the designated field.
p Click Prev to return to the previous screen in the wizard.
q Click Next to advance to the next screen.
Click Finish when you have completed entering data. You can click Finish at any time. Note,
r however, that some project information may be populated with default data or no data if you
click Finish before completing all screens in the wizard.
Practice: Creating a Project with the Create a New Project

Wizard
In this practice, you will:
• Launch the Create a New Project wizard.

• Select Start and Finish dates.
• Select a Responsible Manager.
• Select an Assignment Rate type.
b le
fer a
Creating a Project with the Create a New Project Wizard s
- t r an
o
To create a project, launch the Create a New Project wizard. The following fields should be completed
n n
a
has ฺ
before exiting the wizard:
)
• Project ID (must be unique)
l ฺ c om uide
• Project Name (recommended, but not necessary, that
m aitibe unique)
n t G
l e
g tude
• EPS location o o
g is S
• Responsible Manager
9 5 @ th
6
ce to us e
• Planned Start date n
p r i
e ( e
e n se
r i nc lic
r d P
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The first step in creating a new project is to select an appropriate EPS location where it will reside.
Figure 4-1:Select an EPS

location for the new
project.
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(e a New
Launch thee
c Create
c e nsProject wizard and select an EPS location.
r in li
P
r1.d In the File menu, click New.
a
E dw 2. In the Create a New Project wizard Select EPS field, click .
3. In the Select EPS to add into dialog box, select a node, Apex-Apex Inc., and then click to assign
the selection.
? What is the purpose of assigning the new project to an EPS node?
4. Click Next.
Entering a Project Name

The name of the project is Office Building Addition. You can shorten the name to create the Project ID,
BLDG.
• Project ID – Type a unique ID in this field.

• Project Name – Type a new name in this field. (The Project Name field does not require a unique
name.)
Figure 4-2:Select an EPS

location for the new
b le
project.
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Type a Project c e c Name for the new project.
n ID andliProject
P r i
1.ard
In the Project ID field, type a unique ID for the project <BLDG>.
w
Ed 2. In the Project Name field, type <Office Building Addition>.
3. Click Next.
Entering Project Start and End Dates

Next, the wizard prompts you for start and end dates. Use the calendar to select Planned Start and Must
Finish By dates for the project. The Must Finish By field is not mandatory. You can assign a project Must
Finish By date at any time during the project life cycle in the Dates tab in Project Details.
To navigate in the calendar:
• When you launch the calendar, the current month/year is displayed. To navigate to a different year,
click the Month/Year section in the calendar, and then use the arrows to scroll to the desired year.
• Click the desired month and date, and then click Select.
b l e
fer a
ans
Figure 4-3:Navigate in the
- t r
calendar to select a
n
n o
Planned Start date, 11-
a Jan-10.
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Assign a Planned Start date for the project.

1. In the Planned Start field, click .
2. Use the calendar to specify a Planned Start date, 11-Jan-10.
3. Click Select to select the date.
4. Click Next.
Entering a Responsible Manager

The Responsible Manager, selected from the Organization Breakdown Structure (OBS), is the individual
responsible for the work.
The OBS is a hierarchical arrangement of an organization’s project management structure, either as roles or
individuals. The OBS can be configured to represent a detailed organizational breakdown (with employee
names) or a more general framework where departments, teams, or types of responsibility are modeled in
the structure.
Figure 4-4:Select a
Responsible Manager. b le
fer a
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Select aPResponsible Manager.
w ardIn the Responsible Manager field, click .

1.
Ed
2. Select a Responsible Manager, Tim Harris, and then click to assign the selection.
3. Click Next.
Selecting the Assignment Rate Type

Specify the Assignment Rate Type for new resource assignments. The default rate type determines which
price/unit is set on a resource assignment. Values in the Rate Type drop-down list reflect rate types defined
in the Rate Types tab in Admin Preferences.
Figure 4-5:Use the drop-

down list to select a Rate
Type.
b le
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n - t r
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Select an Assignment Rate Type. 5 @ thi s
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c
in e tlist,
1. In the Rate Typerdrop-down o confirm Commercial.
p
(e ens
2. Click n c e
Next. lic
P r i
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E dw
Running Project Architect

Project Architect is a feature that helps you to create a project from an existing methodology or project
template. You will create the Office Building Addition project anew, without the use of a methodology.
Figure 4-6:View the newly

created project in the
Project Table.
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c e lic Architect, and then complete the wizard.
n the Project
DeclinePtorirun
w ardSelect No, do not run the Project Architect.
Ed 1.
2. Click Next.
3. Click Finish.
4. In the Home window Directory bar, click Projects.
5. In the Project Table, view the newly created project, BLDG – Office Building Addition.
The Office Building Addition project has been created successfully.

Overview: Projects Window and Editing Project Details
The Projects window displays the projects in the EPS to which you have access. Click Projects in the
Directory bar to access the Projects window. Project Details, arranged in tabs in the bottom layout, enables
you to view and edit project information.
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a rd P
w
Ed n The Layout Options bar enables you to format data and open layouts.
o The Project Table displays project information in spreadsheet format.
Use the horizontal split bar to hide/show more information – for example, to display more of
p Project Details and less of the Project Table.
q Use the vertical split bar to alter the balance between left and right panes of the Projects window.
r Tabs in Project Details display detailed information about a project selected in the Project Table.
Practice: Projects Window and Editing Project Details

• Investigate information in many of the tabs in Project Details.

• Assign a Notebook topic in the Notebook tab.
• Assign a project code in the Codes tab.
Viewing Project Details

b le
Project Details is located in the bottom layout of the Projects window. It can be used to define the project
fer a
properties and defaults that are applied to the selected project.
an s
n - t r
n o
Figure 4-7:Project Details, in the
a bottom layout of the Projects
) has ฺ window, displays detailed
l ฺ c om uide information about the project

selected in the Project Table.
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Open a layout.
1. Confirm that you are in the Projects window.
3. In the Open Layout dialog box, select a layout, Selected Tabs, and then click Open.
4. In the Project Table, select a project, BLDG-Office Building Addition.
The icon in the Projects window indicates that the project is open.
5. Verify that the General tab is selected.

General Tab
The General tab enables you to view or modify general information about the selected project. Project ID,
Project Name, and Responsible Manager can be set when you create the project, or you can change them
here. The remaining fields are set by default.
Fields in the General tab:
• Project ID – Short, unique identifier for the project.

• Project Name – Name of the project.
• Status – Indicates project status based on the table below: e
a b l
sfer
Project Status Use Case
- t r an
no n
Project is being analyzed before moving to
Planned
permanent plan. a
) as worked on.
hbeing
Active
m ideฺ
Project is currently
c o
Inactive ilฺis completed
Project
a t G u or on hold.
What-if g l em n
Projectdiseused as a test scenario.
g oo Stu
5 @ t h is
9 seselected from the OBS, who is responsible for the project.
• Responsible Managere–6Individual,
• Risk Level – p r c
Indicates o u risk in performing the project. You can use the risk level to
in ethetoverall
e (e ereport ns on projects within the project structure. You can enter a value between
c
organize, filter, iand
c
rinHigh and lVery Low; the default is Medium.
rd P
Very
w a• Leveling Priority – User-defined rank of the project against all other projects, based on its
Ed importance to the organization. You can enter a value between 1 and 100. The highest rank is 1; the
default is 10.
• Check-out Status – Indicates whether the project is checked in or checked out.
• Checked Out By – Displays the user who checked out the project.
• Date Checked Out – Indicates the date and time the user checked out the project.
• Project Web Site URL – Displays the project’s Web site address.
Dates Tab
The Dates tab enables you to edit date information for the selected project. The Planned Start and Must
Finish By dates can be set when you create the project, or you can change them here.
Fields in the Dates tab:
• Planned Start – Planned start date of the project.

• Data Date – Used as the starting point for schedule calculations.
• Must Finish By – Date indicating the desired project end date.
• Finish – Non-editable field indicating the latest early finish date calculated when the project was
b le
last scheduled. fer a
ans
• t r
Actual Start and Actual Finish – Non-editable field indicating the actual start and finish dates of
n -
the project.
a no
asbe entered while planning
• Anticipated Start and Anticipated Finish – Expected dates thathcan
)
the project at a high level.
c o m ideฺ
a ilฺ t Gu
g l em den
g oo Stu Figure 4-8:When a project
is created, the Planned
5 @ t h i s Start date and the data
e 6 9 s e date are the same.
n c o u
( e pri se t
n c e licen
P ri
w ard
E d
View the data date.

1. Click the Dates tab.
2. In the Data Date field, confirm 11-Jan-10.
? Is it possible to change the data date in Project Details?

Notebook Tab
The Notebook tab enables you to write, view, or edit project notes such as the project’s purpose, core
requirements, or other project-specific details.
The Notebook tab is divided into two sections:
• Notebook Topic – List of topics assigned to the selected node/project. Notebook topics can also be
added to WBS elements and activities.
• Detail – User-defined description of the selected topic. You can use HTML editing features,
including formatting text, inserting pictures, copying, pasting, and adding hyperlinks.
b l e
fer a
an s
Figure 4-9:Click Add to
- t r
assign a Notebook topic.
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Use a Notebook topic to define the purpose of the project.
1. Click the Notebook tab.
2. In the Notebook Topic section, click Add.
3. In the Assign Notebook Topic dialog box, select Purpose and then click to assign the topic.
4. Click to close the Assign Notebook Topic dialog box.

A spellchecker is available in the Detail section of the Notebook tab. Press F7 on your keyboard to activate
the spellchecker. Press F2 to toggle the edit mode on/off.
Figure 4-10:Click the icon

to add a hyperlink to the

Notebook topic
description.
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fer a
an s
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5. In the Detail section, type <Construct t s
hi to the existing office building.>.
@ an addition
9
e6 us e
i n c
6. Press Enter on your rkeyboard. to
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For single
n c e
spacing, ic Shift-Enter.
lpress
P r i
7.ard
Type <Click Primavera P6 for details.>.
E dw
8. Select the text, Primavera P6, and then click .
9. In the Type drop-down list in the Hyperlink dialog box, confirm http:.
10. In the URL field, type <www.oracle.com>.
11. Click OK.

Codes Tab
The Codes tab enables you to assign project code values to the selected project.
Project codes allow you to group the projects in the EPS into specific categories, such as location or
division. Project codes are also useful for organizing large amounts of information and for distinguishing
one project from another. Unlimited hierarchical project codes are supported.
? Can you suggest ways that your company might use project codes?
Figure 4-11:Click Assign

b l e
fer a
to display the Assign
s
Project Codes dialog box
an
n - t r
where you can select
project code values.
n o
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P rin
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Ed Assign a project code to the project.
1. Click the Codes tab.
2. Click Assign.
3. In the Assign Project Codes dialog box Project Code: Project Region grouping, select a project
code value, E-East.
4. Click to assign the selection.

Type Ahead and Search in Dialog Boxes

The Search field in dialog boxes throughout P6 Project Management offers a faster alternative to scrolling
through long lists of values:
• Search – Type in the Search field and then press Enter to search for a value.
• Type ahead – Type in the Search field and, as you type, values that match begin with the letters
you have typed are displayed in the dialog box.
Below, you will type ahead to find the project code value Comm-Commercial.
Figure 4-12:In the Search

b le
field, type the first few
fer a
letters of the value you are
ans
looking for.
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Use type ahead to find a project code value.
1. In the Search field in the Assign Project Codes dialog box, type <co>.
You will not assign an Industry project code at this time.
2. Click to close the dialog box.

Defaults Tab
The Defaults tab is divided into two sections:
• Defaults for New Activities – Indicates the settings that will be used when new activities are
added to the project. Note that changing these settings will not affect existing activities.
• Auto-numbering Defaults – Sets how new activities will be numbered in your project.
When the Increment Activity ID based on selected activity checkbox is marked, the prefix or
suffix of the selected activity is applied to the activity that is being added.
For the activities in the Office Building Addition project, you will set the activity ID prefix to BA, and verify
e
a b l
fer
the suffix as 1000 and the increment as 10. When adding activities, the first activity ID will be numbered
s
- t r an
BA1000, the second activity ID will be BA1010, etc. This numbering structure relates activities to the
no
project and can be especially helpful when viewing activities from different projects. n
a
? How would Activity ID prefixes help when viewing ) as from different
hactivities
projects? c o m ideฺ
a ilฺ t Gu
g l em den Figure 4-13:Activity ID
g o o S t u Prefix is among the
5 @ t h i s default settings that can be
e 6 9 se defined in the Defaults
r i n c to u tab.
( e p se
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Set an Activity ID prefix.

1. Click the Defaults tab.
2. In the Activity ID Prefix field, type <BA>.
3. In the Activity ID Suffix field, confirm 1000.
4. In the Increment field, confirm 10.

Lesson Review
Key Concepts
• You can create a project with the New Project wizard, import a file, copy an existing file, or use
Project Architect to create a project from an existing template.
• Once the project is created, use the Projects window to view high-level information for projects
you can access.
• Use Project Details tabs in the Projects window to define default settings and properties for the
selected project, such as the anticipated start and finish dates.
b le
fer a
Review Questions ans
n - t r
1. no
Which tab in the Projects window would you click to change the project’s Planned Start date?
a
a. General
) has ฺ
b. Defaults
l ฺ c om uide
c. Dates m ai nt G
o g le de
d. Settings
g o S tu
5 @ thi s
2. True or False: The only way
e 9
6 usaeproject is to use the Create a New Project wizard.
to create
c
rincreatinge atoproject, you must specify a date by which the project will finish.
3. True or False: e p
When
c e (
c e ns
li specify auto numbering of Activity ID values?
rintab can you
4. In which
P
w arda. Settings
E d b. Defaults
c. Dates
d. General
Creating a Work Breakdown Structure b le

fer a
ans
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c e lic 5 – Creating a Work Breakdown Structure
P rin Lesson
a r d
w
Ed Lecture Time
(minutes)
Demo Time
(minutes)
Practice Time
(minutes)
Interactive Time
(minutes)
Lesson Total
(minutes)
15 10 20 5 50
80 Lesson 5 – Creating a Work Breakdown Structure
Objectives

• Define a Work Breakdown Structure (WBS).
• Create multiple levels of a WBS hierarchy.
b le
fer a
ans
n - t r
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) has ฺ
l ฺ c om uide
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Prin
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Lesson 5 – Creating a Work Breakdown Structure 81
WBS
• A hierarchical arrangement of the products and services

produced during, and by, a project.
– Element represents a deliverable, product, or service.
– Each element contains the activities needed to produce the
deliverable.
le
• Enables you to divide a project into logical pieces for the
f e rab
purpose of planning and control. ans - tr
no n
s a
a
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WBS
• Project is root node of WBS.

• Child/parent relationships between elements enable lower
levels to be rolled up and summarized.
b le
fer a
ans
n - t r
n o
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) has ฺ
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Prin
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WBS
WBS of the Office Building Addition project, which you will use
throughout this course.
b le
fer a
ans
n - t r
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) has ฺ
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P rin
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Notes
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Overview: Creating a Work Breakdown Structure
Use the WBS window to create a Work Breakdown Structure for a project. In the Directory bar, click WBS
to display the WBS window.
b le
f er a
o n s
on -tra q
a n
p
) has ฺ
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m ai nt G
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n c e lic
r i
P Click Add in the Command bar to add WBS elements to the WBS Table.
a r d n
w
Ed
o Specify a WBS Code and WBS Name for each new element in the WBS Table.
p Use the General tab in WBS Details to specify a Responsible Manager for a WBS element
Navigation arrows in the Command bar enable you to indent or outdent selected WBS elements
q and modify the overall WBS structure.
Practice: Creating a Work Breakdown Structure

• Use the WBS window to add elements to the Work Breakdown Structure of the Office Building
Addition project.
• Use WBS Details to assign a Responsible Manager to new elements of the WBS.
• Use navigation arrows in the Command bar to reorganize the WBS.
Viewing WBS Elements b le

fer a
When a project is created, a root-level WBS element is created. The WBS Code is the same as the Project
ans
ID; the WBS Name is the same as the Project Name. n - t r
a no
) has ฺFigure 5-1:Bldg-05 is the
root level of the WBS.
l ฺ c om uide
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View the WBS root element for the project.

1. In the Projects window, select a project in the Project Table, Bldg-05 – Office Building Addition –
Creating a Work Breakdown Structure.
2. Right-click the project, and in the drop-down menu, click Open Project.
3. In the Directory bar, click WBS.
4. In WBS Details, click the General tab.

Creating the WBS Hierarchy

WBS elements added to the root level element are automatically indented to form the second level of the
hierarchy. The WBS code for each WBS element contains the code of its parent element. WBS codes are
alphanumeric – they can consist of numbers, text, or both.
If parent’s WBS Code is WBS Codes of its children are

WBS WBS.1, WBS.2
WBS.1 WBS.1.1, WBS.1.2
BLDG BLDG.EX-FINISH, BLDG.INT-FINISH b le
fer a
BLDG.INT-FINISH BLDG.INT-FINISH.PAINT, BLDG.INT-FINISH.FIXTURES
ans
n - t r
o
nFigure
s a 5-2:Click Add to
) a
h ฺ add a WBS element.
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Add a WBS element.

1. In the Command bar, click Add.
2. In the WBS Code column, type <D&E>, and then press Tab on your keyboard.
3. In the WBS Name column, type <Design and Engineering>.
4. On your keyboard, press Enter.

When you create a new WBS element, it is indented as a “child” of the WBS element that is currently
selected.
If you add a WBS element to the wrong level or in the wrong order, you can use the navigation arrows in
the Command bar to adjust the structure of the WBS hierarchy.
? What happens to the activities assigned to a WBS element when the element is
moved or deleted?
Figure 5-3:Use the b le

navigation arrows to
fer a
ans
indent or outdent selected
t r
elements within the WBS.
n -
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) has ฺ
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Add a WBS element.
1. Confirm that the WBS element, Design and Engineering, is selected.
3. In the WBS Code column, type <Mechanicals>, and then press Tab.
4. In the WBS Name column, type <Mechanical/Electrical Systems>, and then press Enter.
5. In the Responsible Manager field in the General tab in WBS Details, click .
6. In the Select a Responsible Manager dialog box, select Meg Foley, and then click .
7. In the Command bar, click to outdent the Mechanicals WBS element.

The “child” WBS inherits attributes from the “parent” WBS. This is illustrated below where the WBS
element you create, Elevator, inherits the Responsible Manager of its parent, Mechanical/Electrical
Systems.
Figure 5-4:The WBS

element, Elevator, is
created as a child of the
WBS element,
Mechanicals, and inherits
the parent’s Responsible
Manager assignment.
b l e
fer a
an s
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Add a WBSeelement.
r i n c lic
1. P
Confirm that the WBS element, Mechanical/Electrical Systems, is selected.
a r d
E dw 2. In the Command bar, click Add.
3. In the WBS Code column, type <Lifts>, and then press Tab on your keyboard.
4. In the WBS Name column, type <Elevator>, and then press Enter.
? Is it possible to make a WBS element the child of a different parent?

You can specify the level that WBS elements group to by right-clicking in the WBS window and choosing
Collapse To. Right-click in the WBS window, and then click Expand All or Collapse All to expand or
collapse elements of the WBS.
Figure 5-5:Right-click in
the WBS window to display
the Collapse to dialog box.
b le
fer a
ans
n - t r
Add the next WBS element. a no
) h as
1. Select a WBS element, Mechanicals.
c o m ideฺ
2. In the Command bar, click Add. a ilฺ t Gu
g l em den
3. In the WBS Code column, type <HVAC>, g ooand thenSpress
tu Tab on your keyboard.
5 @ thi s
4. In the WBS Name column,etype 9
6 <HVAC>, se and then press Enter.
c
in e to u
p r
(e WBSewindow
5. Right-click in the
e ns and select Collapse To.
in c
rCollapse li c
P
6. In the Grouping Bands To drop-down list, select WBS Level 1, and then click OK.
w ard
E d Note that only the root level of the WBS is displayed.
7. Right-click in the WBS window and select Collapse To.
8. In the Collapse Grouping Bands To drop-down list, select WBS Level 3, and then click OK to
restore the WBS to its expanded form.
Lesson Review
Key Concepts
• The Work Breakdown Structure is a hierarchical arrangement of the products and services
produced during and by a project.
• The highest level of the WBS is the project, and the lowest level consists of the individual activities
required to produce the deliverables for each WBS element.
• Create the WBS in the Work Breakdown Structure window.
New elements are automatically indented under the selected parent element. b le
fer a
s
You can also use the navigation arrows to indent/outdent and to otherwise rearrange the WBS
an
elements.
n - t r
a no
Review Questions
) has ฺ
c m of ithe
olevel deWBS is created with the same
i ฺ
1. True or False: When you create a new project, the lroot u
name as the project.
l e ma ent G
g element
ooWBS tudit is automatically added at the same level as
2. True or False: When you add a new
@ g is S
the highlighted WBS element.5 t h
c e 69 use
in e arrows
3. True or False: Navigation
p r to can be used to adjust the structure of the WBS hierarchy.
e (e ens
r i n c lic
r d P
a
E dw
Workshop: Creating a Work Breakdown Structure

Background
Here is a graphic representation of the full WBS for the Office Building Addition project, which you have
already started building in this lesson.
Office
Building
Addition
Design and Exterior Interior

b le
Engineering
Foundation Structure Mechanicals
Finishes Finishes
fer a
an s
n - t r
Plumbing and
o
an
Plumbing and Floor and
Elevator HVAC Lighting Carpentry Paint
Electrical Carpet
Fixtures
) has ฺ
l ฺ c om uide Doors and
ai nt G
Brick Roof
Windows
Objectives m
le de
o g tuthe WBS.
1. Add the elements listed in the table@ goto complete
below s S
9 5 e t hi
2. Use the navigation arrows
n c eto6arrangeuthe
s elements to conform to the graphic above.
p r i t o
e WBS Code
WBS(eName ns WBS Parent Responsible
c e li c e
P rin Manager
w ardFoundation Found Bldg-05 Tim Harris
Ed Structure Structure Bldg-05 Tim Harris

Exterior Finishes Ex-Finish Bldg-05 Tim Harris
Interior Finishes Int-Finish Bldg-05 Tim Harris
Plumbing and Electrical Systems Bldg-05.Mechanicals Meg Foley
Brick Brick Bldg-05.Ex-Finish Tim Harris
Roof Roof Bldg-05.Ex-Finish Tim Harris
Doors and Windows Windows Bldg-05.Ex-Finish Tim Harris
Plumbing and Lighting Fixtures Fixtures Bldg-05.Int-Finish Tim Harris
Floor and Carpet Coverings Bldg-05.Int-Finish Tim Harris
Carpentry Carp Bldg-05.Int-Finish Tim Harris
Paint Paint Bldg-05.Int-Finish Tim Harris
Workshop Results
Figure 5-6:The WBS with
the four additional second
level elements added.
b l e
fer a
an s
n - t r
a no
) has ฺ
l ฺ c om uide
m ai nt G Figure 5-7:The third-level
l
g tude e children of the Interior
g o o S Finishes element have been
5 @ t h i s added.
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Figure 5-8:The third-level

children of the Exterior
Finishes element have also
been added.
b le
fer a
ans
n - t r
a no
) has ฺ
l ฺ c om uide Figure 5-9:The completed
m ai nt G WBS rearranged to
l e
g tud e
o o
g is S
conform to the graphical
representation.
9 @
5 e th
6
ce to us
p r i n
e ( e
e n se
Princ lic
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Adding Activities b le
fer a
ans
n - t r
n o
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5 @ thi s
e 9
6 use
r c
p
(e ens
c e lic Lesson 6 – Adding Activities
P rin
a r d
w
Ed Lecture Time
(minutes)
Demo Time
(minutes)
Practice Time
(minutes)
Interactive Time
(minutes)
Lesson Total
(minutes)
15 15 45 5 80
96 Lesson 6 – Adding Activities
Objectives

• Describe an activity and its components.
• Describe activity types.
• Add activities.
• Add a Notebook topic to an activity. b le
fer a
• Add steps to an activity. s
• Assign activity codes to activities. - t r an
n o n
a
) has ฺ
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Prin
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Activities
• Fundamental work element of a project.

– Also known as a task, item, event, or work package.
• Lowest level of a WBS.
– Most detailed work unit tracked in the project schedule.
– Contains all information about the work to be performed. le
a b
– Smallest subdivision of work that directly concerns project
s f er
manager. an - tr
no n
s a
a
) h eฺ
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Activity Components
Optional Mandatory b le
fer a
Components Components
ans
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Activity Type
• Controls how activity’s dates are calculated.

• Depends on the activity’s function in the project and the
calendar used for the activity during scheduling.
• P6 Project Management supports six activity types:
– Start Milestone le
a b
– Finish Milestone
s fer
– Task Dependent
- t r an
– Resource Dependent n on
a
– Level of Effort
) has ฺ
– WBS Summary
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P rin
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Start Milestone
• Used to mark the beginning of a project

phase or to communicate project
deliverables.
• Has zero duration.
• Has a Start date only. le
a b
• Constraints, steps, expenses, work
s fer
products, and documents can be
- t r an
assigned. no n
• Roles cannot be assigned. s a
a
h ฺ
• Resources cannot be assigned exceptom)
for the Primary Resource. i l ฺ c u ide
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Finish Milestone
• Used to mark the end of a project

phase or to communicate project
deliverables.
• Has zero duration.
• Has a Finish date only. le
a b
• Constraints, steps, expenses, work
s fer
products, and documents can be
- t r an
assigned. non
• Roles cannot be assigned. s a
a
) h eฺ
• Resources cannot be assigned except m
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for the Primary Resource. a i l ฺ G
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Task Dependent
• Used when work needs to be

accomplished in a given timeframe,
regardless of the assigned
resources’ availability.
• Resources are scheduled to work
according to the activity calendar. b le
fer a
• Duration is determined by the ans
activity calendar’s workweek. n - t r
a no
• Roles and resources can be s
assigned.
a
) h eฺ
m
co uid
• Constraints, steps, expenses, work i l ฺ
products, and documents can l e ma ent G
be
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assigned.
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Ed
Resource Dependent
• Typically used when multiple

resources assigned to the same
activity can work independently.
• Resources are scheduled according
to the individual resource’s calendar.
b le
• Roles and resources can be
fer a
assigned. ans
n - t r
• Constraints, steps, expenses, work n o
products, and documents can be a
assigned. ) has ฺ
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P rin
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How Activity Type Affects Dates

• Task Dependent activity type scheduled for 2 days

• Resource Dependent activity type scheduled for 3 days
Activity Calendar Monday Tuesday Wednesday Thursday Friday
Resource Calendar 1
b le
fer a
Resource Calendar 2 ans
n - t r
n o
Resource Calendar 3 a
) h as
Task Dependent X X
c o m ideฺ
Resource Dependent X X a ilฺX t Gu
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g oo Stu
2 Day (X) Activity
5 @ t h is
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ard P
w
Ed
Question
Based on the previous slide, which resource would most likely

require that the activity be categorized as Resource
Dependent?
1. Resource 1 (engineer)
2. Resource 2 (laborer) le
a b
3. Resource 3 (specialized high-capacity crane)
s fer
- t r an
n on
a
) has ฺ
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m ai nt G
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6 use
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in e toCopyright © 2009, Oracle. All rights reserved.
p
(e ens
c e lic
P rin
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w
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Level of Effort
• Used for ongoing tasks dependent on other activities.

• Duration is determined by its predecessor and successor
activities and its assigned calendar.
• Roles and resources can be assigned.
• Constraints cannot be assigned. le
a b
s fer
- t r an
n o n
a
) has ฺ
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Prin
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w
Ed
WBS Summary
• Used to summarize at the WBS level.

• Comprises a group of activities that share a common WBS
level.
• Dates are based on the earliest Start date and the latest
Finish date of the activities in the WBS level. le
a b
• Duration is based on its assigned calendar.
s f er
n
• Constraints cannot be assigned. -tra on
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P rin
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Activity Codes
Activity codes enable you to classify and categorize activities

according to your organizational and project needs.
• Filter activities.
• Build reports.
• Group and sort layouts. le
a b
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Calendar Assignments
Calendar assignments are used to schedule activities and level

resources.
• Calendars are created and assigned to each activity and
resource.
• The Activity Type determines whether the activity calendar le
or resource calendar is used during scheduling. a b
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Notes
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Overview: Adding Activities via the New Activity Wizard
In the Directory bar, click Activities to access the Activities window In the Activities window, launch the
New Activity wizard for step-by-step guidance in adding activities to the project plan. The wizard ensures
that all necessary information is entered properly. Once you become more familiar with the information
required for adding new activities and more comfortable with the use of P6 Project Management in general,
you may prefer to forgo the use of the wizard and add activities manually.
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n Use the Layout Options bar to open a layout that facilitates the work you wish to do.
In the Edit menu, click User Preferences and then select the Assistance tab to enable the New
o Activity wizard.
In the Command bar, click Add to launch the New Activity wizard. Follow the on-screen prompts
p to add an activity to the project plan.
Practice: Adding Activities via the New Activity Wizard

• Enable the New Activity wizard in User Preferences.

• Add an activity using the New Activity wizard.
Adding an Activity via the New Activity Wizard

The first step is to open a project and an appropriate layout. The project, Bldg-06, contains no activities, and
the layout, Adding Activities, is simplified to show just the WBS and selected tabs in Activity Details. b le
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Figure 6-1:The Activities
t
window with the Adding
n o
Activities layout displayed.
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Open a project and layout.

1. Open a project, Bldg-06.
2. Confirm that you are in the Activities window (or, in the Directory bar, click Activities).
4. When asked if you want to save changes to the present layout, click No.
5. In the Open Layout dialog box, select a layout, Adding Activities, and then click Open.
Enabling the Wizard

The New Activity wizard walks you through the process of adding an activity. Once you become familiar
with the process, you can disable the wizard in User Preferences and manually add activities to the project.
Figure 6-2:Mark the

checkbox to enable the
New Activity wizard.
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d P the New Activity wizard in User Preferences.
rEnable
a
w
Ed 1. In the Edit menu, click User Preferences.
2. Click the Assistance tab.
3. Mark the Use New Activity Wizard checkbox.
4. Click Close.
Launching the Wizard

To add an activity using the New Activity wizard, click in the Command bar. (You may have to
click in the Gantt Chart to activate Add.)
Once launched, the New Activity wizard provides a brief description of the type of information to be
entered in each screen.
Figure 6-3:When enabled,

the New Activity wizard
launches when you click
Add in the Command bar.
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Add an activity via(e p s wizard.
the NewnActivity
c e li c e
P
1. In the in
rCommand bar, click Add.
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Naming the Activity and Specifying a WBS

Type a unique Activity ID and Activity Name. You will assign the first activity to the Design and
Engineering WBS element.
Figure 6-4: Type Activity

ID and Activity Name.
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In the Activity ID field, verify BA1000.
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? Where did this r c
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tID
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s type <Building Addition Kickoff>.
3. In thec
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Click Next.
a
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Figure 6-5:Verify the

Activity ID and type an
Activity Name.
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6. Select a WBS element, Bldg-06.D&E – Designle
and e and then click .
g
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7. Click Next. @ g is
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Assigning Activity Type

Activity Type controls how an activity’s dates are calculated. Select the activity type according to the
activity’s function in the project and the calendar that should be used for the activity during scheduling. The
wizard dialog box provides a brief description of each activity type.
Figure 6-6:Select an
activity type for the
activity.
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8. In the Activity Type drop-down
e e Start Milestone.
sselect
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? What e (ethe default
is
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c
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9. P
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10. Verify that No, continue is selected, and then click Next.
11. Verify that No, thanks is selected, and then click Next.
Completing the New Activity Wizard

You have successfully added your first activity. You will now disable the wizard so that you can add
additional activities manually.
Figure 6-7:Mark the

checkbox to disable the
wizard.
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12. Mark the Do not show this wizard @
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14. Click Finish.
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Overview: Adding Activities via Activity Details
There are a number of ways to add activities to a project plan other than using the New Activity wizard.
Before adding a new activity, however, you should first select a WBS element in which the activity will
reside, or select an existing activity in the Activity Table (The new activity will appear below the selected
activity.). After you have added the new activity to the Activity Table, use the tabs in Activity Details to
enter additional information.
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In the Activity Table, select a WBS element or an existing activity below which you want to add
n a new activity.
o In the Edit menu, click Add to add a new activity to the Activity Table.
p In the Command bar, click Add to add a new activity to the Activity Table.
q Use the tabs in Activity Details to enter additional information about a new activity.
Practice: Adding Activities via Activity Details

• Add activities to the Activity Table using a variety of methods.

• Use the tabs in Activity Details to enter information about a new activity.
• Use the columns in the Activity Table to enter information about a new activity.
Adding an Activity via Activity Details

b le
Once you become familiar with the information required, you can quickly add activities by using the tabs in
fer a
Activity Details. First, select either the WBS element in which you want the activity to reside, or select an
ans
existing activity below which you want the new activity to appear. n - t r
a no
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element, and then right-
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i drop-down menu.
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Add an activity via Activity Details.

1. In the Activity Table, select a WBS element, Design and Engineering.
2. In the Edit menu, click Add, or right-click and in the drop-down menu, select Add.
You can also click in the Command bar or press Insert on your keyboard. All four
methods are interchangeable. Regardless of the method you choose, however, you should first
select the WBS element in which you want to place the new activity or select an existing activity in
that WBS element.
General Tab
Use the General tab to enter basic information about the activity, including Activity Type, discussed earlier
in this lesson.
Figure 6-9:Type the

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Activity Name in the
fer a
General tab.
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d P or enter activity information in the General tab.
rVerify
a
w
Ed 1. In Activity Details, verify that the General tab is selected.
2. In the Activity ID field, verify BA1010.
3. In the Activity Name field, type <Design Building Addition>, and then press Enter on your
keyboard.
4. In the Activity Type drop-down list, verify Task Dependent.

Status Tab
Use the Status tab to define the selected activity's duration, constraints, Start and Finish dates, labor and
nonlabor units and costs, and material costs. You can also use the Status tab to view the selected activity's
float, actuals, and completion percentages.
Figure 6-10:Type a new

Original Duration in the
Status tab.
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TypedanPOriginal Duration in the Status tab.
rin
a r
E dw1. In Activity Details, click the Status tab.
2. In the Original Duration field, type <12>, and then press Enter.
Note that the Finished date changes as a result of the entry. Note also that the length of the
corresponding activity bar in the Gantt Chart increases.
Notebook Tab
The Notebook tab enables you to assign notes to an activity. Notebook topics are typically instructions or
descriptions that further describe the activity according to specific categories of information.
? Can you suggest any useful notebook topics?

add a Notebook topic to
the activity.
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1. Click the Notebook
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n NotebooklicTopic section, click Add.
i
2. Inrthe
P
a r d
E dw 3. In the Assign Notebook Topic dialog box, select a topic, Anticipated Problems, and then click .
5. In the Anticipated Problems details section, type< Design changes may increase duration of
activity.>.
Adding Activity Information via Columns

After creating an activity, you can use the columns in the Activity Table to enter additional information.
Again, before adding the new activity, you should select the WBS element in which you want it to reside.
BA1020 has been added to
the project.
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ardan activity and enter information via columns.
Add
w
Ed 1. In the Activity Table, select a WBS element, Design and Engineering.
2. Press Insert on your keyboard.
3. In the Activity ID column, verify BA1020.


value in the Original
Duration column in the
Activity Table. Note that
the activity bar increases

in length as a result of the
entry.
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4. In the Activity Name column, type
5 @ <Review
t h s
i Approve Designs>.
5. c e69 verify
In the Activity Typencolumn, u e
sTask Dependent.
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6. In thec e (e Duration
Original e n secolumn, type <9>, and then press Enter on your keyboard.
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Note that the bar for activity BA1020 increases in length as a result of your entry in the Original
a
E dw Duration column.
? Where else might you expect to see a change as a result of your entry in the
Original Duration column?
Figure 6-14:The Level of

Effort activity has been
added in the root node of
the WBS.
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Add a Level of Effort activity.
in e to
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1. In the Activity
c e (Table,
c e nsa WBS element, Office Building Addition – Adding Activities.
r in li
2. d P
r In the Edit menu, click Add.
w a
Ed 3. In the Activity ID column, type <BA-ADMIN>.
4. In the Activity Name column, type <Project Administration>.
5. Double-click in the Activity Type column and select Level of Effort from the drop-down list.
? What kind of work might be included in this activity?

Adding Steps to an Activity

Activity steps allow you to create a checklist for an activity and track the completion of each step. They can
help identify critical procedures and provide guidance to resources assigned to the activity.
• An unlimited number of steps can be assigned to an activity.

• Steps can be marked completed in P6 Project Management and in timesheets.
• Steps do not have duration estimates or dates.
• Resources cannot be assigned to individual steps.
• A detailed description of each step can be entered in the right section of the Steps tab. e
a b l
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- t
n o n
add steps and step
descriptions.
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Ed Add steps and descriptions to an activity.
1. In the Activity Table, select an activity, BA1020 - Review and Approve Designs.
2. In Activity Details, click the Steps tab.
3. In the Step Name section, click Add.
4. Type a name for the step, <Review Designs>, and press Enter on your keyboard.
5. In the right section of the tab, type a description for the step <Review designs to be sure they
meet customer requirements.>.
6. Click Add to add a second step.
7. Type a name for the step, <Finalize Decision>, and press Enter on your keyboard.
8. In the right section, type a description <Meet with team to finalize decision.>.
Using Step Templates

Step templates enable you to define common steps and then assign them to multiple activities.
If you have already defined certain steps or sets of steps that could be used in other activities, you can
convert those steps to templates.
Figure 6-16:Right-click
and select Create Template
to launch the Create
Template dialog box.
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Create a step template.
c e lic to select all steps in the Steps tab.
n or shift+click
P r i
1. Ctrl+click
r d
d w2.a Right-click on the steps, and then click Create Template.
E
3. In the Step Template Name field, type <Design Review>.
4. Click OK.
5. Click Add from Template.
6. In the Assign Activity Step Templates dialog box, view the newly created template, and then click
to close the dialog box.
Activity Codes
Activity codes enable you to classify and categorize activities according to your organizational and project
needs.
Use activity codes to view and roll up activities in the Activity Table; build reports in the Report wizard or
Report Editor; organize a layout by grouping activities into specific categories; and select and summarize
activities. Examples of activity codes include Phase, Area, Site, and Division.
? How could activity codes be used by your organization?
Activity codes can be defined at three levels: b le

fer a
• Global-level – Available to all activities in the database. ans
n - t r
Create an unlimited number of global-level activity codes.
a no
has ฺ
Organize activities within a project or across the project structure.
)
• EPS-level – Available to all activities within the EPS node
l ฺ c omanduitsidchildren.
e
Create an unlimited number of EPS-level m
i
a codes.
activity t G
l e n
de of the EPS.
gacrosstua portion
Organize activities within a project o oor
@g tonly
• Project-level — Available9to5activities h isinSthe project in which the code is created.
c e 6 use
Create up to 500
p r in e to activity codes per project.
project-level
Filtere (e organize
and
e nsactivities based on unique, project-specific requirements.
c i c
rincode can lcontain
r P
Eachdactivity an unlimited number of activity code values, which can be organized in a
a
E dwhierarchy for efficient search and selection.
Assigning Activity Codes

Assign activity code values in the Activities window.
• Add a column for the activity code in the Activity Table.

• Use the Codes tab in Activity Details.

to launch the Assign
Activity Codes dialog box.
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wAssign an activity code to an activity.
Ed
1. Confirm that activity BA1020 - Review and Approve Designs is selected.
2. In Activity Details, click the Codes tab.
3. At the bottom of the tab, click Assign.
4. In the Assign Activity Codes dialog box, click the Display Options bar and select Filter By, All
Values.
5. In the Display Options bar, click Collapse All.
6. Click to expand Activity Code: Department.
7. Select an activity code value, ENG –Engineering Department, and then click .
8. Click to close the Assign Activity Codes dialog box.

Assigning Activity Codes to Multiple Activities

Click in the Command bar to assign an activity code to multiple activities.
Figure 6-18:Click Activity

Codes to assign an activity

code to multiple activities.
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a r d
E dw Assign an activity code to multiple activities.
1. In the Activity Table, select an activity, BA1010 - Design Building Addition.
2. Ctrl+click to select another activity, BA1020 - Review and Approve Designs.
3. In the Command bar, click Activity Codes.
4. In the Assign Activity Codes dialog box Display Options bar, verify All Values.
5. In the Search field, type <arc> and in Activity Code: CSI Code, select an activity code value,
20.600 – Architectural.
6. Click to assign the code value, and then click to close the dialog box.
7. Click in the Gantt Chart to deselect the activities, and then select activities BA1010 and BA1020
individually to verify in the Codes tab that the activity code value has been assigned.
Streamlined Process to Add Activity Code Values

P6 Project Management also enables you to define new activity code values directly from the Assign
Activity Codes dialog box. You can add global-level, EPS-level, or project-level activity code values by
clicking and then entering a Code Value and Code Value Description.
Administrators can restrict users’ ability to add activity code values through security settings. And while it
is possible to add activity code values at the global, EPS, or project level, this feature was designed
primarily to enable project managers to add project-level code values to projects easily.
Figure 6-19:Click to
b le
fer
define a new activity codea
value.
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Define a new activity code value.

1. In the Activity Table, select an activity, BA1020 – Review and Approve Designs.
2. In the Codes tab in Activity Details, click Assign.
3. In the Assign Activity Codes dialog box Display Options bar, verify All Values, and then click
Collapse All.
4. Click to expand Activity Code: QA Code.
5. Click .
6. In the Add Code Value dialog box, type a Code Value <TPS> and a Code Value Description
<Third Party Signoff>.
7. Click OK.
8. In the Assign Activity Codes dialog box, select a QA code value, TPS – Third Party Signoff.
9. Click to assign the code value, and then click to close the dialog box.
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Calendar Assignments
Calendars can be created and assigned to each activity and resource. Calendar assignments are used to
schedule activities and level resources.
• An unlimited number of calendars can be created.

• The Activity Type determines whether the activity calendar or resource calendar is used during
scheduling.
Calendar Types
b le
There are three calendar types:
fer a
• Global calendar ans
n - t r
Contains calendars that can be used by all projects in the database. n o
a
Available for all resources and activities in the database.
) has ฺ
• Resource calendar
l ฺ c om uide
Contains separate calendars for each resource. m ai nt G
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• Project calendar g o S tu
5 @ for t s
i project.
heach
Contains a separate pool of 9 calendars
e
e6projectuonly.
s
Available for the r i n c
current t o
( e p se
? Why e e n
r i ncis there alineed
c for three different calendar types?
a rd P
w
Ed
Assigning Calendars
Use the Select Activity Calendar dialog box to select the calendar that is used for an activity in the project.
For example, in this project, the default calendar assigned to all activities is the Standard 5 Day Workweek.
You will view the available calendars on the Design Building Addition activity.
Figure 6-20:Assign
calendars to activities in
the General tab in Activity
Details.
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Ed
View global calendars.
1. In the Activity Table, select an activity, BA1010 – Design Building Addition.
2. Click the General tab.
3. In the Activity Calendar field, click .
4. View the available global calendars, and then close the dialog box.
Lesson Review
Key Concepts
• There are four ways to add an activity to a project: In the Command bar, click Add; in the Edit
menu, click Add; press Insert on the keyboard; or right-click and click Add in the right-click menu.
You can also enable the New Activity wizard.
• Activity Type controls how an activity’s dates are calculated.
• Use steps to create an activity checklist, and to track step completion.
• Use activity codes to group activities by a common attribute. Create unlimited code values for each b le
activity code. Activity code types: fer a
ans
Global-level codes can be assigned to all activities in the database.
n - t r
a no EPS-level activity codes can be assigned to all activities in the EPS.
Project-level activity codes can be assigned to activities in) htheasprojects
ฺ in which they are
o m e
created.
a ilฺc t Guid
g l em den
Review Questions
g oo Stu
1. For which type of activity are 9 5 @determined
dates t h isby the availability of the resources assigned to the
activity? c e 6 use
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(e ens
a. Task dependent
e
i
b. Resource
r c lic
n dependent
r d
c.
PMilestone
d wa d. Level of effort
E
2. True or False: The duration of a milestone is dependent on its predecessor/successor activities.
3. True or False: Choose Edit, User Preferences, and then click the Assistance tab to enable the New
Activity wizard.
4. Which of the following is not a valid method of adding a new activity in the Activities window?
a. Click Add in the Command bar.
b. Press Insert on your keyboard.
c. Press the Plus key (+) on your keyboard.
d. Right-click and select Add from the drop-down menu.
Workshop: Adding Activities

Background
The next step in planning the project is to continue adding activities. You will also add steps to activity
BA5080 and insert a Notebook item for BA6120.
Objectives
1. In the Activity Table, add the global-level activity code column, Phase, to the right of the Original
Duration column.
b l e
fer a
2. Add the following activities to the project:
ans
n - t r
a no Phase
Activity
) has ฺ Original Activity
WBS ID Activity Name
l ฺ c om uType
Activity
i d e Duration Code
HVAC BA4090 Relocate HVAC Chiller
m ai Task n t G
Dependent 3 FINSH
l e
g tudTask e Dependent
HVAC BA4100 Start Up and Test HVAC
g o o S
1 ROUGH
Brick BA5070 Brick Exterior 5 @Walls this Task Dependent 7 CLOSE
9 e
e6 anduBuilt-up
s Roofing Task Dependent
Roof
r i n c
BA5080 Insulation
t o 10 CLOSE
Plumbing and
p
(e eInstall
BA6120 sePlumbing and Electrical Task Dependent 2 FINSH
c e c n
Lighting
FixturesPri
n li Fixtures
rd
wa
Ed 3. Add the following steps to activity BA5080 – Insulation and Built-up Roofing:
a. OSHA safety compliance check
b. Install sheathing
c. Provide water protection
d. First run complete
4. Add an Anticipated Problems Notebook topic to activity BA6120 and type a description <Possible
cost overrun for plumbing materials.>.
Workshop Results
Figure 6-21:The new
activities have been added
to the project and are
displayed in the Activity

Table.
b le
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o g le de
g o S tu Figure 6-22:Steps have
been added for activity
5 @ t h i s BA5080-Insulation and
e 6 9 s e Built-up Roofing and are
i n c t o u displayed in the Steps tab
e p r e in Activity Details.
(
e lice n s
r i n c
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Figure 6-23:A Notebook

Topic has been added for
activity BA6120-Install
Plumbing and Electrical
Fixtures and appears in
the Notebook tab in
Activity Details.
Creating Relationships b le
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ans
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r c
p
(e ens
c e licLesson 7 – Creating Relationships
P rin
a r d
w
Ed Lecture Time
(minutes)
Demo Time
(minutes)
Practice Time
(minutes)
Interactive Time
(minutes)
Lesson Total
(minutes)
20 15 25 5 65
140 Lesson 7 – Creating Relationships
Objectives

• View a network logic diagram.
• Describe the four relationship types.
• Create relationships in the Activity Network.
• Create relationships in Activity Details. b le
fer a
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Network Logic Diagram

A network logic diagram is a graphic representation of all of the

activities in a project and their logical (dependent) relationships.
b le
fer a
ans
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Precedence Diagramming Method (PDM)

PDM is a technique for creating network logic diagrams.

• A box or rectangle represents each activity.
• Lines with arrows connect the boxes and represent the
logical relationships between the activities.
– Predecessor - Controls the start or finish of another activity. le
a b
– Successor - Depends on the start or finish of another
s f er
activity. ran -t
• on
Start with either the first activity in the network and enter
n
each successor, or start with the last activity in a network
the
s
a
h ฺ
and enter each predecessor. m)
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Relationship Types
There are four relationship types:

• Finish to Start (FS) – When A finishes, B can start.
• Start to Start (SS) – When A starts, B can start.
• Finish to Finish (FF) – When A finishes, B can finish.
• Start to Finish (SF) – When A starts, B can finish. b le
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Finish to Start (FS)

When activity A finishes, activity B can start. This is the most

common type of relationship.
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First Activity le
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Start to Start (SS)

When activity A starts, then activity B can start.
A
First Activity
b le
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ans
n - t r
B no
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Second Activity ) has ฺ
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Example: When we start selling
o g leour newd e software, we will start
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Finish to Finish (FF)

When activity A finishes, then activity B can finish.
A
First Activity
b le
fer a
ans
n - t r
B no
a
Second Activity m) h ฺ
as
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Example: When we finish testing, g l e
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Start to Finish (SF)

When activity A starts, then activity B can finish.
A
First Activity
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ans
B n - t r
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Example: When we begin manufacturing
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Relationships with Lag

Lag specifies an offset or delay between an activity and its

successor.
• Can be added to any relationship type.
• Can be a positive or a negative value.
• There are four calendar options for scheduling lag: le
a b
– Predecessor activity calendar
s fer
– Successor activity calendar - t r an
– 24-hour calendar n o n
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– Project default calendar
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Finish to Start with Lag

Activity B can start after activity A finishes and seven days have
passed.
A
First Activity le
a b
FS 7d s fer
B - t r an
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a
Second
) hasActivity
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Example: After the concrete floor
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g oo constructing
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Start to Start with Lag

After activity A starts and 3 days of work have passed, then

activity B can start.
A
First Activity
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SS 3d
ans
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Example: We can start laying thele ma enpipes
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Question
Which of the following statements is true?

1. A successor activity depends on the start or finish of
another activity.
2. Lag specifies a delay between an activity and its
successor. le
a b
3. Lag can be positive or negative.
s f er
4. 1 and 2 - t r an
5. 1 and 2 and 3 n on
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Notes
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Overview: Creating Relationships
Use the Activity Network to create relationships between activities graphically, or use the Predecessors and
Successors panes in the Relationships tab in Activity Details.
s p
b l e
f er a
n n s
on -tra o
a n
) has ฺ
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q o g le de r
o
g is S t u
9 5 @ th
6
ce to us e
p r i n
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e n se
r i nc lic
d P In the WBS Table, click a WBS element to display its activities in the Activity Network.
wa
r n
Ed In the Activity Network, view the activities contained in the selected WBS element and create
o relationships by clicking and dragging your mouse cursor from the edge of one activity to the
edge of another.
p In the Toolbar, click and to zoom in and out on activities in the Activity Network.
Use the Relationships tab in Activity Details to create and view relationships between an activity
q selected in the Activity Table and predecessor and successor activities.
r Use the Lag field in the Relationships tab to assign lag to the relationship between two activities.
s Click to toggle relationship lines on/off in the Gantt Chart.

Practice: Creating Relationships

• Create a relationship graphically in the Activity Network.

• Create a relationship using the Relationships tab in Activity Details.
• Assign lag to a relationship.
• View relationships in the Gantt Chart.
Creating Relationships in the Activity Network b le

fer a
The Activity Network can be useful for sequencing activities because it offers a graphical display of the an s
activities and the relationships. Click to enlarge the size of the activities viewable in the network. n - t r
a no
) has Figure
ฺ
BA4160
7-1:Select activity
in the Activity
o m e
a ilฺc t Guid Network.
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Display the Activity Network.

2. Confirm that you are in the Activities window. (Or in the Navigation bar, click Activities.)
4. In the Open Layout dialog box, select a layout, Adding Relationships in Network, and then click
Open.
5. In the WBS Table in the top layout, select a WBS element, Bldg-07.Mechanical Systems –
Plumbing and Electrical.
6. Click to zoom in on activities in the Activity Network.

7. In the right pane of the Activity Network, select an activity, BA4160 – Rough-in Plumbing/Piping.
Creating a Start to Start Relationship

Create a relationship by clicking and dragging your mouse cursor from one edge of an activity to another.
• The left edge of the activity represents the start of the activity. e
a b l
• The right edge of the activity represents the finish of the activity.
n s fer
r a
-t line and arrow
Figure 7-2:The
o
indicate anStart to Start
a n between the two
relationship
) has activities.
ฺ
Note that the
relationship is also listed in the
c o m e
id Details. tab in Activity
Relationships
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Create a Start to Start relationship between two activities.

1. To create a SS relationship, place the mouse pointer to the left edge of an activity, BA4160 -
Rough-In Plumbing/Piping.
The relationship arrow appears.
2. Click and drag the mouse to the left edge of successor activity, BA4170 - Install Wiring and Cable.
Note the relationship line and arrow in the Activity Network.
3. In Activity Details, click the Relationships tab and view the relationship in the Predecessors pane.
Creating Relationships in Activity Details

You can also use the Relationships tab to create relationships. When creating a relationship in Activity
Details, the default relationship type is Finish to Start.
Activities in the Assign Successors dialog box can be grouped and sorted in a variety of ways, including by
EPS and by List. In the Display Options bar, click Group and Sort By to view options.
? What are the other activity display options for the Assign Successors dialog box?
Figure 7-3:Click Assign in

the Successors pane in the
b le
fer a
Relationships tab to assign
s
a successor activity. The
an
n - t r
new relationship is
displayed in both the
n o
Successors pane and in the
a
has ฺ
Activity Network.
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Create a Finish to Start relationship between two activities.
1. In the Activity Network, select an activity, BA4170 – Install Wiring and Cable.
2. In the Successors window in the Relationships tab, click Assign.
3. In the Assign Successors dialog box, select an activity, BA4180 – Connect Equipment, and then
click to assign the selection.
Note that the relationship is now displayed in both the Successors pane and the Activity Network.

Using the GoTo Feature

Click in the Relationships tab to change the selection in the Activity Table to the activity
highlighted in the relevant Predecessors or Successors window.
Figure 7-4:When you click

GoTo, the activity selected
in the Relationships tab is
selected in the Activity
Table and Activity Details.
b l e
fer a
an s
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) has ฺ
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nsuccessorlactivity
Assign
P r i
a
a r d
E dw 1. In the Layout Options bar, click Show on Top, Gantt Chart.
2. In the Successors window in the Relationships tab, select an activity, BA4180 – Connect
Equipment.
3. In the Successors window, click .
Note that activity BA4180 is now selected in the Activity Table and in Activity Details.
4. In the Successors window in the Relationships tab, click Assign.
5. In the Assign Successors dialog box, select an activity, BA4100 – Startup and Test HVAC, and then
click to assign the selection.

Assigning Lag
Use the columns in the Relationships tab to make adjustments to the relationship type or to assign lag.
Figure 7-5:Type a value in

the Lag column.
b le
fer a
an s
n - t r
a no
Assign lag to a relationship. ) has ฺ
l ฺ c om BA4180
u ide – Connect Equipment is
1. In the Activity Table or Activity Details, confirm that i activity
selected. l e ma ent G
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2. In the Successors pane, click in the@
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Lag field and
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3. On your keyboard, press
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Enter.
? How e (eyou use

e s
nthe
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r d Ptype?
d wa
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Viewing Relationships in the Gantt Chart

You can also view/modify relationships in the Activity Table and the Gantt Chart.
• Activity Table – Displays the Predecessors and Successors columns.

• Gantt Chart – Click the Relationship Lines icon in the top layout toolbar to toggle relationship
lines on and off.
Figure 7-6:Click to
toggle relationship lines on
and off in the Gantt
Chart. Also note that
b l e
relationships are
fer a
designated by the entries
an s
in the Predecessors and
- t r
Successors columns.
n
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) has ฺ
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View relationships between e 9 sinethe Activity Table and the Gantt Chart.
6activities
c
in e to u
p r
e (eOptions
1. In the Layout
e s click Columns.
nbar,
in c li c
Inrthe Available Options section in the Columns dialog box, click
2. P to expand Lists.
a r d
E dw 3. Select Predecessors, click to move it to the Selected Options section, and then click to
position it at the bottom of the list.
4. In the Available Options section, select Successors, and click to move it to the Selected Options
section.
Confirm that Successors appears below Predecessors at the bottom of the Selected Options list.
5. Click OK.
6. Drag the vertical split bar to expose the new columns, and adjust column widths as necessary.
7. In the Toolbar, click to view the relationships between the activities.
Note that even though relationships were added, the activities did not move from the project start
date. When the project is scheduled, the activities will be positioned in the Gantt Chart according to
their relationships.
Lesson Review
Key Concepts
• Use the Precedence Diagramming Method to create a network logic diagram that shows the
relationships between activities. Build the diagram using boxes to represent activities and arrows to
represent logical relationships between the activities.
• P6 Project Management supports four relationship types (Finish to Start, Start to Start, Finish to
Finish, and Start to Finish) that identify the type of dependency that exists between an activity and
its predecessor or successor. e
a b l
• Lag is the offset or delay between an activity and its successor.
s fer
• t r an
You can create relationships in the Activity Network via a graphical display or in the Relationships
-
no tab in Activity Details.
n
a
) h as
Review Questions
c o m ideฺ
1. In the Relationships tab in Activity Details, whichm ofa
ilฺ t Guis used to jump from the current
the following
activity to one of its predecessor or successorg l e den
activities?
g oo Stu
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c. Look p r in e to
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d. GoTo
r i n c lic
P
2.ard
What is the default relationship type in P6 Project Management?
w a. Finish to Start
Ed
b. Finish to Finish
c. Start to Start
d. Start to Finish
3. True or False: Lag is an offset or delay between an activity and its successor.
4. Which of the following can be used to schedule lag?

a. The predecessor activity’s calendar assignment
b. The successor activity’s calendar assignment
c. The 24 hour calendar
d. a or b
e. a or b or c
Workshop: Creating Relationships

Background
Now that the activities have been entered, relationships need to be established. The project team has
determined the order in which the activities should occur.
Objectives
1. Use the information in the following table to create relationships between activities:
b le
Activity Relationship
fer a
ID Activity Name Successors Type
ans
BA1000 Building Addition Kickoff BA1010 n -
SSt r
n o
BA1010 Design Building Addition a
BA1020 SS
) h as
c o mBA6060ideฺ SS
BA1020 Review and Approve Designs a ilฺ t BA1030
G u FS
g l em den BA2000 FS
g oo Stu
5 @ t h is BA5000 FF
c e 69 use BA6040 FS
n o
pri sTechnical
t Data for Heat Pump
BA1030 eAssemble
( n e BA1040 FS
e e
inc Review
rBA1040 lic Technical Data on Heat Pumps BA4020 FS
a rd P BA2000 Begin Building Construction BA2010 SS
E dw BA2010 Site Preparation BA2020 FS

BA2020 Excavation BA2030 FS
BA2040 FS
2. The activity BA-ADMIN – Project Administration requires both a predecessor and a successor.
Predecessor: SS relationship with BA1000 - Building Addition Kickoff.

Successor: FF relationship with BA6190 – Building Addition Complete.
Workshop Results
Figure 7-7:Relationships
are shown graphically in
the Gantt Chart and are

also designated by the
entries in the Predecessors
and Successors columns.
b le
fer a
an s
n - t r
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Figure 7-8:Be aware that
some activities, such as
( e p s e BA1020-Review and
c e c e n
r i n l i Approve Designs, have
multiple successors.
r d P
wa
Ed
Scheduling b le
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P rin Lesson 8 – Scheduling
a r d
w
Ed Lecture Time
(minutes)
Demo Time
(minutes)
Practice Time
(minutes)
Interactive Time
(minutes)
Lesson Total
(minutes)
45 5 10 20 80
164 Lesson 8 – Scheduling
Objectives

• Perform a forward and a backward pass.
• Describe float and its impact on a schedule.
• Identify loops and open ends.
• Calculate a schedule. b le
fer a
• Analyze the scheduling log report. s
- t r an
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Critical Path Method Scheduling

The Critical Path Method (CPM) is the traditional technique for

calculating project schedules and determining the minimum
total project duration.
• Uses activity durations and relationships between activities
to calculate schedule dates.
le
• Calculation is done in two passes – forward and backward erab
– through the activities in a project. n s f
a - tr
no n
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Critical Path
• The series of activities that determines a project’s

minimum total duration and completion date.
• The duration of the activities on the critical path controls
the duration of the entire project.
– A delay to any critical activity will delay the Finish date of the
b le
entire project.
fer a
• Critical activities are defined either by Total Float or by the ans
longest path in the project network. n - tr
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Data Date
• The date that is utilized as the starting point for schedule

calculations.
– Used to schedule all remaining work.
• During the Planning phase, the data date should match the
project Start date. e
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Data Date
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Data date line
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Forward Pass
• The forward pass calculates each activity’s early dates.

• Early dates are the earliest times an activity can start and
finish once its predecessor relationships have been
satisfied.
• The calculation begins with the activities without le
predecessors. a b
s f er
• Early Start (ES) + Duration – 1 = Early Finish (EF) tran -
n on
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Forward Pass
A
5
ES 1 EF 5
C
15
b le
ES 11 EF 25
fer a
ans
n - t r
B n o
10 a
ES 1 EF 10 ) has ฺ
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Forwardopass
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Prin
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Backward Pass
• The backward pass calculates each activity’s late dates.

• Late dates are the latest times an activity can start and
finish without delaying the end date of the project.
• The calculation begins with the activity with the latest Early
Finish date without a successor. le
a b
• For projects without a Must Finish By date, activities
s f er
without successors are assigned a Late Finish equal totrthe
- an
latest Early Finish date. n on
• sa
Late Finish (LF) – Duration + 1 = Late Starta(LS)
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Backward Pass
Backward pass
LS 6 LF 10
A
5
b le
ES 1 EF 5 LS 11 LF 25
fer a
ans
C n - t r
n 15 o
a
LS 1 LF 10 EF 25 as
) h eฺ
ES 11
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10 l e ma ent G
EF 10 goo
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ES 1
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Total Float
• The amount of time an activity can be delayed from its

Early Start without delaying the project.
• The difference between an activity’s late dates and early
dates.
• Total Float is automatically calculated each time you le
schedule the project. You cannot edit an activity's float a b
s f er
values directly.
- t r an
• Activities whose Total Float is less than or equal n n
toozero
are critical. s a
h a
• m) eฺ
Late date – early date = Total Float (TF)
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Types of Total Float

Positive float
Zero float
(critical)
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Negative float n o
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Total Float
Backward pass
LS 6 LF 10
A
5
ES 1 EF 5 LS 11 LF 25
TF = 5
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LS 1 LF 10 ES 11 EF 25
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Must Finish By Date

• A common scenario is a project with a required Must

Finish By date. This date specifies when the project must
finish regardless of the network’s duration and logic.
• The backward pass begins with the Must Finish By date
and works backward to the first activity in the project.
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Backward Pass with Required Finish

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Circular Relationships (Loops)

• Loops indicate circular logic in an activity path.

• The schedule can not be calculated until the loop is
eliminated. To eliminate a loop:
– Determine proper logic.
– Re-run the schedule. e
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Open Ends
• Open ends are activities without either a predecessor or

successor.
– No predecessor — Activity uses data date as its Early Start.
– No successor — Activity uses project finish as its Late
Finish.
le
• Open-ended activities can portray an unrealistic amount of
f e rab
positive total float. ns tra
n -
aopen ends: no
It is recommended that each project have only two a s
h ฺ (Finish
) activity
the first activity (Start milestone) and the last
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Question
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Notice that there is no relationship between activities
m ide30 ฺ and
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50, creating two additional open ends.aWhatilฺ will
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this network is scheduled?
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Notes
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Notes
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Overview: Scheduling a Project
When you schedule a project, activity dates are calculated according to durations and logic.
After the project is scheduled, note the change in the position of activities in the Gantt Chart. Activity bars
are displayed according to their calculated start and finish dates. Critical activity bars are displayed in red.
b l e
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an s
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g o og Stud
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a rd P
w
Ed n To display the Schedule dialog box, press F9 on your keyboard; click
the Tools menu, click Schedule.
in the Toolbar; or in
o In the Schedule dialog box, confirm or adjust the data date in the Current Data Date field.
p Mark the Log to file checkbox to record the results of scheduling. Click View Log to view the log.
q Click Schedule to schedule the project.

Practice: Scheduling a Project

• Schedule a project.
• Review the Schedule Log.
• View driving relationships in the Activity Network.
Scheduling a Project
b le
After displaying the Schedule dialog box, confirm the data date before scheduling.
fer a
an s
t r
Figure 8-1:Mark the
n -
n o
checkbox to create a
Schedule Log. After
a
has ฺ
scheduling, note the new
) positions of activities in
l ฺ c om uide the Gantt Chart.
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Schedule a project.
2. Confirm that you are in the Activities window. (Or in the Directory bar, click Activities.)
3. In the Layout Options toolbar, click Show on Top, Gantt Chart.
? Before the project is scheduled, where are all of the project activities aligned in the
Gantt Chart?
4. In the Tools menu, click Schedule (or press F9 on your keyboard.)

5. In the Schedule dialog box, verify the Current Data Date, 11-Jan-10.
6. Mark a checkbox, Log to File.
7. In the Log to File field, browse to a path, C:\Training Docs.

8. Click Schedule.
? Following scheduling, what determines the positions of project activities in the

Gantt Chart?
Viewing the Schedule Log b le

fer a
ans
The Schedule Log records scheduling results, including:
n - t r
• Scheduling/leveling settings a no
• Statistics ) has ฺ
• Critical activities l ฺ c om uide
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• Errors
o g le de
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• Scheduling/leveling results
e
• Exceptions prin
c to
(e ens e
n c e lic Figure 8-2:Settings and
r i
rd P
statistics are listed in the
Schedule Log.
w a
Ed
View the Schedule Log.

1. In the Tools menu, click Schedule (or press F9 on your keyboard).
2. In the Schedule dialog box, click View Log.
? Before proceeding, answer the following questions:
How many activities are in the project?

How many of them are critical?

How many project activities do not have predecessors and/or successors?
What are they?
How many relationships are in the project?
What is the latest early finish date for the project?
b le
fer a
3. In the Notepad File menu, click Exit.
ans
n - t r
4. Click Cancel to exit the Schedule dialog box. n o
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Driving Relationships
An activity may have a relationship with a predecessor that determines its Early Start. When this is the case,
the relationship is called a driving relationship.
• A solid relationship line indicates a driving relationship.

• A dashed relationship line indicates a non-driving relationship.
Figure 8-3:The Driving

column indicates whether
a predecessor activity is
b l
driving the start of activity e
fer a
BA3070. Also, notice in the
an s
Activity Network the solid
- t r
and dashed relationship
n
n o
lines between BA3070 and
a its predecessor activities.
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2. Select a layout, Activity Network, and then click Open.
3. In the WBS Table in the top layout, select a WBS element, Bldg-08.Structure.
4. In the top layout toolbar, click to zoom in on activities in the Activity Network.
5. In the Activity Network, select an activity, BA3070.
6. In Activity Details, click the Relationships tab.
Note that neither BA3040 nor BA3050 drive the start of BA3070 but that BA3060 does drive it.
Lesson Review
Key Concepts
• After relationship logic has been defined, schedule the project.

• Schedule dates can be calculated based on the critical path, a series of activities that determine a
project's completion date.
• When scheduling using the Critical Path Method, activity Early Start and Finish dates are
calculated during a forward pass, and the Late Start and Finish dates are calculated during the
backward pass.
b le
• The data date is used as a starting point when scheduling all remaining work for the project. fer a
a n s
r
• After scheduling, activities will have a total float that represents the amount of time-tan activity can
be delayed without delaying the project. n on
s a
• After scheduling, results are recorded in a Schedule Log. a
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m
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Review Questions
l e ma ent G
1. True or False: A schedule’s late datesgare
g tuduring
oocalculated d the backward pass.
@ is S
5 t h
6a9typeuofsfloat?
2. Which of the following is not
c e e
a. Positive p r in e to
b. Open-end e (e ens
r i n c lic
c. PNegative
r d
d wa d. Total
E
3. True or False: The critical path is the path of activities through the project that determines the
project end date.
4. Which of the following are included on the Schedule Log?

a. Statistics
b. Critical activities
c. Warnings
d. a and b
e. a and b and c
Workshop: Calculating a Schedule Manually
Objectives
The following graphics are two unique schedules. Using the space provided, manually calculate the early
and late dates and the Total Float of the activities.
No Imposed Finish Date
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E dwImposed Finish Date of Workperiod 12
Formulas:
Early Start + Duration – 1 = Early Finish
Late Finish – Duration + 1 = Late Start
Late Start – Early Start = Total Float

Workshop Results
No Imposed Finish Date

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n Date of lWorkperiod
P r i
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w ard
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Assigning Constraints b le
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P rin
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Ed Lecture Time
(minutes)
Demo Time
(minutes)
Practice Time
(minutes)
Interactive Time
(minutes)
Lesson Total
(minutes)
15 10 20 5 50
192 Lesson 9 – Assigning Constraints
Objectives

• Describe available constraint types.
• Apply Must Finish By constraint to a project.
• Apply a Start On or After constraint to an activity.
• Add a Notebook topic to a constrained activity. b le
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Lesson 9 – Assigning Constraints 193
Constraints
• Date restrictions used to reflect project requirements that

cannot be built into the network logic.
• More accurately reflect real-word aspects of a project.
• Provide added control of a project.
• Apply to the entire project or to individual activities. le
a b
– Commonly used project-level constraint: Must Finish By
n s fer
– Commonly used activity-level constraint: Start On or After
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Must Finish By
• Used when an overall project deadline must be met.

• Forces all activities in the project to finish by the date (and
time) specified.
• Establishes the date from which late dates are calculated
in the backward pass. le
a b
• Affects the Total Float of the entire project.
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Start On or After
• Used to set the earliest date an activity can begin.

• Forces the activity to start no earlier than the constraint
date.
• Pushes the activity’s early start date to the constraint date.
• Affects the early dates of the activity’s successors. le
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Additional Start Constraints

• Start On — Forces an activity to start on the constraint

date:
– Shifts both early and late start dates to the constraint date.
– Used to specify dates submitted by contractors or vendors.
• Start On or Before — Forces an activity to start no later le
than the constraint date: a b
s fer
– Shifts the late start to the constrained date.
- t r an
– Affects the late dates of its predecessors.
no n
a
as
– Used to place a deadline on the start of the activity.
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Additional Finish Constraints

• Finish On — Forces an activity to finish on the constraint

date:
– Shifts both early and late finish dates to the constraint date.
– Used to satisfy intermediate project deadlines.
• Finish On or Before — Forces an activity to finish no later le
than the constraint date: a b
– Pulls the late finish date to the constraint date. n sfer
-t r a
– Affects the late dates of its predecessors.
n o n
– Used to set intermediate completion points a a project.
insthe
• Finish On or After — Forces an activity) to finish
ฺ no earlier h
c o m i d e
than the constraint date: ailฺ Gu t
l emconstrained
– Shifts the early finish togthe d e n date.
goo ofsitsSsuccessors.
– Affects the early dates
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Additional Constraints
• As Late as Possible — Delays activity as late as possible

without delaying successors:
– Shifts early dates as late as possible.
– Also called a zero free float constraint.
• Mandatory Start and Finish — Forces early and late l e
dates to be equal to the constraint date: a b
– Affects late dates of predecessors and early dates of n s fer
-t r a
successors.
n o n
– May violate network logic. s a
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How Constraints Affect Activity Dates

b le
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Mandatory Mandatory
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Notes
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Overview: Assigning Constraints
Project-level constraints are assigned in the General tab in Project Details.

Activity-level constraints are assigned in the Status tab in Activity Details.
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P Use the Constraints section of the Status tab in Activity Details to assign primary and secondary
a r d
E dw n constraints to an activity.
o Use the Notebook tab in Activity Details to document constraints after you assign them.
In the Tools menu, click Schedule to reschedule a project after assigning a constraint. Use
p columns in the Activity Table to check activity dates and Total Float before and after assigning
constraints.
Practice: Assigning Constraints

• Assign a Must Finish By constraint to a project.

• Assign a Start On or After constraint to an activity.
• Reschedule projects after assigning constraints.
• Document a constraint with a Notebook topic.
Assigning a Must Finish By Constraint to a Project b le

fer a
The Must Finish By constraint is commonly used when an overall project deadline must be met. It is ans
assigned to the project in the Dates tab in Project Details. n - t r
a no
s means that if the project
haThis
By default, the time associated to the Must Finish By date is set to 12:00 am.
must finish by the end of day on 1-Nov, the specified constraint dateo
)
would e ฺ
m beid02-Nov.
c
ilฺ t Gu
a
g l em den Figure 9-1:Assign a Must
g oo Stu Finish By constraint in the

Dates tab in Project
5 @ t h i s Details.
9
e6 us e
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p
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n c e lic
P r i
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d wa
E
Assign a Must Finish By constraint.
2. In the Directory bar, click Projects.
3. In the Project Table, select a project, Bldg-09.
4. In Project Details, click the Dates tab.
5. In the Must Finish By field, click .
6. Select a date, 02-Nov-10.

Rescheduling the Project

Because constraints affect project and activity dates, a project must be rescheduled after a constraint has
been applied in order to calculate new dates and to assess the constraint’s impact on Total Float.
Figure 9-2:After
rescheduling, many of the
activities show negative
Total Float because the
Must Finish By date, 02-
Nov-10, is earlier than the
project’s calculated Early
Finish date, 17-Nov-10.
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Reschedule the project. 695 se t
r i n ce to u
( e p bar, click
1. In the Directory s eActivities.
e lice n
i
2. InrthencLayout Options bar, click Layout, Open.
P
w ar3.d In the Open Layout dialog box, select a layout, Constraints and Notes, and then click Open.
E d
Note that all values in the Total Float column are greater than or equal to zero days.
4. In the Tools menu, click Schedule; or in the Toolbar, click ; or press F9 on your keyboard.
5. In the Schedule dialog box, confirm the Current Data Date, 11-Jan-10, and then click Schedule.
6. In the Activity Table, view the values in the Total Float column.
7. In the Activity table, view the project’s Early Finish date.
Because the Must Finish By date (02-Nov-10) is earlier than the project’s calculated Early Finish
date (17-Nov-10), many of the activities now have a negative Total Float.
Assigning a Constraint to an Activity

Next, you will use the Start On or After constraint to specify the earliest date an activity can begin. Activity-
level constraints are assigned in the Status tab in Activity Details. A maximum of two constraints – a
primary and a secondary – can be applied to any single activity.
The Assemble Brick Samples activity is scheduled to start 19-Jan-10. However, brick samples are on back
order and will not be available until 25-Jan-10. You will assign a constraint to reflect the new date.
Figure 9-3:Assign a
constraint, such as Start
On or After, to an activity
b le
fer
in the Constraints sectiona
s
of the Status tab in
an
n - t r
Activity Details.
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Assign a Start On or After constraint.
1. Select an activity, BA5000 - Assemble Brick Samples, and in Activity Details verify that the Status
tab is selected.
2. In the Primary drop-down list in the Constraints section, select a constraint type, Start On or After.
3. In the associated Date field, click , and select a date, 25-Jan-10.
? Before rescheduling, what are the activity’s early dates and what is its Total Float?
5. In the Schedule dialog box, confirm the Current Data Date, 11-Jan-10, and then click Schedule.
? Following rescheduling, what are the activity’s early dates and Total Float?
Adding a Notebook Topic

Whenever you assign a constraint to an activity, it is recommended that you document the reason for its use.
Figure 9-4:Assign a
Notebook topic to
document the reason for
the constraint.
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Add a Notebooketopicp
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i verify that activity BA5000 is selected.
in Activity lTable,
1. Inrthe
P
w ar2.d In Activity Details, click the Notebook tab.
E d
3. In the Notebook Topic window, click Add.
4. In the Assign Notebook Topic dialog box, assign a topic, Constraints and Assumptions, and then
close the dialog box.
5. In the Constraints and Assumptions details window, type <The brick samples are on back order
and will not be available until January 25.>.
Lesson Review
Key Concepts
• Assign constraints to activities and projects to reflect real-world restrictions.

• A maximum of two constraints can be assigned to an activity.
• The Must Finish By constraint is used when an overall project deadline must be met.
• Use the Start On or After constraint to set the earliest date an activity can begin.
Review Questions
b le
fer a
1. Which of the following applies to the Start On or After constraint?
ans
a. Affects an activity’s early dates and the early dates of successor activities. n - t r
a no
b. Affects an activity’s late dates and the late dates of successor activities.
c. Violates network logic. ) has ฺ
l ฺ c oitsmsuccessors.
u ide
i
d. Delays an activity as long as possible without affecting
l e ma ent G
2. True or False: It is recommended that you
assigning constraints. g oog useSatuNotebook
d topic to document the reasons for
5 @ t h is
3. Which constraint pulls the c e 69finishutosethe constrained date?
late
a. Start On or e p rin e to
After
c e (
c e ns
b. Finish
rin On or li
After
P
rdc. As Late as Possible
a
E dw d. Finish On or Before
4. How many constraints can be assigned to an activity?
a. 1
b. 2
c. 3
d. An unlimited number
Formatting Schedule Data b le

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P rin Lesson 10 – Formatting Schedule Data
a r d
w
Ed Lecture Time
(minutes)
Demo Time
(minutes)
Practice Time
(minutes)
Interactive Time
(minutes)
Lesson Total
(minutes)
10 20 40 5 75
208 Lesson 10 – Formatting Schedule Data
Objectives

• Group activities according to specific criteria.
• Sort activities.
• Apply a filter.
• Create a filter. b le
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Lesson 10 – Formatting Schedule Data 209
Grouping
• A flexible way to organize

data into categories that
share a common attribute.
• Can be used to create le
customized layouts. a b
s fer
• Organized by grouping
- t r an
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Grouping
• Activities can be grouped:

– By hierarchical fields (WBS,
activity codes, project
codes).
– By data fields (dates, costs,
Total Float, other numeric b le
data). fer a
ans
• Can be used to:
n - t r
– Quickly view subtotal data in a no
grouping bands. a s
– View summary bars in the m ) h eฺ
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Gantt Chart.
m a nt G
– Summarize data for l e
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Sorting
• Determines the
sequence in which
activities are listed
within grouping bands.
• Based on data item, you
can sort: b le
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– Alphabetically
an s
– Numerically n - t r
n o
– Chronologically a
• Click on column header ) has ฺ
to quickly sort l ฺ c om uide
ascending, descending lem
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o o g tude Sorted by Start date Sorted by Start date
@ g is S Ascending Descending
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Filtering
• Determines which activities are displayed in a layout.

• Enables you to create customized layouts that:
– Limit the number of activities displayed.
– Help you focus on a particular group of activities (critical
activities, for example).
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Question
True or False: Grouping, sorting, and filtering can all be

included in the same layout.
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Notes
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Overview: Grouping and Sorting
Grouping and sorting are performed in the Activities window and are used to reformat/reorganize the
display in the window. Once the display has been modified to your satisfaction, you can save it as a new
layout, which can then be applied to other projects opened in the window.
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Use the Layout Options bar to select an initial layout, to access the Group and Sort dialog box, to
n collapse grouped data, and to save the layout after it has been customized.
o Click on a column heading to sort the layout based on the data item associated with the column.
Use the Group and Sort dialog box to specify the grouping scheme you want to use for
p organizing the layout.
q Click Apply to view grouping and sorting before closing the dialog box.
r Click Sort to access sorting options.

Practice: Grouping and Sorting

• Group data by date in the Activities window.

• Collapse and expand the grouped data.
• Sort the grouped data.
• Save the layout containing the new data grouping scheme.
Grouping Data b le
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Grouping is a flexible way to organize data into categories that share a common attribute. ans
n - t r
You can group data to create customized layouts. You can also use grouping to quickly view subtotal data in
a no
the group title bands, view summary bars in the Gantt Chart, and summarize data for reporting purposes.
) has ฺ
• Grouping is available in all windows and most dialog boxes.
l ฺ c om uide
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aoptions.
Each window or dialog box has its own grouping l m
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oo S tu
Some windows have customized/pre-defined g s groups.
• 9
Activities can be grouped by6hierarchical thi such as WBS, activity codes, and project codes.
5@ efields
• i n us such as dates, costs, Total Float, and other numeric data.
ceby datatofields
r
Activities can be grouped
p
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Group and Sort Dialog Box

The Group and Sort dialog box is used to specify the organization of activities on the screen.
• Show Group Totals – Choose to display or hide the total values for grouping bands. If you mark
the Show Group Totals checkbox, you have the additional options to Show Grand Totals and Show
Summaries Only.
Show Grand Totals – Mark to display a grand total row at the top of the layout.
Show Summaries Only – Mark to hide the activities within each group title band.
• Shrink Vertical Grouping Bands – Minimize the width of the vertical grouping bands displayed
b le
in the Activity Table. This setting is available in windows that have the Group and Sort by,
fer a
Customize layout option.
ans
n - t r
• Group By – Lists data items used to group the current display.
a no
Indent – Available if the selected data item is hierarchical. as
To Level – Indicates the number of levels to display m ) h grouping
when e ฺ by a hierarchical data
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item. a ilฺ t Gu
Group Interval – Indicates the interval g l
by
emwhichd e
you
nwant to group the selected data item.
g oo Stu
Font & Color – Displays the
5 @ font/color
t h isfor each group title band.
• Hide if empty – Mark e 9 sgroup
to6hide the e title bands that do not contain activities.
c u
• Sort Bands(e prin se to– Mark the checkbox to sort the grouping bands alphabetically rather
Alphabetically
c n
e orderliincetheir
than
ri ntheir respective hierarchy. This checkbox is disabled for any grouping that is not
P
rd hierarchical.
w a
Ed • Show Title – Mark to display the name of the field that the layout is grouped by; the value is also
displayed.
• Show ID/Code – Mark the checkbox to display the ID or code value on the grouping band.
• Show Name/Description – Mark the checkbox to display the name or description on the grouping
band.
First, open a project and display the Group and Sort dialog box.
Figure 10-1:The Group

and Sort dialog box is
accessed from the Layout
Options bar.
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View the Group and Sort dialog box.
2. Confirm you are in the Activities window. (Or in the Directory bar, click Activities.)
4. In the Open Layout dialog box, select a layout, Organizing Activities, and then click Open.
5. In the Layout Options bar, click Group and Sort.

Grouping by Date
Now that you have accessed the Group and Sort dialog box, you will use it to group a layout by date.
Grouping a layout by date allows you to identify activities that are scheduled to occur within a particular
time period.
Figure 10-2:Select values

in the Group By and the
Group Interval columns.
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ans
n - t r
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Group data by Start date and save as a new layout. ) has ฺ
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ai cell noft the
1. In the Group and Sort dialog box, click in the first
m GGroup By column, select Start from
the drop-down list. l e
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o o
g is S
5 @
2. Double-click in the Group Interval
9 th and select Month.
column,
6
ce to us e
3. Click OK.
p r i n
e ( e
e n se
4. In the
r i ncLayout Options
lic bar, click Layout, Save As.
r d P
a In the Save Layout As dialog box Layout Name field, type <Monthly Schedule>, and then click
5.
E dw Save.
Figure 10-3:Activities in
the Activity Table are
grouped by Start date.
Collapsing/Expanding Grouped Data

You can collapse group bands to control the level of detail that displays. This functionality is especially
useful if you want to focus on a specific portion of the layout.
• In the Activity Table, view summary information for the displayed columns.
• In the Gantt Chart, summary bars are displayed to represent the Start/Finish dates in each group
band.
Figure 10-4:A summary

bar is displayed for each
b le
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Collapse group bands in the Activity Table.
1. In the Layout Options bar, click Collapse All.
2. Click to expand a grouping band, Jan 2010.

Sorting Activities
Sorting determines the sequence in which activities are listed within each grouping band. Based on the data
item you choose, you can sort alphabetically, numerically, or chronologically.
Sorting by a Single Criterion

To sort by a single criterion, click the appropriate data item’s column title.
• indicates ascending sort order

• indicates descending sort order e
a b l
s fer
r an
Figure 10-5:The sort icon
- t
n o n
indicates that the layout is
sorted by the associated
a
has ฺ
data item.
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Click a column title to sort the layout by the associated data item.
2. In the Open Layout dialog box, select a layout, Organizing Activities, and then click Open.
Note by the that the layout is currently sorted by Activity ID.
3. Click a column title, Original Duration.
As indicated by the , activities within each grouping band are now sorted by Original Duration.
Overview: Filtering
Filtering is initiated in the Layout Options bar in the Activities window. (Projects can also be filtered in the
Projects window using the Layout Options bar in the same manner.) In the Layout Options bar, click Filters
to access the Filters dialog box, which enables you to select pre-existing filters or to create new filters.
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Use the Filters dialog box to select one or more existing default, global, or user-defined filters to
n apply to a layout. Mark All Activities to show all activities in the layout.
o Mark a checkbox next to default filter and then click Apply to execute it.
p Choose whether to use filter to replace or highlight activities in the layout.
q Click New to create a new filter.
r In the Filter dialog box, use Parameter, Is and Value fields to specify a filter.
Practice: Filtering

• View the Filters dialog box.

• Run a default filter.
• Create a new filter.
• Run multiple filters simultaneously.
• Use the All Activities option in the Filters dialog box to refresh the layout.
b le
fer a
Filtering Activities s
- t r an
no n
A filter is a set of instructions that determines which activities are displayed in a layout.
a
as displayed. This is useful
Filters enable you to create customized layouts that limit the number ofhactivities
)
for helping you focus on a particular group of activities – critical oactivities,
ฺ
m idforeexample.
c
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• A set of pre-defined filters is provided, as isle the
a
mabilityetoncreate user-defined filters of your own.
g
o Stud
ogroupings:
• Filters are divided into the following g
5 @ t h is
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Available
p r into all eusers.
to
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ce15 pre-defined
r i n lic
r d P Cannot be deleted or modified.
a Global
E dw
Available to all users.
User-defined
Available to current user for all projects to which he/she has access.
• One or more filters may be applied to a layout at a time.
• Multiple criteria for selection may be used within a single filter.
• Filter specifications can be saved and re-applied.
• Filters can be saved as part of a layout.
Filters Dialog Box

• All Activities – Mark to show all activities in the current layout.
• Show activities that match – When more than one filter is marked, you must select one of the
following options:
All selected filters – Mark to include the activities that meet the criteria of each selected filter.
Any selected filter – Mark to include the activities that meet the criteria of at least one of the
selected filters.
• Replace activities shown in current layout – Displays only the activities that meet the criteria of
each selected filter. b le
fer a
• s
Highlight activities in current layout which match criteria – Highlights only the activities in the
current layout that meet the criteria of each selected filter. - t r an
n o n
a
h asare
Figure 10-6:Filters
)
listed inm
o e ฺ
the Filters dialog
d
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View the Filters dialog box.

2. In the Open Layout dialog box, select a layout, Filtering, and then click Open.
3. In the Layout Options bar, click Filters.

Applying a Default Filter

To view critical activities only, run the Critical default filter.
Figure 10-7:Mark a
checkbox to select a filter

and then click OK to
execute it.
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in critical o
tactivities.
p
Use a filter to highlight
(e ens e
c e lic box, mark a checkbox, Critical.
n Filters dialog
i
1. Inrthe
P
a r d
E dw 2. In the When applying the selected filter(s) section, select Highlight activities in current layout
which match criteria.
3. Click OK to execute the filter.

The layout now displays all activities in the project but highlights only the critical activities.
Figure 10-8:Activities that

meet filter criteria are
highlighted in the layout.
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? Why are activities BA1030
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Creating a Filter
You can create filters based on a single criterion or on multiple criteria.
A convenient single-criterion filter to use throughout the life cycle of a project is a lookahead filter. It
displays the activities that are scheduled to occur within a given time period – the next month, for example.
Figure 10-9:Type a Filter

Name and then specify
filter parameters.
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to scheduled to occur in the next month.
p
Define a filter toedisplay e
c e (
c e ns
li bar, click Filters.
in Layout Options
1. Inrthe
P
w ar2.d In the Filters dialog box, click New.
E d
3. In the Filter specification dialog box Filter Name field, type <One Month Lookahead>.
4. Click in the Parameter cell and select Early Start, from the drop-down list.
5. Double-click in the Is cell and select is within range of from the drop-down list.
6. Double-click in the Value cell and then click .
7. Select a date, DD-Earliest Data Date.
8. Double-click in the High Value cell and type <DD+1M>.
9. Click OK to close the Filter specification dialog box.

You will now execute the new filter to display all activities scheduled to occur within the next month, and
then save the layout as One Month Lookahead.
Figure 10-10:The project

has been filtered to show

only those activities
scheduled to begin within
a month of the most recent
data date. However, there
are a number of empty
WBS title bands taking up
space and cluttering the
layout.
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10. In the Filters dialog box,
r c
in verify o the new filter, One Month Lookahead, is selected.
tthat
p e
(e ens shown in current layout is selected.
11. Verify that
n c e lc
Replace iactivities
r i
P OK to execute the filter.
12.
a r d
Click
E dw
After executing the filter, the layout shows a number of WBS title bands that contain no activities scheduled
to start in the next month. These empty WBS elements clutter the layout and can be distracting to viewers.
However, you can remove the empty grouping bands using an option in the Group and Sort dialog box.
Figure 10-11:Group/sort
and filter combine to
create a layout that is
clean and focuses only on
those activities starting
within a month of the data
date.
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(eOptions s click Group and Sort.
13. In the Layout
c e c e nbar,
in li
Inrthe Group and Sort dialog box Group By Options section, mark a checkbox, Hide if empty.
14. P
a rd
w
Ed 15. Click OK.
16. In the Layout Options bar, click Layout, Save As.
17. In the Save Layout As dialog box, type a Layout Name, <One Month Lookahead>.
18. Click Save.

Using Multiple Filters

If you cannot achieve your goal with a single filter, you can run two or more filters simultaneously.

now focuses on critical

activities starting within a
month of the data date.
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Execute two filters simultaneously.
r
p
(e ebar,nsclick Filters.
1. In the Layout
n c e lic
Options
P r i
2.ard
In the Filters dialog box, mark a checkbox, Critical.
w
Ed 3. Scroll down and confirm that the One Month Lookahead checkbox is also selected.
4. Click OK to execute the filters.
5. In the Layout Options bar, click Layout, Save As.
6. In the Save Layout As dialog box, type a Layout Name, <One Month Lookahead – Critical
Activities>.
7. Click Save.
Note that all grouping bands are not displayed in the layout. Only those bands that have activities
that meet the filter criteria are displayed.
Applying the All Activities Filter

To refresh your screen with all activities, you can run the All Activities filter.
Figure 10-13:Mark All

Activities to refresh the

layout with all activities.
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Execute the All Activities filter.

2. At the top of the Filters dialog box, mark a checkbox, All Activities.
3. Click OK to execute the filter.

Lesson Review
Key Concepts
• Use grouping and sorting to organize activities in a layout.

• Grouping is available in all windows and most dialog boxes.
• The Group and Sort dialog box provides options to show grand totals and summaries and to modify
the font and color for each grouping selected. You can also sort the groups alphabetically,
numerically, or chronologically.
• Use filters to customize a layout or to show only those activities that satisfy the filter criteria. Youb le
can apply multiple filters to a layout. fer a
ans
n - t r
Review Questions n o
s a
1. Which of the following statements about default filters is false? ) ha
a. They are available to all users. c o m ideฺ
a ilฺ t Gu
b. They can be deleted.
g l em den
c. They cannot be modified. g oo Stu
5 @ t h is
c e 69 use
d. There are 15 predefined filters.
r in filters
2. True or False: Multiple
p e to be applied to a layout simultaneously.
may
e (e ens
r i n c lic
r d P
a
E dw
Maintaining the Project Documents Library b le

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Lesson c e lic– Maintaining the Project Documents Library
11
r i
ard P
w
Ed Lecture Time
(minutes)
Demo Time
(minutes)
Practice Time
(minutes)
Interactive Time
(minutes)
Lesson Total
(minutes)
5 5 20 5 35
234 Lesson 11 – Maintaining the Project Documents Library
Objectives

• Describe the difference between a work product and a
reference document.
• Link the document record to a project document or work le
a b
product.
s f er
n
• Assign the project document to an activity or WBS. -tra on
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Project Documents
Project documents can be classified as either

a work product or a reference document:
• Work product – A document that is a
project or activity deliverable and will be
turned over to the project’s end user or
customer. b le
fer a
• Reference document – A document ans
that can be referenced by a project n - t r
participant for the purpose of providing a no
a s
standards or guidelines for performing ) h
work. c o m ideฺ
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Linking Documents
Documents are not stored in the P6 Project Management

database. Instead, create a document record and then link to
the document source.
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Assigning Documents
Project document can be assigned to a WBS element or activity.
Document
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Activity
ans
WBS
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Notes
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Overview: Using the Work Products and Documents Window
The Work Products and Documents window enables you to catalog and track project-related documents.
You can:
• Maintain general information about a document, such as author, status, and revision date.
• Specify a link to the document.
• Assign a document to a WBS element or activity.
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n In the WP & Docs window, click Add in the Command bar to create a document record.
Use the tabs in Work Product and Document Details to enter information into a new document
record or to edit the information in an existing record.
Use the Files tab to specify the private location and public location of the document.
o Use the Assignments tab to assign the document to an activity or WBS element.
You can also use Work Product and Document Details to view documents and to assign them to
activities or WBS elements.
Practice: Using the Work Products and Documents Window


• Link the document record to the relevant document.
• Assign a project document to an activity.
• View a project document from the activity to which it is assigned.
Creating a Document Record b le

fer a
Documents do not reside in the P6 Project Management database. To access documents via Primavera, a ans
document record must be created in the Work Products and Documents window. n - t r
a no
) has ฺFigure 11-1:Click Add in
the Command bar to add
l ฺ c om uide a document to the Work
m ai nt G Products and Documents
g l e de Table.
g oo Stu
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Create a project document record.

2. In the Directory bar, click WPs & Docs.
4. In the Title field in the Work Products and Documents Table, type a document title <OSHA
Construction Safety Regulations>.
5. Press Enter on your keyboard.

The General Tab

Use the General tab in Work Product and Document Details to assign a document category, status, and
revision date.
Figure 11-2:Use the

General tab to enter a
Reference No., Document
Category, and Revision
Date for the document
record. The entries display
in the appropriate fields in
the WPs and Docs Table
as well. b l e
fer a
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Ed Assign a Document Category, Reference Number, and Revision Date to a document record.
1. In the Reference No. field in the General tab, type <1918.64>.
2. In the Document Category field, click .
3. In the Select Document Category dialog box, select a category, Regulatory/Compliance, and click
.
4. In the Revision Date field, click , and select a date, 11-Jan-10.

Files Tab
After you add a document record, you must establish a link to the document itself by specifying a file path.
There are two kinds of document location references:
• Private Location – References can be viewed only by P6 Project Management users.

• Public Location – References can be viewed by all project participants, including timesheet users.
Figure 11-3:Assign a
Public Location to the
document record, and
then click Launch to view
b le
the document itself.
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Assign a PubliceLocation
r i n c lic
1. d
r P & Doc Details, click the Files tab.
In WP
d wa
E 2. In the Public Location field, click .
3. In the Select File Name dialog box, browse to a file location, C:\Training Docs.
4. Select a file, OSHA.txt, and then click Open.
5. In WP & Doc Details, click Launch to view the document.
6. In the File menu in Notepad, click Exit when you are finished viewing the file.
Assigning a Project Document to an Activity

Project documents can be assigned to both WBS elements and activities. For example, during a project’s
planning phase, you may assign a document to a WBS element. As the details of your project develop and
the applicability of the document to specific activities becomes evident, you can assign that same document
to those activities.

Activity to assign the
project document to an
activity.
b l e
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Ed Assign a document to an activity.
1. In WP & Doc Details, click the Assignments tab.
2. At the bottom of the tab, click Assign Activity.
3. In the Assign Activities dialog box, select an activity, BA2000 – Begin Building Construction.
4. Click to assign the document to the activity.
5. Click to close the Assign Activities dialog box.

When a document is assigned to an activity, the assignment can be viewed in the WPs & Docs tab in
Activity Details.
Figure 11-5:Select the

activity, BA2000, in the

Activity Table and verify
that the OSHA
Construction Safety
Regulations document has
been assigned to it in the
WPs & Docs tab in
Activity Details.
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View a document
n c e lic in Activity Details.
assignment
P r i
1.ard
In the Directory bar, click Activities.
w
Ed 2. In the Activity Table, select an activity, BA2000 – Begin Building Construction.
4. In the Open Layout dialog box, select a layout, Classic WBS Layout, and then click Open.
5. In Activity Details, click the WPs & Docs tab.
6. Verify that the OSHA Construction Safety Regulations document has been assigned to the activity.
Viewing Document Details

Use the Work Product and Document Details dialog box to view details about and/or open the selected work
product or document. Fields in the dialog box are summarized below:
• Title – The name of the selected work product or document.

• Author – The name of the person who created the selected work product or document.
• Version – The selected work product or document's version number.
• Date – The entered Revision Date.
• Private/Public Location – The selected work product or document's file name.
a b le
s f er
• Launch Private/Public Location – Opens the work product or document in its native application.
• Description – A narrative description of the selected work product or document tra
n
on -
a n
Figure 11-6:Click Launch ains
the Work Product and
m ) h eฺ
ฺco dialog
Document Details
theildocument.
to view a G u id
box
l e m ent
g oog Stud
5 @ t h is
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p r in e to
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r i n c lic
a rd P
w
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View a document from Activity Details.

1. In the WP & Docs tab in Activity Details, select a document, OSHA Construction Safety
Regulations.
2. At the bottom of the tab, click .
3. In the Work Product and Document Details dialog box, click Launch.
The document opens in its native application, which in this case is Notepad.
4. When you are finished viewing the document, in the Notepad File menu, click Exit.
5. Click Close to close the Work Product and Document Details dialog box.
Lesson Review
Key Concepts
• Documents do not reside in the P6 Project Management database. To access documents via
Primavera, a document record must be created in the Work Products and Documents window.
• After adding a document record, specify its private and/or public location. Specifying a public
location enables all project participants to view the document.
• You can designate a document as a work product or reference document and assign it to an activity
l
or WBS element.
b e
• Maintain general information of each project document such as version, revision date, and author.f er a
an s
- t r
Review Questions n on
s a
1. True or False: A private document can be viewed only by the user a
) hwhoecreated it.
m ฺ
i l ฺ
2. True or False: Work products and documents can be assignedco onlyutoidactivities.
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Understanding Roles and Resources b le

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c e lic 12 – Understanding Roles and Resources
P rin Lesson
a r d
w
Ed Lecture Time
(minutes)
Demo Time
(minutes)
Practice Time
(minutes)
Interactive Time
(minutes)
Lesson Total
(minutes)
15 10 20 5 50
248 Lesson 12 – Understanding Roles and Resources
Objectives

• Describe roles.
• View the roles dictionary.
• Describe resources.
• Identify the differences between labor, nonlabor, and b le
material resources. fer a
ans
• View the resource dictionary.
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Lesson 12 – Understanding Roles and Resources 249
Roles and Resources

Role: A job title or skill needed to Resource: The specific individual

complete an activity. used to complete the activity.
b le
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Project Manager go S tu Sue White
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Roles and Resources

• Both are enterprise data – available for use across all

projects.
– Both are usually defined by the Project Management Office.
• Roles are associated to resources according to their
function.
le
– Each resource can also be assigned one primary role, which
f e rab
defines the resource’s core skill or responsibility in the
a n s
organization. n-t r
n o
• Roles can be placeholders in activity assignments
s auntil
) ha
specific resources are assigned to do the work.
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Roles and Resources

Resource: Paul Kim
Roles: Civil Engineer, Cost

Engineer, Mechanical Engineer
b le
Primary Role: Civil Engineer
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– Each resource can be
ans
assigned only one
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Relationship Between Roles and Resources

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Resource Types
Labor (people)
• Measured in units of time.
• Generally re-used between activities/projects.
• Recorded in terms of price/unit (for example,
$50/hour).
b le
Nonlabor (equipment)
fer a
• Measured in units of time.
ans
• Recorded in terms of price/unit (for example, n - t r
$500/hour). a no
a s
Material (consumables)
m ) h eฺ
• Measured in units other than time (for
i l ฺ co uid
example, $5/sq.ft.). ma nt G
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Notes
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Overview: Understanding Roles
The Roles dialog box enables you to view the roles dictionary and add/delete roles. Four tabs are available
for detailed information.
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n inUse
c ethe(eDisplay
li c e ns bar to show roles for the enterprise or for the current project only.
Options
P r
w ardo In the Roles window, display roles in ascending, descending, or hierarchical order.
Ed
Use the tabs in Role Details to view specific information about selected role:
General – Lists the Role ID and Role Name. The Responsibilities field lists the skills required to
perform the role.
Resources – Lists the resources that are capable of performing the responsibilities associated
p with the role as well as each one’s proficiency.
Prices – Provides five price per unit values. The title of each value can be defined in the Rates
tab in Admin Preferences.
Limits – Specifies allocation limit(s) for a role. Multiple limits can be established based on
effective dates.
Practice: Understanding Roles

• View data in the Roles dictionary.
Viewing the Roles Dialog Box

Figure 12-1:The
Resources tab in the Roles
dialog box displays
resources who can
b le
perform the
fer a
s
responsibilities associated
an
t r
with the selected role.
n -
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P rin
a r d
dwView the Roles dialog box.
E
1. In the Enterprise menu, click Roles.
2. In the Roles dialog box Display Options bar, click Filter By, All Roles.
3. Select a role, Construction.Corp.Management.Project Manager – Project Manager.
? What are the academic/work requirements for the selected role?
5. Click the Resources tab.
? Among the listed resources, who is the most proficient in the selected role?
Prices Tab
The Prices tab is used to specify pay rates for a role. This allows for high-level budgetary planning in the
absence of specific resources who may have differing pay rates.
Figure 12-2:Multiple rates

can be assigned to a role.
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View rates for aerole.
c e (
c e ns
rin the Priceslitab.
1. Click
P
w ard ? What are the rates for Commercial and U.S. General Services Administration?
Ed
? What is the purpose of assigning rates to a role when the resources who ultimately
perform actual work might have different rates than those listed?
Limits Tab
The Limits tab is used to specify available quantities (limits) for a role. Setting limits helps you quickly
identify areas of role overallocation in a Resource/Role Usage Profile. You can define an unlimited number
of limits for a role by specifying a unique effective date for each limit.
By default, P6 Project Management calculates a limit for each role using the combined available units of all
resources having that particular role as their primary role. For example, if there are four resources in the
resource dictionary with the primary role of Electrical Engineer and each is available for 8 hours/day, then
the calculated role limit for Electrical Engineer is 32 hours/day. Other resources with the role of Electrical
Engineer – but a different primary role – are not included in the role limit for Electrical Engineer. b le
fer a
This method of calculating role limits is approximate and may not accurately reflect a role’s planned ans
n - t r
no
allocation. For that reason, the Resource Analysis tab in User Preferences allows you to display role limits
a
has ฺ
in the Resource Usage Profile and Spreadsheet based on calculated primary resources’ limits as explained
)
above or based on custom role limits, which you define.
l ฺ c om uide
In our present example, you will view an existing role limit. ai
l e m ent G
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5 @ t h i s multiple limits can be set
e 6 9 se for each role.
p r inc e to u
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View the Limits tab.

1. Click the Limits tab.
2. View the role allocation limit.
? What is the allocation limit for Project Manager?
? How do you suppose this limit was determined?
3. Click Close to exit the Roles dialog box.

Overview: Understanding Resources
The Resources window contains information about all resources within the organization. There are three
kinds of resources:
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P Use the Display Options bar to filter, group, and sort resources.
a rdn
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o Display and select resources in the Resources window.
Use the tabs in Resource Details to view information on selected resource:

General – View, edit general information.
Codes – Assign resource codes.
Details – Specify calendar, default units/time and other related information.
p Units & Prices – Set rate(s) based on effective dates.
Roles – Assign role(s) to resource.
Notes – Enter notes about resource.
Progress Reporter – Specify approval manager and login for timesheets application.
Practice: Understanding Resources

• View data in the Resources window.
Viewing Resources
Before accessing the Resources window, you will close any projects that may be open. Resources are
enterprise data and are defined independently of any project or activity.
b le
Figure 12-4:The
fer a
Resources window
an s
displays information on all
n - t r
resources across the
n o
organization.
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Display resource data in the Resources window.
2. In the Directory bar, click Resources.
3. In the Display Options bar, click Filter By, All Resources.
The dictionary is displayed hierarchically, but you can sort by Resource Name to locate a resource
more easily.
4. Click a column header, Resource Name, to sort alphabetically.
5. Select a resource, WRES – Wendy Resner.

Resource Details
Use Resource Details to add, view, and edit detailed information about the selected resource.
General Tab
The General tab enables you to enter general information about the selected resource.
Figure 12-5:The General

tab displays basic
information, such as office
phone number and e-mail
address. b l e
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ans
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View the General tab. m ai nt G
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Codes Tab
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n e
The Codes tabcenables
l ic
r i
Psorting, and organizing.
grouping,
r d
wa
Ed Figure 12-6:Resource code
values are useful for
organizing resource data.
View the Codes tab.

1. Click the Codes tab.
? Can you think of a situation in which resource codes would be useful?

Details Tab
The Details tab enables you to enter the selected resource’s type classification, currency and overtime
settings, and profile.
• Type Classification – Indicates whether the resource is Labor, Nonlabor, or Material.

• Unit of Measure – Used for material resources. Click to specify what unit the resource utilizes.
• Currency – Indicates the currency associated with the resource’s costs.
• Overtime Allowed – Mark to indicate that the resource can enter overtime hours in Timesheets or in
the Resources tab in Activity Details.
b le
•
fer
Overtime Factor – Indicates the value by which the resource’s standard price should be multiplied to a
determine the overtime price.
ans
n - t r
•
a no Calendar – Indicates the calendar used to identify the resource’s availability.
• Default Units/Time – Indicates the units/time that will be applied whenathe
h s resource is assigned to an
activity. )
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• Auto Compute Actuals – Mark to automatically calculate a ilฺ thet G u
resource’s actual quantity of work
m
le de n
according to the project plan.
o g tu
• Calculate costs from units – Mark to@ go the
calculate i s S
cost of an activity based on the assigned units.
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p r in e to Figure 12-7:The Details
e ( e n s tab displays the resource’s
n c li c e calendar and currency
P r i settings.
r d
d wa
E
View the Details tab.

1. Click the Details tab.
Units & Prices Tab

The Units & Prices tab enables you to set prices and availability according to time frame.
• Effective Date – Indicates the effective start date for price and availability.
• Max Units/Time – Specifies a numeric value or percentage that the resource can perform in a single
work period, according to effective date, e.g., 8 h/d (100%) = full-time or 4 h/d (50%) = part-time.
Setting this limit allows you to quickly identify areas of resource overallocation in resource
profiles/spreadsheets.
• Price/Unit – Use to set the resource’s price for a single work unit, linked to an effective date.
b l e
fer a
s
Figure 12-8:Multiple
an
t r
effective dates and rates
n -
n o
can be set for each
a resource.
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P rin
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E dw View the Units & Prices tab.
1. Click the Units & Prices tab.
Lesson Review
Key Concepts
• A role is a job title or skill – for example, Trainer or Manager.

• A resource is someone – or something – used to complete an activity.
• Roles can be assigned to resources to aid in resource management. Multiple roles, including a single
primary role, can be assigned to each resource.
• Resources are divided into three categories: Labor (people), Nonlabor (equipment), and Material
(measured in units other than time, such as $5.00/square foot). b le
fer a
•s Roles are defined in the Roles dictionary.
r a n
• Resources are defined in the Resources window, where you can use Resource Details
o n -t view and edit
to
information about resources. a n
) has ฺ
Review Questions
l ฺ c om uide
m aiassigned
n t G
1. True or False: When resources are defined, they
g l e are
d e to a specific project and cannot be
shared with other projects.
g oo Stu
5 @ t h is
c e 69 use
2. Which of the following is a resource type?
a. Labor
p r in e to
b. Nonlabore (e ens
rin c lic
c. PEquipment
w ardd. a and b
Ed e. a and b and c
3. True or False: A resource can have more than one primary role.
Assigning Roles and Resources b le

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m ai nt G
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g o S tu
5 @ thi s
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r c
p
(e ens
c e lic 13 – Assigning Roles and Resources
P rin Lesson
a r d
w
Ed Lecture Time
(minutes)
Demo Time
(minutes)
Practice Time
(minutes)
Interactive Time
(minutes)
Lesson Total
(minutes)
10 10 35 5 60
266 Lesson 13 – Assigning Roles and Resources
Objectives

• Assign roles to an activity.
• Assign rates on roles.
• Assign resources to an activity by role and directly from the
resource dictionary. le
a b
• Adjust Budgeted Units/Time for a resource. s f er
n
• Assign expenses to activities. -tra on
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Prin
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Lesson 13 – Assigning Roles and Resources 267
Assigning Roles
• Roles can be assigned to activities when you know which

skill sets are required but not which resources will perform
the work.
• Roles are useful for long-range planning.
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Assigning Roles
b le
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Assigning Resources
Assign by role:
• At least one role must be assigned to an activity.
• Replace role assignment with a specific resource.
• Replace single role assignments individually or multiple
role assignments simultaneously. le
a b
Assign directly from the resource dictionary: s f er
• Labor resources without role assignments. - t r an
non
• Required method when assigning nonlabor anda material
resources. has
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Steps for Resource Management

1. Define resources in the

resource dictionary.
b le
2. Assign resources to fer a
ans
activities.
n - t r
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3. Analyze resources and m ai nt G
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costs.
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Question
Which of the following is a benefit of assigning roles to

activities?
1. Roles can act as placeholders until specific resources are
assigned.
2. Roles can help project managers and resource managers le
identify appropriate resources for specific activities. a b
s f er
3. Roles can provide cost estimates and determine
- t r an
on
preliminary budget requirements during project planning.
n
a
4. All of the above as
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Notes
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Overview: Assigning Roles
Roles are assigned in the Activities window using the Command bar or in the Resources tab in Activity
Details.
b le
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d P In the Resources tab in Activity Details, click Add Role to assign a single or multiple roles to an
wa
r n activity.
Ed
In the Command bar, click Roles to assign one or more roles to multiple activities
o simultaneously.
Use the Rate Type column in the Resources Tab in Activity Details to review or change the rate
p type assigned to a role.
Practice: Assigning Roles

• Assign roles to activities.

• Assign a rate type on a role.
Assigning Roles to an Activity

To assign a role to an activity, click Add Role in the Resources tab in Activity Details.
b le
Figure 13-1:Click Adder
f a
n
Role to display the
a s
Assign
Roles dialogtr
o n - box.
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Assign a role to an activity.

4. In the Open Layout dialog box, select a layout, Assigning Roles, and then click Open.
6. In Activity Details, click the Resources tab.
7. At the bottom of the tab, click Add Role.

8. In the Assign Roles dialog box Display Options bar, click Filter By, All Roles.
9. Click on the Role Name column header to sort role names alphabetically and select a role,
Construction.Engr.SE – Structural Engineer.
10. Click to assign the role to the activity.

b le
11. Click to close the Assign Roles dialog box. fer a
ans
n - t r
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Assigning Multiple Roles to an Activity

Use Ctrl+click to select and assign multiple roles to a single activity.
Figure 13-2:Multiple roles

are selected in the Assign

Roles dialog box.
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r c
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a r d
w
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Assign multiple roles to an activity.
1. In the Activity Table, select an activity, BA2010 – Site Preparation.
2. In Activity Details, click Add Role.
3. In the Assign Roles dialog box, select a role, Construction.Engr.CE – Civil Engineer .
4. Ctrl+click to select a second role, Construction.Trade.Excav – Excavation.
5. Click to assign the roles to the activity.
6. Click to close the Assign Roles dialog box.

Assigning a Single Role to Multiple Activities

Assign a single role to multiple activities by selecting activities in the Activity Table and then clicking Roles
in the Command bar.
To select multiple activities:
• If the activities you want to select are contiguous – Select the first activity and then Shift+click
to select the last activity.
• If the activities you want to select are not contiguous – Use Ctrl+click to select activities
individually.
b l e
fer a
ans
Figure 13-3:Click Roles in
- t r
the Command bar to
n
n o
assign a role to multiple
a activities.
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o g le de
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a r d
w
Ed
Assign a role to multiple activities.

1. In the Activity Table, select activities BA1030 and BA1040.
2. In the Command bar, click Roles.

3. In the Assign Roles dialog box, select a role, Construction.Engr.ME – Mechanical Engineer.
4. Click to assign the role to the activities.
5. Click to close the Assign Roles dialog box.

6. View activities BA1030 and BA1040 to confirm the role assignments.
? Where can you look to confirm the role assignments?
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Assigning Rates on Roles

Rate types are assigned to roles in the Resources tab in Activity Details.
The rate type determines the price/unit used to calculate costs for the assignment. The names for each rate
type are defined by your administrator in the Rate Types tab of Admin Preferences. When you select a rate
type, the monetary value is updated automatically in the Price/Unit column.
Figure 13-4:Double-click
in the Rate Type field to
assign a new rate to the
role assignment.
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an s
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Display the Rate Type column and change a ratem ai for na trole
type Gassignment.
l e
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o o
g is S
1. In the Activity Table, select an activity, BA1010.
5 @
9 sDetails, th right-click a column header and then click Customize
2. In the Resources tab e in6Activity e
Resource Columns.
p r inc e to u
e (e ens
3. Add
r i c c Type (in the General grouping) between Budgeted Units and Price/Unit.
nthe columnliRate
r d P
a 4. Click OK.
E dw
5. In the Rate Type column for a role, Structural Engineer, view the assigned rate type.
? What is the assigned rate type for the role?
6. Double-click in the Rate Type field, and select Internal from the drop-down list.
7. In the Confirmation dialog box, click Yes.
? What is the Internal rate, and what is the new budgeted cost?
Notes
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Overview: Assigning Resources and Costs
Procedures for assigning resources are very similar to those for assigning roles and likewise are performed
in the Activities window. Most costs are assigned as a secondary function of the resource assignments with
which they are associated. Expenses are entered separately in Activity Details.
p able
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( e p s e s
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i n
r d Pr
d wa n In the Resources tab in Activity Details, click Assign by Role to replace one or more role
E assignments with specific resources in a selected activity.
In the Resources tab in Activity Details, click Add Resource to assign one or more resources
o directly from the resource dictionary to a selected activity.
In the Command bar, click Rsrc by Role to simultaneously replace one or more role assignments
p with specific resources in multiple activities.
Use the Budgeted Units / Time and Budgeted Units columns in the Resources tab in Activity
q Details to adjust the amount of work planned for a resource after the resource has been assigned.
Use the Primary Resource checkbox in the Resources tab to designate a primary resource for an
r activity.
s Use the Expenses tab in Activity Details to enter non-resource one-time expenses for an activity.
Practice: Assigning Resources and Costs

• Assign a resource to an activity by replacing a role assignment.

• Assign resources to multiple activities by simultaneously replacing multiple role assignments.
• Assign a resource to a Level of Effort activity and adjust the resource’s Budgeted Units/Time value.
• Assign a nonlabor resource to an activity.
• Designate a primary resource on an activity.
b le
• Assign a material resource to an activity and specify the resource’s Budgeted Units.
fer a
• Assign an expense to an activity. ans
n - t r
a no • View resource costs and expenses for an activity.
Steps for Resource Management ) has ฺ

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Efficient resource management is a key component of successful m ai project
n t Gmanagement. The basic steps for
l e
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resource management in P6 are as follows:
o o
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1. Define resources in the Resources window: 5 @ th
6
ce to us e
i n
• Define resource availability.
p r
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sdescription,
n e
• Set up thecresource
l i c e
name, cost, roles, and attributes that control the resource’s effects
i
ther schedule.
on P
r d
a resources in the Activities window:
2. wAssign
E d
• Enter the resource name and the amount of work planned.
• The cost is calculated based on the resource quantity and the price/unit that was defined in the
Resources window.
3. Analyze resources and costs in the Activities window:
• Use the Resource Usage Profile to view resource quantity/cost information graphically. The profile
helps you analyze when, and to what extent, a resource is allocated.
• Use the Resource Usage Spreadsheet to view resource quantity/cost information in a tabular
format. Like the Resource Usage Profile, the spreadsheet helps you analyze resource allocation.
• Use columns to view total costs.
Assigning Resources by Role

Resource assignments can be made by replacing a role assignment with a specific resource. At least one role
must be assigned to an activity in order to assign resources by role. When you assign by role, only those
resources assigned to the role are displayed in the Assign Resources by Role dialog box.

by Role to replace a role
assignment with a specific
resource. The Assign
Resources by Role dialog
box lists only those
resources that have the
b l e
fer a
role required to fill the
assignment.
an s
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d P a resource by role.
rAssign
a
w
Ed 1. Confirm that you are in the Activities window.
3. In the Open Layout dialog box, select a layout, Assigning Resources and Costs, and click Open.
4. In the Activity Table, select an activity, BA2080 – Backfill and Compact Walls.
5. In the Resources tab in Activity Details, click Assign by Role.
6. In the Assign Resources by Role dialog box Display Options bar, click Filter By.
7. In the Filter By dialog box, select All Resources.
8. Confirm that All Roles Required is highlighted, and click OK.
9. In the Assign Resources by Role dialog box, select a resource, Oper-H – Equipment Operator –
Heavy, and then click .
Price/Unit Confirmation
When assigning resources by role, a confirmation dialog box is displayed if the resource selected to replace
the role has different default quantity/cost settings than the role. These settings include Price/Time,
Units/Time, and Overtime Factor values.
Confirmation dialog box options:
• Yes – Applies the resource’s quantity/cost settings to the resource assignment.

• No – Retains the role’s quantity/cost settings and applies them to the resource assignment.
b le
Figure 13-6:Mark the Do
fer a
not ask me about this again
ans
checkboxes if you do not
want to be prompted in n - t r
n
future resource by role o
a
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assignments.
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Ed In the Confirmation dialog box, mark Do not ask me about this again.
11. Click Yes to apply the resource’s Price/Unit settings.
12. In the second Confirmation dialog box, mark Do not ask me about this again.
13. Click Yes to apply the resource’s Units/Time and Overtime Factor values.
14. Click to close the Assign Resources by Role dialog box.

Assigning by Role to Multiple Activities

You can select multiple activities and assign the same resource by role to them all simultaneously. You can
also assign multiple resources by role to multiple activities simultaneously.
Figure 13-7:Click
Resource by Role in the
Command bar to fill a
resource by role
assignment in multiple
activities.
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Assign a resource by role to multiple activities.
1. In the Activity Table, Ctrl+click to select multiple activities, BA4020, BA4030, and BA4040.
2. In the Command bar, click Rsrc by Role.
In the Assign Resources By Role dialog box, only resources with the role Cost Engineer are
displayed.
3. In the Assign Resources By Role dialog box, select a resource, OROC – Oliver Rock.
4. Click to assign the resource.
? How can you verify the resource assignments?

Adjusting Resource Assignment Units

Depending on numerous factors — including the type of activity or type of resource – you may need to
adjust Budgeted Units or Units/Time when assigning a resource.
• Budgeted Units – The number of units – hours, for example – that a resource is assigned to work
on the activity.
• Units/Time – The number of units (hours) that a resource is scheduled to work in a specific time
period – for example, 8 hours/day.
When you assign a resource to an activity, this calculation is performed: Duration x Units/Time = Units. e
a b l
s fer
Assigning a Resource to a Level of Effort Activity
- t r an
no n
Assigning a resource to a Level of Effort activity is a situation that often requires an adjustment of
a
has ฺ
units/time or units. Because a resource does not typically work full-time on a Level of Effort activity, the
)
units/time must be adjusted after making the assignment.
l ฺ c om uide
m ai nt G Figure 13-8:The resource
o g le de
g o S tu is assigned to work only
one hour/day on the Level
5 @ t h i s of Effort activity.
6 9 e
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( e p se = 221h
e 221dexn1h/d
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Assign a resource to a Level of Effort activity.
1. In the Activity Table, select an activity, BA-ADMIN – Project administration.
2. In the Resources tab in Activity Details, click Assign by Role.
3. In the Assign Resources By Role dialog box, select a resource, THAR – Tim Harris.
4. Click to assign the resource, and then click to close the dialog box.
Earlier you marked Do not ask me again in the confirmation box asking if you want to use the
Units Per Time and Overtime Factor values for the new resource. Therefore, you must adjust the
Units/Time manually.
5. In the Budgeted Units/Time field in Activity Details, type <1>, and then press Enter.
Assigning a Resource Directly

Not all organizations use roles as placeholders in activities. Some assign resources directly from the
resource dictionary. And even organizations that generally do use roles must assign resources directly when
assigning nonlabor and material resources. Resources in the dictionary can be used on any activity, and,
except for milestone activities, an unlimited number of resources can be assigned.
In the following exercise, you will use the Search feature to quickly search the resource dictionary for a
backhoe, a nonlabor resource that is required to work on the Backfill and Compact Walls activity.
Figure 13-9:Click Add

b l e
fer a
Resource to launch the
Assign Resources dialog
an s
box, where you can use the
- t r
Search feature to locate
n
n o
resources quickly.
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Assign a nonlabor resource to an activity.

1. In the Activity Table, select an activity, BA2080 – Backfill and Compact Walls.
2. In the Resources tab in Activity Details, click Add Resource.
3. In the Assign Resources dialog box Display Options bar, click Filter By, All Resources.
4. In the Search field, type <bac>.
5. Select a resource, Backhoe, and then click to assign the resource.
6. Click to close the Assign Resources dialog box.

Adjusting Budgeted Units/Time to Specify Resource Quantity

As you already learned in assigning a resource to a Level of Effort activity, it is sometimes necessary to
adjust a resource assignment’s units or units/time. In the following exercise, you will adjust Budgeted
Units/Time to indicate that two laborers – at 8h/d each – will work on an activity.
Figure 13-10:In the

Budgeted Units/Time
column, 16h/d indicates
that two Laborers will
work on the activity.
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Assign resources and then adjust Budgeted Units/Time. ilฺco u
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g
1. In the Activity Table, select an activity, BA2060 l e–m d e
Concrete
nFoundation Walls.
g oo Stu
2. In the Resources tab in Activity 5 @
Details, t
clickh s Resource.
iAdd
c e 69 use
r
3. In the Assign Resources
p in dialog
e tobox, click the Resource ID column heading to alphabetize the
resources. e (
e ns
c li c e
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4. rd
Select a resource, Carp – Carpenter, and then click to assign.
w a
Ed 5. Select a resource, Irwk – Ironworker, and then click to assign.
6. Select a resource, Labor-C – Laborer-Construction, and then click to assign.
7. Click to close the Assign Resources dialog box.
8. In the Budgeted Units/Time column for a resource, Laborer-Construction, type <16>, and then
press Enter on your keyboard.
Designating a Primary Resource

The primary resource is the person responsible for coordinating an activity's work. An activity can have one
primary resource or none.
• Only the primary resource is able to send feedback to the project manager via timesheets to inform
the project manager of the status of an activity.
• A primary resource can be assigned to a milestone activity for the purpose of updating the
milestone through timesheets. This assignment is made in the General tab in Activity Details.
• A primary resource can also update activity steps via Timesheets.
b le
• a
If multiple resources are assigned to an activity, the first resource assigned is designated as the
fer
ans
primary resource by default. This designation can be changed using the checkboxes in the
Resources tab in Activity Details. n - t r
a no
) has ฺ Figure 13-11:The
l ฺ c om uide Ironworker is designated
i
ma ent G
as the primary resource.
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r d P
w a
Ed Assign a primary resource to an activity.
1. In Activity Details, view the primary resource for activity BA2060.
? Who is the primary resource?
2. In the Primary Resource column, mark a checkbox, Ironworker.
Note that marking the checkbox for the ironworker clears the checkbox for the carpenter. An
activity can have only one primary resource.
? In addition to the checkbox, is there any other indication as to who is the primary
resource?
Assigning a Material Resource

Material resources are not measured in units of time. For example, polyform is measured in linear feet, and
concrete is measured in cubic yards. Units of measure are created in Admin Categories. After a unit of
measure has been created, it is assigned to the appropriate material resources in the Resource dictionary.
Figure 13-12:Material
resources are not
measured in units of time.
In this example, polyform
is measured in linear feet
(lf).
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an s
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Assign a material resource to an activity. l ฺ c om uide
m ai nt G
g
1. In the Activity Table, verify that activity BA2060
o le – Concrete
de Foundation Walls is selected.
o
g is S t u
2. In the Resources tab in Activity9 5 @
Details, thAdd Resource.
click
e 6
cAssign us e
p n
3. In the Search field inrithe t o
Resources dialog box, type <pol>.
e ( e
e n se
c
4. Select ianresource,
r lic – Polyform, and click to assign.
Polyform
d P to close the Assign Resources dialog box.
5.ar Click
w
Ed
6. In the Budgeted Units field for the new resource, type <1000>, and then press Enter on your
keyboard.
Planning Costs
Costs are planned and managed at the activity level. There are two types of costs:
• Resource – Calculated based on resource assignments.

• Expense – Lump sum costs that are entered manually.
Resource Costs
The cost of a resource can be calculated based on the Price/Unit defined in the Resource dictionary and the
Budgeted Units assigned to the activity.
b le
• Budgeted Cost = Budgeted Units x Price/Unit fer a
ans
n - t r
o 13-13:Budgeted
nFigure
a Cost is calculated for
) has ฺ Polyform used in the
l ฺ c om uide activity.
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5 @ 1000
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i x $1.00/unit = $1000
hunits
9
e6 us e
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c e lic
rin
ar d Pthe Budgeted Cost for a resource in an activity.
View
w
d 1.
E In the Activity Table, verify that activity BA2060 – Concrete Foundation Walls is selected.
2. In the Resources tab in Activity Details, view the Budgeted Cost column.
Expenses
Expenses are non-resource costs associated with a project. They are typically one-time expenditures for
non-reusable items. Examples of expenses include facilities, travel, overhead, and training.
Expenses are manually assigned at the activity level. You can enter a single lump sum expense or you can
enter the number of units and the Price/Unit.
• Expense categories can be assigned to classify the expense.

• Expenses can be accrued at the start, end, or uniformly over the duration of an activity.
• A unit of measure can be used to label the quantity – for example, each, pounds, or square feet. e
a b l
sfer
r an
Figure 13-14:An expense
- t
n o n
has been added to the
activity.
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Add an expensec e c e ns
to(an activity.
rin li
1. rd P
In Activity Details, click the Expenses tab.
w a
Ed 2. At the bottom of the tab, click Add.
3. Type an Expense Item <Concrete Masters>.
4. Double-click in the Expense Category field.
5. In the Select Expense Category dialog box, select a category, Materials, and then click .
6. In the Accrual Type field, verify Uniform over Activity.
7. In the Budgeted Units field, type <1>, and then press Enter on your keyboard.
8. In the Unit of Measure field, type <Job>, and then press Enter.
9. In the Price/Unit field, type <10000>, and then press Enter.

Summary Tab
Use the Summary tab to display unit, cost, or date information for the selected activity.
Select Display cost at the bottom of the tab to display the itemized and total costs of the selected activity.
Activity costs are broken down into:
• Labor Cost
• Nonlabor Cost
• Material Cost
• Expenses
b le
• Total Cost fer a
ans
n - t r
o 13-15:You can
nFigure
a
s choose to display units,
h a
) eฺ Summary tab.
costs, or dates in the
o m
a ilฺc t Guid
g l em den
g oo Stu
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d P cost calculations for an activity after expenses have been entered.
rDisplay
a
w
Ed 1. In the Activity Table, verify that activity BA2060 is selected.
2. In Activity Details, click the Summary tab.
3. At the bottom of the tab, select Display cost.
? What is the total cost of the activity?

Lesson Review
Key Concepts
• Role assignments can be used as placeholders and replaced later with specific resources.
• Three steps in resource management are defining resources, assigning resources, and analyzing
resources.
• Resource assignments can be made by replacing a role assignment with a specific resource. At least
one role must be assigned to an activity in order to assign resources by role.
• If a role is not designated as a placeholder in an activity, you can assign a resource directly fromb le
the resource dictionary. fer a
a n s
• When you assign a resource to an activity, the calculation Duration x Units/Time
n r
-t = Units is
performed. n o
a
s You can also designate
haUnits.
• When you assign a resource, you can adjust Units/Time or Budgeted
)
a primary resource. c o m ideฺ
a ilฺ t Gu
Review Questions g l em den
g oo Stu
1. To which of the following can9 5
roles t is
@be assigned?
h
c e 6 use
a. Resources
p r in e to
b. Activities (e ns
c e c e
rin elementsli
c. WBS
P
w ardd. a and b
Ed e. a and b and c
2. True or False: A maximum of 10 resources can be assigned to an activity.
3. What type of resource is not measured in units of time?

a. Labor
b. Nonlabor
c. Material
d. None of the above
4. True or False: Expenses are non-resource costs that are assigned to a project’s activities.
Analyzing Resources b le
fer a
ans
n - t r
n o
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) has ฺ
l ฺ c om uide
m ai nt G
o g le de
g o S tu
5 @ thi s
e 9
6 use
r c
p
(e ens
c e licLesson 14 – Analyzing Resources
P rin
a r d
w
Ed Lecture Time
(minutes)
Demo Time
(minutes)
Practice Time
(minutes)
Interactive Time
(minutes)
Lesson Total
(minutes)
5 10 20 5 40
296 Lesson 14 – Analyzing Resources
Objectives

• Format a profile.
• Format the timescale.
b le
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Prin
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Analyzing Resources
• Effective resource management is a critical component of

successful project management.
• The primary tool in P6 Project Management for resource
analysis is the Resource Usage Profile.
– Enables you to view resource usage within a single project or
across the entire enterprise. a b le
s f er
– Supports efficient resource management by helping you
identify resource overallocation and underutilization. n-tr
an
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) has ฺ
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Notes
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Prin
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Overview: Analyzing Resources
The Resource Usage Profile is a tool for analyzing resource usage in both the current project and ongoing
projects across the enterprise. The profile displays in the bottom layout in the Activities window.
b l e
fer a
an s
n - t r
n o
a
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) has ฺ q
l ฺ c om uide
o m ai nt G
o g le de r
g o S tu
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e (e ens
r i n c lic
a rd P
w
Ed n Use the left pane Display Options bar to select formatting options for the resource/role hierarchy.
The Resource/Role Hierarchy displays either roles or resources. You can display all resources, all
o active resources, or roles/resources for the current project only.
When viewing Open Projects Only, use the Display Activities for Selected checkboxes to filter
p the top layout to show only the activities that the resource selected in the hierarchy is assigned or
only the activities that occur during the time period selected in the right pane of the profile.
Use the right pane Display Options bar to select formatting options for the resource/role usage
q profile (data and graph).
r The legend explains the meanings of the bars and/or lines that appear in the usage profile.
The timescale displays the date intervals – the major increment is displayed on the bottom and
s the minor increment is displayed on the top.
Practice: Analyzing Resources

• Set options in User Preferences for how data is displayed in the Resource Usage Profile.
• Format the Resource Usage Profile.
• Format the timescale in the Resource Usage Profile.
Resource Analysis Settings b l e

fer a
The Resource Usage Profile, which can be displayed in the Activities window, enables you to view an s
resources/role unit and cost distribution over time. You can specify how data is played in the profile via the n - t r
Resource Analysis tab in User Preferences: a no
) h as
• All Projects
c o m ideฺ
a
All closed projects (except what-if projects) – Displaysilฺ resource/cost
t G u usage data for:
g l em den
all projects that are open, and
g oo Stu
all projects that are closed 5 @ is projects)
(except what-if
t h
All closed projects withc e 6a 9leveling
u e – When electing to show remaining values for open
spriority
p r in choose
e to this option to include data for all closed projects with a specific
e (e ens
versus closed projects,
r i n c
leveling lic
priority.
rd POpened projects only – Focus on resource/cost usage in the projects currently opened.
d w•a
E Time-Distributed Data
Display data based on Remaining Early or Forecast dates.
Select the time interval for displaying live resource allocation: hour, day, week, or month.
Figure 14-1:Verify settings

in the Resource Analysis
tab in User Preferences to
ensure that data in the
Resource Usage Profile is

properly displayed.
b le
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ans
n - t r
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o g le de
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9 e Preferences.
e6 tab uinsUser
Display the Resource n
r i c
Analysis
to
p e
e clicknsUser Preferences.
(menu,
n e
1. In the Edit
c l i c e
i
PInrthe User Preferences dialog box, click the Resource Analysis tab.
a r d
2.
E dw 3. In the All Projects section of the Resource Analysis tab, verify that All closed projects (except
what-if projects) is selected.
4. In the Interval for time-distributed resource calculations field in the Time-Distributed Data
section, verify that Day is selected.
5. Click Close to close the User Preferences dialog box.

Resource Usage Profile

The Resource Usage Profile provides a graphical view of unit/cost distributions over time. It displays the
amount of effort needed from each resource/role on the project during each time period.
Use the profile to determine how many hours each resource is scheduled to work; identify overallocated
resources; track expenditures per time period; and display a "banana curve" to compare early and late dates.
• View unit/cost distributions from a specific project or all projects to which you have access.
• View resource or role allocations.
• Display separate bars for one or all of the following:
b le
Budgeted units/costs fer a
ans
Actual units/costs
n - t r
Remaining Early units/costs a no
Remaining Late units/costs ) has ฺ
c m ide
ofor
• l ฺ
i t GtheuGantt Chart.
The Resource Usage Profile timescale matches the timescale
a
• l em indthe
Format columns, group, sort, and filter resources/roles
g e nprofile.
• Can be saved as part of a layout. g oo Stu
5 @ t h is
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Displaying the Resource Usage Profile

Use Resource Usage Profile information to determine which resources/roles are overallocated and which
resources/roles are underutilized.
Figure 14-2:The Resource

Usage Profile is displayed
in the bottom layout.
b l e
fer a
an s
n - t r
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o g le de
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rin
d P a resource’s allocation using the Resource Usage Profile.
rAnalyze
a
w
Ed 1. Open a project, Bldg-14.
4. In the Open Layout dialog box, select a layout, Resource Analysis, and then click Open.
5. In the Layout Options bar, click Show on Bottom, Resource Usage Profile.
6. In the Display Options bar in the left pane of the Resource Usage Profile, click Filter By, All
Resources.
7. Click to expand Construction and Purchasing, and select a resource, OROC – Oliver Rock.
? What do you notice right away about Oliver Rock?

Viewing All Projects or Open Projects Only

When you select the User Preferences setting for All closed projects (except what-if projects), you can
toggle the Resource Usage Profile to display either:
• Open projects only.

• All projects including all closed projects (except for what-if projects).
This option is available on the right pane Display Options bar.
When Open Projects Only are displayed, you can filter the top layout either by Time Period or by Resource.
b le
• Time Period – Filters activities in the Activity Table to show only activities assigned to the
fer a
selected resource based on the time period selected in the timescale.
ans
n - t r
•
no
Resource – Filters activities in the Activity Table to show only the activities assigned to the
a
has ฺ
selected resource.
)
l ฺ c om uidFigure
e 14-3:Mark Time
m ai nt G within a specific time
Period to view activities
o g le de frame.
go is S t u
9 @
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6
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p r i n
e ( e
e n se
P rinc lic
a r d
w
Ed
Adjust the Resource Usage Profile to view activities in a specific time frame.
1. In the right-pane Display Options bar, clear Show All Projects.
2. In the Display Activities for selected field, mark Time Period.
3. In the right pane, click a time period, 21-Feb-10.

Formatting the Profile

The Resource Usage Profile can be modified by adjusting Data and Graph settings in the Resource Usage
Profile Options dialog box.
Data settings:
• Display – Select to display units or costs.

• Show Bars/Curves – Mark to display By Date (periodic) bars and/or Cumulative curves and to
format their colors.
• Show Remaining Bars As – Select a solid color to display early bars and a hatched color to
b le
display late bars. fer a
ans
• t r
Additional Data Options – Mark to display a line indicating resource limits, resource/role
n -
no
overallocation, resource availability, or resource overtime units.
a
If Show All Projects is marked, different color bars can be displayed ) htoasdistinguish
ฺ open projects from
m
co uide
closed projects.
i l ฺ
l e ma eFigure n t G14-4:Mark to
g oog Stud display a cumulative
5 @ thi s curve.
e 9
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E dw
Set display options to show a cumulative curve in the Resource Usage Profile.
1. In the right-pane Display Options bar, click Resource Usage Profile Options.
2. In the Remaining Early row in the Show Bars/Curves section of the Resource Usage Profile
Options dialog box, mark a checkbox, Cumulative.
Graph settings:
• Vertical Lines – Choose to display major/minor sight lines based on the timescale interval.
• Horizontal Lines — Choose the line style and color.
• Additional display options:

Show Legend – Display the data item each color represents.
3D Bars – Add a third dimension to the bars.
Background Color – Specify the color displayed in the background.
Calculate Average – Specify the values to divide the timescale interval totals.
b le
Divide interval totals by – To divide the timescale interval totals by an increment f r a
eyou
an s
specify, type it in this field. - t r
n on
Unit of Measure – Specify the unit of measure for the timescale intervals.
s a
a
) h eฺ
m
co14-5:Clear
idthethe
i l ฺ
Figure
u
l e malegend.
checkbox
n t G
to hide
o o g tude
@ g is S
6 9 5 e th
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Turn off display of the legend in the Resource Usage Profile.

1. In the Resource Usage Profile Options dialog box, click the Graph tab.
2. In the Additional Display Options section, clear a checkbox, Show Legend.
3. Click OK.
The cumulative curve represents resource usage. The curve climbs as the resource’s units accumulate and
plateaus when the resource is not being utilized.
Figure 14-6:Double-click
on a bar in the histogram

to view details of what the
bar shows.
b l e
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) has ฺ
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o g le de
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View details of a bar in the histogram.
5 @ thi s
e 9 seUsage Profile, double-click the bar for the week of 21-Feb-10,
6 Resource
1. In the right window c
of the
in e to u
e p r
and review(data.
c e c e ns
2. P rin the Detailsli window.
Close
w ard
E d
Formatting the Timescale

Specify the timescale you want to display in the Resource Usage Profile and the Gantt Chart.
• Timescale Start – Specify the date from which the timescale should start for the profile or Gantt
Chart.
• Date Interval – Choose the units of the timescale in years, quarters, months, weeks, days, hours,
and shifts.
Figure 14-7:Specify a
Timescale Start date and a
b le
Date Interval in the
Timescale dialog box. fer a
ans
n - t r
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ard the timescale in the Resource Usage Profile.
Format
w
Ed 1. In the right-window Display Options bar, click Timescale.
2. In the Timescale Start field in the Timescale dialog box, click to select a date.
3. Click Custom Date, and then select a date, 01-Feb-10.
4. In the Type field in the Date Format section, verify Calendar.
5. In the Date Interval drop-down list, select Week/Day 1.
6. Click OK.
You can also format the timescale by clicking and dragging:
• Place your mouse on the minor date interval on the timescale (the cursor will change to ). Click
and drag to expand or contract the timescale.
• Place your mouse on the major date interval on the timescale (the cursor will change to ). Click
and drag to move the entire timescale.
Figure 14-8: In the

timescale, the major date
interval is Week, and the
b l
minor date interval is Day. e
fer a
an s
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w
Ed Manipulate the timescale in the Resource Usage Profile.
1. In the minor date interval, experiment with expanding and compressing the timescale.
2. In the major date interval, adjust the time frame to show the week of 24-Jan-10.
Lesson Review
Key Concepts
• The Resource Usage Profile provides a graphical view of unit/cost distributions over time. It
displays the amount of effort needed from each resource/role on the project during each time
period.
• Use the profile to determine how many hours each resource is scheduled to work, identify
overallocated resources, track expenditures per time period, and display a "banana curve" to
compare early and late dates. e
a b l
• You can specify settings for resource analysis in the Resource Analysis tab in User Preferences.
s f er
• You can further customize the profile by using the two Display Option bars. - t r an
n on
Review Questions s a
a
) h eฺ
1. True or False: The Resource Usage Profile allows you tocfocus m
o onuresource
id overallocation.
i l ฺ
ma eUsage
2. Which of the following cannot be displayed in laeResource n t GProfile?
a. Actual bars g oog Stud
5 @ t h is
b. Budgeted bars
c e 69 use
c. To Complete bars
p r in e to
e
d. Remaining (eLate bars
e ns
r in c li c
3. rd P
True or False: The Resource Usage Profile legend may be turned off.
w a
Ed 4. True or False: The Resource Usage Profile can be saved as part of a layout.
Optimizing the Project Plan b le

fer a
ans
n - t r
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) has ฺ
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P rin Lesson 15 – Optimizing the Project Plan
a r d
w
Ed Lecture Time
(minutes)
Demo Time
(minutes)
Practice Time
(minutes)
Interactive Time
(minutes)
Lesson Total
(minutes)
10 15 35 5 65
312 Lesson 15 – Optimizing the Project Plan
Objectives

• Analyze schedule dates.
• Shorten a project schedule.
• Analyze resource availability.
• Resolve resource overallocation. b le
fer a
• Analyze project costs. s
- t r an
n o n
a
) has ฺ
l ฺ c om uide
m ai nt G
o g le de
g o S tu
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Prin
a r d
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Lesson 15 – Optimizing the Project Plan 313
Project Constraints
Successful projects must

balance multiple constraints. le
a b
s fer
- t r an
n on
a
) has ฺ
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P6 Triple Constraint
b le
fer a
ans
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Traditional PMI model l ฺ c om
P6 u ide
model
i
l e ma ent G
g oog Stud
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rin c lic
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wa
Ed
Optimizing the Project Plan

• Analyze schedule dates –

Ensure that milestone dates and
project dates are achieved.
• Analyze resource allocation – le

Ensure that resources are not a b
s f er
overallocated. an - tr
no n
• Analyze the cost s a
budget –
) h a
ฺ
Evaluate project
co uid m costs.eฺ
i l
l e ma ent G
g oog Stud
5 @ t h is
c e 69 use
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rin c lic
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Ed
Analyzing Schedule Dates

• Most important date in the schedule: calculated Finish

date.
– Compare the calculated Finish date to the Must Finish By
date.
– If the calculated Finish date is later than the Must Finish By
date, the project must be shortened. b l e
fer a
• Project deliverables should also be scheduled to finish by ns
a
the dates imposed by project sponsors.
nn-tr o
a
– Identify intermediate milestone dates and ensure that
schedule meets them. has
) eฺ
o m
a ilฺc t Guid
g l em den
g oo Stu
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Shortening the Project

• Focus on critical activities.

• Refine duration estimates.
– Break down long activities.
– Assign additional resources to reduce duration.
• Use relationships to overlap activities. le
a b
• Apply/modify constraints. s fer
• Change calendar assignments. - t r an
on
an – Put critical activities on a longer workweek.
) eฺ – Add exceptions to non-work time. has

o m
a ilฺc t Guid
g l em den
g oo Stu
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r i n c lic
r d P
d wa
E
Analyzing Resource Allocation

• Determine which resources are overallocated.

• Identify activities contributing to resource overallocation.
• Remove overallocation from appropriate resources.
– Replace the overallocated resource with another available
resource.
a b le
– Increase the resource’s workweek.
s f er
– Increase the hours/day that the resource works.
- t r an
– Assign additional resources to the activity. non
a
a s
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i l ฺ co uid
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Analyzing the Cost Budget

• Review budgeted costs for individual activities, WBS

elements, and the entire project.
• Confirm that costs are within budget.
b le
fer a
ans
n - t r
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) has ฺ
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Notes
b le
fer a
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n - t r
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Prin
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Overview: Optimizing the Schedule
The procedures necessary for optimizing the schedule are performed primarily in the Activities window,
however you will need to display the Projects window to view the dates tab in Project Details to compare
the Must Finish By date to the calculated Finish date.
o qrable
n s fe
n - tra
no r
s a
a
) h eฺ
p m
co uid
i l ฺ
l e ma ent G
g oog Stud
5 @ t h is
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p r in e to
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r i n c lic
a rd P
w
Ed n Use the Layout Options bar to filter the layout to show critical activities only.
Use the Activity Table to select activities whose durations, relationships, or constraints you want
o to modify.
Use the tabs in Activity Details to view and/or modify an activity’s duration, relationships, and
p constraints, and to document any changes.
In the Tools menu, click Schedule (or press F9 on your keyboard) to reschedule the project after
q making any changes.
Use the Total Float column in the Activity Table to check activities’ Total Float after making
r changes to the schedule.
Practice: Optimizing the Schedule

• Compare a project’s calculated Finish date to its Must Finish By date.

• Define a project’s critical path.
• Filter a project to view only its critical activities.
• Shorten a project by modifying activity duration estimates, relationships, and constraints.
Comparing the Calculated Finish Date to the Must Finish By Date b le

fer a
You can quickly determine whether the project will finish on time by viewing the Dates tab in Project an s
Details. n - t r
a no
) as
Contractually, the Office Building Addition project must be finished byh02-Nov-10. The project must
actually finish by the close of business on 01-Nov-10, however, as the omMust Finish
d ฺ
e By constraint is at 12:00
l ฺ c u i
ai willnnot
am (midnight) on 02-Nov. The schedule indicates that the project
m t Gfinish on time.
l e
g tude
g o o S Figure 15-1:The
5 @ t h i s calculated Finish date is
e 6 9 se later than the Must Finish
r i n c to u By date, indicating that

the project will not finish
( e p s e
c e c e n on time.
rin li
P
w ard
Ed
View the Finish date and the Must Finish By date.

4. In the Open Layout dialog box, select a layout, Selected Tabs, and then click Open.
6. In Project Details, click the Dates tab and compare the Must Finish By date to the calculated Finish
date.
? Is the project scheduled to finish on time? le

a b
s fer
Focusing on Critical Activities
- t r an
no n
a
To shorten the project, focus on critical activities. These represent the longest continuous path of activities
has ฺ
through a project and determine the project Finish date. If you make changes to a critical activity, the
)
project’s finish date is likely to be affected.
l ฺ c om uide
m ai nt G
o g le de Figure 15-2:Define critical
g o S t u activities in the Settings
5 @ h i s tab.
e 6 9 se t
p r inc e to u
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rin c lic
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Ed
Define critical activities as those on the project’s longest path.

1. In Project Details, click the Settings tab.
2. In the Define Critical Activities section, select Longest Path.

Viewing Critical Activities
In the Activities window, you can use a default filter to display only critical activities in the top layout.
Figure 15-3:The layout is

filtered to show critical

activities only.
b le
fer a
an s
n - t r
a no
) has ฺ
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View critical activities. rin c to
p
(ebar, click s e
c e
1. In the Directory c e nActivities.
rin li
P
2.ard
In the Layout Options bar, click Layout, Open.
d w
E 3. In the Open Layout dialog box, select a layout, Optimizing the Project, and then click Open.
5. In the Filters dialog box, mark a checkbox, Critical, and then click OK.
Shortening the Project

If schedule analysis leads you to conclude that the Must Finish By date cannot be met, concentrate your
efforts on shortening the schedule. Several methods can help you accomplish this goal.
Refining Duration Estimates

Begin the analysis by reviewing the activities with the longest duration. In general, these activities offer the
greatest flexibility in altering durations.
Figure 15-4:Change the

b l e
fer a
original duration of the
activity. Remember that
an s
you must reschedule the
- t r
project in order to see the
n
n o
impact of the change on
a Total Float.
) has ฺ
l ฺ c om uide
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o g le de
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w
Ed
Shorten an activity duration.
1. In the Activity Table, select an activity, BA2010 - Site Preparation.
? What is the Total Float for the project?
2. In Activity Details, click the Status tab.
3. In the Original Duration field, type <15>, and then press Enter on your keyboard.
5. In the Schedule dialog box, click Schedule.
? What is the Total Float now?

Modifying Relationships
If you need to compress the schedule further, review the relationships between activities on the critical path.
For example: There is a Finish to Start relationship between the activities BA2010 – Site Preparation and
BA2020 – Excavation. You determine that these activities can be performed at the same time. Change the
relationship to Start to Start with 5 days of lag.
Figure 15-5:Modify the

relationship type and add
lag. After rescheduling,
note the effect of the
change on Total Float. b le
fer a
an s
n - t r
n o
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) has ฺ
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a r d
dwChange the relationship type and add lag.
E
1. In the Activity Table, verify that BA2010 – Site Preparation is selected.
2. In Activity Details, click the Relationships tab.
3. In the Successors window, double-click in the Relationship Type column for activity BA2020 –
Excavation, and select SS from the drop-down list.
4. In the Lag field, type <5>, and then press Enter on your keyboard.
? What is the Total Float for the project now?

Modifying Constraints
Constraints assigned earlier in the project life cycle may need to be modified based on the latest information
from the project team. If you modify or delete a constraint, be sure to also modify or delete the Notebook
topic that was created to document the constraint.
A resource has become available to work on the activity BA2020 – Excavation. You can now remove the
Start On or After constraint from the activity.
Figure 15-6:The
constraint on activity
BA2020 – Excavation has
b l e
fer
been removed and thea
s
project rescheduled.
an
n - t r
n o
a
) has ฺ
l ฺ c om uide
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o g le de
g o S tu
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Remove a constraint from an
e 9
6 use
activity.
r c
in select tano activity, BA2020 - Excavation.
1. In the ActivitypTable,
(e ens e
c e
n Details, lic click the Status tab.
i
2. InrActivity
P
a r d
E dw 3. In the Constraints section, select None in the Primary drop-down list.
5. In the Notebook Topic pane, confirm that Constraints and Assumptions is selected.
6. Click in the right pane, press Enter to move the cursor to a blank line, and type <Resource
available. Constraint removed.>.
? What is the Total Float for the project now?

Verifying Project Dates

To see if the project will now finish on time, verify that no negative Total Float exists on any of the
activities in the project.
A thorough review indicates that the Total Float for the project is one day and the calculated Finish date is
29-Oct-10. Therefore, the project is scheduled to finish before the Must Finish By date of 2-Nov-10.
Figure 15-7:In the

Projects Table, verify that
Total Float for the project
is 1 day, indicating that
the project will finish on b le
time.
fer a
an s
n - t r
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) has ฺ
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a r d
dwVerify the Finish date and Total Float.
E
4. In the Open Layout dialog box, select a layout, Project Table, and then click Open.
5. In Project Details, click the Dates tab.
6. Verify the Finish date, 29-Oct-10.
7. In the Project Table, view the Total Float column and verify that Total Float for the project is
1 day.
Notes
b le
fer a
ans
n - t r
no
a
) has ฺ
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Overview: Optimizing Resources
You will make extensive use of the Resource Usage Profile for optimizing resources in the project plan.
b l e
ssfer a
- t r an
n n on
s a q
) h eฺa
m
co uid
o i l
a nt Gฺ r
m
le de
o o g tu
p @ thig s S
9 5
6 use
c e
p r in e to
e (e ens
r i n c lic
r d PUse the Resource Usage Profile left pane Display Options bar to filter the resources displayed in
wan the resource hierarchy.
Ed
o Use the resource hierarchy to select resources whose allocations you want to check.
Use the Display Activities for selected options to identify the activities contributing to a
p resource’s overallocation.
Use the Resource Usage Profile right pane Display Options bar to format the resource usage
q graph.
r Use the Resource Usage Profile right pane to identify overallocation of selected resources.
Click Resources in the Command bar to assign and replace resource assignments. Click Rsrc by
s Role in the Command bar to assign and remove assignments.
Practice: Optimizing Resources

• Investigate and detect resource overallocation.

• Identify the activities contributing to the overallocation of a selected resource.
• Correct resource overallocation by replacing the overallocated resource in an activity with another
available resource.
Analyzing Resource Allocation b le

fer a
ans
You have optimized the schedule, and the project will now be completed by the deadline. Our next step is to
ensure that resources are allocated appropriately. n - t r
a no
You will use the Resource Usage Profile to determine which resources are
) h asoverallocated or underutilized
and then adjust resource assignments as necessary to accommodatem
o d e ฺ
the workload.
c
ilฺ t Gu i
a
m en Figure 15-8:The Resource
l e
g tud Usage Profile indicates
o o
g is S that Oliver Rock is
9 5 @ t h overallocated.
c e6 us e
p r i n to
(e ens e
n c e lic
P r i
a r d
E dw
Use the Resource Usage Profile to identify overallocated resources.

1. In the Directory Bar, click Activities.

3. In the Open Layout dialog box, select a layout, Resource Profile, and then click Open.
4. In the Resource Usage Profile left-pane Display Options bar, click Filter By, Current Project’s
Resources.
5. In the Resource Usage Profile left pane, click on a column header, Resource Name, to sort
alphabetically.
6. Select a resource, OROC – Oliver Rock.
Identifying the Cause of Resource Overallocation

b l e
The Resource Usage Profile provides an easy method for tracing the cause of resource overallocation. er
f a
n s
In the following exercise, you will use a filter to identify the activities contributing n ra Rock’s
to-tOliver
overallocation during January and February of 2010. a no
) has ฺFigure 15-9:Click a week
l ฺ c om uide in the timescale to view the
m ai nt G activities causing the over-
g l e de allocation in that time
g oo Stu period.
5 @ t h is
c e 69 use
p r in e to
e (e ens
r i n c lic
r d P
d wa
E
Identify the activities causing resource overallocation.

1. In the Display Activities for selected field in the left pane of the Resource Usage Profile, mark Time
Period.
2. In the histogram timescale, click on a week, 24-Jan-10, and view the activities causing
overallocation in the top layout.
? What are the activities causing overallocation during the selected week?
3. In the histogram timescale, click on a week, 31-Jan-10.
4. In the histogram timescale, click on a week, 21-Feb-10.
a b l e
sfer
Correcting Overallocation - t r an
n o n
There are several methods to remove the overallocation from a resource: a
) has ฺ
• Replace the overallocated resource with another available m
l ฺ c o resource.
u ide
i
• Increase the resource’s workweek.
l e ma ent G
o g Stud
• Increase the hours/day that the resourceoworks.
g
• Assign additional resources to 5 @ t h
the activity.is
c e 69 use
p r in overallocation,
After analyzing Oliver Rock’s
e to you have decided to use a different resource for activities
BA5010 - Review and
e (e Approve
e nsBrick Samples and BA5020 - Prepare and Solicit Bids for Brick Exterior.
c li c
rin is not allocated
Waylan Smithers to work in this time period, so he can be assigned to the activities.
P
w ard Figure 15-10:Resource
E d Waylan Smithers is
available to work on
activities in January and
February.
Identify an alternative resource to work on activities.

1. In the Resource Usage Profile resource hierarchy, select a resource, WSMI – Waylan Smithers.
2. Verify that Waylan is available to work on the activity during the week of January 24.
Removing the Overallocated Resource
If the selected activities have an associated role assignment, you can quickly change resources in multiple
activities by first selecting the activities and then clicking in the Command bar.
remove the resource
assignments.
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Remove resource assignments.

1. In the Display Activities for selected field in the left pane of the Resource Usage Profile, clear a
checkbox, Time Period.
2. In the resource hierarchy, select a resource, OROC – Oliver Rock.
3. In the Activity Table, Ctrl+click to select activities BA5010 and BA5020.
4. In the Command bar, click Rsrc by Role.
5. In the Assign Resources by Role dialog box, select a resource, Oliver Rock.
6. Click to remove Oliver Rock from the selected activities.

Assigning an Alternative Resource
Next, assign Waylan Smithers to work on the two activities.
assign Waylan Smithers to

the selected activities.
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1. In the Activity Table, confirm that activities BA5010 and BA5020 are selected.
2. In the Assign Resources by Role dialog box, select a resource in the Cost Engineer band, Waylan
Smithers, and then click .

Reviewing Allocation
Finally, use the Resource Usage Profile to check allocation for Oliver Rock, who was removed from the
activities, and Waylan Smithers, who was assigned to the work in his place.
Figure 15-13:Assigned
hours for Oliver Rock
(top) and Waylan
Smithers (bottom) both
show no overallocation.
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a updated resource allocations.
d wView
E
1. In the File menu, click Refresh data (or press F5).
2. In the Resource Usage Profile resource hierarchy, select a resource, Oliver Rock, and view his
updated allocation.
3. Select another resource, Waylan Smithers, and view his updated allocation.
Replacing a Resource
Click in the Assign Resources dialog box to quickly replace one resource with another in a single
activity or in multiple activities simultaneously. Note that this functionality is available only when assigning
a resource directly – it is not available in the Assign Resources by Role dialog box.
Figure 15-14:Click the

Replace Resource icon to
replace a resource
assignment.
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View the steps for replacing a resource.
1. In the Activity Table, select an activity, BA5030 – Review Bids for Brick.
2. In the Command bar, click Resources.
3. In the Assign Resources dialog box, select a resource, Oliver Rock.
4. Click .
The Replace selected resource(s) with dialog box is displayed. You will not replace the resource at
this time, but if you were going to execute this action, you would select the resource you want to
assign to the activity, and then click to make the assignment.
5. Click to close each of the dialog boxes.

Overview: Optimizing the Budget
Detailed budget analysis is beyond the scope of this training course and generally beyond the scope of a
project manager’s responsibility. Nevertheless, project managers need to know how to review a cost budget
in order to know whether actual costs may exceed budgeted costs and whether to take corrective action.
A layout with cost columns will be used in the Activities window to facilitate review of the cost budget.
n o
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n Use the Layout Options bar to select a layout with appropriate cost columns.
Use the cost columns to review budgeted costs for labor, nonlabor, and material resources as well
o as expenses, and budgeted total costs for individual activities, WBS elements, and the entire
project.
Practice: Optimizing the Budget

• Review cost figures to determine if they are within budget.
Analyzing the Budget

There are many options for analyzing the budget. By displaying cost columns in the Activity Table and
grouping and sorting project activities in different ways, you can review the budgeted costs of individual
activities, specific project areas (WBS elements, phases, timeframes, etc.) or the entire project. b l e
fer a
ans
Figure 15-15:The Budgeted
- t r
Total Cost is within the
n
n o
$250,000 that was allocated
a for the project.
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Display a layout that shows Budgeted Total Cost information.

2. In the Open Layout dialog box, select a layout, Analyzing the Budget, and then click Open.
3. Scroll to the top of the screen to view rolled-up budget values.
? $250,000 has been allocated for the Office Building Addition project. Is the project
within budget?
Lesson Review
Key Concepts
• Optimizing the project plan is the last step in planning your project. Ensure that the project plan
meets its date, resource, and cost requirements.
• If the calculated Finish date of the project is beyond the Must Finish By date, the project must be
shortened. You can compare the dates in the Dates tab in Project Details.
• You can use various methods to shorten the project, such as refining duration estimates, modifying
relationships, and applying constraints. Focus your efforts on critical activities.
b le
• Use the Resource Usage Profile to ensure that resources are not overallocated. fer a
ans
• Evaluate costs to ensure that the project can be completed within budget.
n - t r
a no
Review Questions
) has ฺ
1. True or False: You can quickly determine whether the lproject ฺ c omwillufinish
ide on time by reviewing the
i
Status tab in Project Details.
l e ma ent G
oog S
2. Which of the following is a method forgremoving tud overallocation?
resource
5 @ t h is
c e 69 use
a. Decrease the resource’s workweek
b. Assign the resource
p r in to more
e toactivities in the selected time frame
c. Re-assigne e to andifferent
(work s resource
c c e
rinof the aboveli
d. PAll
w ardTrue or False: To be successful at shortening a project, you must focus on critical activities.
3.
Ed
4. Which of the following is an alternative for shortening the duration of a project?
a. Use relationships to overlap activities
b. Add resources to reduce durations
c. Review long activities to determine if duration can be refined
d. Change calendar assignments
e. All of the above
Baselining the Project Plan b le

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P rin Lesson 16 – Baselining the Project Plan
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(minutes)
Demo Time
(minutes)
Practice Time
(minutes)
Interactive Time
(minutes)
Lesson Total
(minutes)
10 10 20 5 45
342 Lesson 16 – Baselining the Project Plan
Objectives

• Create a baseline plan.
• Display baseline bars on the Gantt Chart.
• Modify the bars on the Gantt Chart.
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What is a Baseline?
Current bar
Baseline bar
• A copy of the project plan used

as a basis for comparison
when evaluating the progress
of an updated project.
– Create a baseline before
updating a schedule for the b le
fer a
first time. s
• Provides a target against which - t r an
n on
to track a project’s cost, a
schedule, and resource
) has ฺ
performance.
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Notes
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Overview: Baselining the Project Plan
The Maintain Baselines dialog box enables you to add, delete, copy, and restore baselines. Use the Assign
Baselines dialog box to assign a project baseline and up to three user baselines. (Both dialog boxes are
accessed via the Projects menu.) After baselines are assigned, click Bars in the Layout Options bar, where
you can customize how bars are displayed in the Gantt Chart.
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Click Add to add a baseline in the Maintain Baselines and Assign Baselines dialog boxes. You
can also delete and copy baselines. Click Update to open the Update Baseline dialog box, where
n you can select the data you want to automatically update for the selected baseline, and then run
the Update Baseline utility. Click Restore to restore the selected baseline as a separate project
that you can manually modify.
Use the Baseline Type drop-down list to specify the type of baseline – for example, Initial Plan
o or Customer Signoff.
Assign Baseline Dialog box enables you to assign a project baseline and up to three user
p baselines.
Practice: Baselining the Project Plan

• Create and categorize a baseline and then assign it to a project.

• Display and format baseline bars in the Gantt Chart.
• Customize the Activity Table to accommodate the display of baseline bars in the Gantt Chart.
Baseline Functionality in P6 Project Management

b l e
Baseline functionality in Primavera enables you to:
fer a
• Save an unlimited number of baselines per project. an s
n - t r
no
The number of baselines that can be created is controlled through the Data Limits tab in Admin
a
Preferences, which can be accessed in the Admin menu.
) has ฺ
• Designate one project baseline and up to three user baselines
l ฺ c om atuiadtime
e for comparison to the
current project.
m ai nt G
• o
Assign a baseline type to categorize a baseline. g leExamplesdeinclude initial planning, what-if, or mid-
o t u
S created by an administrator, are used to
g areisusually
project baselines. Baseline types,@ which
5 t
9 yousbenchmark
e h
standardize baselines and can
c e 6 help
u performance across multiple projects.
• P6 enables you to p
n
ri baselines o
t when you copy a project.
( e copy
s e
• A baseline
n c ea snapshot
is l i c enof a project at a particular point in time.
P ri
a rd Baselines do not exist as separate projects that you can access. They exist only in conjunction
w
Ed with the projects to which they are associated.
Creating a Baseline
You can create a baseline either by:
• Copying the currently opened project.

• Converting another project into a baseline.
When you create a baseline, you must select the project to which it is associated. Baselines can be assigned
only to opened projects. All opened projects are displayed in the Maintain Baselines dialog box.
Figure 16-1:A baseline has

been created.
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Create a baseline.
c e
r i n lic
r d
1. POpen a project, Bldg-16.
a
E dw 2. Confirm that you are in the Activities window.
4. In the Open Layout dialog box, select a layout, Classic, and then click Open.
5. In the Project menu, click Maintain Baselines.
6. In the Maintain Baselines dialog box, verify that the project to which you are associating the
baseline, Office Building Addition – Baselining the Project Plan, is selected.
7. Click Add.
8. In the Add New Baseline dialog box, verify that Save a copy of the current project as a new
baseline is selected.
9. Click OK.
Categorizing the Baseline

Assign a baseline type to categorize the baseline based on how you to intend to use it. For example, the
Initial Plan baseline type can be used for your initial project plan. Another baseline type, Mid-Project Status,
can be used after the project is underway. Baseline types are also useful in organizing multiple baselines in
the project.
Figure 16-2:Select a
Baseline Type from the
drop-down list in order to
categorize project
baselines.
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Rename the baseline and designate
e 9
6 it asusthee Initial Plan baseline.
c
1. In the Maintain(e prin sdialog
Baselines e tobox, select a baseline, Office Building Addition – Baselining the
Projectin c
Plane– B1. licen
r d Pr
d w2.a In the Baseline Name field, type <Base 1: Building Addition>.
E 3. In the Baseline Type drop-down list, select Initial Plan.
4. Click Close.
Assigning a Baseline
Use the Assign Baselines dialog box to choose a project baseline and/or user baseline for the project. If no
baseline is designated as active, the current project plan is used as the baseline.
• Project baseline – Baseline selected by the project manager for the project.
Used for schedule, resource, and cost comparison.
Controlled by the security privilege, Maintain Project Baselines.
• User baseline – User-specific; each user can choose a different baseline for comparison to the
current project.
b le
Primary user baseline: Used for schedule, resource, and cost comparisons.
fer a
Secondary and tertiary user baselines: Used for schedule comparisons only. ans
n - t r
a no
) hasbaseline
Figure 16-3:Select
newly created
ฺ
the
as
o m e
ilฺc t Guid
the project baseline.
a
g l em den
g oo Stu
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Select the newly created baseline as the project baseline and primary user baseline.
1. In the Project menu, click Assign Baselines.
2. In the Assign Baselines dialog box Project Baseline drop-down list, select Base 1: Building
Addition.
3. Click OK.
Viewing Baseline Bars

The Bars dialog box allows you to modify the type, size, color, row position, and shape of the bars
displayed in the Gantt Chart.
• Timescale – Bar is drawn based on the timescale selected, for example, Actual Bar drawn from
Actual Start date to Actual Finish date.
• Filter – Bar is drawn for all activities that match the criteria listed in the filter displayed.
Bar Style Tab

b le
The Bar Style tab enables you to specify the shape, color, and pattern of bars and endpoints.
fer a
• Shape – Shape of the selected bar’s endpoints and the weight and position of the bar. an s
n - t r
• Color – Color of the selected bar and its endpoints.
a no
• Pattern – The fill pattern of the selected bar.
) has ฺ
• Row – Position of the bar on the Gantt Chart.
l ฺ c om uide
m ai nt G
o g le de
g o S tu Figure 16-4:The Bar Style
5 @ t h i s tab enables you to specify
e 6 9 s e the shape, color, pattern,

and row of bars displayed
i n c t o u
p r e
in the Gantt Chart.
e (e ens
r i n c lic
r d P
a
E dw
Display the Bars dialog box.

1. In the Layout Options bar, click Bars.
Displaying Baseline Bars

Display baseline bars in the Gantt Chart to visually compare the baseline plan’s schedule dates to the current
project plan’s schedule dates.
In addition to bars displayed by default, you can create additional bars based on date fields and filters.
Select a value in the Row field to determine placement of a bar in the Gantt Chart.
Figure 16-5:Mark the

Display checkbox next to
the bars you want to
display in the Gantt
b l e
Chart.
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Display baseline
p
(ebars.ens
n c e lic
1. P r i
In the Bars dialog box Display column, mark a checkbox, Prj Baseline Bar.
a r d
E dw 2. Confirm that you are in the Bar Style tab.
3. In the Row field, verify 2.
4. In the Display column, mark a checkbox, Prj Baseline Milestone.
5. In the Row field, verify 2.
6. Click OK to close the Bars dialog box.

Customizing the Activity Table

You can customize the layout even further by choosing display options for the Activity Table. These include
the font of the text and the height of the rows, which can be specified in the Table, Font and Row dialog
box.
Figure 16-6:Use the

arrows to
increase/decrease row
height.
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tTable.
Change row height e inpthe e
c e (
c e ns
in Options
1. In therLayout li bar, click Show on Bottom, No Bottom Layout.
rd P
w2.a In the Layout Options bar, click Table Font and Row.
Ed
3. In the Row Height section, clear a checkbox, Keep Current Row Heights.
4. Confirm that the option Select height for all rows is selected.
5. Use arrows to increase row height to 30.
6. Click OK.
Saving the Layout

If you are pleased with the layout, you can save it with a new name.

has been saved with a new

name.
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Save thenlayout.
P ri
w ar1.d In the Layout Options bar, click Layout, Save As.
E d
2. In the Save Layout As dialog box, type a new Layout Name <Current vs. Baseline Bars>.
3. Click Save.
Bar Labels Tab

Labels can be placed on any of the bars listed in the dialog box. When adding a label, specify its position
relative to the bar.
By adding dates to the bars, you can quickly determine the Start and Finish dates of activities in the Gantt
Chart.
Name, Finish, and
Variance – BL Project
Finish Date are all selected
as bar labels in the Gantt b l e
Chart.
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inBar Labels
to bar.
p
Add labels to the Current
(e ens e
c e
n Options lic bar, click Bars.
i
1. In therLayout
P
r d
d w2.a In the Bars dialog box, select a bar, Current Bar Labels.
E
3. Click the Bar Labels tab.
4. At the bottom of the tab, click Add. (Do not click Add on the right side of the dialog box.)
5. In the Position column, verify Right.
6. In the Label column drop-down list, select Finish.
7. At the bottom of the dialog box, click Add.
8. In the Position column, verify Right.
9. In the Label column drop-down list, select Variance – BL Project Finish Date.
10. Click OK to close the Bars dialog box.

Figure 16-9:Dates are

added to bar labels.
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11. In the Layout Options bar,
to Layout, Save.
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w
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Lesson Review
Key Concepts
• A baseline is a copy of a project that you can compare to the current project in order to evaluate
progress. Create a baseline plan before updating a schedule for the first time.
• You can create a baseline either by copying the currently opened project or by converting another
project into a baseline.
• Assign a baseline type to categorize and standardize baselines across all projects.
• A project baseline is the baseline selected by the project manager for the project and is controlled b le
by a security privilege. User-baselines can be designated by each user and are used for schedule fer a
ans
comparison only.
n - t r
a no • The Bars dialog box allows you to modify the type, size, color, row position, and shape of the
) has ฺ baseline bars displayed in the Gantt Chart.
l ฺ c om uide
Review Questions
m ai nt G
o gle totuadcurrent
1. True or False: Only one baseline can beocompared
e
schedule at any given time.
g s S
2. Which of the following can be9 5 @ using
comparede t hi a project baseline?
a. Schedule data rin
ce6 to us
( e p se
b. Resourcee data e n
rincdata lic
c. PCost
w ardd. All of the above
Ed
3. True or False: A maximum of one project baseline and three user baselines can be created for any
single project.
Executing the Project Plan b le

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P rin Lesson 17 – Executing the Project Plan
a r d
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(minutes)
Demo Time
(minutes)
Practice Time
(minutes)
Interactive Time
(minutes)
Lesson Total
(minutes)
5 10 40 5 60
358 Lesson 17 – Executing the Project Plan
Objectives

• Describe several methods for updating the project
schedule.
• Use Progress Spotlight.
• Update the status of completed activities and activities in le
a b
progress.
s f er
n
• Reschedule the project. -tra on
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Updating a Project
Once a project has started, actual activity information must be

updated at regular intervals.
• Schedule dates and durations

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• Resource usage fer a
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• Expenses n o
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How Data is Collected

Updates can be made daily, weekly, or monthly depending on

project length and the precision of project control. Three
methods for updating project information:
• Manually – Project managers manually enter the actual
date, resource, and cost information.
b le
• Timesheets – Approve and apply timesheets.
fer a
– Team members use timesheets to update activities. ans
n - t r
– Project managers review and approve timesheets.
a no
as
– Project managers apply timesheets to the project.
)is calculated h
• Auto compute actuals – Activity progress
o m d e ฺ
automatically according to the project c
ilฺ plan. u i
Actuals can be
m a n t G
entered manually, through the
o g leuse ofdetimesheets, or can be
calculated automatically
@ is Stuto the project plan.
goaccording
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Data Date
The data date is the date up to which actual performance data

is reported and the date from which future work is scheduled.
The data date always starts at the beginning of the day.
History Data Date Remaining Work
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The Updating Process

Standard project update procedures should be established,

including how data is collected and how often it is updated.
• Create a baseline plan (optional).
• Identify the new data date.
• Enter activity progress. le
a b
• Report resource use and costs to date. s f er
• Use Suspend and Resume dates as necessary. - t r an
• Reschedule using the new data date. n on
s a
• Perform baseline analysis. )h a
m e ฺ
lฺcoto analyze
– Compare current plan to baseline plan
i uid variances.
ma ent G
• Monitor project progress withlereports.
oogobjectives
– Determine whether project
g S tud are being met.
5 @ t h is
c e 69 use
p r in e to
e (e ens
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ard P
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Ed
Question
True or False: It is important that the duration of the updating

period remain constant throughout the course of the project.
1. True
2. False
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Notes
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Overview: Executing the Project Plan
Updating the project plan is done in the Activities window. An updating period is displayed in the Gantt
Chart and in the Activity Table, and activity progress information is entered in the appropriate tabs in
Activity Details.
n
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rin l
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Use Progress Spotlight to define a status updating period and identify activities on which
n progress has occurred.
o Use the Activity Table to select activities to update.
Use the Status tab in Activity Details to enter actual schedule dates and duration information for
p completed activities and activities in progress.
q Use the Resources tab in Activity Details to enter actual resource usage information.
Use the Expenses tab in Activity Details to enter actual non-resource costs for activities being
r updated.
Practice: Executing the Project Plan

• Use Progress Spotlight to define a status updating period.

• Enter Actual Start and Actual Finish dates for completed activities.
• Adjust Remaining Duration for an activity in progress.
• Suspend and resume an activity in progress.
• Adjust Actual Regular Units and Remaining Units for an activity resource.
b le
• Adjust Actual Cost and Remaining Cost for an activity expense.
fer a
• Reschedule the project after updating activities. ans
n - t r
a no • Review the updated project after rescheduling to determine what, if any, steps need to be taken
has ฺ
going forward.
)
Defining a Status Updating Period l ฺ c om uide
m ai nt G
Define the status updating period before you begin o g le dactivities.
to update e In general, the updating period
g o S t u
begins at the current data date and ends at @
5 t h is future. The length of the updating period depends
a point in the
on the frequency of your updates. You
c e 69could,ufor
seexample, create an updating period that extends one week
from the current data date.p r
Theinend ofethetoupdating period will become the new data date — the date up to
e
which actual performance
(eis measured.
e ns
rin c li c
P
ardtwo options for defining the status updating period in the Gantt Chart:
There are
w
Ed • Activate Progress Spotlight.
• Drag the data date.
Note that even as you establish a new status updating period, the new data date must still be manually
changed in the Schedule dialog box.
Progress Spotlight
Progress Spotlight creates a visible status updating period between the current data date and the next data
date. It also provides a highlighted list of activities that should show progress during the updating period.
Figure 17-1:Click the icon

to activate the Progress
Spotlight.
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(e eSpotlight.
Activate theeProgress
c c ns
r in li
P
r1.d Open a project, Bldg-17.
a
E dw 2. Confirm that you are in the Activities window. (Or in the Directory bar, click Activities.)
4. In the Open Layout dialog box, select a layout, Status the Project, and then click Open.
5. In the top layout toolbar, click to activate the Progress Spotlight.
Progress Spotlight establishes a status updating period of one week from the current data date,
based on the minor date interval of the Gantt Chart timescale, which is set to Week/Month. You
can click and drag the right edge of the Spotlight to increase or decrease the status updating period.
6. Click again to de-activate the Spotlight.

Dragging the Data Date

You can also highlight the activities to be updated by dragging the data date line to the desired date. Note
the date tag on the cursor, which changes as you drag the line.
Figure 17-2:Dragging the

data date line enables you
to focus on activities that
should be updated.
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Drag the data date.e
r i n c lic
1. dUsePyour mouse cursor to click and drag the data date line to 08-Feb-10.
r
d wa
E
Entering Actuals
Once a project is underway, you must enter actual schedule data, resource usage, and expense costs at
regular intervals. You may need to update daily, weekly, or monthly, depending on the length of your
project and how frequently you want to adjust your forecasts.
Actual data is different than planned data — actual data is the real time and cost associated with an activity.
Enter schedule, resource, and cost data in the following order:
Completed Activities e
a b l
• Actual Start and Actual Finish dates
s fer
• Actual Regular Units/Costs - t r an
n o n
• Actual Cost for expenses a
) has ฺ
Activities in Progress
l ฺ c om uide
• Actual Start date m ai nt G
o g le de
• Percent Complete and/or Remaining g oDuration Stu
• Actual Regular Units/Costs9and 5 @ t
Remainingh isUnits/Costs
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• Actual and Remaining
p r in Costs
e tofor expenses
e (e ens
If activity work
r i n cis lic halted, use Suspend/Resume dates.
temporarily
r d P
a
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Updating Milestones
To update a start milestone, mark the Started checkbox and enter the Actual Start date. You do not need to
enter data in the Finish field because the activity type is a Start Milestone, which has zero duration.

Started checkbox in the
Status tab.
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Update a Start
c e
Milestone c ns
rin li
1. rd
P
w a In the Activity Table, select an activity, BA1000 – Building Addition Kickoff.
Ed 2. In Activity Details, click the Status tab.
3. Mark a checkbox, Started.
4. Verify the Actual Start date, 11-Jan-10.

Updating Activities to Completion

Three steps must be performed to update an activity to completion:
• Enter Actual Start and Actual Finish dates.

• Enter Actual Regular Units for resources.

• Enter Actual Cost for expenses.
Figure 17-4:Mark Start

and Finished checkboxes
and verify/change dates in
b l e
the Status tab.
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Update an activity that started and finished on time.
2. In the Status tab in Activity Details, mark the Started checkbox and verify the Actual Start date,
11-Jan-10.
3. Mark the Finished checkbox and verify the Actual Finish date, 26-Jan-10.
Note that when you marked the Finished checkbox, the bar for the activity in the Gantt Chart
turned blue, indicating that the activity was completed and has actual values.
Next, you will check the Actual Regular Units for the activity. Note that in this example, data in the Actual
Regular Units field is automatically completed because Recalculate Actual Units and Cost when duration %
complete changes is selected in the Calculations tab in Project Details.
Figure 17-5:In the Actual

Regular Units column,
verify 96 hours worked.
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e
Verify ActualcRegular c e nfor
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In the Activity Table, verify that activity BA1010 – Design Building Addition is selected.
w a
Ed 2. In Activity Details, click the Resources tab.
3. In the Actual Regular Units column for the resource, Koenig Designers, verify the number of hours
worked, 96.
You will now update the status of activity BA1020 – Review and Approve Designs, which was completed
during this status updating period. The activity started on time but finished one day late. Resource Paul Kim
worked an additional 8 hours on the activity.
When selecting a new date for the Started or Finished field in the Status tab, mark the checkbox first and
then select the date.

Finished checkbox before
selecting a new date.
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Ed Update the status of an activity.
1. In the Activity Table, select an activity, BA1020 – Review and Approve Designs.
3. In the Status section, mark a checkbox, Started.
5. Mark a checkbox, Finished.
6. In the Finished field, click .
7. Select the Actual Finish date, 22-Jan-10, and then click Select.
You have updated the Actual Finish date. Now you must update the actual hours that the resource worked.
Figure 17-7:The Actual

Regular Units are 80h – 8
hours more than the

Budgeted Units.
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Update Actual Regular Units e
for
9 se
6a resource.
c
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1. In Activity Details,
e e nthes Resources tab.
c
in Regular
rActual li c
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2. In the Units column for Paul Kim, type <80>.
d w3.a Press Enter on your keyboard.

E
Updating a Mid-Project Milestone

A Start Milestone is updated the same way whether it occurs at the beginning of a project or in mid-project.
Mark the Started checkbox and then enter the Actual Start date.

Started checkbox for the
Start Milestone activity.
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e
Update a mid-project
c c ns Milestone.
rin li
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r1.d In the Activity Table, select an activity, BA2000 – Begin Building Construction.
a
E dw 2. In Activity Details, click the Status tab.

Updating Activities in Progress

Four steps must be performed to update an activity in progress:
• Enter Actual Start date. (The Started checkbox must be marked before a new date is selected.)
• Enter Percent Complete and/or Remaining Duration.

• Enter Actual Regular Units and Remaining Units for resources.
• Enter Actual Cost and Remaining Cost for expenses.
In the following example, activity BA2010 was started during the status period but is now falling behind
schedule. You will indicate this by increasing the Remaining Duration. b le
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ans
- t r
Remaining Duration.
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Update an activity in progress.

1. In the Activity Table, select an activity, BA2010 – Site Preparation.
2. In the Status tab in Activity Details, mark a checkbox, Started.
4. In the Remaining Duration field, type <7>.
5. Press Enter on your keyboard.

Actual Regular Units is the number of units that a resource actually worked on the activity. Remaining Units
is the amount of work (units) required to complete the activity.
The formula for calculating Remaining Units is:

Remaining Units = Remaining Duration x Remaining Units/Time.
Figure 17-10:Review
Actual Regular Units and
Remaining Units in the
Resources tab.
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E dw Review Actual Regular Units and Remaining Units for activity resources.
1. In Activity Details, click the Resources tab.
2. In the Actual Regular Units column, verify that Ed Wood and the Excavator have each worked 64
hours so far.
3. In the Remaining Units column, verify that Ed Wood and the Excavator each have 56 hours of
work remaining.
Suspending an Activity
When an activity starts but is unexpectedly delayed or stopped for a period of time, you may suspend it.
• A suspended activity must have an Actual Start.

• Use the Status tab to enter Suspend and Resume dates.

Suspend date – The last day that work was conducted on the activity.
Resume date – The first day that work will continue on the activity.
• The actual duration excludes suspension time.
• Use the Notebook tab to document the reason for the suspension.
b le
fer a
In the following exercise, the Excavation activity was started late and was then suspended due to a
ans
snowstorm. n - t r
a no
h a s Figure 17-11:Enter
m ) eฺSuspend and Resume dates
l ฺ c o uid in the Status tab.
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Enter Suspend and Resume dates for an activity.

1. In the Activity Table, select an activity, BA2020 – Excavation.
2. In Activity Details, click the Status tab, and then mark a checkbox, Started.
3. In the Started field, click .

Figure 17-12:Actual Start,

Remaining Duration, and
Suspend and Resume
dates have been updated.
4. Select the Actual Start date, 27-Jan-10, and then click Select. b l e
fer a
5. In the Remaining Duration field, type <7>, and then press Enter on your keyboard. an s
n - t r
6. In the Suspend field, click .
a no
7. Select a Suspend date, 01-Feb-10, and then click Select. ) has ฺ
l ฺ c om uide
8. In the Resume field, click .
m ai nt G
o g le de
9. Select a Resume date, 05-Feb-10, and
g othen click
S u
tSelect.
5 @ thi s
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6 use
r i n c t o Figure 17-13:Add a
( e p s e Notebook topic
c e c e n description to document
r i n li the activity suspension.
a rd P
w
Ed
10. In Activity Details, right-click and select the Customize Activity Details option.
11. In the Available Tabs section of the Activity Details dialog box, select Notebook, click to move
it to the Display Tabs section, and then click OK.
13. In the Notebook Topic section, click Add; select a topic, Delay Impacts; and then close the Assign
Notebook Topic dialog box.
14. In the Delay Impacts details section, type a topic description, <Excavation suspended due to
snowstorm. Activity resumed on 05-Feb-10.>.
Updating Completed Activities

For the remainder of the practice, you will update a number of activities that have been completed during
the status updating period.
The Assemble and Submit Flooring Samples activity has finished one day early. Resource Oliver Rock
worked eight hours less than planned on the activity. You will update Actual Units to 56 hours.
Figure 17-14:Update the

Finished field to indicate
that the activity finished
one day early.
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dwUpdate the Actual Finish date of a completed activity.
E
1. In the Activity Table, select an activity, BA6040 – Assemble and Submit Flooring Samples.
6. In the Finished field, click .
7. Select the Actual Finish date, 01-Feb-10, and then click Select.
Figure 17-15:Actual
Regular Units have been
updated to 56 – eight less
than the 64 original
Budgeted Units.
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an s
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) has ฺ
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Update the Actual Units of a completed 5 t hi
@ activity.s
9 e
e6the Resources
1. In Activity Details,i n c
click
t o us tab.
p r
2. In thec e (
Actual
eRegulare n se column for Oliver Rock, type <56>.
Units
r i n lic
r d
3.
PPress Enter on your keyboard.
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The Assemble Brick Samples activity was also completed during this status updating period.
Figure 17-16:Confirm the

Actual Start and Finish
dates for the activity.
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ans
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Update a completed activity. e 9
6 use
r c
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p
e select
1. In the Activity(Table,
c e c e nsan activity, BA5000 – Assemble Brick Samples.
P rin Details,liclick the Status tab.
2. In Activity
w ard
Ed 3. In the Status section, mark a checkbox, Started.
6. Verify the Actual Finish date, 27-Jan-10.

Next, update the Assemble Technical Data for Heat Pump activity, which was also started and finished
during this status updating period.
Figure 17-17:The activity

bar in the Gantt Chart

turns blue after the Started
and Finished checkboxes
have both been marked.
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Update a completed p
(e ens activity
c e ic select an activity, BA1030 – Assemble Technical Data for Heat Pump.
n Activity lTable,
i
1. Inrthe
P
a r d
E dw 2. In the Status tab in Activity Details, mark a checkbox, Started.
5. Verify the Actual Finish date, 01-Feb-10.

While the Actual Start and Actual Finish dates need no modification, the Assemble Technical Data for Heat
Pump activity has an expense that has run over its budgeted amount. You will update the appropriate entries
in the Expenses tab to reflect the additional spending.
In the Expense tab, the value in the At Completion Cost field is calculated by adding the Actual Cost
($600.00) + the Remaining Cost ($0.00). After updating the relevant fields, you will be able to compare the
At Completion Cost to the Budgeted Cost to determine how much the expense is over budget.
Figure 17-18:Enter the

Actual Cost and the
Remaining Cost for the
b le
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6. Click the Expenses tab.
7. Verify that an expense, Heat Pump Application, is selected.
8. In the Actual Cost column, type <600>, and then press Enter on your keyboard.
9. In the Remaining Cost column, type <0>, and then press Enter.
? How far over budget is the Heat Pump Application expense?


Now that actuals have been entered for all the activities in the status updating period, it is necessary to
reschedule the project based on the new data date. Any activities that did not finish on time will delay their
successor activities.
Figure 17-19:Set a new

Current Data Date before
rescheduling.
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ans
n - t r
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Reschedule the project using a new data date. l ฺ c om uide
m ai nt G
1. In the Tools menu, click Schedule (or press
o g leF9 on your
dekeyboard).
o
gData Date S t u
@
2. In the Schedule dialog box Current
5 t h i s field, click .
9
e6and then e
i n c
3. Select a date, 08-Feb-10, t o usclick Select.
p r
e ( e
e n se
?rinWhy
c did you licselect this date as the new data date?
r d P
a Click Schedule.
4.
E dw
Viewing the Rescheduled Project

After the project has been rescheduled, the successors to activity BA2020, which was delayed, are also
delayed. You should now assess the project as follows:
• Evaluate the project’s performance to date.

• Analyze activities on the critical path.
• Develop new strategies for putting the project back on track and meeting project deadlines.
• Build consensus within your project team.
• Implement the revised project plan.
b le
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an
Figure 17-20:After s
- t r
rescheduling, the activity
n
n o
BA2020 and its successor
a activities are all behind
) has ฺ schedule.
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View delayed activities in the Activity Table.

1. In the top layout toolbar, click to de-activate the Progress Spotlight.
2. In the Activity Table, select an activity, BA2020 – Excavation.
? What are BA2020’s successor activities?
How did you discover your answer?

What is the Total Float of each of the three activities?
Figure 17-21:Apply a filter

to view only the critical
activities. By comparing
the critical activities to
their baseline bars, it is

evident that they are all
behind schedule.
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an s
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) has ฺ
l ฺ c om uide
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o g le de
goon Bottom, S tu
3. In the Layout Options bar, click@
5 Show
t h i s No Bottom Layout.
4. In the Layout Options c e 69click uFilters.

bar, se
p r in e to
5. In thec e (edialogebox,
Filters ns mark a checkbox, Critical, and then click OK.
rin li c
P
r6.d In the Gantt Chart, review the critical activities.
w a
Ed Note that by comparison to their baseline bars all of the project’s critical activities are now behind
schedule.
Controlling the Project

After rescheduling a project, analyze schedule dates, resource allocation, and the cost budget. At this point,
you must repeat the procedures covered in the Optimizing the Project Plan lesson in order to determine how
to bring the project back under control.
Analyze Schedule Dates: Analyze schedule to determine if milestone dates and project dates are being met.
• Compare the calculated Finish date to the Must Finish By date to see if you will complete the
project on time.
• If the project is behind schedule, analyze critical activities. e
a b l
Completed activities – If the activity finished late, determine and document the reason.
s fer
t r an
In-progress activities – If the activity is forecast to finish late, determine and document the
-
no reason, and recommend a solution for getting the activity back on track.
n
a
s has not, determine and
Not-started activities – If the activity was supposed to start
) habut ฺ back on track. The not-
document the reason, and recommend a solution for getting
c o mthe activity
i d e
started activities may be delayed for one of two a lฺ
ireasons: G u
either the work scheduled was not
l emcompleted
e t
naccording to the project plan.
g
preformed or the predecessor activity was
oo Stu not d
@
• Adjust the project to meet your project
g
Finish s
idate.
5 t h
c e 69 use
Analyze Resource Allocation:
p r in e tadjusting
After o the schedule, determine if resources are being used
effectively.
e (e ens
r i n c l ic
Analyze thePCost Budget: After adjusting the schedule and resource allocation, view At Completion Total
d
ardetermine
d w
Cost to if you are within budget.
E
Compressing the Schedule
If the calculated Finish date is later than the Must Finish By date, you can use several methods to shorten the
project. Be sure to export and save the project plan before making major schedule changes.
• Use relationships to overlap activities.

• Add resources to reduce durations.
• Break down long activities.
• Change calendar assignments:
Put critical activities on a longer workweek.
Add exceptions to non-worktime.
You can use the following questions to help you determine the most appropriate way to adjust the schedule:
Can the Finish date of the project slip?

• The project may need to be delayed if no other options are available.
• If the delay is approved, adjust the affected milestones.

• If the delay is not approved, find another way to meet the project milestones and Finish date of the
project.
Can the scope of the activity/project decrease?

b le
• a
In some cases, in order to meet the project milestones and finish date, you can decrease the total
fer
amount of work that will be accomplished, i.e., decrease the scope of the project.
ans
n - t r
• If the scope change is approved, decrease the scope by reducing the total hours worked on
a
activities. This will change the duration of the activities.
no
) h as
• If the scope change is not approved, explore other ways to
o ฺ
mmeetidtheeproject milestones and Finish
date of the project. c
ilฺ t Gu
a
g l em den
oo Stu
Were the budgeted hours over- or under-estimated?
g
• You may have overestimated 5 @
the t
number h ishours needed to complete activities; perhaps the scope
of
c e 69 in ufewer
of work can be accomplished se hours.
p r in e to
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• You can decrease
e nstotal hours worked on activities, which decreases the duration of the
rin c
activities. li c
P
ardan additional resource be assigned?
Can
w
E d
• You can assign another resource to the activity to finish it on time.
• This may be possible if another resource with the necessary skills is available.
• If a resource is available, you can assign it to make up the hours.
Can the resource work overtime?

• The resource may need to work overtime to complete an activity on time.
• If this is possible, you can decrease the duration of the activity, then enter the original remaining
hours.
• The hours the resource works each day will increase.
Lesson Review
Key Concepts
• Once a project has started, use one of the following options to update the schedule and resource
usage at regular intervals:
Manually enter actual dates, resource, and cost information.
Approve and apply timesheets.
Auto compute actuals.
• b
When updating a project, actuals are recorded relative to the data date. The data date is the date up l e
fer a
a n s to which actual performance data is reported and from which future work is scheduled.
• To update the status of completed activities, update Actual Start and Actual Finish n r
-t dates, Actual
n o
Regular Units/Costs, and Actual Costs for expenses. a
• To update the status of activities in progress, update Actual Start ) as Percent Complete and/or
hdate,
Remaining Duration, Actual Regular Units/Costs andlฺc Remaining
eฺ
om uidUnits/Costs, and Actual and
a i tG
Remaining Costs for expenses.
g l em den
• After actuals are entered, reschedule the g o based
oproject S tuon the new data date. Activities that did not
5
finish on time will affect successor@ t hi
activities.
s
9
e6 schedule e
n c
• After rescheduling, ianalyze t o us dates, resource allocation, and the cost budget. If the
r
p later
(
calculated Finish
e edate is n
e sethan the Must Finish By date, try to shorten the project.
r i nc lic
Review
r d P
Questions
d wa
E 1. Arrange the following in the recommended order for updating an activity in progress.
a. Actual Regular Units and Remaining Units
b. Actual Start date
c. Percent Complete/Remaining Duration
d. Actual/Remaining Costs for expenses
Step 1: _____
Step 2: _____
Step 3: _____
Step 4: _____
2. True or False: The data date is scheduled at the end of the day.
Workshop: Executing the Project Plan

Background
The Office Building Addition project has been updated through 08-Feb-10. It is now 22-Feb-10. Seven
activities were worked on within the current status updating period (08-Feb-10 to 22-Feb-10).
Objectives
1. Open a layout, Status Workshop.
b le
2. In the Gantt Chart, drag the data line to what will be the new data date, 22-Feb-10.
fer a
ans
3. t r
Use the Status and Resource tabs in Activity Details to update the activities in the table below.
n -
Enter the data in bold text. a no
Verify the data in normal text. ) has ฺ
l ฺ c om uide
m ai nt G Actual
Percent og l e e
Activity
ID
Actual
Start
Actual
Finish g
Complete o Remaining
S
Duration
tud Resource Regular
Units
Remaining
Units
5 @ h i s
e 6 9 se t 0d Ed Wood 104h 0h
BA2010 c
22-Jan-10 12-Feb-10
n o u
100
( e pri se t 0d Excavator 104h 0h

ce ice n 0d Excavator 80h 0h
BA2020 rin27-Jan-10 l18-Feb-10 100
r d P 0d R. Rosannadanna 80h 0h
w a
Ed BA1040 08-Feb-10 19-Feb-10 100 0d Wendy Resner 80h 0h
0d John Dawkins 80h 0h
BA5010 08-Feb-10 19-Feb-10 100
0d Waylan Smithers 80h 0h
BA6050 08-Feb-10 19-Feb-10 100 0d Paul Kim 80h 0h
BA2030 19-Feb-10 20 4d Plumber 8h 32h
BA2040 19-Feb-10 20 4d Electrician 4h 16h
4. Use the Expenses tab to update the status of the activity in the table below.
Expense
Activity ID Expense Item Category Actual Cost Remaining Cost
BA1040 Planning Consultant Consulting $5,500 $0.00
5. Reschedule the project with a new data date, 22-Feb-10.

Questions
1. Based on a comparison of the current activity bars to the baseline bars in the Gantt Chart, list the
activities (including milestones) in the Design/Engineering WBS that finish on schedule.
_______________________________________________________________________________
2. Based on the Gantt Chart, how many Office Building Addition activities have been completed?
_______________________________________________________________________________
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Workshop Results
Table and Gantt Chart
after completing the
workshop.
Bars to the left of the data

date line represent work
already completed. Bars to
the right represent work
yet to be done.
The Gantt Chart shows

b
current activity bars andl e
baseline bars.
fer a
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Answers
1. Three activities in the Design /Engineering WBS finish on schedule: BA1010, BA1030, and
BA1000 (milestone).
2. Twelve activities in the Office Building Addition project have been completed. The bars for the
activities are all blue and are all completely to the left of the data date line in the Gantt Chart:
BA1010
BA1020
BA1030
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BA1040
ans
n - t r
BA2010 n o
a
BA2020 ) has ฺ
c o m ide
BA5000 a l ฺ
i t Gu
g l em den
BA5010
g oo Stu
5 @ t h is
BA6040
c e 69 use
BA6050 p r in e to
e (e ens
r
BA1000i c
n(milestone)lic
r d P
w a BA2000 (milestone)
Ed
Reporting Performance b le
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5 @ thi s
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r c
p
(e ens
c e licLesson 18 – Reporting Performance
P rin
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Ed Lecture Time
(minutes)
Demo Time
(minutes)
Practice Time
(minutes)
Interactive Time
(minutes)
Lesson Total
(minutes)
5 10 25 5 45
396 Lesson 18 – Reporting Performance
Objectives

• Describe reporting methods.
• Run a schedule report.
• Create a resource report with the Report wizard.
• Create a time distributed report. b le
fer a
• Create a report using the current layout. s
- t r an
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Prin
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Methods for Reporting Performance

• Reports from layouts

• Reports from Report wizard
• Reports from Report editor
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Notes
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Overview: Using the Report Wizard
Most of the procedures relating to reports are performed in the Reports window. This is where you create,
edit, run, and store reports. Click Reports in the Directory bar to access the Reports window.
p
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Ed n The Reports window displays the reports available for a specific open project or for all projects.
Use Report Details to name reports, assign them to report groups, and specify their scope
o (whether they are global or project specific).
Click Add in the Command bar to launch the Report wizard. Use other Command bar options to
p organize, edit, and run reports.
The Report wizard provides tools for creating new reports from scratch or by using an existing
q layout as a template. It also enables you to modify existing reports.
Click the Display Options bar to sort and filter reports and to define fonts/colors in the Reports
r list.
Practice: Using the Report Wizard

• Run an existing report.

• Create a report using the Report wizard.
• Assign a report to a report group.
• Create a time distributed report.
• Create a report using the current activity layout.
b le
fer a
Running an Existing Report s
- t r an
You can report schedule performance using a pre-defined schedule report.
no n
a
The icon designates that a report was created via the Report wizard.
) has ฺ
l ฺ c om uide Figure 18-1:In the
m ai nt G Command bar, click Run
l e
g tud e Report.
o o
g is S
9 5 @ th
6
ce to us e
p r i n
e ( e
e n se
r i nc lic
a rd P
w
Ed
Run an existing report.

2. In the Directory bar, click Reports.

3. Locate a Report Group title band, Schedule.
4. Select a report, SR-18 Schedule Report – Sorted by Activity ID.
5. In the Command bar, click Run Report.

Run Report Dialog Box

Use the Run Report dialog box to compile and print the selected report.
• Print Preview – Preview the report before printing it.

• Directly to Printer – Compile and print the report. l e
a b
• HTML File – Compile and save the report as an HTML file.
n fer
s
• ASCII Text File – Compile and save the report as a delimited text file (.txt). -t r a
Field Delimiter – Select the character used to separate categories a of n
on
information that you save
in delimited text format (i.e., comma, tab, space).
) has ฺ
Text Qualifier – Select the character used tolฺseparate c om categories
u ide of data that you save in
i
l e ma the
delimited text format (.txt) if the data contains n t Gdelimiter you specify, such as quote
field
marks ("). o o g tude
@ g is S
• Output file – If you choose
6 9 5 HTML
e th or ASCII Text File, click to specify the file name and
File
location where you want
i n ce to save
t o uthes report.
e r
p done –seMark this checkbox to automatically open the report in your default Web
(
• View file when
efor an lHTML enfile or your default text viewer for an ASCII text file.
ri n
browserc i c
rd P
w a• Notes – Use to add a comment to the report. Comment appears directly under the report title.
Ed
Figure 18-2:Select Print

Preview to view the report
before printing it.
b le
fer a
ans
n - t r
n o
a
View options in the Run Report dialog box.
) has ฺ
l ฺ om uide
1. In the Run Report dialog box, verify that Print Preview iscselected.
m ai nt G
2. Click OK.
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Print Preview
Print Preview allows you to modify the report layout before printing.
Figure 18-3:Icons in Print

Preview are explained in

table below.
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P rin Iconlic Functionality
a r d Page Setup: Define report’s header/footer, margins, and orientation.
E dw Print Setup: Select default printer, print size.
Print the selected report.
Publish the report in HTML format.
Navigate in report: Previous/next page, left, right, up, down.
Zoom in and out.
Open Help.
Close Print Preview.

Printing Reports
Printing reports is an effective way to communicate project information with resources and other project
managers.
The report below displays the Original Duration, Remaining Duration, Percent Complete, Activity Name,
Early Start, Early Finish, Late Start, Late Finish and Total Float of all the activities in the project.
Figure 18-4:Click to zoom

in/out when viewing
reports.
b le
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P rin
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E
1. Click repeatedly to zoom in on the report.
2. Click to close Print Preview.

Report Wizard
The Report wizard enables you to easily create a wide variety of reports. The reports can be modified as
they are built, or they can be reopened and modified later. If you want to modify a report but think that you
might want to reuse the original report sometime in the future, make a copy of it first.
To create a report using the wizard:
• Select a base table and pertinent data fields.

• Organize the data via grouping, sorting, and filtering options.
Create or Modify Report b le

fer a
ans
t r
You will now use the wizard to create a report that shows the resource assignments on the project and their
n -
related notebook topics.
a no
Figure ) has ฺ to
18-5:Choose
l ฺ c omaannew
create
u i e
report,
d
a i modify
t G existing wizard
g l em descreen.n
report, or use the current
g oo Stu
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Create a report using the Report wizard.

2. In the Report wizard, verify that New Report is selected.
3. Click Next.
Figure 18-6:Select
Resources as the primary
subject area.
b le
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4. Select a subject area, Resources.
l ฺ c om uide
5. Click Next. m ai nt G
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g o S tu
5 @ thi s Figure 18-7: Select an
e 9
6 us e additional subject area,
r c
in e to Activity Notebook.
p
(e ens
n c e lic
P r i
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E dw
6. In the Available Subject Areas window, select an additional subject area, Activity Notebook (in the
Activities grouping).
7. Click .
8. Click Next.
Configure Selected Subject Areas

Select the columns you would like to use in the report.
Figure 18-8:Click
Columns to access the

columns available for use
in the report.
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Specify columns for selected subject area.

1. In the Selected Subject Areas window, select Resources.
2. Click Columns.
3. In the Columns dialog box, use to remove all data items from the Selected Options window
except for Resource ID and Resource Name.
4. Click OK.
Adding a Filter to the Report
Select the filter you would like to use in the report.
Figure 18-9:Click Filter,

and then specify

additional filter criteria.
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E Specify a filter for the report.
1. In the Report wizard, click Filter.
2. In the Filter dialog box, click Add to add another line to the filter.
3. Double-click on Any of the following and select All of the following.
4. In the bottom row, double-click in the Parameter field and select Assigned to Current Project.
5. In the Is field, verify equals.
6. Double-click in the Value field and select Yes.
7. Click OK.
8. In the Report wizard, click Next.

Adding a Report Title
Figure 18-10:Type a
report title.
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ans
n - t r
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) has ฺ
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Type a report title. m ai nt G
o g le de
o Resource
1. Type a descriptive report title <Bldg-18:
g S tuActivity Assignments with Notebooks>.
5 @ thi s
2. Click Next. e 9
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Generating the Report
Figure 18-11:Click Run

Report, and then verify
that Print Preview is

selected.
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Run the report.
1. In the Report wizard, click Run Report.
2. In the Run Report dialog box, verify that Print Preview is selected.
3. Click OK.
Print Preview
You can preview the report before printing. To print, click .
Figure 18-12:The report is

displayed in Print
Preview.
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View the report.

1. Click to zoom in on the report.
2. Click to close the report.

Saving a Report
After reviewing your report, you can save it and assign it to a specific report group.
Figure 18-13:Click to save

the report.
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rdthePreport.
Save
d wa
E 1. In the Report wizard, click Next.
2. Click Save Report.
3. When prompted, click OK.
4. Click Finish.
Assigning a Report to a Report Group

To make locating a report easier, you can assign it to a report group. A report can be assigned to only one
report group. The new report you just created is a resource report, so you will assign it to the Resource-
Loading report group.
Figure 18-14:Assign the

report to a group so it can
be categorized and located
more easily.
b l e
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Ed Assign a report to a report group.
1. In the Reports List, select the new report, Bldg-18: Resource Activity Assignments with Notebooks.
2. In the Report Group field in Report Details (bottom of screen), click .
3. In the Select Report Group dialog box, select Resource, Loading, and then click .
4. In the File menu, click Refresh Data (or press F5 on your keyboard).
5. In the Report Table, locate the newly created report in the report group, Resource, Loading, and
ensure that it is still selected.
6. In the Report Scope drop-down list in Report Details, click Current Project.
Creating a Time Distributed Report

A time distributed report enables you to create reports that display data in a timescale. You can choose to
display data for the entire project or for a time segment within it.
In the following example, your organization requires that you report project-related expenses on a quarterly
basis. Below you will create a report that lists expense costs – actual, budgeted, and remaining – in the Bldg-
20 project for the first quarter of 2010.

Time Distributed Data
checkbox, and then select
b le
a subject area.
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Use the Report c e
n wizardlitoc create a time distributed report.
r i
dP
1.ar In the Command bar, click Add.
w
Ed 2. Verify that the option, New Report, is selected.
3. Click Next.
4. In the Report wizard Select Subject Area dialog box, mark a checkbox, Time Distributed Data.
5. Select a subject area, Project Expenses.
6. Click Next.
Next, select the columns for the report.
Figure 18-16:Expense Item

and Activity ID are
selected.
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Ed Select columns for a report.
1. In the Report wizard Configure Selected Subject Areas dialog box, click Columns.
2. In the Columns dialog box, use to remove all data items from the Selected Options window
except for Expense Item.
3. In the Available Options window, select Activity ID and the use to move it to the Selected
Options window.
4. Click OK.
Next, select parameters for grouping and sorting in the report.

Show Grand Totals
checkbox in the Group

and Sort dialog box. Then
click Sort and use the Sort
dialog box to specify
sorting by Activity ID.
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dwSet grouping and sorting parameters.
E
1. In the Report wizard, click Group and Sort.
2. In the Group and Sort dialog box, mark a checkbox, Show Grand Totals, to include a grand total
row in the report.
3. In the Group By column, confirm Total.
4. Click Sort.
5. In the Sort dialog box Field Name drop-down list, select Activity ID.
6. Click OK twice to exit each of the dialog boxes.

The Timescale dialog box enables you to specify the date range for your time distributed report. Select a
Timescale Start, Date Interval, and Timescale Finish. You can customize the Timescale fields by adding a +
or a -. For example, PS + 1M equals Project Start plus one month.
The Duration option is used to specify a Finish date for the report. For example, if the Duration is 2 and the
Date Interval is Weeks, the report will include information for a two-week period following the specified
start date.
Figure 18-18:Set the

Timescale Start and
Timescale Finish.
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Set the timescale for a report.

1. In the Report wizard, click Timescale.
2. In the Timescale dialog box Timescale Start field, click .
3. Click Custom Date and then select 01-Jan-10.
4. In the Timescale Finish field, click .
5. Click Custom Date and then select 31-Mar-10.
6. Click OK.
Next, select time interval fields.
Figure 18-19:Data items in

the Selected Options
window.
b le
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ans
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Select time interval fields. a no
) h as
1. In the Report wizard, click Time Interval Fields.
c o m ideฺ
2. In the Available Options section, click to expand,a ilฺ Interval
Time t G uand General.
g l em den
3. Use oo and S
to move Actual Cost, BudgetedgCost, tu Cost to the Selected Options section.
Remaining
5 @ thi s
4. Click OK. e 9
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r c
in e to
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n c e l i c Figure 18-20:Mark the
P r i Show Total checkbox.
w ard
E d
5. In the Report wizard, mark a checkbox, Show Total.
6. Click Next.
Finally, you will title the report and view it.
Figure 18-21:The report,

displayed in Print
Preview, lists expense
costs in the first quarter of

2010.
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( p
Type a title andeview
se
e e n
i ncReport wizard,
1. Inrthe lic type a title <Bldg-18: First Quarter Expenses>.
r d P
a
E dw 2. Click Next.
3. Click Run Report.
4. In the Run Report dialog box, verify that Print Preview is selected, and then click OK.
5. After viewing the report, click to close Print Preview.
7. Click Save Report.
8. When prompted, click OK.
9. Click Finish.
Creating a Report Using the Current Layout

The Report wizard can also be used to create reports based on a currently displayed layout. Reports can be
modified as they are built through the wizard.

name is indicated in the
Layout Options bar.
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fer a
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rd Pa report using the current layout as a template.
Create
d w1.a
E In the Directory bar, click Activities.
3. Select a layout, Budgeted and Actual Costs, and then click Open.
Figure 18-23:Select Use

Current Screen in the
Report wizard.
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ans
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Run the Report wizard from the Activities window.
l ฺ c om uide
1. In the Tools menu, click Report Wizard. em
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o g l de
o
g dialog
2. In the wizard Create or Modify Report
t u
S select Use Current Screen.
box,
5 @ h i s
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3. Click Next to advance
r i n c totheu next four screens, reviewing the data selected for each screen.
through
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Figure 18-24:Type a title

for the report.
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1. In the wizard Report Title dialog box, type a title m ai and
<Budget n t G
Actual Costs by WBS>.
g l e d e
2. Click Next. g oo Stu
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3. Click Run Report. c e 69 use
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Figure 18-25:The report is

based on the current
layout.
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View and save a report. 695
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1. In the Run Reportindialogebox,toverify that Print Preview is selected.
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i
2. Click
r c
n OK. lic
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a
E dw 3. After viewing the report, click to close Print Preview.
4. In the wizard, click Next.
5. Click Save Report, and then click OK.
6. Click Finish.
Lesson Review
Key Concepts
• The Reports window displays reports for schedule, resource, and cost.
• You can report schedule performance by choosing one of the pre-defined schedule reports listed in
the Reports window.
• The Report wizard enables you to easily create a wide variety of reports. The reports can be
modified as they are built, or they can be reopened and modified later. To create a wizard report:
Select a base table and pertinent data fields. b le
fer a
a n s Organize the data via grouping, sorting, and filtering options.
r
-t displayed.
• The Report wizard can also be used to create reports based on the layout that is currently
n
n o
a
Review Questions
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m ai nt G
1. True or False: Reports can be assigned to multiple report groups.
2. Which of the following can be modified ino g

the e wizard?
lReport de
o
g is S t u
a. Data items @
6 9 5 e th
b. Grouping
r i n ce to us
c. Filters
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d. Allnofcthe above e n
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Project Web Site b le

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p
(e ens
c e lic Lesson 19 – Project Web Site
P rin
a r d
w
Ed Lecture Time
(minutes)
Demo Time
(minutes)
Practice Time
(minutes)
Interactive Time
(minutes)
Lesson Total
(minutes)
5 5 20 5 35
426 Lesson 19 – Project Web Site
Objectives

• Create and launch a project Web site.
• Customize the appearance of a project Web site.
• Publish activity layouts as HTML pages.
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Benefits of a Project Web Site

• An efficient way to communicate

project information.
• Enables stakeholders to browse a
project at a high level and quickly
view more detailed information
Project
le
about specific activities, resources,
and costs.
Info s fer a b
- t r an
– Individual users can find the
non
specific information they need on a
their own. a s
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– Project managers can control theco
information available and the a ilฺ t Guid
level
m
of detail.
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Overview: Creating a Project Web Site
Most of the procedures required for creating and publishing a project Web site are performed in the Publish
Project Web Site dialog box, which can be accessed via the Tools menu.
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m ai nt G
o g le de p
o
g is S t u
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ce to us e
q
p r i n
e (e ense
r i nc lic
r d P Select a project in the Project Table on which to base the project Web site. (The project must be
dw n open in order to publish a project Web site.)
a
E
o Specify a URL for the project Web site in the General tab in Project Details.
In the Tools menu, click Publish, Project Web Site to access the Publish Project Web Site dialog
p box. Use the Publish Project Web Site dialog box to specify the contents and to customize the
look and feel of the project Web site.
Click Launch in the General tab in Project Details to launch the project Web site after it has been
q published.
Practice: Creating a Project Web Site

• Create a project Web site.

• Customize the visual scheme of the Web site.
• Specify the contents of the Web site.
• View and navigate the Web site.
• Publish an activity layout that is not linked to the project Web site.
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P6 Project Web Site Capabilities s
- t r an
no
The project Web site feature enables you to use a project plan as a template for publishing a project Web n
a
has ฺ
site on the Internet or on a private intranet. Using a Web browser, project team members and other
)
interested parties can then view project information and navigate via hypertext links from page to page,
l ฺ c om uide
m ai nt Gfrom document to document, or even from project to project.
Web site users can browse a project plan at a high o g leand quickly
level de view more detailed information about
o t u
S costs, etc. Users can navigate the Web site
g resources,
@
specific activities, work products and documents,
5 h i s
t documents outline, activity codes and values, risks,
using the project’s WBS, resource e 6 9 reference
hierarchy, s e
and issues. p r inc e to u
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Web site capabilities
r lic to:
n allow you
P
•ard Customize the Web page design.
w
Ed • Create a Web site that contains one or multiple projects.
The project(s) must be opened when publishing.
• Control the level of detail published (for example, limiting activity information and personal
information about resources).
• Control the information included on the Web site:
Activity layouts
Tracking layouts
Project reports
Global data dictionaries
• Test a project Web site locally prior to publishing publicly.
Creating a Project Web Site

In the General tab in the Projects window, create a link to the location of the project Web site.
Figure 19-1:Type the

project Web site URL in

the General tab in Project
Details.
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Create ianlink ic Web site.
alproject
P r
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a Open a project, Bldg-19.
1.
E dw
4. In Project Details, click the General tab.
5. In the Project Web Site URL field, type <C:\Bldg\index.htm>.

Use the General tab to set up the information displayed on the Web site:
• Web Site Name, Web Site Description, and Last Publish Date are displayed on the Web site splash
screen.
• Path entered in the Publish Directory field determines the location of the Web site files.
• Scheme determines the fonts, colors, icons, and splash screen that will be used for the Web site.
Figure 19-2:Type a name

for the Web site.
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Configure settings for ariproject to site.
p
(e enPublish,e
s Project Web Site.
c
1. In the Tools emenu, click
li c
P rin
2.ard
In the Publish Project Web Site dialog box, click the General tab.
w
Ed 3. In the Web Site Name field, type <Office Building Addition>.
4. In the Web Site Description field, type <Information contained in this Web site is confidential.
Unauthorized distribution of its contents is prohibited.>.
5. In the Publish Directory field, type a file location <C:\Bldg>.
6. Verify that the Automatically launch web site preview after publishing checkbox is marked.
Customizing the Project Web Site

You can use the default scheme or create your own scheme by adding graphics, fonts, and colors.
Customizable features include background/foreground colors, icons/logos, and text types/fonts.
Use the Main Form tab to customize features on the main form of the Web site.
Figure 19-3:After
changing the scheme, click
Save As and type a name
for the new scheme.
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P rin
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Ed Change the scheme, or overall appearance, of the Web site.
1. In the General tab, click Edit Scheme.
2. In the Web Site Display Properties dialog box, verify that the Main Form tab is selected.
3. In the Item drop-down list, select Toolbar Background.
4. Click in the Color field and select a color, light green, and then click OK.
5. Click .
6. In the Save Scheme As dialog box, type <Building Addition Setup>.
7. Click OK.
Splash Tab
Use the Splash tab to customize features on the splash screen.
Figure 19-4:A logo is

added to the splash screen.
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fer a
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Set the background and logo e 9 sescreen.
6 the splash
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1. In the Web Site(eDisplay n s
Properties dialog box, click the Splash tab.
c e li c e
P
2. In the
in drop-down
rItem list, select Splash Screen Background.
r d
d w3.a Click in the Color field and select a color, gray, and then click OK.
E
4. In the Item drop-down list, select Splash Screen Logo.
5. In the Location field, click and browse to C:\Training Docs.
6. Select a graphic file, Corporate Logo.gif.
7. Click Open.
8. In the Web Site Display Properties dialog box, click OK.

Topics Tab
Use the Topics tab to specify the types of detailed data that are published on the Web site. If all checkboxes
are cleared, only WBS data is published. For a brief description of the different data types, position your
mouse over a checkbox and then view the description in the bottom portion of the dialog box.
Figure 19-5:Clear the

checkboxes to prevent the
associated information
from appearing on the
Web site.
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Select data topics to include on the Webosite. o gle tude
@ g is S
1. In the Publish Project Web
6 9 5 e
Site dialog th click the Topics tab.
box,
r i n ce to us
( e p Issues
2. Clear checkboxes, s eand Risks.
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i n
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a
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Graphics Tab
Use the Graphics tab to select existing activity or tracking layouts to publish to the project’s Web site.
• Select activity layouts in the Activities window and tracking layouts in the Tracking window.
assign selected activity
layouts to the project Web
site.
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Add activity layouts to the project Web site.

1. Click the Graphics tab.
2. In the Activity Layouts section, click .
3. In the Select Activity Layouts dialog box, select a layout, Activity Network.
4. Use ctrl+click to select another layout, Assigning Resources and Costs.
5. Click to assign the two selected layouts to the Web site.

Reports Tab
The Reports tab is used to select existing reports to publish to the project Web site.
If you do not want to display reports in a particular Web site, clear the Include in project web site checkbox.
assign the selected report
to the project Web site.
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Specify the reports to be included in the Web site.

1. Click the Reports tab.
2. Click to select reports to include on the Web site.
3. In the Select Reports dialog box, select a report, AD-01 Activity Status Report.
4. Click to assign the report to the Web site.

Publishing the Web Site

A project Web site cannot be published in a subdirectory beneath the directory that contains P6. Nor can it
be published in a directory that contains files other than Project Web site files.
• If the directory intended to contain the project Web site (the publish directory) already contains
Web site files, those files will be deleted and replaced with the new files.
• If the publish directory does not exist, it will be created.
Publishing the Web site may take a minute or two. Once published, the data contained in the site is static.
To update the data, you must publish the Web site again. e
a b l
The Web site can be launched in two ways:
n s fer
r a
t publishing
-after
• Automatically in the default browser if the Automatically launch web site preview
n o n
checkbox is marked. a
• Manually from the General tab in the Projects window. ) has ฺ
l ฺ c om uide
m ai nt G Figure 19-8:After clicking
g l e de Publish, you may be
g oo Stu prompted to create a new

directory.
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p r inc e to u
e (e ens
r i n c lic
r d P
a
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Publish the project Web site.

1. In the Publish Project Web Site dialog box, click Publish.
2. If prompted to create the publish directory, click Yes.
3. Once the Web site is published, click OK.

Navigating the Project Web Site

Each Web site page is organized into three sections:
• Toolbar – The toolbar at the top of the Web page provides quick access to the main sections of the
Web site.
Some sections employ a subtoolbar to help navigate the data accessed by the main toolbar
selection.
• Left panel – Displays data elements relevant to the toolbar selection. Select the data elements to
view.
• Right pane – Navigate through the detailed data associated with the element selected in the leftb le
fer a
pane.
ans
n - t r
o
nFigure
s a 19-9:The three
a
) h eฺ page.
sections of each Web site
m
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l e ma ent G
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rin c lic
r d P
wa
Ed
Navigate the project Web site.
1. In the splash screen, click Click to Enter.
2. In the Web site Toolbar, click WBS.
3. In the left panel, click + to expand a WBS element, Office Building Addition – Project Web Site.
4. Click to expand a grouping, Mechanical/Electrical Systems.
5. Select Elevator.
6. In the Sub Toolbar, select a subject area, Activities.

The icons in the Toolbar allow you to view global data dictionaries as well as the activity/tracking layouts
and reports you selected to publish.

Network is an activity
view available on the Web
site.
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fer a
ans
n - t r
no
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) has ฺ
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7. In the Toolbar, click Graphics.
e 9
6 use
r c
inan Activity
to View, Activity Network.
p
8. In the left panel, select
(e ens e
c e lic navigating the Web site, close your browser.
n are finished
i
9. Whenryou
P
a r d
E dw10. Click Close to exit the Publish Project Web Site dialog box.
Publishing Activity Layouts

You can also publish activity layouts as HTML files that are separate from any project Web site you have
previously created. The layouts represent a static picture of the associated project.
• The timescale begins on the date specified by the selected layout.

• The columns displayed are likewise determined by the selected layout.
Figure 19-11:Select an
activity layout to publish.
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Publish an activity layout.
1. In the P6 Tools menu, click Publish, Activity Layouts.
2. In the Select Activity Layouts to Publish dialog box, select a layout, Classic WBS Layout, and then
click .
3. In the Look in field in the Publish to HTML File dialog box, specify a location for the HTML file,
C:\Training Docs.
4. In the File Name field, type <Classic WBS Layout>.
5. Verify the file type, HTML files (*.htm).
6. Click Open.
Figure 19-12:In your

browser, click the
hyperlink to launch the
layout.
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View the published(eactivityn s
layout.
c e li c e
1. WhenP in HTML file
rthe opens, click the hyperlink, Classic WBS Layout.
r d
d w2.a When you are finished viewing the layout, close your browser.
E
Lesson Review
Key Concepts
• The project Web site feature can be used to publish a project plan as a Web site on the Internet or
on a company intranet. The Web site can include activity layouts, tracking layouts, project reports,
and global data dictionaries.
• You can use the default scheme or create your own scheme by adding graphics, fonts, and colors.
• You can also save activity layouts as HTML files that are not linked to any project Web site. A
layout of this type represents a static picture of the project.
b le
fer a
Review Questions ans
n - t r
1. n o
True or False: A project plan can be published as a Web site on the Internet or an intranet.
s a
)
2. True or False: To publish a Project Web Site, the project musthbeaopen.
c o m ideฺ
3. Which of the following can be customized in the a ilฺ Web
project
t G u
site?
a. Scheme g l em den
g oo Stu
b. Topics
5 @ t h is
c. Splash Screen
c e 69 use
d. All of the p r in e to
above
e (e ens
r
4. Truei c ic cannot be posted to the Project Web Site.
nor False:lReports
a rd P
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Notes
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Prin
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Claim Digger b le
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ans
n - t r
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l ฺ c om uide
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g o S tu
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c e lic Appendix A – Claim Digger
P rin
a r d
w
Ed Lecture Time
(minutes)
Demo Time
(minutes)
Practice Time
(minutes)
Interactive Time
(minutes)
Lesson Total
(minutes)
5 5 15 5 30
446 Appendix A – Claim Digger
Objectives

• Describe how Claim Digger compares project plans.
• Create a comparison report in Claim Digger.
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Appendix A – Claim Digger 447
Claim Digger
Claim Digger is a utility that compares two project plans – a

revised plan and a base plan – and creates a report on the
differences between the plans:
• Items added
• Items deleted le
a b
• Changed values
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Overview: Claim Digger
Claim Digger is a program for comparing two project plans – a revised plan and a corresponding base plan –
and determining the differences between the two plans. It is valuable for project managers, general
contractors, and construction managers who need to track changes on large, complex, fast-moving projects.
Access Claim Digger through the Tools menu in P6 Project Management.
p
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d wa
E n Use the Claim Digger dialog box to specify a revised project plan and its corresponding base
project plan to compare.
o Click Advanced to select comparison options before comparing the two project plans.
p Click Compare to run Claim Digger.

Practice: Claim Digger

• Launch Claim Digger.

• Select a revised project plan and a base project plan to compare.
• Review comparison options.
• Generate and review a Claim Digger report.
Claim Digger Overview b le

fer a
Claim Digger is a utility that compares two project plans – a revised project and a corresponding base ans
project – and creates a report on the differences between the two plans, including: n - t r
a no
• Items added
) has ฺ
• Items deleted
l ฺ c om uide
• Changed values m ai nt G
o g le de
Claim Digger is a separate application outside g ofoP6. A link
S ttou the P6 database must be established during
5 @ thi s
installation of Claim Digger.
e 9
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Key Claim Digger functionality:r c
in e to
e p s
• Reportsincan c ebe(created
li c e nHTML,
in CSV, or text format.
P r
• rd Select the revised project and base project to be used for comparison.
d w•a Comparison options can be turned on/off based on your needs.
E
Configuring Projects and Output Options

After Claim Digger is launched, the main application window appears. Several configuration and output
decisions are required:
• Specify the projects to be used as the revised project and the base project.
• Select a report format:
HTML file
CSV file
ASCII text file
b le
• Specify the output file destination.
fer a
• ans
Specify report launch setting (automatic launch after creation).
n - t r
a no
) has ฺ Figure A-1:Specify a
revised project and an
l ฺ c om uide original project or

i
ma ent G
baseline.
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p r in e to
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rin c lic
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wa
Ed
Launch Claim Digger and select the revised and original projects.
2. When prompted, click Yes.
3. In the Tools menu, click Claim Digger.
4. In the first row of the Select revised project column, click to select the revised project.
5. Expand Construction Projects, State of Pennsylvania and City of Pittsburgh.
6. Select Bldg – CDA, and then click OK.

7. In the first row of the Select original project or baseline column, click to select the original
project or baseline.
8. Expand Construction Projects, State of Pennsylvania and City of Pittsburgh.

9. Select Bldg – CDB, and then click OK.
10. In the Send Report To field, verify that HTML File is selected.
11. In the Output File field, click and browse to C:\Training Docs.
12. Type a file name, <Bldg - Update1>, and then click Save.
b le
13. Mark a checkbox, View file when done. fer a
ans
n - t r
no
Choosing Comparison Options
a
has window.
Comparison options can be selected by clicking Advanced in the main application
)
c o m ideฺ
a ilฺ numerous
Figure u Digger
A-2:Claim
t G
g l em comparison
offers
d e n options.
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View the comparison options.

1. Click Advanced.
2. After viewing the advanced options, click Cancel.
You will now run the report.
3. Click Compare, and then click OK.

Reviewing the Report

If the View the file when done option is selected, the report is displayed after it is created.
Each section of the report details:

• Added/deleted values.
• Old values/new values for values that have been changed.
Figure A-3:A sample

Claim Digger report.
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P rin
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arReview
w
Ed 1. Review the output report.
2. In the File menu, click Close.
3. Close the Primavera Claim Digger dialog box.

Lesson Review
Key Concepts
• Claim Digger is a utility that compares two versions of a project and creates a report on the
differences.
• Customize Claim Digger to compare the data items you select in the Advanced Project Comparison
Options.
Review Questions e
a b l
1. True or False: Claim Digger is a separate application outside of P6.
s fer
- t r an
2. Which menu do you use to launch Claim Digger?
no n
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3. True or False: Claim Digger creates
5 @ a report
t s
hi on the differences between project plans, but does
9
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not include data that has been deleted. e
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Creating Output b le
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P rin
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Ed Lecture Time
(minutes)
Demo Time
(minutes)
Practice Time
(minutes)
Interactive Time
(minutes)
Lesson Total
(minutes)
5 10 20 5 40
456 Appendix B – Creating Output
Objectives

• Customize the appearance of headers and footers.
• Insert and format the curtain and text attachment tools.
• Format the appearance of the data date.
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Output Controls
P6 Project Management offers functionality to enhance

onscreen display and printed material:
• Formatting layouts for print

– Headers, footers
– Graphics
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– Curtain tool ans
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– Text tool n o
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– Customized data date line
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Notes
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Overview: Creating Output
P6 Project Management provides a range of capabilities and controls for creating and customizing printed
output based on project layouts. Many of these capabilities and controls can be accessed through the File
and View menus in the Activities window.
• In the File menu, click Print Preview to access printing format controls and to preview results of
formatting options.
• In the View menu, click Attachments to format curtain and text attachments and insert them into
layouts. Click Bar Chart Options to access controls for formatting the Gantt Chart.
b le
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n Use the Page Setup dialog box to specify formatting of layouts for printed output.
Use the Bar Chart Options dialog box to customize Gantt Chart features for display onscreen and
o in printed documents.
Practice: Creating Output

• Format a header and footers for printing a P6 layout and view them using Print Preview.
• View Print Setup controls.
• Format and apply a curtain attachment to the Gantt Chart in a layout.
• Format and insert a text attachment to the Gantt Chart.
• Format the data date in the Gantt Chart.
b le
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Printing Layouts and Page Setup s
- t r an
no
Page Setup is used to determine how information is organized when printing a layout. You can access Page n
a
has ฺ
Setup by clicking Page Setup in the File menu or by clicking the Page Setup icon in Print Preview.
)
l ฺ c om closing
The Apply button allows you to see the results of your selections without
u idethe Page Setup dialog box.
This button is active only when Page Setup is accessed from
i
a Preview. t G
l e mPrint n
o o g tude
Page Tab @ g is S
6 9 5 e th
us and paper size for the layout or report displayed.
ce to scaling,
The Page tab specifies the pageinorientation,
p r
e ( e
e n se
r i n c l i c Figure B-1:Select Fit to
and then adjust settings
rd P for wide and tall.
w a
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Format a layout to print on one page.


Figure B-2:Data is
condensed to fit on one
page.
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4. In the Open Layout dialog box, select a layout, Creating Output, and then click Open.
5. In the Activities window File menu, click Print Preview.
6. Click the Page Setup icon .
7. In the Page tab of the Page Setup dialog box, select an orientation, Portrait.
8. In the Scaling section, select Fit to and change the scaling to 1 page wide by 1 tall.
9. Click Apply.
Margins Tab
In the Margins tab, you can set page margins for the displayed layout or report. The Top, Left, Bottom and
Right sections set the distance between the edge of the paper and the edge of the printed layout or report
text.
Figure B-3:The sample

window shows how
margins will appear.
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Adjust page margins.
o g le de
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1. In the Page Setup dialog box, click@
5 Margins
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2. Set the Left and Right n c e69bothutos0.25.
margins
e
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Header Tab
Headers and footers are customizable. They can be on the first page, last page, all pages, or no pages. You
can break headers and footers into as many as five sections. The width of each section can be changed
manually.
The following information can be displayed in headers and footers:
• Gantt Chart legend

• Text
• Logos e
a b l
• Revision box
s fer
You can show a blank section by selecting None. - t r an
no n
a
) hainstheฺGantt
Figure B-4:Select
Chart Legend
l ฺ c om 1 udrop-down
Section
i d e list.
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1. Click the Header tab.
2. In the Divide Into Sections field, confirm 3.
3. In the Include on drop-down list, select All Pages.
4. In the Height field, select 0.5 inches.
5. Click in the Section 1 field and select Gantt Chart Legend from the drop-down list.
Figure B-5:Specify text

fields in the Add Text
section.
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6. In the Section 2 drop-down list, select Text/Logo.
a no
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7. In the drop-down list at the bottom of the Add Text section, select Date,
ฺ
then click Add.
l ฺ c om uide
8. Click to center the Date field in Section 2.
m ai nt G
g
9. In the Section 3 drop-down list, select Text/Logo.
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5
10. In the drop-down list at the bottom @of thethAdd s
i Text section, select Layout Name, and then click
9
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Add.
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11. Click
ctoeright-align
c nsLayout Name field in Section 3.
rin li
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Figure B-6:Three sections

have been inserted into the
header.
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12. Click Apply.

Footer Tab
Use the Footer tab in Page Setup to create a custom footer for the displayed layout or report. To save the
information added to a header or footer, the layout must be saved.
Figure B-7:Divide the

footer into two sections.
b le
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ฺ
Insert a Revision Box and a logo into the footer and thenilview com u ide
the changes.
l e ma ent G
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1. In the Page Setup dialog box, click the Footer
g
2. 5@
2. In the Divide Into field, select 9 t h is
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3. In the Include on drop-down
p
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4. In the Height
r i ic 1 inch.
n field,lselect
r d P
d w5.a In the Section 1 drop-down list, select Revision Box.
E
6. In Revision Box Title field, type <Latest Printout>.
7. In the Revisions window, click in the Date field, and then click and select a date, 11-Jan-10.
8. Double-click in the Revision field and type <Project Scheduled>.

Figure B-8:The logo is

displayed in the footer.
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9. In the Section 2 drop-down list, select Picture.
10. In the Select Filename field, click .
11. Browse to C:\Training Docs\Corporate Logo.bmp, and then click Open.
12. Click OK, and then view the footer at the bottom of the page.
Options Tab
Use the Options tab to specify date range, content, and pagination options when you print window data or
layouts. The available options on this tab vary according to the view displayed when you select the Page
Setup option.
Figure B-9:Clear the All

Columns checkbox.
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Set output timescale dates.
o g le de
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1. In Print Preview, click .
5 @ thi s
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sOptions
2. In the Page Setup dialog cbox,
in e to u
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3. In the Timescale(eStart efield,
nsclick and select PS-Earliest Project Start.
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In the Timescale Finish field, select Custom Date.
w a
Ed 5. Select a date, 31-May-10, and then click Select.
6. In the Print section, clear a checkbox, All Columns.
7. Click OK.
Figure B-10:Print Preview

shows the Activity Table,
Gantt Chart, and grid
lines as specified in the
Page Setup dialog box.
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8. Close Print Preview after viewing the output.

Print Setup
Print Setup allows you to select the default printer, print size, and page orientation utilizing the printer
drivers installed in your computer’s Control Panel. Once changes are made in Print Setup, they can be
viewed immediately in Print Preview.
Figure B-11:Output can be

sent to an Adobe PDF file
enabling users to share
projects with stakeholders
who do not have access to
P6 Project Management.
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View available printers.
e 9
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in Fileemenu,
to click Print Setup.
p
1. In the Activities window
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n Setup dialog
i
2. In therPrint
P
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d wa You will not print at this time.
E
3. Click Cancel.
Attachment Tools
Attachment tools enable you to insert text and add a shaded curtain to the bar area of the Gantt Chart.
Curtain Tool
Use the Curtain Attachment dialog box to highlight a specific time period in the Gantt Chart. Multiple
curtains can be displayed.
Figure B-12:A curtain is

displayed in the layout.
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Display a curtain in the layout.
1. In the Activities window Toolbar, click to hide the bottom layout. (Or, in the Layout Options
bar, click Show on Bottom, No Bottom Layout.
2. In the View menu, click Attachments, Curtain, Add Curtain.
3. In the Curtain Attachment dialog box, verify that the Display curtain attachment checkbox is
marked.
4. In the Start Date field, verify 22-Feb-10.
5. In the Finish Date field, verify 24-Mar-10.
6. Click OK to view the curtain.

Text Tool
Use the Text Tool to create formatted text and insert it in a layout. Inserted text can be associated with an
individual activity and can be customized by adjusting the font and style.
Figure B-13:Text
associated with activity
BA4020 has been inserted
in the Gantt Chart.
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Insert a text attachment and view the activity associated with the text.
1. Right click in the Gantt Chart area next to an activity, BA4020 (in the Oliver Rock grouping), and
in the right-click menu, click Attachments, Text.
2. In the Text Attachment dialog box, type <Task should be completed in the next month.>.
3. Click and in the Font dialog box, mark a checkbox, Underline.
4. In the Color drop-down list, select Green.
5. Click OK to exit the Font dialog box and again to exit the Text Attachment dialog box.
6. Click on the text, Task should be completed in the next month, to view the Activity ID associated
with the inserted text.
Customizing Data Date Style

The data date style, size, and color can be changed from the Bar Chart Options dialog box.
Figure B-14:The data date

is now displayed as an
orange dashed line.
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Change the color p r
and
c
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todata date line.
e (e ens
1. In the
r i c lic click Attachments, Curtain, Hide All.
n View menu,
r d P
a 2. In the View menu, click Bar Chart Options.
E dw
3. In the Bar Chart Options dialog box, click the Data Date tab.
4. In the Style drop-down list, select the Dashed style (second option down on the list).
5. Click the color button, and then select a shade of orange.
6. Click OK to exit the Color dialog box and again to exit the Bar Chart Options dialog box.
Lesson Review
Key Concepts
• Page Setup is used to specify how information is organized when printing a layout.
• Tabs within Page Setup – Page, Margins, Header, Footer, Options – help you customize the
appearance of the printed document.
• Several options are available to enhance display within the application:
Use the Curtain Attachment dialog box to highlight a specific time period in a Gantt Chart.
Use the Text Tool to create formatted text and insert it in a layout. b le
fer a
ans
Review Questions
n - t r
1. a no
True or False: A maximum of five sections can be inserted in the header.
) has ฺ
2. True or False: You must be in Print Preview to apply the changes
l ฺ c om umade
i d eto a layout in Print Setup.
m
3. What is a vertical shaded area in the bar chart called? ai nt G
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a. A text box
g o S tu
b. A curtain 5 @ thi s
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c. A symbol
r c
in e to
d. A thumbtack p
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nFalse: Thelidata
4. TrueP r
ori date is always represented by the color blue.
a r d
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Using Timesheets to Execute the Project Plan b le

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Appendix c e Clic– Using Timesheets to Execute the Project Plan
P r i
a r d
w
Ed Lecture Time
(minutes)
Demo Time
(minutes)
Practice Time
(minutes)
Interactive Time
(minutes)
Lesson Total
(minutes)
5 15 35 5 60
476 Appendix C – Using Timesheets to Execute the Project Plan
Objectives

• Describe several methods for updating the project plan.
• Define the data date.
• Review timesheets.
• Approve/reject timesheets. b le
fer a
• Apply actuals. s
- t r an
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Updating a Project
Once a project has started, update schedule information and

resource usage at regular intervals.
• How often: Daily, weekly, or monthly depending on length
of project and frequency of forecast adjustments.
• Methods: le
a b
– Approve and apply timesheets.
s fer
– Enter information manually.
- t r an
—
no n
Record actual dates and progress, actual resource usage and
cost, nonlabor costs. a
— Apply actuals to project. ) has ฺ
– Auto compute actuals. l ฺ c om uide
m ai calculated
Progress of activities automatically n t G according to
—
original schedule. og l e de
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Timesheet Approval Process

General steps for updating a project using timesheets.
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Data Date
The data date is the date up to which actual performance data

is reported and the date from which future work is scheduled.
The data date always starts at the beginning of the day.
History Data Date Remaining Work
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Applying Actuals
Applying actuals is a process in which the hours from

timesheets are applied to activities.
• Select a new data date. This represents the date up to
which you are recording progress.
• New data date is used to calculate actual durations of l e
activities in the status period. a b
fer
– Actual duration equals the number of work periods between rans
t
the activity’s Actual Start and the new data date.
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Applying Actuals
Applying actuals to a project differs from scheduling a project.

• Applying actuals: Only activities that have been statused
are recalculated.
– Enables you to focus on activities that may cause the project
to be delayed.
b le
– Does not affect activities not in the status period.
fer a
• Scheduling: All activities are scheduled based on durationsa n s
t r
and relationships.
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Notes
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Overview: Using Timesheets to Update a Project
Use the Timesheet Approval to review and approve timesheets. In the Timesheet table (top), you can filter
the display of resources whose timesheets have been submitted or approved. You can also view notes from
resources related to their timesheet. The Activity table (bottom) displays regular, overhead, and total hours
for each resource in the timesheet time period. In the Activity table (bottom), view activities and hours.
p n
b le
q f er a
n so
- tr a
no n
s a
a
) h eฺ
m
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i l ฺ
l e ma ent G
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5 @ t h is
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a rd P
w
Ed n Select approval manager in the drop-down list.
o Select time period in Action Required Timesheets for drop-down list.
p Click to view timesheet notes.
q Toolbar offers a variety of functionality. For example, click to

approve a timesheet.
filter view. Click to
r Timesheet hours displayed for the selected resource.

Practice: Using Timesheets to Update a Project

• Review timesheet approval settings in P6 Project Management.

• Review and approve timesheets on the Timesheet Approval page.
• Apply actuals to project activities that have reported progress via timesheets.
• Reschedule the project.
Updating a Project b le
fer a
Once a project has started, update actual schedule information and resource usage at regular intervals. Your an s
company will establish a standard procedure for how data is collected and how often it is updated. Questions n - t r
to consider for establishing a procedure: a no
) h as
• How often are updates necessary? – You may need tom
o ฺ weekly, or monthly,
update daily,
d e
c
ilฺ you
depending on the length of your project and how frequently
i
u to adjust your forecasts.
want
a t G
• How are updates collected? g l em den
oo Stu
Approve and apply timesheets.@g is
5 t h
9 seto update activities.
Team memberscuse e 6timesheets
u
p r i n t o
Project (emanagers n e and approve timesheets.
sreview
e
c managers
rinProject
e
lic apply timesheets to the project.
a rd PEnter actual date, resource, and cost information manually.
w
Ed Record actual dates and progress, actual resource usage and cost, and nonlabor costs.
Apply actuals to the project.
Auto compute actuals.
Progress of activities is automatically calculated according to the original schedule.
Managing Timesheet Approval

Click the Timesheets tab in Admin, Admin Preferences to view settings for timesheet approval. You can
specify whether the resource manager, the project manager, or both, must review and approve a resource’s
timesheet.
To approve timesheets, you must be an assigned timesheet approval manager. As a timesheet approval
manager, you can approve or reject timesheets, notify resources about timesheet status, add timesheet notes,
and run timesheet reports. You can determine if a resource has not started or not submitted a particular
timesheet. You can also assign a delegated approval manager to process your timesheets when you are
unable to. b le
fer a
•
an
Auto Submission – No submission or approval is required. Timesheet data is automatically s
updated in the database when you approve actuals. n - t r
n o
• Auto Approval – Automatically approve upon submission. Timesheets a
s are approved automatically
when they are submitted. h
) eฺ a
o m d
• 1 Approval Level – Timesheets require approval by
a G uimanager
c resource
ilฺthe only.
l t
em bydea project
n manager and a resource manager.
• 2 Approval Levels – Timesheets requireg approval
g oo resource
S tu manager – Mark to indicate that the project
• Project manager must approve
5 @ thibefore s
managers must approve e 9
6 usbefore
timesheets e the resource manager.
r c
inmanagertoapproving timesheets – The name of the manager who approves
• Default resource
p e
resourcee (e enunless
timesheets,
s you specify otherwise.
rin c li c
rd P
w a Figure C-1:The
Ed Timesheets tab in Admin
Preferences enables you to
specify approval settings.
Reviewing Timesheets
The Timesheet Approval page displays a Timesheet table (top) and Activity table (bottom).
In the Timesheet table, select a time period in the drop-down list and then click the arrow adjacent to to
specify the timesheets that are displayed – for example, timesheets that require your action or those that
already have been approved or rejected.
The Activity table displays regular, overhead, and total hours for each resource in the timesheet time period.
Icons in the Timesheet and Activity tables enable you to group and sort, customize columns, search for
timesheets or activities, and print the contents of the table. e
a b l
Figure C-2:Approves fer
r an
timesheets as the resource
- t
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Ed
Review timesheets for a selected time period.

1. Log in to P6 Project Management by typing Login Name <jbrunner> and Password <jbrunner>.
2. In the Tools menu, click Time Approval.
3. In the Approving as drop-down list, select Resource Manager.
The approval level is set to 1 Approval Level, requiring approval by the resource manager only.
4. In the Action Required Timesheets for field, verify 03-Jan-10 – 09-Jan-10.

Jennifer Boyle performed work on one activity in the HR System Upgrade project, Define operational
concept of new system. She worked 8 h/d from Monday to Thursday on the activity. Jennifer was supposed
to start working on the Perform system requirements analysis activity on Friday, but she was out sick. She
added a timesheet note explaining that there will be a delay in the activity due to her absence.
Figure C-3:Click the

Timesheets Notes icon to
view Jennifer’s note.
b l e
fer a
an s
n - t r
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a
) has ฺ
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m ai nt G
o g le de
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p
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Prin
d Jennifer Boyle’s timesheet and note.
arView
w
Ed 1. In the Timesheet table, select Jennifer Boyle.
Review Jennifer Boyle’s hours.
2. In the Timesheet table, click next to Jennifer Boyle.
You can also place your mouse cursor on the icon to read the note without opening it.
3. Click Close to close Jennifer’s note.

Ben Diamond performed work on two activities in the HR System Upgrade project – Define operational
concept of new system and Perform system requirements analysis. He worked 8 h/d from Monday to
Thursday on the first activity, plus 2 hours of overtime on Tuesday. He then began work on the second
activity on Friday.
Figure C-4:Ben worked 2

hours of overtime on the
Define Operational concept
of new system activity.
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an s
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P rin
ardBen Diamond’s timesheet.
View
w
Ed 1. In the Timesheet table, select Ben Diamond.
Review Ben Diamond’s hours.

Approving Timesheets
To approve a timesheet, select the appropriate resource name and then click .
Figure C-5:Click the

Approve icon to approve

selected timesheets.
b l e
fer a
ans
n - t r
a no
) has ฺ
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m ai nt G
o g le de
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Approve Ben
p
(e enand
Diamond’s s Jennifer Boyle’s timesheets.
c e c
1. P
In
in Timesheetli table, select Ben Diamond and Ctrl+click and select Jennifer Boyle.
rthe
w ard
E d 2. Click .
Click to view approved timesheets.
Figure C-6:Timesheet
status is Approved.
b le
fer a
ans
n - t r
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) has ฺ
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m ai nt G
o g le de
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View approved timesheets. r c
in e to
p
(e table,en s
n c e
1. In the Timesheets
li c click and select Approved.
P r i
a r d
Confirm that timesheets for Ben Diamond and Jennifer Boyle have been approved.
w
Ed 2. Click Close to close the Timesheet Approval page.
Updating a Project Using Timesheets

Although the specific procedures for updating a project using timesheets may vary from company to
company, the steps below provide a general guideline for completing this process:
• Review timesheets.
• Approve/reject timesheets.
• Apply actuals.
• Analyze the results of applying actuals.
• Reschedule the project. e
a b l
• Analyze the results of rescheduling the project.
s fer
- t r an
Applying Actuals
no n
a
hasdataฺ are recalculated based on a
Applying actuals is a procedure in which activities with actual performance
)
l ฺ c omnotustarted
new data date. Activities within the status updating period that have
i d e are pushed to this new data
date.
m ai nt G
o g le de
Applying actuals enables you to focus immediately
g tu that may cause the project to slip. You can
o on Sactivities
monitor thresholds and review issues 5
prior t hi s
@to rescheduling all the activities in the project.
6 9 e
e differs
• Applying actualsritonacprojectto us from rescheduling a project.
( e p se only activities that have had their status updated are recalculated.
When
c e applying e n
actuals,
r i n l ic
r d P When rescheduling, all activities are scheduled based on durations and relationships.
a
E dw • If timesheets are used to capture project progress, hours from approved timesheets are applied to
activities in the project when you apply actuals.
Actual Start, Actual Finish, and progress in steps are immediately assigned to activities when a
primary resource enters this data in timesheets.
However, units are assigned only after you apply actuals.
The updated activities’ durations and remaining units are recalculated based on a new data date
and the timesheet hours.
When updating a project, actuals are recorded for each activity relative to the data date. The data date is the
date up to which actual performance data is reported and the date from which future work is scheduled. By
default, the data date is set to the beginning of the day.
You have reviewed and approved the timesheets. You will now apply these timesheet hours.
In this cycle, the project has progressed from 03-Jan-10 to 10-Jan-10. The current date of the project is 04-
Jan-10. When applying actuals, you will move the data date to 11-Jan-10 to reflect the progress in the
project.
Figure C-7:Select a new

data date before applying
actuals.
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fer a
ans
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Apply actuals c e lic
n to a project.
r i
dP
1.ar Open a project, HRSYS-16 – Executing the Project Plan.
w
Ed 2. In the Tools menu, click Apply Actuals.
3. In the Apply Actuals dialog box New Data Date field, select 11-Jan-10.
4. Click Apply.
5. When prompted, click Yes.
6. Click OK.
Analyzing the Results of Applying Actuals

Perform a baseline analysis by comparing the current project plan to the baseline project plan.
Activity HR1020 is currently finishing late compared to the baseline. However, the successors to activity
HR1020 have not moved because the project has not yet been rescheduled.
• Analyze activities within the status updating period.

• Focus on activities causing the project to slip from its baseline dates.
• Investigate reasons for the delay.
• Brainstorm possible solutions. b l e
fer a
a n s
r
t is finishing late
Figure-C-8:Activity
n
o
HR1020
a ncompared to the baseline.
) has ฺ
l ฺ c om uide
m ai nt G
o g le de
g o S tu
5 @ thi s
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6 use
r c
in e to
p
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c e lic
P rin
a r d
w
Ed
Compare updated activities to their baseline values.

1. Verify that you are in the Activities window. (Or, in the Directory bar, click Activities.)
3. In the Open Layout dialog box, select a layout, Status the Project, and then click Open.
After applying actuals, analyze activities within the status updating period. If the Primary Resource has not
marked an activity as Finished in the Timesheets application, you may need to do so manually. You also
may need to update the status of milestones.
Figure C-9:You may need

to assign Actual Start or
Actual Finish dates to
some activities after
applying actuals.
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fer a
ans
n - t r
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) has ฺ
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nstatus of milestones
Update the
P r i and activities.
rd
1.a In the Layout Options bar, click Filters.
w
Ed
2. In the Filters dialog box, mark a checkbox, All Activities, and then click OK.
3. In the Activities window, click twice in a column header, Activity ID, to sort the Activity Table.
4. Select an activity, HR-Admin – Project Administration.
6. In the Started field, select a date, 04-Jan-11, and then mark a checkbox, Started.
7. In the Activity Table, select an activity, HR-1000 – Start development milestone.
8. In the Started field in Activity Details, select a date, 04-Jan-11, and then mark a checkbox, Started.
9. In the Activity Table, select an activity, HR1010 – Define operational concept of new system.
10. In Activity Details, mark a checkbox, Finished, and select a Finish date, 07-Jan-10.

Now that actuals have been applied, it is time to reschedule the project based on the new data date. Any
activities that were delayed during the apply actuals process will delay their successor activities.
After the project has been rescheduled, the successors to the delayed activity, HR1020, have also been
delayed.
• Analyze the activities on the critical path.

• Review the project’s performance to date.
• Develop strategies for getting the project back on track.
b le
• Gain agreement within your project team. fer a
ans
• Implement the revised project plan.
n - t r
a no
) has ฺ Figure C-10:Successors to
c o m ide delayed HR1020

activity are
a ilฺ t Gu after
rescheduling.
l e m en
g oog Stud
5 @ t h is
c e 69 use
p r in e to
e (e ens
rin c lic
r d P
wa
Ed
Reschedule the project.

1. In the Tools menu, click Schedule.
2. In the Schedule dialog box, verify the Current Data Date, 11-Jan-10.
3. Click Schedule.
Viewing the Detailed Results

In the Resources tab in Activity Details, you can see that 64 Actual Regular Units (32 units for each
resource) and 2 Actual Overtime Units were added to activity HR1010 – Define operational concept of new
system.
Figure C-11:Regular Units

and Overtime Units are
indicated.
b le
fer a
ans
n - t r
a no
) h as
View the Status and Resource values for an activity.
c o m ideฺ
1. In the Activity Table, select an activity, HR1010 –m ailฺ operational
Define t G u concept of new system.
g l e den
oo Stu
2. In Activity Details, click the Resourcesgtab.
5 @ t h is
e 69Customize
3. Right-click in the tab and select
c u se Resource Columns.
p r in e to
4. In the Resource
e (eAssignment
e ns Columns dialog box Available Options bar, click Group and Sort By,
List. rin c li c
rd P
w5.a Display the following columns: Resource ID Name, Budgeted Units, Actual Regular Units, Actual
Ed Overtime Units, and Remaining Units.
View the Regular Units and Overtime Units for Ben Diamond and Jennifer Boyle.
6. In the Activity Table, select an activity, HR1020 – Perform system requirements analysis.

For activity HR1020 – Perform system requirements analysis, the Status tab shows that the activity was
started but that its duration has increased by 1 day.
Figure C-12:At Complete

duration is now 11 days.
b l e
fer a
ans
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) has ฺ
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m ai nt G
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P rin
a r d
w
Ed
Lesson Review
Key Concepts
• Once a project has started, you must update actual schedule information and resource usage at
regular intervals. Timesheets is one method to update schedule information.
• These steps provide a general outline for updating a project via timesheets:
Review timesheets.
Approve/reject timesheets.
Apply actuals and then analyze the results of applying actuals. b l e
fer a
a ns Reschedule the project and then analyze the results of rescheduling.
• Applying actuals is a procedure by which activities with actual performance data n r
-aret recalculated
n o
based on a new data date. Activities within the status updating period a that have not started are
s
harescheduling:
pushed to the new data date. Applying actuals to a project differs)from
c o m ideฺ
When applying actuals, only activities whose statusilฺhas been updated
u are recalculated.
a t G
l
When rescheduling, all activities are scheduled
g embasedd eonndurations and relationships.
g oo Stu
Review Questions 5 @ t h is
c e 69 use
1. True or False: The p r in dateeistthe
data o date used as the starting point for the schedule calculation.
e (e ens
2. True or
r i c licyou apply actuals to a project, all activities in the project are scheduled based
nFalse: When
on P
relationships and durations.
r d
d wa
E

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Lesson 1 – Project Management Life Cycle 1

Project Management Definitions ................................................................................................................ 3

Selecting Columns .............................................................................................................................................47

Lesson 4 – Creating a Project 55

Lesson 6 – Adding Activities 95

Calendar Assignments ............................................................................................................................ 109

Naming the Activity and Specifying a WBS................................................................................................... 115

Lesson 8 – Scheduling 163

Data Date ................................................................................................................................................ 167

Backward Pass with Required Finish...............................................................................................................176

Lesson 11 – Maintaining the Project Documents Library 233

Creating a Document Record.................................................................................................................. 240

Lesson 12 – Understanding Roles and Resources

Assigning a Material Resource ............................................................................................................... 290

Lesson 14 – Analyzing Resources 295

Lesson 16 – Baselining the Project Plan 341

Categorizing the Baseline................................................................................................................................ 348

Displaying Baseline Bars ................................................................................................................................ 351

Lesson 17 – Executing the Project Plan 357

Lesson 18 – Reporting Performance 395

Generating the Report ......................................................................................................................................410

Creating a Time Distributed Report........................................................................................................ 414

Lesson 19 – Project Web Site 425

Appendix C – Using Timesheets to Execute the Project Plan 475

Applying Actuals .................................................................................................................................... 480

Project Management Life Cycle

Creating a Work Breakdown Structure

• Add a Notebook topic to an activity.

Maintaining the Project Documents Library

Understanding Roles and Resources

Assigning Roles and Resources

Baselining the Project Plan

Executing the Project Plan

• Update the status of completed activities and activities in progress.

• Describe reporting methods.

Project Management Life Cycle b le

After completing this lesson, you should be able to:

Project Management Definitions

• Project – A temporary effort undertaken for the purpose of

Project Management Life Cycle

Can be divided into five process groups:

Initiating Process Group

• Collect project information.

Planning Process Group

• Establish project objectives and scope of work.

Executing Process Group

Controlling Process Group

• Analyze and evaluate the project.

Closing Process Group

• Document lessons learned.

After completing this lesson, you should be able to:

• P6 Integration API and Job Services

Enterprise Project Structure (EPS)

A hierarchy used to organize projects.

Comprised of roots, nodes, and projects.

Benefits of the EPS

• View project priorities, scope, budgets, and resources

EPS and Security

• Assign security at any level of EPS to provide users with

Organizational Breakdown Structure (OBS)

• Hierarchical arrangement of organization’s project

Log in to P6 Project Management.

Apply a layout to the Activities window.

Display the Activity Usage Spreadsheet.