Lesson All Primavera - 592

Project Planning with Primavera®
Course Objectives
• Plan, Schedule, & Manage projects
• Cost & Resource management decisions
• Team collaboration and workflow productivity
• Contributor's skills & responsibilities
• Track progress & Optimize capacity
• Deliver on-time and within budget
Course Contents
‐ Lesson 1 Introduction to Primavera
‐ Lesson 2 The Project Management Life Cycle
‐ Lesson 3 Data, Navigating, and Layouts
‐ Lesson 4 Enterprise Project Structure
‐ Lesson 5 Creating a Project
‐ Lesson 6 Creating a Work Breakdown Structure
‐ Lesson 7 Adding Activities
Course Contents
‐ Lesson 8 Creating Relationships
‐ Lesson 9 Scheduling
‐ Lesson 10 Assigning Constraints
‐ Lesson 11 Maintaining Project Document Library
‐ Lesson 12 Formatting Schedule Data
‐ Lesson 13 Roles and Resources
‐ Lesson 14 Assigning Roles
Course Contents
‐ Lesson 15 Assigning Resources & Costs
‐ Lesson 16 Analyzing Resources
‐ Lesson 17 Optimizing the Project Plan
‐ Lesson 18 Baselining the Project Plan
‐ Lesson 19 Project Execution & Control
‐ Lesson 20 Reporting Performance
‐ Lesson 21 Project Website
Lesson 1
Introduction to Primavera
Introduction to Primavera
• History
• Oracle Primavera P6
History
• Primavera roots go back to 1983 when it was first
launched as PC based software for construction
and engineering projects.
• In 2008, Oracle announced it has agreed to acquire
Primavera Software, Inc., a leading provider of
Project Portfolio Management (PPM) solutions, to
accelerate its momentum in delivering mission-
critical operational applications.
• “Primavera P6 EPPM version 8.3” used during
course.
Oracle Primavera P6
• Oracle Primavera P6 Enterprise Project
Portfolio Management (P6 EPPM) is a robust
and easy-to-use integrated solution for
globally
– Prioritizing
– Planning
– Managing
– Executing
projects, programs, and portfolios
Oracle Primavera P6 (cont’d)
• It optimizes role-specific functionality to
satisfy each team member's
– Needs
– Responsibilities
– Skills
Oracle Primavera P6 (cont’d)
• It provides a single solution for managing projects
• of any size
• adapts to various levels of complexity within a project
• intelligently scales to meet the needs of
– Various roles
– Functions
– Skill levels
(In the organization and on project team)
Oracle Primavera P6
Oracle Primavera P6 Enterprise
Project Portfolio Management
Suite
Source: Oracle, P6 User’s Guide Release 8.3

Primary interface for administering and managing
projects
Source: http://docs.oracle.com
Application
• P6: Most users will rely almost exclusively on
the P6 web application running in a standard
web browser. Simply termed P6, it is the
primary interface for administering and
managing projects.
Application (cont’d)
• P6 Team Member Interfaces: Optional interfaces for
team members to use to provide status on their tasks.
– P6 Team Member Web: This web interface allows team
members to provide status on their tasks using a web
browser.
– P6 Team Member for iOS and P6 Team Member for
Android: These mobile apps allows team members to
provide status on their tasks while working "on the go".
– P6 Team Member E-mail Statusing Service: This method
allows team members to provide status on their tasks using
any HTML or plain text e-mail application.
• P6 Professional for EPPM: The P6 web application is
the main interface for all project management
functionality. You can also use the P6 Professional
software to take advantage of its core project planning
and scheduling functionality. The P6 Professional
application and its features, including P6 Visualizer,
run on Microsoft Windows. P6 Professional is also
available for users who need to work on their projects
in an offline mode. P6 Professional is available for P6
EPPM users working in a Cloud environment.
• P6 Professional Cloud Connect: Connects P6
Professional to an EPPM Oracle database on
the cloud. P6 Integration API (in remote
mode) is installed by default. Using this, P6
EPPM users working on a WAN environment
can achieve performance levels comparable to
compression server installation. This is
optional for on premises users.
• P6 Progress Reporter: P6 EPPM includes the P6
Progress Reporter integrated timesheet entry
software. Resources use P6 Progress Reporter to
record their time spent working on assignments via
electronic timesheets, and approving managers use
P6 to review and approve them.
• P6 Integration API: A Java-based application
programming interface (API) enabling your P6
EPPM deployment to interface with other
components and systems.
• P6 EPPM Web Services : P6 EPPM Web Services is an
integration technology that extends P6 business objects
and functionality. Based on open standards including SOAP,
XML and WSDL, P6 EPPM Web Services enables developers
to leverage standard interfaces to create integrated
software solutions that interoperate with a wide variety of
enterprise software applications running on a diversity of
hardware and operating system platforms.
• P6 Analytics: An optional integrated dynamic reporting
tool with advanced visual features, including dashboards.
Functionality
• Core Enterprise Functionality: Use P6 for all of the following
core enterprise functionality:
• Administration and Enterprise Data: Administer user accounts,
preferences, views, application settings, and enterprise data.
• Project, Portfolio, and Resource Management: P6 provides an
extensive array of features designed to optimize all phases of
Project Management, Resource Management, and Portfolio
Management. It includes full support for activities, work
breakdown structures, costs, resource administration and
assignment, roles, teams, portfolio analysis, capacity planning,
and convenient dashboards for measuring status at any level at
every moment.
Functionality (cont’d)
• Document Management: P6 includes
document management support with or
without the optional document repository
option. Use the optional document
collaboration features to conduct document
reviews with key stakeholders to keep projects
moving or meet regulatory compliance.
• Workflows: The workflow engine bundled
with P6 EPPM provides Business Process
Modeling Notation (BPMN) compliant
graphical notation that depicts the steps in
your project initiation workflows. Use the
integrated Workflows portlet to coordinate
the sequence of tasks that flow between
different process participants in a series of
stages.
• Reports: Generate and view reports using your standard
web browser running P6. Reports can be generated
electronically and routed via e-mail, saved to a shared or
local file, or printed to a traditional printer.
• Planning and Scheduling: The optional P6 Professional
component of the suite provides a robust set of features
primarily for planners and schedulers, including
reflections, schedule comparison (Claim Digger), and a
report designer. Use the new built-in Time Scaled Logic
Diagram (TSLD) viewer to create and customize condensed
visual depictions of complex project schedule information.
• Time Reporting: P6 EPPM includes P6 Progress Reporter, an
optional integrated timesheet entry application.
• Integrated Solutions: Build or deploy other systems and use
the P6 Integration API or P6 EPPM Web Services to integrate
them with P6 EPPM.
• P6 Analytics: Extend your solution by adding P6 Analytics with
the Oracle Business Intelligence (OBI) metadata layer to
facilitate the creation of ad-hoc reports and interactive custom
dashboards reflecting trends and metrics for activities,
portfolios, resource assignments, utilization, and project
history. Also receive proactive alerts based on integrated
report data mined from the ODS and star databases.
Technology
• The P6 EPPM Database: The main database
for all your P6 EPPM data.
• BPM Workflow: The separate workflow
engine bundled with P6 EPPM.
• Oracle BI Publisher: The database server
hosting the reporting library, templates, and
views required to build complex reports with
ease.
Technology (cont’d)
• The Reporting Database: The P6 Reporting
Database portion of the suite consists of the Star
database and the Operational Data Store (ODS)
database used to extract, transform, and load data
from the P6 EPPM database. This data is specifically
designed to be used to create reports.
• Oracle Universal Content Management: This server
hosts documents in a shared repository enabling
collaborative functionality such as document check-
out/check-in and versioning.
Lesson 2
Project Management Life Cycle
PROJECT LIFE CYCLE / PHASES
Activity
Level
Initiating Planning Executing
Closing
Monitoring & Control
Project Start Project Close

Time
PROJECT LIFE CYCLE / PHASES
Source: PMBOK 5
Lesson 3
Data, Navigating, and Layouts
Enterprise data
• It provides a global structure needed to manage multiple projects.
• Available to all projects across the organization.
• Provides the structure necessary for centralized project and resource
management.
• Enterprise data is defined and maintained by administrator
• For example
– Enterprise Project Structure (EPS)
– Organizational breakdown Structure (OBS)
– Resource codes
– Project codes
– Resources
– Cost accounts
– Admin categories and references
Source: Primavera System Inc.

Enterprise data

Project Specific Data
• Project specific data is only available to the project in
which it is defined.
• Project Manager defines project specific data to
further control his/her project.
• For Examples
– Dates -- Baselines
– Work Breakdown Structure -- Expenses
– Activities -- Risks
– Relationships -- Project
Website
– Thresholds and Issues
Project Specific Data

Enterprise/ Project Specific Data
• Following data are both enterprise data as
well as project specific data
– Calendars
– Reports
– Activity codes

Enterprise/ Project Specific Data

Logging In
Enter Password
Logging-in (In Progress)
1
Interface
2
1. Title Bar : Display current application and name of open projects

3 2. Menu Bar : Click to perform functions in Primavera 5
3. Directory Bar : Click to display Primavera windows
4. Tool Bar : Displays icons to change the look and feel of the layout
5. Command Bar: Actions performed in an open window (Add, Delete etc.)
6. Status Bar : Displays Login Name, Data Date of open project, Access Mode, and
Current Baseline
6
Open an Existing Project
• The Open Project dialog box lists all the projects you
have access 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
– Press Click-Ctrl to open
more than one project.

Access Modes
• One has the option to select an access mode prior to opening a
project.
– Read Only
• You can view data but cannot
input or change data
– Shared
• Multiple users can view, input,
and change data (Default)
– 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.

•
Activities Window
Activities window is used to create, view, and edit activities for open project.
1 2 3 4
8
Details
Item Functionality
1. Tool Bar It allows you to change look the layout
2. Activity Bar Displays activity information in spreadsheet format
3. Gantt Chart Provides graphical display of activity progress over time
4. Command Bar Displays options for adding or removing activity data
5. Layout Option Bar Displays menu of available options for activities window
6. Vertical Split Bar Drag bar to hide/show more information in each pane
7. Activity Details View/edit detailed information for selected activity
8. Horizontal Split Bar Hide or show more information in top / bottom layouts

Layouts
• It is customizable view of information,
combining all the visual elements that appear
on the screen. Layouts are available in the
Projects, WBS, Activities, Resource
Assignments, and Tracking windows.

Activity Layouts
• The activities window provides the option of
viewing data in top/bottom layouts.
• Choose one of the following to show on top
– Activity table
– Gantt chart
– Activity usage spreadsheet
– Activity network

Activity Layouts (cont’d)
• Choose one of the following to show on bottom:
– Activity details
– Activity table
– Gantt chart
– Resource usage spreadsheet
– Resource usage profile
– Trace logic

Opening an Existing Activity Layout
• A variety of layouts are available to present activity
data from different perspectives. One can create
user specific layouts and project specific layouts, or
use global layouts provided by the company.
• After selecting a layout one can either click Apply
or Open
– Apply – displays layout but keeps Open Layout dialog
box open.
– Open – displays layout and closes Open Layout dialog
box.

Layout Open (Step 1)
Layout Open (Step 2)
Exercise
• In the layout option bar click layout, click Open
• If you make changes to current layout and want
to keep the changes choose “Yes” otherwise
“No”. In most cases choose “No”
• When prompted to save change to the layout
click “No”.
• Select a layout, “Classic EPS/WBS Layout”.
• Click Apply.

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
– Bar area
• Activity Table: displays activity data in columns
• Bar Area: Provides a graphical display of activity
progress over the duration of the project
Gantt Chart (Figure)
Activity Table Bar Area

Activity Usage Spreadsheet
• It 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.
• One can customize the timescale of the Activity Usage
Spreadsheet:
• Move the timescale to focus on a specific time period –
Point in timescale until cursor displays and then
slide cursor left or right.
• Expand the timescale to widen/ narrow width of
columns – Point in minor date interval until the cursor
displays and then slide cursor left or right.
Exercise
• In the Layout Options bar, click Show on Top,
Activity Usage Spreadsheet.
• In the Layout Options bar, click Show on
Bottom, No Bottom Layout.
• Expand the Time scale
• Move the timescale to display current month
of last year.

Activity Network
• Use the Activity Network to view the
relationships between activities and the
logical flow of activities in the project
• Left pane: displays the WBS hierarchy
• Right pane: shows a graphical display of
activities and their relationships

Activity Network
Exercise
Activity Network.
• In the Toolbar click several times to have a
closer look at the activities.

Activity Table
• It enables to see the project data in
spreadsheet format. One can also modify the
columns displayed in the Activity Table to
meet the needs.
• It can be displayed on the entire sheet as well.

Figure: Activity Table
Exercise
Table.

Customizing a Layout
• Activities windows can be customized and saved as a layout.
Saving layouts for future use allows you to quickly retrieve
information.
• The Layout Option bar is the centralize menu for layout
customization.
• Layout elements’ list that are customizable
• Bars -- Timescale
• Columns -- Table font and Colors
• Row heights -- Filters
• Activity grouping and sorting
• Top/bottom layouts.
Selecting Columns
• The Column dialog box enables you to select columns to display
in the Activity Table and specify the order in which they appear:
• Available Options section – lists data items in groups or in list
• Selected Options section – lists items one has chosen to display
• Single arrows – move highlighted data items to the other
section
• Double arrow – move all data items to the other section
• Up/down arrow – configure the order of the data items
• Click Edit Columns to edit the selected item’s title and choose its
alignment in the display

Figure: Columns
Exercise
• In the “Layout Options” bar, click “Columns”
• In the Available Option Bar, click Group & Sort By List
• Select a data item to display in the Activity Table;
Budgeted Labor Cost
• Click to move the selected data item into the
Selected Options
• Use the Navigation Arrow to configure the order of
the data item
• Click Apply

Using Hint Help in Columns Dialog Box
• It can be used to view a definition for any data
item

Figure: Hint Help
Exercise
• In the Available options bar, click Hint Help
• Click a data item, Budgeted Labor Cost.
• In the Available Options bar, click Hint Help to
disable the onscreen help dialog box.
• Click OK

Displaying Activities Details
• Activities Details displays detailed information
for the activity highlighted in the Activity Table
or Activity Network.

Figure: Activity Details
Exercise
• In the Layout Options bar, click Show on
Bottom, Activity Details.

Selecting Details Tab
• The tabs displayed in Activity Details can be
customized

Exercise
• In the Layout Options bar, click Bottom Layout
Options
• In the Available Tabs Sections, select Feedback
• Click to move the selected data item into
the Display Tabs section.
• Click OK.
• Figures Follows …

Figure 1: Exercise
Figure 2: Exercise
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 Windows
• Layout, Save – Save changes to existing layout.
• Layout, Save as – only the user saving 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 will not have the access to
the layout.

Saving Layouts (cont’d)
– Project – Apply the layout to any project that is
currently open in the Primavera. Though Project-
specific layouts can be applied to multiple
projects, you can only select one project a time 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 layouts offer two advantages.
• Exported with the project when it is exported
• Enhanced organization of multi-user layouts.

Exercise
• In the Layout Options bar, click Layout, Save
As.
• Type a Layout name <Classic WBS with
Budgeted with Labor Cost>
• Verify Current User is selected in the Available
to drop-down list.
• Click Save
• Figures follow

Figure 1: Exercise
Figure 2: Exercise
Figure 3: Exercise
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 takes you back to the
Home window.

Exercise
• In the File menu, click Close All
• When prompted, click Yes.
• Figures follow

Figure 1: Exercise
Course Contents
‐ Lesson 4 Enterprise Project Structure
‐ Lesson 5 Creating a Project
Lesson 4
Enterprise Project Structure
Objectives
• Describe the components that comprise the
EPS
• View the EPS

Enterprise Project Structure
• EPS is a hierarchy used to organize projects.
– The EPS is made of roots and nodes
• Each root in the EPS can be subdivided into many nodes
• Nodes represent different levels within the structure
– For example, nodes can represent divisions within the company,
departments, project groups, or site locations.
– All projects must be included in a node
• Each node can contain an unlimited number of projects
• Projects always represent the lowest level of the hierarchy
• Placement of a project in a hierarchy determines the
summary level in which it is included

EPS
http://www.grook.net
EPS Example
http://www.grook.net
Opening the EPS
• One can use EPS dialog box to define the EPS
• The three fields to enter when adding an EPS
node are
• EPS ID – identifies the selected EPS node
• EPS Name – description of the selected EPS node
• Responsible manager – use this field to select an
Organizational Breakdown Structure (OBS)
element to associate with the selected level of
the EPS.
Exercise
• In the Enterprise menu, click Enterprise Project
Structure
• Select an EPS node, Apex
• After viewing the EPS, click Close
• Exercise Figure(s) follows

Figure 1: Exercise
Figure 2: Exercise
Benefits of the EPS
• The EPS offers man benefits, including the ability to:
• View project priorities, scope, budget, and resources across the entire
project structure or within a specific node.
• Manage projects separately while retaining the 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 node can be opened to view all detailed activity information from the
“member” projects
• View resource allocation across projects
• Assign security at any level of the project structure to provide users
with appropriate access to project information. For example, Jamil can
only view the Construction nodes and its children (Figure follows).

Appropriate Access
Jamil can view only this

project and its children
Lesson 5
Creating a Project
Objectives
• Create a project
• Navigate in the project window
• View, and modify information in the project
details

Creating a Project
• A project can be created using a variety of
methods:
– Creating a new project wizard
– Project architect/template
– Import a file
– Copy paste
(illustrated next)

Create a New Project wizard
• The wizard can assist you in creating the
project
• Exercise follows

Exercise
• In the File menu, click New to launch the
Create New Project wizard
• In the Select EPS field click
• Select a node, then click to assign your
selection
• Click Next
• Figures of the exercise follow

Figure 1: Exercise
Figure 2: Exercise
Figure 3: Exercise
Figure 4: Exercise
Figure 5: Exercise
Entering Project Name
• One has to use a Project ID/Code and a
Project name
• 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)

Exercise
• Type a unique ID for the project
• Type a project name
• Click Next
• Figure Follows

Figure: Exercise
Entering Project’s 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. It can be assigned
at any given time later in the “Dates” tab in the “Project
Details”.
• To navigate in the Calendar
• When the Calendar is launched, the current month/year is
displayed. To navigate to a different year, click the month/year
section in the Calendar, then use arrows to scroll to the desired
date.
• Click the desired date and then click “Select”.

Exercise
• In the Planned Start field click
• Use the Calendar to specify a Planned Start
date.
• Click Select to select the date
• Click Next

Figure 1: Exercise
Figure 2: Exercise
Entering Responsible Manager
• The Responsible Manager Selected from the OBS,
is the individual responsible for the work
• The OBS is the hierarchical arrangement 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,
types of responsibility are modeled in the
structure.
Exercise
• In the Responsible Manager field, click
• Select a Responsible Manager, then click
to assign the manager.
• Click Next
• Figure(s) follow

Figure 1: Exercise
Figure 2: Exercise
Selecting Assignment Rate Type
• Specify the Assignment Rate Type for new
resource assignment. The default rate type
determines which price/unit is set on a
resource assignment. Values in the Rate Type
drop down list reflect the rate type defined in
the Rate Types Tab in Admin Preferences.

Exercise
• In the Rate Type drop down list, confirm
Standard
• Click Next

Figure 1: Exercise
Figure 2: Exercise
Project Windows
• The project has been created and opened
• To view high level information about the project,
navigate to the Projects windows, which displays
the project within the EPS that one can access.
One can also
– Open, create, and save project layouts.
– Group projects by EPS, project codes, or other project
related items.
– Filter projects.
– Modify column data.
Projects Windows (cont’d)
• The icon in the Projects window indicates
that the project is open.

Projects Window (cont’d)
1
4
5
6
Details
Item Functionality
1. Tool Bar It allows you to change the look of the window
2. Layout Option Bar Option to format data, open layouts
3. Command Bar Options to add, edit, delete project data
4. Bar Area Graphical display of project progress over time
5. Project Table Displays project information in spreadsheet format
6. Vertical Split Bar Drag bar to hide/show more information in each pane

Exercise
• In the Enterprise menu, click Projects

Project Details
• It is located in bottom layout of Projects
windows
• It can be used to define project properties and
defaults that are applied to the selected
project.

Exercise
• In the layout options bar, click Open
• If prompted to save, click No
• Select a Layout
• Click Open
• Select a project
• Verify that the General tab is selected.

Figure: Exercise
General Tab
• It enables one 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 table below

General Tab (cont’d)
Status Indicates project is …
Planned Being analyzed before establishing permanent plan
Active Currently being worked on
Inactive Completed or on hold
What-if Used as test Scenario

• Responsible Manager - individual, selected from the OBS,
who is responsible for the project
• Risk level – indicates the overall risk in performing the
project. One can use the risk level to organize, filter and
report on projects within the project structure. One can
enter a value between Very High, Very Low, Medium is by
default.
• Leveling priority – user-defined rank of the project against
all other projects, based on its importance to the
organization. One 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 status – displays the user that
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
• It enables to edit date information for the selected
project. The Planned Start and Must Finish By dates
can be set when project is created, or it can be
changed here.
• Fields in the Dates Tab
– Planned Start – Planned start date of the project
– Data Date – date used as the starting point for schedule
calculations
– Must Finish By – date indicating the desired end date
– Finish – Non-editable field indicating the actual start and
finish dates of the project
Dates Tab (cont’d)
• Actual Start and Actual Finish – Non-editable
field indicating the actual start and finish dates
of the project
• Anticipated Start and Anticipated Finish –
expected dates that can be entered while
planning the project at a high level.

Exercise
• Click the Dates Tab.
Notebook Tab
• It enables to write, view, or edit project notes
such as the project’s purpose, core
requirements, or other project specific details.
• Fields in the Notebook Tab are:
– Notebook Topic - list of topics assigned to the
selected node/project.
– Details – user-defined description of the selected
topic. HTML editing features, including formatting
text, inserting pictures, copying, pasting, and
adding hyperlinks.
Exercise
• Click the Notebook Tab
• In the Notebook Topic section, click Add
• Scroll down, and highlight a Notebook topic, Scope.
• Click to assign the topic.
• Close the Assign Notebook Topic dialog box.
• In the Scope section, type a “Scope” of your choice.
• Click Modify.
• Press Enter. (try Shift-Enter as well)
• Type <Click www.primavera.com for details)
• Press Enter
• Figures follow

Figure 1: Exercise
Figure 2: Exercise
Figure 3: Exercise
Figure 4: Exercise
Codes Tab
• It enables to assign codes value to selected
project.
• It allows to group the projects in EPS to
specific categories, such as location or
division.
– Unlimited hierarchical project codes are
supported.
– Allows for summarization of large amounts of
information across projects.

Exercise
• Click the Codes tab
• Click Assign
• In the Project Code, Project Region, select a
project code value, E- East, and then click
to assign the selection.
• Figures follow

Figure 1: Exercise
Figure 2: Exercise
Type Ahead and Search in Dialog Boxes
• The Search field in the Dialog boxes throughout
Primavera offers a faster alternative to scrolling
through a long list of values:
• Search – type in the Search field and then press
Enter to search for a value
• Type ahead – type in the Search field, as you
type, values that match begin with the letters you
have typed are displayed in the dialog box.

Exercise
• In the Search field in the Assign Project Codes
dialog box, type <co>
• You will not assign the project code at this
time.
• Close the dialog box.

Defaults Tab
• The Defaults tab is divided into two section:
– 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 the project.
• When the Increment Activity ID based on selected
activity field is marked, the prefix or suffix of the selected
activity is applied to the activity that is being added.

Exercise
• Click the Defaults Tab
• In the Activity ID Prefix field, type <BA>
• Verify an activity ID Suffix, 1000, and an
increment, 10.

Figure: Exercise
Settings Tab
• It consists of three sections
– Summarized Data – identifies the date and the
level to which the project was last summarized.
– Project Settings – sets the character used to
separate WBS levels; identifies the month in which
the fiscal year begins, and specifies the baseline
used in earned value calculations.
– Define Critical Activities – identifies which
activities are displayed as critical, either longest
path or value of Total Float.
Exercise
• Click the Settings Tab
Calculations Tab
• Use this tab to specify how to calculate cost and resource use when
you update activities. Two fields of note:
• Recalculate Actual Units and Cost when Duration % Complete
Changes – mark to calculate actual units and costs as Actual (units or
costs) = Budgeted (units or costs) * Duration % Complete
– Primavera performs these calculations whenever Duration % complete is
updated.
– Values you specify override the application’s calculated values. If you clear
the checkbox, the application does not estimate actuals and the actual fields
remain blank unless you specify values.
• Link Actual and Actual This Period Units and Cost – Mark this
checkbox to recalculate actual or actual this period units and costs
when one of these values is updated. This option is selected by
default.

Exercise
• Click the Calculations Tab.
• In the Default price/unit for activities without
resource or role price/units field in the
Activities Section, type <30.00>, then press
Enter.

Figure: Exercise
161
Lesson 6
Creating a Work Breakdown Structure
162
Work Breakdown Structure (WBS)
• It is hierarchical arrangement of the products and
services produced during, and by, a project. It enables
you to divide a project into meaningful and logical
places for the purpose of planning and control.
• Each project has a unique WBS hierarchy.
– The root of the WBS is equal to the Project ID and Project
Name.
• Elements within the WBS have a “child/parent”
relationship, which means that you can roll up and
summarize information from the lower levels.
163
WBS (cont’d)
164
Viewing WBS Elements
• When a project is created, a root level WBS
element is added with the same ID and name
as the project.
165
Exercise
• In the Projects window, select a project.
• Right click, on the project selected, and then
click Open Project.
• In the Project Menu, click WBS
• In the General Tab, note the WBS code and
WBS name, creating a WBS.
• Figure follows
166
Figure 1: Exercise
167
Figure 2: Exercise
168
Figure 3: Exercise
169
Creating the WBS Hierarchy
• WBS elements added to the root level
element are automatically indented to form
the second level of the hierarchy.
170
Exercise
• In the Command Bar Click, Add.
• In the WBS Code Column, type <D&E>, then
press Tab, to move to the next field.
• In the WBS Name Column, type <Design and
Engineering>, and then press Enter.
• Figures follow
171
Figure 1: Exercise
172
Figure 2: Exercise
173
Figure 3: Exercise
174
Creating WBS (cont’d)
• When new WBS element is created, it is
intended as a “child” of the WBS element that
is currently selected.
• If WBS level is added to a wrong level or in a
wrong order, indentation keys can be used to
adjust the structure of the level.
175
Exercise
• Select a WBS element, Design and Engineering
• In the Command Bar, click Add
• In WBS Code Column, type <Mechanicals>, then press Enter
• In WBS name Column, type <Mechanical/Electrical
Systems>, and then press Tab to move to the next field
• In the Responsible Manager field in the General Tab in WBS
Details, click
• Select a responsible manager and click
• In the Command Bar, click to outdent the Mechanicals
WBS element.
• Figures follow
176
Figure 1: Exercise
177
Figure 2: Exercise
178
Figure 3: Exercise
179
Figure 4: Exercise
180
Creating WBS (cont’d)
• The “child” WBS inherits attributes from the
“parent” WBS. This is illustrated next, when
the WBS element you create, Elevator, inherits
the responsible manager of its parent,
Mechanicals.
181
Exercise
• Confirm, a WBS Mechanical/Electrical
systems, is selected.
• In the Command Bar, Click Add
• In the WBS Code Column, type <Lifts>, press
Enter
• In the WBS Name Column, type <Elevator>,
press Enter
• Figure follow
182
Figure: Exercise
183
Creating WBS Hierarchy (cont’d)
• The level of WBS can be determined by right
clicking in the WBS window and choosing
Collapse To
• Right click in WBS window and click Expand All
to expand or collapse elements of the WBS.
184
Exercise
• Select a WBS element, Mechanicals
• Right click, Collapse To
• Right click, Expand All
• Figure Follow
185
Figure 1: Exercise (Collapse To)
186
187
188
Figure 4: Exercise (Expand All)
189
Figure 5: Exercise (Expand All)
190
Lesson 7
Adding Activities
191
Activities
• An activity or Task is an element of work found on
the lowest level of WBS that has an expected
duration, a cost and resource requirements.
• They are smallest subdivision of the manageable
work that directly concerns the project manager.
– Most detailed work unit tracked in a project schedule.
– Contains all information about the work to be performed.
– Also known as task, item, event, or work package.
192
Activity Components
193
Adding Activities
• Use the Activities window to create, view and
modify activities for the selected project. To
add an activity to a project, perform one of
the following actions.
– In the Command Menu, click Add
– In the Edit Menu, click Add
– Press Insert on the keyboard
– Right click and click Add
194
Exercise
• Open a Project
• Confirm that you are in Activities window or
click Project, Activities
• In the Layout Options Bar, click Layout, Open
• Select a Layout, Classic WBS Layout, and then
click Open
• Figure(s) follows
195
Figure 1: Exercise
196
Figure 2: Exercise
197
Figure 3: Exercise
198
The New Activity Wizard
• It walks you through the process of adding an
activity.
• Once one is familiar with the process, one can
disable this in User Preferences and manually
add activities into the project.
199
Exercise
• In the Edit Menu, click User Preferences
• Click the Assistance Tab
• Mark the Make New Activity Wizard check box
• Click Close
200
Figure 1: Exercise
201
Figure 2: Exercise
202
Adding Activities Via Activity Wizard
• While in the Activities Window, you can Add in
the Command Bar to add the New Activities.
The New Activity Wizard appears only when
Add in clicked in the Command Bar.
203
Exercise
204
Figure: Exercise
205
Adding Activities Via New Activity Wizard
(cont’d)
• Type a Unique Activity ID and Activity Name,
for each activity that is added.
206
Exercise
• Write Activity ID
• Write Activity Name
• Click Next
207
Figure: Exercise
208
Exercise
• In the WBS field, click
• Select a WBS
• Click Next
209
Figure: Exercise
210
Assigning Activity Type
• It determines how an activity’s dates are calculated
• Select the Activity Type according to activity’s function in the
project and the calendar that should be used for the activity
during scheduling.
• Start Milestone – this is typically used to mark a beginning of
a phase or to communicate project deliverables.
– Zero duration activity
– Only has a start date
– You can assign constraints, steps, expenses, work products, and
documents.
– You cannot assign roles
– You cannot assign resources except for the primary resource
211
Assigning Activity Type (cont’d)
• Finish Milestone – it is typically used to mark
the end of a phase or to communicate project
deliverables.
– Zero duration activity
– Only has a finish date
– You can assign constraints, steps, expenses, work
products, and documents.
– You cannot assign roles
– You cannot assign resources except for the primary
resource
212
• Task Dependent – it is typically used when the
work needs to be accomplished in a given
time frame, regardless of the assigned
resources’ availability.
– The activity’s resources are scheduled to work
according to the activity calendar.
– Duration is determined by the assigned calendar’s
worksheet.
213
• Resource Dependent – it is typically used
when multiple resources assigned to same
activity can work independently.
– The activity’s resources are scheduled according
to individual’s resources calendar.
– Duration is determined by the availability of the
resources assigned to work on the activity.
214
• Level of Effort – this type is typically used for
ongoing tasks dependent on other activities
– Duration is determined by its predecessors and
successors activities, and its assigned calendar.
– Examples include, clerical work, guard and
meetings.
– You cannot assign constraints.
215
• WBS Summary – it is used to summarize a WBS
level
– The WBS Summary activity comprises a group of
activities that share a common WBS level.
– Dates calculated on a WBS summary activity are based
on earliest start date of the activities in the group and
latest finish dates of these activities.
– The WBS summary activity duration is calculated based
on its assigned calendar.
– You cannot assign constraints to WBS summary
activities.
216
Figure: Exercise
217
Figure: Exercise
218
Figure: Exercise
219
Figure: Exercise
220
Figure: Exercise
221
Figure: Exercise
222
Figure: Exercise
223
Adding Activity Via Activity Details
• It can be used to add the activity and then
adding its details later. While adding the
activity, either first select the WBS band in
which the activity will reside, or select an
existing activity in WBS band.
224
Exercise
• Select a WBS element
• In the Edit menu, click Add, or right click and
then click Add
225
General Tab
• It is used to assign basic information about
activity, including Activity Type as discussed
earlier.
226
Exercise
• In General Tab, check Activity ID and Name
• In the Activity field, type <Design building
addition>, press Enter
• In Activity type drop down list, verify Task
dependent.
227
Figure: Exercise
228
Status Tab
• It is used to define selected activity’s duration,
constraint, Start and Finish Dates, labor and
non labor units and material costs. One can
also use the status tab to view the selected
activity’s float, actuals and completion
percentage.
229
Exercise
• Click Status tab
• In Original Duration field, type <12> and press
Enter.
230
Figure: Exercise
231
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.
232
Exercise
• Click the Notebook Tab
• In the Notebook Topic Section, click Add
• Select a Notebook Topic, and click Assign
• Close the Assign Notebook Topic Dialog box
• Type a description.
233
Adding an Activity via Columns
• You can use the columns in the Activity Table
to add an activity and then enter additional
information about it.
234
Exercise 1
• In the Activity Table, select a WBS band
• Press Insert on keyboard
• Check Activity ID
• In the activity Name, write Name.
• In activity Type column, check Task dependent.
• Add Original duration in the Original duration
column
• Press Enter
235
Exercise 2
• In the Activity Table, select a WBS band
• Right click in the Activity Table, then click Add
• Enter Activity ID, Name
• In the Activity Type column select Level of
Effort.
236
Adding Steps to an Activity
• Activity steps allow you to create a checklist for the
activity, and then track the completion of each step.
Often steps, provide a list of procedure required to
complete the activity and provide extra guidance to
resources assigned to the activity
– Assign an unlimited number of steps per activity
– Steps can be marked completed in Primavera and by the
primary resource in timesheets
– Steps do not have duration estimates or dates
– Each step can have additional explanation in the text area
on the right side of the Steps tab.
237
Adding Steps to an Activity
• Activity can be broken down into two steps
238
Exercise
• Select an activity
• In Activity Details, click Steps tab, then Add
• Type a name for the step
• Type a step description
• Click Add to add a second step
• Type a name for the step
• Type a step description
239
Step Templates
• They enable to define a group of steps
common to multiple activities and then assign
the step template to activities
• If a commonly used step or set of steps have
already been defined for an activity, you can
convert the steps to a template
240
Exercise
• Shift-click to select all steps in the Steps tab.
• Right click in the steps and then click Create
Template
• Type a Step Template Name
• Click Ok
241
Activity Codes
• They enable you to classify and categorize
activities according to your organizational and
project needs.
• They can be used to view and roll up activities
in Activity Table; build reports in 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.
242
Activity Codes (cont’d)
• Activity codes can defined in three levels:
• Global Level – available to all activities in the database.
– Create an unlimited number of global level activity codes
– Organize activities within a project or across the project structure.
• EPS-level: available to all activities within the EPS node and its
children.
– Create an unlimited number of EPS level activity codes.
– Organize activities within a project or across a portion of the EPS
• Project-level: available to activities only in the project in which the
code is created.
– Create up to 500 project-level activity codes per project
– Filter and organize activities based on unique, project-specific
requirements.
243
Activity Codes (cont’d)
• Each activity code(global, EPS, and Project)
may contain an unlimited number of activity
code values, which can be organized in a
hierarchy.
Type Can be Assigned to Number
Global-level Activities in all projects Unlimited
EPS-level Activities within EPS in which code was created, and Unlimited
EPS children
Project-level Activities in project in which code was created 500
244
Assigning Activity Codes to An Activity
• Assign activity code values in the Activities
window.
• Add a column for the activity code in the
activity
• Use the Codes tab in Activity Details
245
Exercise
• In Activity Details, click the Codes tab
• Click Assign
• In the Assign Activity Codes dialog box, click the Display
Options bar and select Filter by, All Values
• Click the Display Options bar and choose Collapse All.
• Expand the Department activity code
• Within the Department activity code, select activity
code value, and click Assign
• Close the Assign Activity Codes dialog box
246
Assigning Activity Codes to Multiple
Activities
• Use the Command bar to assign an activity
code to multiple activities
247
Exercise
• Press Control-click to select another activity
• In the Command bar, click Activity Codes
• In Activity Code: CSI Code, select an activity
code value, and then click Assign
• Close the dialog box
• Click in the Gantt Chart to unselect the
activities, and then select activities to verify that
activity code value was assigned.
248
Calendar Assignments
• Calendars can be created and assigned to each
activity and resources. 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 resources calendar is used during
scheduling.
249
Calendar Types
• There are three calendar types:
– Global calendar
• Contains calendars that can be used by all projects in
the database
• Available for all resources and activities in the database
– Resource calendar
• Contains separate calendars for each resources
– Project calendar
• Contains a separate pool of calendars for each project
• Available for the current projects only.
250
Calendar Assignments (cont’d)
• Use the Select Activity Calendar dialog box to
select the calendar that is used of an activity
in the project.
• For example, the default calendar assigned to
all activities is the Standard 5 Day Workweek.
Other calendar types can also be viewed.
251
Exercise
• Click the General tab
• Select the Activity Calendar field
• View the available global calendars, and then
close the dialog box.
252
253
Lesson 8
Creating Relationships
254
Objectives
• View a network logic diagram
• Differentiate between the four relationship
types
• Create relationships in the Activity Network
• Create relationships in Activity Details
255
Network Logic Diagram
• It is a logical representation of all the activities
in a project showing their dependency
relationships
256
Precedence Diagramming Method
• It is a technique for creating network logic
diagrams
– A box or rectangle represents an activity
– Lines with arrows connect the boxes and represent the
logical relationships between the activities
• Predecessor – controls the start or finish of another activity
• Successor – depends on the start or finish of another activity
– Start with either the first activity in the network and
enter each successor, or start with the last activity in
the network and enter each predecessor
257
Precedence Diagramming Method (cont’d)
258
Relationship Types
• There are four relationship types. In the
following diagrams, activity A represents the
predecessor and activity B represents the
successor.
• Finish-to-Start (FS) – when A finishes, B can
start
259
Relationship Types (cont’d)
• Start-to-Start (SS) – When A starts, B can start.
260
• Finish-to-Finish (FF) – when A finishes, B can
finish.
261
• Start-to-Finish (SF) – when A starts, B can
finish
262
Relationships with Lag
• Lag specifies an offset or delay between an activity and its
successor. It can be added to any type of relationship and have
a positive or a negative value.
• Lag is scheduled based on the calendar selected in the
General tab in Schedule Options dialog box. (In the Tools
menu, click Schedule, and then click Options to access the
Schedule Options dialog box.)
• There are four calendar options for scheduling lags
– Predecessor activity calendar
– Successor activity calendar
– 24-hour calendar
– Project default calendar
263
Relationships with Lag (cont’d)
• Example of relationships with lag:
• Finish-to-Start with Lag – the following
diagram shows that the Construct Building
Foundation activity must be finished for seven
days before Construct Building Exterior and
Structure activity can start. FS7 indicates there
is a FS relationship with a lag of 7 days.
264
Relationships with Lag (cont’d)
• Example of relationships with lag:
• Start-to-Start with Lag – the following diagram
shows that the Install Interior Belt Conveyors
activity can start five days after the Construct
Building Exterior and structure activity starts.
(SS5 indicates there is a SS relationship with a
lag of 5 days.
265
Creating a Relationships in the Activity Network
• The Activity Network is useful when

sequencing activities because it displays the
activities graphically as you create
relationships
• Click the to enlarge the size of activities
viewable in the network.
266
Exercise
• Open a project
• Confirm you are in the Activities window
• In the Layout Options bar, click Layout, Open
• Select a layout, Adding Relationships in Network, and
then click Open.
• Select a WBS Code.
• Click to zoom in on activities in the Activity
Network.
• In the Activity Details, click the Relationships tab.
267
Creating a SS Relationship
• One can create a relationship between
activities by clicking and dragging mouse
between the two activities.
– the left edge of activity represents the start of the
activity
– The right edge of the activity represents the finish
of the activity.
268
Exercise
• To create a SS relationship, place the mouse
pointer to the left edge of an activity.
• The relationship arrow appears
• Click and drag the mouse to the left edge of a
successor activity.
269
Creating Relationships in Activity Details
• One can use the Relationships tab to create

relationships. When creating a relationship in
Activity Details, the default relationship type is FS.
• 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.
270
Exercise
• In the Successors pane within the Relationship
tab, click Assign.
• Select an activity, and then click to assign
the selection.
• Close the Assign Successor dialog box
271
Using the GoTo Feature
• Click GoTo button on Relationships tab to
change the selection in the Activity Table to
the activity highlighted in the successor or
predecessor pane.
272
Exercise
• In the Layout Options bar, click Show on Top, Gantt
Chart.
• Select an activity in the Successor pane in the
Relationship tab. Click GoTo.
• Note that the activity is now selected in the Activity
Table
• In the Successor pane in the Relationships tab, click
Assign.
• Select an activity, and then click to assign the
selection.
• Close the Assign Successor dialog box.
273
Assigning Lag
• Use the columns on the Relationships tab to
make adjustments to the relationship type or
to assign lag.
274
Exercise
• In the Successor pane, click the Lag field.
• Type the number of days of lag.
• Press Enter.
275
Viewing Relationships in Gantt Chart
• One can also view/modify relationships in the
Activity Table and Gantt Chart.
– Activity Table – displays the Predecessors and
Successors Columns
– Gantt Chart – click the Relationships Lines icon
on the Toolbar to toggle relationships lines on and
off.
276
Exercise
• In the Toolbar, click to view the
relationships between 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 laced in the
Gantt Chart according to the relationships.
277
Lesson 9
Scheduling
278
Objectives
• Perform a forward and backward pass
• Describe float and its impact on a schedule
• Identify loops and open ends
• Calculate a schedule
• Analyze the scheduling log report
279
CPM Scheduling
• The CPM Scheduling technique is utilized to
calculate project Scheduling. CPM uses activity
durations and relationships between activities
to calculate Schedule dates. This calculation is
done in two passes through the activities in a
project.
280
Critical Path
• The critical path is the series of activities that
determines a project’s completion date.
• The duration of the activities on the critical
path controls the duration of the entire
project. A delay to any of these activities will
delay the Finish date of the entire project.
• Critical activities are defined by either the
total float or the longest path in the project
network.
281
What is the Data Date?
• It is the date that is utilized as the starting
point for schedule calculations. It is the date
used to schedule all remaining work.
• During the Planning phase the data date
should match project Start date.
• Figures follow
282
What is the Data Date? (cont’d)
283
Scheduling Concepts
• Forward Pass
– It calculates an activity’s early dates.
– Early dates the earliest times an activity can start
and finish once its predecessors have been
completed.
– The calculation begins with the activities without
predecessors.
– Early start (ES) + Duration – 1 = Early Finish (EF)
• Figure follow
284
Scheduling Concepts (cont’d)
285
• Backward Pass
– It calculates an 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 activities without successors
(activity C in the figure that follows)
– For projects without a Must Finish By date, activities without
successors are assigned a Late Finish equal to the latest
calculated Early Finish date (25 in the figure that follows)
– Late Finish (LF) – Duration + 1 = Late Start (LS)
• Figure follows
286
287
Total Float
• The amount of time an activity can slip from
its early Start without delaying the project.
• The difference between activity’s late dates
and early dates
• Activities with zero Total Float are critical
• Late date – Early date = Total Float (TF)
• Figure follows
288
Total Float (cont’d)
289
• An activity’s Total Float is automatically
calculated each time you schedule the project.
You cannot edit an activity’s float values
directly.
• The critical path is the series of activities that
determines a project’s completion date.
• Figure follows
290
291
Backward Pass with Required Finish
• One of the most common project scenarios is
a required finish date for the project
• Used only during the backward pass
• Required finish date specifies when the
project must finish regardless of the network’s
duration and logic.
• Late Finish – Duration + 1 = Late Start
• Figure follows
292
Backward Pass with Required Finish (cont’d)
293
Circular Relationships (Loops)
• Loops indicate circular logic in an activity path.
• The schedule will not be calculated until loop
is eliminated. To eliminate a loop:
– Determine proper logic
– Re-run the schedule.
294
Open Ends
• Open ends are activities without a
predecessor or successor
– No predecessor – activity uses data date as its
Early Start
– No successor – activity uses project finish as its
Late Finish
• Open ended activities can portray an
unrealistic amount of positive total float.
• Figure follows
295
Open Ends (cont’d)
296
Scheduling a Project
• When you schedule a project, activity dates are
calculated according to durations and logic.
• Mark the Log to File checkbox to record scheduling
results in a log file (.txt)
• After you schedule the project, note the change in
the position of activities on the Gantt Chart.
Activities are displayed according to their calculated
start and finish dates. Critical activities are displayed
in red.
297
Exercise
• Open a project
• Confirm you are in the activities window
• In the tools menu, click Schedule
• Verify the date in the Current Data Date field
• Mark a checkbox. Log to File
• Click Schedule.
298
Schedule Log
• It records scheduling results, including
– scheduling/leveling settings
– Statistics
– Errors
– Warnings
– Scheduling / leveling results
– Exceptions
• Figure and exercise follows
299
Schedule Log (cont’d)
300
Exercise
• In the Tools menu, click Schedule
• Click View Log
• In the File menu in Notepad, click Exit
• Click Cancel to exit the Schedule dialog box
301
Driving Relationships
• An activity may have a relationship from a
predecessor that determines its Early Start.
This logic tie is called a driving relationship.
– A solid relationship line indicates a driving
relationship.
– A dashed relationship line indicates a non-driving
relationship.
302
Exercise
• In the Layout Options bar, click Layout, Open.
• Select a layout, Activity Network, and then
click Open
• Select a WBS element, select an activity.
• Click the Relationship tab.
303
Lesson 10
Assigning Constraints
304
Objectives
• Apply an overall deadline to a project
• Apply a constraint to an individual activity
• Add notebook topics to constrained activities
• Describe the available constraint types
305
Constraints
• They are imposed restrictions used to reflect project
requirements that cannot be built into the logic.
• Use constraints to build a schedule that more
accurately reflects the real world aspects of the
project, provide added control to the project, and
impose a restriction on the entire project or an
individual activity
– They are user imposed
– Two constraints can be assigned to an activity
– After applying a constraint, the project must be rescheduled
to calculate the new dates
306
Commonly used Constraints
• 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.
• By default, the time associated to the Must Finish By date is
set to 12:00 am. This means that if the project must finish by
the end of day on 1-Nov, assign a Must Finish By of 02-Nov.
– Affects the total float of the entire project
– Must be applied in the Dates tab in Project Details
307
Exercise
• Open project
• Click the Dates tab
• Click in the Must Finish By field
• Select a date.
• Go to activities
• In the Layout Options bar, Click Layout, Open.
• Select a layout, Constraints and Notes, Click Open
• Click Schedule (F9)
If Must Finish By date is earlier than the calculated Early Finish of the
project, some of the activities might contain negative Total Float.
308
Start On or After
• It is used to set the earliest date an activity
can begin.
– Forces the activity to start on earlier than the
constrain date.
– Pushes the early start date to the constraint date.
– Affects the early dates of its successor.
309
Exercise
• Select an activity from a project
• Verify the Status tab is selected
• In the Primary Drop down list, select a
constraint type, Start On or After
• In the Date filed, click
• Select a date
• Click schedule
310
Adding a Notebook Topic
• When a constraint is assigned to an activity, it
is recommended that you add a note to
document why the constraint was assigned.
You can use the Notebook tab in the Activities
window to document these reasons.
311
Exercise
• Verify that an activity is selected
• Click the Notebook tab
• Click Add
• Assigned a Notebook topic
• Close the Assign Notebook Topic dialog box
• Type a description
312
Finish On or Before
• Use this constraint to set intermediate completion
points in the project
• Forces the activity to finish no later than the
constraint date
• Pulls the Late Finish date to the constraint date
• Affects the late dates of its predecessors
• Constraints that affect late dates are not reflected
in the Status tab, which displays only early dates
313
Exercise
• Click Status tab
• In the primary drop down list, filed, select a
constraint type, Finish On or Before
• Click
• Select a date
314
Start On
• Forces the activity to start on the constraint
date
– Shifts both Early and Late Start dates
– Delays an Early Start or Accelerates a Late Start
– Used to specify dates submitted by contractors or
vendors
315
Start On or Before
• Forces the activity to start no later than the
constraint date
– Shifts the Late Start to the constraint date
– Affects the late dates of its predecessors
– Used to place a deadline on the start of the
activity
316
Finish On
• Forces the activity to finish on the constraint
date
– Shifts both Early and Late Finish dates
– Delays an Early Finish or accelerates a Late Finish
– Used to satisfy intermediate project deadlines
317
Finish On or After
• Forces the activity to finish no earlier than the
constraint date
– Shifts the Early Finish to the constraint date
– Affects the early dates of its successors
– Used to prevent an activity from finishing too early
318
As Late As Possible
• Delays an activity as late as possible without
delaying its successors
– Shifts the early dates as late as possible
– Also called a zero free float constraint
319
Mandatory Start and Finish
• Forces early and late dates to be equal to the
constraint date
– Affects late dates of predecessor and early dates
of successors
– May violate network logic
320
Lesson 11
Maintaining the Project Documents Library
Objectives
• 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
Project Documents
• The Work Products and Documents window
enables you to maintain general information
about projects documents, including links to
the actual document files. Documents are
organized hierarchically to enhance
categorization.
Project Documents (cont’d)
• One can catalog and track project related
documents and deliverables, and provide
standards and guidelines for performing work
on an activity.
– Store documents on a network file sever or Web
Site.
– Maintain general information about project
documents such as version, revision date, and
author.
– Create a link to the actual document file.
Project Documents (cont’d)
• Documents can be designated as a work product
or reference document:
– Work product – includes project or activity
deliverables that will be turned over to the end user or
customer. Examples: CAD files, testing plans, and
blueprints.
– Reference document – includes documents that can
be referenced by a project participant to provide
standards and guidelines for performing work.
Examples: guidelines, policies, procedures, design
template, checklists, and worksheets.
Creating a Document Record
• Documents do not reside in the Primavera
database. To access documents via Primavera,
a document record must be created in the
Work Products and Documents window.
Exercise
• Open a project
• In the directory bar, click WPs & Docs.
• In the Title field in the general tab, type a title and the
press Enter.
• Enter value in the Reference No. field.
• In the Document Category field, click
• Select a document category, Regulatory/Compliance
• In the Revision Date field, click
• Select a date.
Files Tab
• After you add a document record, you must
establish a link to the document by specifying
a file path. There are two kinds of document
location references.
– Private Location – references can be viewed only
by Primavera client/serer application users
– Public Location – references can be viewed by all
project participants, including timesheet users.
Exercise
• Click the Files tab
• In the Public Location field, click
• Browse to a file location
• In the Select File Name dialog box, click Open
• Click Launch to view the document
• In the File menu in Notepad, click Exit
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, you can assign
the same document to activities.
Exercise
• Click the Assignment tab
• Click Assign Activity
• Click + to Assign the document to the activity
• Clock the Assign Activities dialog box
• In the directory bar, click Activities.
• In the Layout Options bar, click Layout, Open
• Select a layout, Classic WBS Layout, and then click Open.
• Click the WPs & Docs tab.
• Verify that the document has been assigned to the activity
Viewing Documents 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
– Launch Private / Public Location – Opens the work product or document's file
in its native application
– Description – a narrative description of the selected work product or
document
Exercise
• In WP & Docs tab, select a document
• Click “Details”
• Click Launch
• Click File, Exit to exit Notepad.
• Click Close
Lesson 12
Formatting Schedule Data
Objectives
• Group activities according to a specific criteria
• Sort activities
• Apply a filter
• Create a filter
Grouping Data
• Grouping is a flexible way to organize data into
categories that share a common attribute.
• You can group data to create customized layouts. You
can also use grouping to quickly view subtotal, data in
the group title bands, view summary bars in the Gantt
Chart, and summarize data for reporting purposes.
• Grouping is available in all windows and most dialog
boxes.
– Each window or dialog box has its own grouping options.
– Some windows have customized/pre-defined groups.
Grouping Data (cont’d)
• Activities can be grouped by hierarchical fields
such as WBS, activity codes, and project
codes.
• Activities can be grouped by data fields, such
as dates, costs, Total Float, and other numeric
data.
Group and Sort Dialog Box
• It is used to setup 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.
Group and Sort Dialog Box (cont’d)
• Shrink Vertical Grouping Bands – minimize
the width of the vertical grouping bands
displayed in the Activity Table. This setting is
available in windows that have the Group and
Sort by, Customize layout option.
• Group By – lists data items used to group the
current display.
– Indent – Available if the selected data item is
hierarchical.
– To Level – indicates the number of levels to display
when grouping by a hierarchical data item.
– Group Interval – indicates the interval by which you
want to group the selected data item.
– Font & Color – displays the font/color for each
group title band.
• Hide if empty – mark to hide the group title bands
that do not contain activities.
• Sort Bands Alphabetically – marks the checkbox to
sort the groping bands alphabetically rather than
their order in their respective hierarchy. This
checkbox is disabled for any grouping that is not
hierarchical.
• Show Title - mark to display the name of the field
that the layout is grouped by value is also
displayed.
• Show ID/Code – mark the checkbox to display
the ID or code value on the grouping band.
• Show Name/Description – mart he checkbox
to display the name or description on the
grouping bank.
Exercise
• Open a project. Confirm that you are in
Activities window.
• In Layout Options bar, click Group and Sort.
• Grouping by Date
– It allows to identify activities that are scheduled to
occur within a particular time period.
Exercise
• In the Group By Column select Start.
• In the group interval column, select month.
• Click OK.
As.
• Type a Layout Name <Monthly Schedule>, and
then click Save.
Collapsing/Expanding Grouped Data
• Collapse group bands to control the level of
detail you are viewing. 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
Exercise
• In the Layout options bar, click Collapse All.
• Click + to expand a group band.
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 Single Criteria
• To sort by a single criteria, click the data item’s
column title.
– Up arrow represents descending order
– Down arrow represent ascending order
Exercise
• Select a layout, and click open.
• Click on a column title, original duration.
• Activities within each grouping, are now
sorted by Original Duration.
Filtering Activities
• A filter is a set of instructions that determines which
activities should display on screen.
• Filters enable to create customized layouts by limiting
the number of activities displayed – for example helping
to focus on critical activities only.
– A set of predefined filters is provided, as is the ability to
create user-defined filters of your own.
– Filters are divided into the following groupings:
• Default
– Available to all users.
– 15 pre-defined filters.
– Cannot be deleted or modified.
• Global
– Available to all users.
• User defined
Filtering Activities (cont’d)
• 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 on 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 activates
that meet the criteria of at least one of the selected
filters.
Filters Dialog Box (cont’d)
• Replace activities shown in current layout –
displays only the activities that meet the
criteria of each selected filter.
• Highlight activities in the current layout
which match criteria – highlights only the
activities in the current layout that meet the
criteria of each selected filter.
Exercise
• In the Layout options bar, click Filters.
Applying a Default Filter
• To view critical activities, you can run the
Critical/default filter.
Exercise
• In the select column, mark the checkbox next
to a filter, Critical.
• In the When applying the selected filter(S)
section, select Highlight activities in the
current layout which match criteria. Click OK.
• The filtering layout displays all activities in the
project but highlights only the critical activities
(Total Float less than or equal to zero)
Creating a Filter
• They can be created based on a single line of
criteria or multiple criteria.
• A convenient single-criteria filter to use
throughout the life cycle for a project is a look
ahead filter. It displays the activities that are
scheduled to occur within a given amount of
time.
Exercise
• In Layout Options bar, click Filters.
• In the Filters dialog box, click New.
• In the filter Name field, type <One Month Lookahead>.
• Click in the Parameter cell and select a data item, Early
Start.
• Double-click in the Is cell and Select a filter criteria, is
within range of.
• Double-click in the Value cell and select a date, DD.
• Double-click in the High Value cell and type <DD+1M>.
• Click OK to close the Filter specification dialog box.
Exercise (cont’d)
• You will execute the new filter to display all activities
scheduled to occur within the next month, and then save
the layout as One Month Lookahead.
• Verify the new filter is selected, One Month Lookahead.
• Verify Replace Activities shown in current layout is
selected.
• Click OK to execute the filter.
• In the Layout Options bar, click Group and Sort.
• Mark the checkbox, Hide if empty. Click OK
• In the Layout Options bar, click Layout, Save As.
• Type a Layout name <One Month Lookahead>
• Click Save.
Using Multiple Filters
• If you cannot achieve your goal with a single
filter, you can run two filters simultaneously.
Exercise
• In the Layout Options bar, click Filters.
• In the Select Column, mark the check box next to a
filter, Critical.
• Scroll down and confirm that the One Month
Lookahead filter is also selected. Click OK.
• In the Layout Options bar, click Save As.
• Type a layout name, One Month Lookahead – Critical
Activities. Click Save.
(Only those bands that have activities that meet the
filter criteria are displayed. )
Applying the All Activities Filter
• To refresh the screen with all activities, you
can run the All Activities filter.
Exercise
• In the Layout Options bar, click Filters.
• Mark the All Activities checkbox.
• Click OK to execute the filter.
Lesson 13
Roles and Resources
Objectives
• Describe roles
• View the roles dictionary
• Describe resources
• Identify the difference between labor,
nonlabor and material resources
• View the resource dictionary
Roles and Resources
• Before you being to manage resources in Primavera, you must
understand the difference between a role and a resource:
– Role – a role is a job title or skill – for example, software engineer,
project manager, trainer, and database manager.
– Resource - a resource is an individual or equipment or material used
to complete an activity.
• The Role dictionary and Resource dictionary are enterprise data
– available for use across all projects. After roles and resources
are defined, roles can be associated to resources, identifying
the skill sets of each resource. Each resource also can be
assigned a primary role, which defines the core skill or
responsibility.
• Some organizations use roles as placeholders in activity
assignments until specific resource are assigned to do the work.
Relationship b/w Roles and Resources
Defining Roles
• The Roles dictionary contains four tabs:
– General tab – lists the Role ID and Role Name. The
Responsibilities field lists the skills required to perform the
role.
– Resource tab – lists the resources that are capable of
performing the responsibilities associated with the role as
well as their proficiency.
– Prices tab – there are five available price per unit values.
The title of these values can be defined in the Rates tab in
Admin preferences.
– Limits tab – specify allocation limit(s) for a role. Multiple
limits can be established based on effective date.
Exercise
• In the Enterprise menu, click Roles.
• In the Display Options bar, click Filter By, All
Roles.
• Select a role.
• View General Tab
• Click the Resources tab.
Exercise
• Click the Prices tab
• View different rate types.
Limits Tab
• It is used to specify available quantities (limits) for a role you
quickly identify areas of role. Setting limits helps you quickly
identify areas of role overload in Resources/Role Usage
profiles. You can define an unlimited number of role limits
for each role; however, the effective date must be unique.
• By default, role limits are calculated based on the limit
defined for each role’s primary resource, which may not
accurately reflect a role’s planned allocation. In the Resource
Analysis tab in User Preferences, Resource Analysis tab, you
can choose to display role limits based on the custom role
limits you define or based on the calculated primary
resources’ limit.
Exercise
• Click the Limits tab.
• Select a Role Name, and view allocation limit.
• Close.
Defining Resources
• A resource is anything used to complete an activity. The
resources window contains information about all resources
within the organization, enabling centralized resources
management, Resources are divided into three categories.
• Labor (people) – measured in units of time.
– Generally re-used between activities/projects.
– Recorded in terms of price/unit – for example, $X/hour.
• Nonlabour (equipment) – measured in units of time.
– Recorded in terms of price/unit – Eg, $XX/hour
• Material – measured in units other than time – Eg. $X/piece.
Exercise
• In the File menu, click Close All.
• In the Directory bar, click Resources.
• In the Display Options bar, click Filter By, All
Resources.
• Dictionary is displayed hierarchically but you can sort
by resource Name to more easily locate a resource.
• Click a column header, Resource Name, to sort
alphabetically.
• Select a resource.
Resource Details
• It is used to add, view, and edit detailed
information about the selected resource.
• General Tab – the General tab enable you to
enter general information about the selected
resource including the resources ID, name,
employee ID, title, email address, office phone
number and status.
Exercise
• Select General Tab and add the relevant
information.
Codes Tab
• It enables you to assign resource code values
to further categorize the selected resources
for grouping and organizing.
Exercise
• Click the Codes tab and check the relevant
information.
Details Tab
• The Details tab enables you to enter the selected resource’s
labor classification, currency and overtime settings, and profile.
• Labor Classification – indicates the resource is Labor, Nonlabor
or Material.
• Unit of Measurement – utilized for material resources. Select
to determine what unit the resource utilizes.
• Currency – indicates the currency associated with the
resource’s costs.
• Overtime Allowed – mark to indicated the resource can enter
overtime hours in Timesheets, or in the Resource tab in Activity
details.
Details Tab (cont’d)
• Overtime Factor – indicated the value by which the
resource’s standard price should be multiplied to determine
the resource’s overtime price.
• Calendar – calendar used to identify resource availability.
• Default Units/Time – indicates the units/time that will be
applied when the resource is assigned to an activity.
• Auto Compute Actuals – marks to automatically calculate
the resource’s actual quantity of work according to the
project plan.
• Calculate costs from units – mark to calculate the cost of an
activity based on the assigned units.
Exercise
• Click the Details tab and check the relevant
information.
Units & Prices Tab
• It enables you to set prices and availability according to time.
• Effective Date – the effective start date for price and
availability.
• Max Units/Time – a numerical value or percentage 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 over-allocation in resource profiles /
spreadsheets.
• Price / Unit – set the resource’s price for a single work unit,
according to the effective date.
Exercise
• Click the Units & Prices tab and check the
relevant information.
Lesson 14
Assigning Roles
Objectives
• Assign roles to an activity
• Assign rates on roles
Assigning Roles to activities
• If you know which skill sets are required for
each activity – but not the exact people which
will perform the work – you can assign roles to
the activities. Role assignments will act as
placeholders, which can use later to assign the
resources.
Assigning Roles to activities (cont’d)
Assigning Roles to activities (cont’d)
• To assign a role to an activity, click Add Role in
the Resources tab in Activity Details.
Exercise
• Open a Project
• Confirm you are in activities window
• Select a layout, Assigning Roles, and then click Open.
• Select an activity.
• Click Add Role, Select a role.
• Assign the Role to the activity.
• Close the Assign Roles dialog box.
Assign Multiple Roles to an Activity
• Use Control-click to select and assign multiple
roles to a single activity.
Exercise
• Click Add Role
• Control-click to select a role.
• Control-click to select a second role.
• Click Assign to assign the roles to the activity.
Assigning a Role to Multiple Activities
• One can 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 activities.
– If the activities you want to select are not contiguous
– use control-click to select an individual activities.
Exercise
• Select two activities
• On the Command bar, click Roles.
• Select a role.
• Click Assign to assign the role to the activities.
• View activities to confirm the role assignment.
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
system administration in the Rate Type tab of
Admin Preferences. When you select a rate
type, the monetary value is updated
automatically in the Price/Unit column.
Exercise
• In the Resources tab, right click the column
header and select customize Resource Columns.
• Add the column Rate Type between Budgeted
Units and Price/Unit.
• Click OK.
• In the Rate Type column for a role, view the rate
type assigned.
Lesson 15
Assigning Resources and Costs
Objectives
• Assign resources by role.
• Assign labor, non-labor, and material
resources to activities.
• Adjust Budgeted Unit/Time for a resource
• Assign expenses to activities.
Steps for Resource Management
• Following are the basic steps for resource
management:
– Define resources in the Resource window:
• Define resource availability
• Set up the resource name, description, cost, roles and
attributes that control the resource’s effect on the
schedule.
– Assign resources in the Activities window:
• Enter the resource name and amount of work planned.
• The cost is calculated based on the resource quantity and
price/unit as defined in the Resource window.
Steps for Resource Management (cont’d)
• 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 by Role
• Resource assignment can be made by
replacing a role assignment with a special
resource. At least one role must be assigned
to an activity to assign resources by role.
When you assign by role, only those resource
assigned to the role are displayed in the assign
Resources by Role dialog box.
Assigning by Role (cont’d)
• When assigning resources by role, a confirmation
dialog box is displayed if the resource selected to
replace the role assignment has different default
quantity/cost settings. These settings include
Price/Time, Units/Time, and Overtime Factor
values.
• In responding to the dialog box:
– Click No – apply the role’s quantity / cost settings.
– Click Yes – apply the resource’s quantity/cost settings.
Exercise
• Open a project.
• Confirm you are in the activities window.
• In the Layout Options bar, click Layout, Open.
• Select a layout, Assigning Resources and Costs, and the click Open.
• In the Resources tab, click Assign by Role.
• In the Display Options bar, click Filter By, All resources, and the click
OK.
• Select a resource, and the click Assign.
• In the Confirmation dialog box, mark do not ask me about this
again. Click Yes. Close.
• Close the assign Resources by Role dialog box.
Assigning by Role to Multiple Activities
• You can select multiple activities to
simultaneously replace their role assignments.
You can also assign multiple resources by roles
to multiple activities simultaneously
Exercise
• Press Control-click to select multiple activities.
• In the Command bar, click Resource by Role.
• Click Assign
• Close the assign resource by Role dialog box.
• View the Resource column or select each
activity to verify the resource assignments.
Assigning Resources
• 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 resources is assigned to work on
the activity.
– Units/Time – the number of units (hours) a
resources is scheduled to work in a specific time
period – for example, 8 hours/day.
Assigning Resource to Level of Effort
Activity
• When you assign a resource to an activity, this
calculation is performed :
• Duration x Units/Time = Units. Typically, a
resource is not assigned to work on a level of
effort activity full time.
• Therefore, the Units/Time must be adjusted
after making the resource assignment.
Exercise
• In the Resource tab, click Assign by Role.
• Select a resource, and then click assign.
• Close the Assign Resources by Role dialog box.
• In the Budgeted Units/Time column, type <1>,
then press Enter.
Assigning a Nonlabor Resource
• If a role is not designated as a placeholder in
an activity, assigned a resource directly from
the Resource dictionary. Resources in the
dictionary can be used on any activity. An
unlimited number of resources can be
assigned.
• The Search feature can help you quickly search
the resource dictionary for a backhoe, a
nonlabor resource which is required to work.
Exercise
• In the Resources tab, click Add Resource
• In the Display Options bar, verify Display: All
Resources.
• Select a nonlabor resource. Click assign.
• Close the Assign Resources dialog box.
Adjusting Resource’s Budgeted Units/time
• You can adjust Budgeted Units/Time after

making a resource assignment. In the example
below, you will manually type 16h/d in the
Budgeted Units/Time column, indicating that
two laborers at 8h/d will work on the activity.
Exercise
• In the Resources tab, click Add Resource.
• In the Assign Resources dialog box, click the Resource ID
column to alphabetize it.
• Select a resource and click Assign.
• Select another resource and click Assign
• Select another resource and click Assign
• Close the Assign resources dialog box.
• In the budgeted Units/Time column for a resource, type
<16> and press Enter.
Designating a Primary Resource
• The primary resource is the person responsible for
coordinating an activity’s work. An activity can have one or
no primary resource.
– Only the primary resource can send feedback via Primavera
Timesheets to the project manager, informing the project
manager of the status of an activity.
– A primary resource can be assigned to a milestone activity to
allow the milestone to be updated through time sheets. This
assignment is made on in the General tab in Activity Details.
– A primary resource can update steps via Timesheets.
– If multiple resources are assigned the first resource assigned is
designated as the primary resource.
Exercise
• View the primary resource for an activity.
Assigning a Material Resource
• Material resource are not measured in units of
time. E.g polyform is measured in linear feet
and concrete is measured in cubic yards. Units
of measure are created in Admin Categories.
After the unit of measure is created, it is
assigned to the material resources in the
Resource dictionary.
Exercise
• Verify an activity.
• In the Resources tab, click Add resources.
• Assign a resource, close the Assign Resources
dialog box.
• In the Budgeted Units column, type <1000>
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 manually entered.
• Resource – 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.
– Budgeted cost = budgeted units x price/unit
Exercise
• Verify an activity.
• In the Resources tab, view the Budgeted Cost
Column.
Expense
• Expenses are on resource costs associated with a project.
They are typically one time expenditure for non reusable
items. Examples of expenses include facilities, travel,
overheard 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, square feet.
Exercise
• Click the Expenses tab.
• Click add
• Type an Expense item.
• Double click on the Expense Category field.
• Select an Expense Category, Materials and the click Assign.
• In the Accrual Type field, verify Uniform over activity.
• In the Budgeted Units field, typed< 1.00>, then then press
Enter.
• In the Unit of Measure field, type<Job>, and then press Enter.
• In the Price/Unit filed, type <10,000.00>,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 page to
display the itemized and total cost of the selected
activity. The activity’s costs are broken into:
– Labor Cost
– Nonlabor Cost
– Material Cost
– Expenses
– Total Cost
Exercise
• Verify an activity is selected.
• Click the Summary tab.
• Select Display Cost.
Lesson 16
Analyzing Resources
Objectives
• Display the Resource Usage Profile
• Format a profile
• Format the timescale
Resource Analysis Settings
• The Resource Usage Profile, which can be displayed in the
Activities window, enables you to view resources/role unit and
cost distribution over time. You can specify how data is played in
the profile via the Resource Analysis tab in User Preferences:
• All Projects
– All closed projects (except what-if projects) - Displays resource/cost
usage data for:
• All projects that are open, and
• All projects that are closed (except what-if projects)
– All closed projects with a leveling priority – when electing to show
remaining values for open versus closed projects, choose this option to
include data for all closed projects with a specific leveling priority.
– Opened Projects only – focus on resource/cost usage in the projects
currently opened.
Resource Analysis Settings (cont’d)
• 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.
Exercise
• In the Edit menu, click User Preferences.
• Click the Resource Analysis tab.
• Verify All closed projects (except what-if projects) is
selected.
• Selecting All closed projects (except what-if projects)
displays resource information for all projects that do not
have a What-if status, not just the project that is currently
open.
• In the interval for time-distributed resource calculations
field, verify Day.
• Close the User Preferences dialog box.
Resource Usage Profile
• It provides 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 t work; identify
over allocated resources; track expenditure
per time period; and display a “banana curve”
to compare early and late dates.
Resource Usage Profile (cont’d)
• View unit/cost distributions from a specific project or al projects to
which you have access.
• View resource or role allocations.
• Display separate bars for one or all of the following:
– Budgeted units/costs
– Actual units/costs
– Remaining Early units/costs
– Remaining Late units/costs
• The Resource Usage profile timescale matches the timescale for the
Gantt chart.
• Format columns, group, sort, and filter resources/roles in the profile.
• Can be saved as part of a layout.
Displaying the Resource Usage Profile
• One can use Resource Usage Profile
information to determine which
resources/roles are over-allocated and which
resources/roles are underutilized.
Exercise
• Open a project
• Goto activities window
• In the Layout Options bar, click layout, Open.
• Select a layout, Resource Analysis, and then click Open.
• In the Layout Options bar, click Show on Bottom, Resource
usage Profile.
• In the left pane Display Options bar of the Resource Usage
Profile, click Filter By, All Resources.
• Click + to expand groupings.
• Select a resource and check what the profile shows about
the resource. (over-allocated or under allocated?)
Displaying the Resource Usage Profile
• The table below lists the sections of the
Resource Usage Profile. Note tha there are
two Display Options bars: one that controls
display options for the let pane, and another
that controls display options for the right
pane.
Viewing All Projects or Open Projects Only
• When you select the User Preferences setting to all

closed projects (except what-if projects), you can
toggle the Resource Usage Profile to display either:
– All open projects
– All closed projects except for what-if projects.
• This option is available on the right pane Display
Options bar.
• Once you have only the open projects displayed,
you can filter the top layout by either Time Period
or Resource.
Exercise
• In the right pane Display Options bar, clear
Show All Projects.
• In the Display Activities for selected section,
mark Time Period.
• In the right pane, click a time period.
(if show all projects is marked, different color
bars can be displayed to distinguish open
project from closed projects)
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 format their colors.
– Show Remaining Bars As – select a solid color to display early
bars and a hatched color to display late bars.
– Additional Data Options – mark to display a line indicating
resource limits; resource/role over allocation; resource
availability; or resource overtime units.
Exercise
• In the right pane Display Options bar, click
Resource Usage Profile Options.
• In the Remaining Early row, mark Cumulative.
Formatting the Profile (cont’d)
• 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 of the Resource Usage profile.
• Calculate Average – specify the values you want to use to divide
the timescale interval totals.
– Divide interval totals by – to divide the timescale interval totals by an
increment you specify, type it in this field.
– Unit of Measurement – specify the unit of measure for the timescale
Exercise
• Click the Graph tab
• Clear a checkbox, Show Legend.
• Click Ok.
Exercise
• In the Display Activities for selected section,
clear Time Period.
• Double-click the bar for the any week, and
review data.
• Close the Details window.
Formatting the Timescale
• You can specify the timescale you want to
display in the Resource Usage Profile and the
Gantt Chart.
– Timescale Start – specify the date from which the
time scale 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.
Exercise
• In the right pane Display Options bar, click
Timescale.
• In the Timescale Start field, click to select a
date.
• Click Custom Date, and then select a date.
• In the Type field, verify Calendar.
• In the Date Interval drop-down list, select
week/day 1.
• Click Ok.
Formatting the Timescale (cont’d)
• One can also format the timescale by clicking
and dragging.
• Place your mouse on the minor date on the
timescale. 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
hand). Click and drag to move the entire
timescale.
Exercise
• In the minor date interval, compress the
timescale.
• In the major date interval, adjust the time
frame to show the week of 24 jan 2014.
Lesson 17
Optimizing the Project Plan
Objectives
• Analyze schedule dates
• Shorten a project schedule
• Analyze resource availability
• Remove resource over-allocation
• Analyze project costs
Analyzing the Project
• Once you have created the project plan, verify that it meets
the project stakeholders’ date, resource, and cost
requirements.
• If an inconsistency exists between the information in the
project plan and the project requirements, you will be able
to identify the source of the problem and define the
solution:
– Analyze schedule dates – evaluate the schedule to ensure that
milestone dates and project date are achieved.
– Analyze resource allocation – evaluate the resources to ensure
that the resources are not over-allocated.
– Analyze cost budget – evaluate project costs.
Analyzing Schedule Dates
• The most important date is the schedule is
the calculated project Finish date.
• If the calculated Finish date of the project is
beyond the Must Finish By date, the project
must be shortened. In addition, each
deliverable in the project should be scheduled
to finish by the date imposed by the project
stakeholders.
Steps for Analysis of Schedule Dates
• Compare the calculated Finish to the Must
Finish By date.
• Back up your project plan.
• Focus on critical activities.
• Shorten the project.
Comparing Finish Date to Must Finish Date
• One can quickly determine whether the

project will finish on time by viewing the Dates
tab in the Project window.
Exercise
• Open a project.
• In Project Details, click the Date tab and
compare the Must Finish by Date to the
calculated Finish date.
Focusing on Critical Activities
• To shorten the project, focus on critical
activities. These represent the longest
continuous path of activities through a project
that determines the project Finish date.
• If you adjust a critical activity, the Finish is
likely affected.
Exercise
• Open a project, and click Settings tab.
• In the Define Critical Activities section, select
Longest Path.
• In Activities window, open “Optimizing the
Project”, Layout.
• Click Filters.
• Select a filter, Critical and 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:
– Define duration estimates:
• Breakdown long activities.
• Assign additional resources to reduce duration.
– Use relationships to overlap activities.
– Apply / modify constraints.
– Change calendar assignments.
• Put critical activities on a longer workweek.
• Add exceptions to nonworktime.
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.
Exercise
• Click the Status tab.
• In the Original Duration field, type a new
duration, and then press Enter.
• Press F9 ad schedule.
Modify Relationships
• If you need to further compress the schedule,
review relationships between activities on the
critical path.
• Analyze relationship of FS. If the same can be
changed to SS (possibly with some lag), it can
reduce the total time.
Exercise
• Change the relationship of two activities from
FS to SS.
• Schedule.
• Check the total float.
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 a constraint, be sure to also
modify the Notebook topic that was created
to document the constraint.
• One may remove a Start On or After constraint
from an activity which can reduce the total
time.
Exercise
• Click the Status tab
• In the Primary drop down list in the
Constraints sections, select a Constraint Type,
None.
• Update the Notebook topic.
• Reschedule.
• Check the total float.
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.
Exercise
• Select a project.
• Select a Layout, Project Table.
• Click the Dates tab.
• Verify the finish date.
• View the Total Float column, and check the
status of the date.
Analyzing Resource Allocation
• The project plan is now scheduled to be
completed by the deadline. Before
proceeding, verify that resources are
appropriately allocated.
• You can use the Resource Usage Profile to
determine which resources are
overallocated/underutilized. You can then re-
assign resources to help even the workload.
Exercise
• Go to Activities windows.
• Open a Layout, Resource Profile.
• In the left Display Options bar in the Resource
Usage profile. Click Filter By, Current Project’s
Resources.
• Click on a column header, Resource Name, to
sort alphabetically.
Identifying Resource Overallocation
• The Resource Usage Profile allows you to run a
filter t focus on the activities that are
contributing to a resource’s overallocation.
• Using a filter in the Resource Usage Profile,
identify the activities contributing to the
resource selected in the last exercise.
Exercise
• In the Display Activities for selected section at
the bottom of the screen, mark Time Period.
• In the histogram timescale, select a week, and
view activities causing overallocation.
Correcting Overallocation
• If overallocation is identified, choose a
method to remove the overallocation from the
specific resource. Several methods can help
you accomplish this goal.
– Replace the overallocated resource with an
available resource.
– Increase the resource’s workweek.
– Increase the hours/day that the resource works.
– Assign additional resources to the activity.
Exercise
• In the Display Activities for selected section at
the bottom of the screen, clear Time Period.
• Verify that the resource selected is available to
work.
Correcting Overallocation (cont’d)
• If the selected activities have an associated
role assignment, you can quickly changes
resources in multiple activities by first
selecting the activities and then clicking
“Resource By Role” in the Command Bar.
Exercise
• In the Activity Table, select more than one
activity.
• In the Command Bar, click Resource By Role
• Click Delete to delete the resource from the
activities.
• Select a resource and then click Assign.
• Close the Assign Resources by Role dialog box.
Reviewing Allocation
• Use the Resource Usage Profile to check
allocation of the resources who were replaced
as well as those who were assigned.
Exercise
• In the File menu, click Refresh date or press
F5.
• In the Resource Usage Profile, select the
resources and view updated allocation.
Replacing a Resource
• Click in the Assign Resource 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.
Exercise
• Click Resources, and select a resource.
• Click Replace.
• The Replace Selected Resource(s) with dialog box
displayed.
• You will not replace the resources at this time. If you
were going to execute this action, you would select
the resource you want to assign to the activity, and
then click Assign.
• Close the dialog boxes.
Analyzing the Budget
• There are many options for analyzing the
budget. By displaying cost columns in the
Activity Table, you can analyze the budgeted
cost of the entire project, as well as each
individual activity.
• One has to choose a Layout which shows
budgeted cost information, so that it can be
seen, whether a project is within budget?
Exercise
• Open the layout, Analyzing the Budget.
Lesson 18
Baselining the Project Plan
Objectives
• Create a baseline plan
• Display baseline bars on the Gantt Chart
• Modify the bars on the Gantt Chart
Baselines
• A baseline is a copy of a project that you can
compare to the current project to evaluate
progress. Create a baseline plan before
updating a schedule for the first time.
• Baselines provide a target against which you
can track a project’s cost, schedule, and
resource performance.
Baseline (cont’d)
• Baseline functionality in primavera enables
you to:
– Save an unlimited number of baseline per project.
– Designate one project baseline and up to three
user baselines at a time for comparison to the
current project.
– Assign a baseline type to categorize a baseline.
Examples include initial planning, what-if, or mid-
project baselines. Baseline types can help you
benchmark performance across multiple projects.
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.
Exercise
• Open a project. Confirm that you are in activities
window.
• Select a layout, Classic.
• In the Project menu, click Maintain Baselines.
• Select the desired project.
• Click Add.
• Verify that Save a copy o the current project as a
new basline is selected.
• Click OK.
Categorizing the Baseline
• Assign a baseline type to categorize the
basline based on how do you 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, ca be used
after the project is underway, baselines types
are also useful I organizing multiple baselines
in the project.
Exercise
• Select a baseline, for a project.
• In the Baseline Name filed, type a name.
• In the Baseline Type drop-down list, select
Initial Plan.
• 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 – baselines 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.
– Primary use baseline: used for schedule, resource, and cost
comparison.
– Secondary and tertiary user baselines: used for schedule comparison
only.
Exercise
• In the Projects menu, click Assign Baselines.
• In the Project Baseline drop-down list, select
Base 1: Name
• In the Primary drop down list in the User
Baselines section, select Base 1: Name.
• 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
• It enables to specify the shape, color and pattern of
the bars and endpoints.
• Shape – shape of the selected bar’s start endpoint,
the bar itself an the finish endpoint.
• Color – choose the selected bar’s start endpoint
color, the color of the bar itself, and the color of the
finish endpoint.
• Pattern – the fill pattern of the selected bar.
• Row – displays the position of the bar on the Gantt
Chart.
Exercise
• In the Layout Options bar, click Bars.
Displaying Baseline Bars
• By displaying baseline bars in the Gantt Chart,
you can 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.
Exercise
• In the Display column, mark a checkbox next
to Project Baseline Bar.
• In the Row filed in the Bar Style tab, verify 2.
• In the Display column, mark a checkbox to
Project Baseline Milestone.
• In the Row field, verify 2.
• Click OK.
Customizing the Activity Table
• You can further customize the layout by
choosing display options for the Activity Table.
These include the font of the text and the
height of the row, which can be specified in
the Table, Font and Row dialog box.
Exercise
• In the Layout Options bar, click Table, Fond
and Row.
• In the Row Height section, clear a checkbox,
Keep Current Row Heights.
• Select an option, Select height for all rows.
• Use arrows to increase row height.
• Click OK.
Saving the Layout
• If you are please with the layout, save it with a
new name.
Exercise
As.
• Type a Layout Name.
• Click Save.
Bar Labels Tab
• Labels can be placed on any of the bars listed
in the dialog box. By adding dates to the bars,
you can quickly determine the Start and Finish
dates of activities in the Gantt Chart.
Exercise
• In the Layout Options bar, Click Bars.
• Select a bar, Current Bar Labels.
• Click the Bar Labels tab.
• In the label column drop-down list, select Finish.
• Click Add.
• In the label column drop down list, select Variance – BL
Project Finish Date.
• Click OK.
• If you want to save the Layout, goto Layout Optiosn bar,
Click Layout, Save.
Lesson 19
Project Execution & Control
Objectives
• Describe several methods for updating the
project schedule
• Use progress Spotlight
• Status activities
• Reschedule the project
Updating a Project
• Once a project has started, you need to
update actual schedule information and
resource usage at regular intervals.
• Your company will establish a standard update
procedure, including how data is collected and
how often it is updated.
How often?
• You many need to update daily, weekly, or
monthly, depending on the length of your
project and how frequently you want to adjust
your forecasts.
How data is Collected?
• PMs manually enter the actual date, resource, and cost
information
– Record actual dates and progress, actual resource usage and
cost, and expense costs.
• Approve and apply timesheets.
– Team members use timesheets to duplicate activities.
– Project managers review and approve timesheets
– Project managers apply timesheets to the project.
• Auto compute actuals
– Progress of activities is automatically calculated according to
the project plan.
The Data Date
• When updating a project, actual are recording
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.
Updating Process
• Create a baseline plan.
• Identify the new data date with the progress Spotlight.
• Enter activity progress.
• Report resource use and costs to date
• Use Suspend and Resume dates as necessary.
• Perform target analysis.
– Compare the current plan to the target to analyze variances.
• Calculate the schedule
– Be sure to verify the new data date.
• Monitor project progress with reports
– Determine whether project objectives are being met:
• Time?
• Budget?
• Effectively usage of resources?
Tips for Statusing
• Use Activity Details tabs or the Activity Table
• Use Progress Spotlight to identify activities to
be updated.
• Use filters and grouping to create a statusing
layout
– Use rolling dates for a time period look-ahead
– Select only activities to be updated
– Organizes in a useful sequence via activity codes,
resources, and dates.
Defining a Statusing Period
• Define the statusing period before you begin to update
activities. In general, the statusing period begins at the
current data date and ends at a point in the future.
• The length of the statusing period depends on the
frequency of your updates, you could, for example,
create a statusing period that extends one week from
the current data date.
• The end of the statusing period will become the new
data date - the date up to which actual performance
is measured.
Progress Spotlight
• It create a visible statusing period between
the current data date and the next status date.
It also provides highlighted list of activities
that should have progress during the update
period.
Exercise
• Open a project
• Go to activities window
• Open the “Status the Project”/ “Baseline Vs Current”
Layout.
• Click Progress Spotlight in Activity Toolbar.
– It established a statusing period of one week from the
current data date, based on date interval of the Gantt Chart
timescale, which is set to Week/Month. Click and drag the
right edge of the Spotlight to increase/decrease the
statusing period.
• Click Progress Spotlight again to deactivate.
Dragging the Data Date
• Highlight the activities to be updated by
dragging the status line to the desired date.
Exercise
• Use mouse cursor to click and drag the data
date line to the morning of next month.
Entering Actuals
• Once a project is underway, you must enter
actual schedule date, 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.
Entering Actuals (cont’d)
• Enter schedule, resource, and cost data in the following order:
• Completed Activities
– Actual Start and actual Finish dates
– Actual Regular Units/Costs
– Actual Cost for Expense
• Activities in Progress
– Actual Start date
– Percent Complete and/or Remaining Duration
– Actual Regular Units/Costs and Remaining Unit/Costs
– Actual and Remaining Costs for Expenses.
• If activity work is temporarily halted, use the Suspend/Resume
dates.
Statusing 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.
Exercise
• Mark the Started checkbox.
• Verify Actual Start date.
Statusing 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 expense.
Exercise
• In the Status tab, mark the Started checkbox
and verify the Actual Start date.
• Mark the Finished checkbox and verify the
actual Finish date.
(Note that when you mark the Finished checkbox,
the bar for the activity is blue in the Gantt
Chart, indicating that the activity has actual
values. )
Statusing Activities to Completion (cont’d)
• While updating one must check the Actual

Regular Units for the activity.
• If “Recalculate Actual Units and Cost when
duration % complete changes” is selected in
the Calculations tab in the Projects window for
the project, then the data in the Actual
Regular Units field is automatically completed.
Exercise
• In the Actual Regular Units column, check the
number of hours.
• If the activity started late, when selecting a

new date for the Started or Finished field in
the status tab, mark the checkbox first and
then select the date.
• It also means that a resource might have to
work extra hours.
Exercise
• Mark the Started Checkbox.
• Verify the actual Start date.
• Mark the Finished checkbox.
• In the Actual Regular Units column, type the number
of hours of any resource which worked extra.
• Press Enter.
Statusing 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 Start checkbox an
then enter the Actual Start date.
Exercise
• Click the Status tab
• Mark the Started checkbox
Statusing Activities in Progress
• Four steps must be performed to update an activity
in progress:
– Enter Actual Start date
– Enter Percent Complete and/or Remaining Duration
– Enter Actual Regular Units and Remaining Units for
resources.
– Enter Actual Cost and Remaining Cost for expenses.
(if an activity started during the status period but is
now falling behind schedule you will reflect this by
increasing the Remaining Duration)
Exercise
• In the Status tab, mark the Started checkbox
• Verify the Actual Start date
• In the Raining Duration field, type <5>
• Press Enter
Statusing Activities in Progress (cont’d)
• Actual Regular Units is the number of units
that resource(s) actually worked on the
activity. Remaining Units represents the
amount of work (units) that is required to
complete the activity.
• The formula for calculating Remaining Units is:
• Remaining Units = Remaining Duration x
Remaining Units/Time
Exercise
• Click the Resource tab.
• Check the units worked
Suspending an Activity
• When an activity start 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.
Exercise
• Click the Status tab, and then mark the started
checkbox and select a start date.
• In the Remaining Duration filed, type <7>
• Click in the Suspect field. And select a Suspend
date.
• Click in the Resume filed and check the Resume
date.
• Make a note in the Notebook
Statusing Activities to Completion
• If an activity Finished a day earlier.
• If a resource worked 8 hours less than planned
on the activity.
• Another activity was also completed during
this status period
• Another activity that was started and finished
in this period
Exercise
• Select activities (finished (earlier & on time), started and
finish in the statusing period)
• Click the Status Tab as per the activity.
• Mark the Started checkbox as per the activity.
• Verify the Actual Start Date as per the activity.
• Mark the Finished checkbox and enter the new Finished
date as per the activity.
• For Resource who worked less
– Click the resource tab.
– In the actual Regular Units column, type the number of hours
who worked less.
• Update the expenses for the activity to reflect

the spending.
• In the Expense tab, the field for At Completion
Cost is calculated by adding Actual Costs +
Remaining Cost.
Exercise
• Click on the Expenses tab
• Verify an expense is selected
• In the Actual Cost column, type <600> and
then press Enter.
• In the Raining Cost column type <000> and
press enter.
Reschedule the Project
• Now that actuals have been entered, it is time
to reschedule the project based on the new
data date.
• Any activity that did not finish on time will
delay their successor activities.
Exercise
• Click F9 or press Schedule.
Viewing the Results of Rescheduling Project
• After the project has been rescheduled, the

successors to the delayed activity, have also
been delayed.
– Analyze the activities on the critical path
– Review the project’s performance to date
– Developed strategies for getting the project back
on track
– Gain agreement within your project team
– Implement the revised project plan.
Exercise
• Click Progress Spotlight to de-activate.
• Hide bottom layout.
• Select a delayed activity
(successors activities are delayed after
scheduling)
Controlling the Project
• After scheduling a project, analyze schedule dates,
resource allocation, and the cost budget.
• Analyzing Schedule Dates: analyze the 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.
– Adjust the project to meet your project Finish date.
Controlling the Project (cont’d)
• Analyzing Resource Allocation: After adjusting
the project, determine if resources are being
used effectively.
• Analyzing the Cost Budget: After adjusting the
project, view At Completion Total Cost to
determine if your are within your budget.
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:
(But first making the major schedule changes, export the
project)
– Use relationships to reduce durations
– Add resources to reduce durations
– Breakdown long activities
– Change calendar assignments:
• Put critical activities on a longer workweek
• Add exceptions to non work time.
Compressing the Schedule (cont’d)
• You can use the following set of questions to help
you decide how to most appropriately 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?
• In some cases, in order to meet the project milestones
and finish date you can decrease the total amount of
work that will be accomplished i.e. decrease the scope of
the project.
• If the scope change is approved, decrease the scope by
reducing the total hours worked on activities. This will
change the duration of the activities.
• If the scope change is not approved, find another way to
meet the project milestones and finish date of the
project.
• Were the budgeted hours over or under
estimated?
• You may have overestimated the number of
hours to complete activities; the scope of
work can be accomplished in fewer hours.
• You can decrease the total hours worked on
activities, which decreases the duration of the
activities.
• Can an additional resource be assigned?
• 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 over time?
• 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 20
Reporting Performance
Objectives
• Describe reporting methods
• Run a schedule report
• Create a resource report with the Report
wizard
• Create a report using the current layout
Methods for Performance Reporting
• There are many methods to distribute
schedule, resource, and cost performance
information to the project team, including:
– Printed layouts
– Printed reports from the Report wizard
– Printed reports from report Writer.
– Project Website.
– Timesheets.
– Primavera Web applications.
Reports Window
• It displays reports for schedule, resource and
cost.
Exercise
• Open a project
• In the Directory bar, click Reports.
Running an Existing Report
• You can report schedule performance using a
predefined schedule report.
Exercise
• Locate a Report Group title band, Schedule.
• Select a report, Sr-18 Schedule Report –
Sorted by Activity ID.
• 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
• HTML File – compile and save the report a an HTML file.
• ASCII Text File – choose to compile and save the report as a
delimited text file
– Field delimiter – select the character used to separate categories of
information that you save in delimited text format (i.e. comma, tab,
space)
– Text Qualifier – select the character used to separate categories of data
you save in delimiter text format if the data contains the field delimiter
you specify, such as quote marks (“).
Run Report Dialog Box (cont’d)
• Output file - if you choose HTML File or ASCII
Text File, click to specify the file name and
location where you want to save the report.
• View file when done – mark this checkbox to
automatically open the report in your default
Web browser for an HTML file or your default
text viewer for an ASCII text file.
• Notes – use to add a comment to the report.
Comment appears directly under the report title.
Exercise
• In the run Report dialog box, verify that Print
preview is selected.
• Click OK.
Printing Reports
• It is an effective way to communicate project
information with resources and other project
managers.
Exercise
• Click Zoom in / Zoom out on the report.
• Click Close.
Report Wizard
• The Report wizard enables you to easily create
a wide variety of ad hoc reports. The reports
can be modified s they are built, or they can
reopened later to be modified.
• To create a wizard report:
– Select a base table and pertinent date fields.
– Organize the data via grouping, sorting and
filtering options.
Create or Modify Report
• You will use the wizard to create a report tat
shows the resource assignments on the
project and related Notebook topics.
Exercise
• In the Command bar, click add
• Verify the option New Report is selected, Click Next
• Select a Subject Area or Select additional subject areas, Click Next.
• Select Resources, Click the columns you would like to use in the report,
click OK.
• Click Filter, click add to add another line to the filter. (make a custom
filter), click Next.
• Type the Title of the Report, click Next.
• Click Run Report, Verify that Print Preview is selected, Click OK. (Zoom in
/ Zoom out)
• If you want to print, Click Print icon to Print. Click Next.
• Click Save Report (one can assign it to a specific report group)
• Click OK, click Finish.
Assigning a Report to a Report Group
• To easily locate a report, you can assign it to a
report group. A report can be assigned to only
one report group.
Exercise
• Select the new report.
• In the Report Group field, to-Assign button.
• Select a report group and click Assign.
• Press F5 to refresh the data.
• In the Report Scope drop down list in Report
Details, click Current Project.
Creating a Report Using the Current Layout
• The Report wizard can also be used to create

reports based on the layout that is currently
displayed.
• Reports can be modified as they are built
through the wizard.
Exercise
• In the Directory Bar, click Activities.
• Open, “Budgeted and Actual costs”.
• In the Tools menu, click Report Wizard.
• In the Create or Modify Report window, select Current
Screen. Click Next.
• On the Report Title screen, type a title. Click Next, click
Run Report
• Verify Print Preview is selected, click OK.
• Close Print Preview, click Next, Select Save Report.
• Click OK. Click Finish.
Lesson 21
Project Website
Objectives
• Create and launch a project Website.
• Customize the appearance of a project Web
Site.
• Publish activity layouts as HTML pages.
Project Web Site
• This feature is used to publish a project plan as a Web site on
an internet or as a web site on the intranet. Using a browser,
the project team and other interested parties can view project
documents that contain hypertext links to other pages,
enabling them to move between projects and from age to
page within a report.
• You can browse a project plan at a high level and quickly view
more detailed information about specific activities, work
products and documents, resources, etc.
• You can navigate a project Web site using the project’s WBS,
resources hierarchy, reference documents outline, activity
codes and values, risks, and issues.
Project Web Site (cont’d)
• Among the Web site features:
• Customize the Web page design.
• 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:
– Activity layouts
– Tracking layout
– Project reports
– Global data dictionaries
• Test a project Web site locally prior to publishing publicly.
Creating a Project Website
• On the General tab in the Projects window,
you can create a link to the location of the
project Web site.
Exercise
• Open a project
• In the directory bar, select the opened project.
• In the Project Web Site URL field in the
General type <C:\MPM\index.htm>
Creating a Project Website (cont’d)
• Use the General tab to set up the information
displayed on the Web site:
– Web Site Name, Web Site Description, and Last
Publish Date is displayed on the Web site splash
screen.
– Path chosen 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.
Exercise
• In the Tools menu, click Publish, project Web Site.
• Click the General Tab.
• In the Web Site Name field, type <Office Building Addition>
• In the Web Site Description field, type <information
contained in this Web site is confidential, Unauthorized
distribution of its contents is prohibited>
• In the Publish Directory field, type a field location <C:\
MPM>
• Verify that the Automatically launch Web site preview after
publishing checkbox is marked.
Customizing the Project Website
• You can use the default scheme or create your
own scheme by adding graphics, fonts, and
colors, customizable feature include
background/ foreground colors, icons/logos,
and test types / fonts.
• Use the Main Form tab to customizable
feature on the main form of the web site.
Exercise
• In the General tab, click Edit Scheme.
• Verify the Mai Form tab is selected.
• In the Item drop down list, select Toolbar
Background
• Click in the Color field and select a color.
• Click Save As.
• Type a Web site scheme name.
• Click OK.
Splash Tab
• Use the Splash tab to customize features on
the splash screen.
Exercise
• Click the Splash tab.
• In the Item drop down list, select Splash Screen
Background
• Click in the Color field and select a color, gray.
• In the Item Drop down list, select Splash Screen Logo.
• In the Location field, click and browse.
• Select an icon (may be .gif)
• Click Open
• Click OK.
Topics Tab
• It is used to determine the detailed data to
publish to the Web site. If all checkboxes are
cleared, only WBS data is published.
Exercise
• Click Topics tab.
• Clear checkboxes next to Issues and Risks.
Graphics Tab
• It is used to select existing activity or tracking
layouts to publish to the project’s Web site.
– Define activity layouts in the Activities widow and
tracking layouts in the Tracking window.
Exercise
• Click the Graphics Tab.
• In the Activity Layouts section, click Assign
• Select an activity layout, Activity Network.
• Press Ctrl-click to select another layout,
Assigning Resources and Costs.
• Click Assign to assign the two layouts.
Reports Tab
• It is used to select existing reports to publish
to the project Web site.
• If you do not want reports to be displayed in a
specific Web site, clear the Include in the
project Web site check box.
Exercise
• Click the Reports tab
• Click Assign
• Select a report, and then click Assign.
Publishing the Website
• A project website cannot be published in a subdirectory
beneath the directory that contains Primavera.
• A project Web site cannot be published if the
subdirectory contains files other than the Project Web
site files.
– If the publish subdirectory contains only project Web site files,
those files will be deleted and replaced with the updated files.
– If the publish subdirectory does not exist, the subdirectory
will be created.
• Data is static as of the date the site is published. To
update site with the new data, publish the site again.
Exercise
• Click Publish.
• If prompted to create the directory, click Yes.
• Click OK.
Launching the Website
• The website can be launched in two ways:
– Automatically in the default browser if the
Automatically Launch web site preview after
publishing checkbox is marked.
– Manually from the General tab in the projects
window.
• The URL set for the Web site is also displayed in
Primavera Portfolio Analysis and in Timesheets,
and can be used to launch the Web site.
Exercise
• In the splash screen, click Click to Enter.
Navigating the Project Website
• The project website is divided into three panes:
– Upper pane – contains a navigation toolbar for quick
access to various sections of the website. It allows to
view global data dictionaries as well as the
activity/tracking layouts and reports you selected to
publish.
• Click the Subtoolbar to view specific set of data relating to
what is selected from the upper pane.
– Left pane – select the data element to view
– Right pane – navigate through the details for the
element displayed in the left pane.
Exercise
• In the Toolbar, click WBS
• In the left pane, click + to expand a WBS element.
• Click + to expand a grouping.
• In the Sub Toolbar, select a subject area, Activities.
• In the upper pane, click Graphics.
• Select an Activity View, Activity Network, close
browser. Click Close to exit the Publish Project Web
Site dialog box.
Publishing Activity Layouts
• Save activity layouts as HTML files that are not
linked to a project Web site you previously
created. The layouts represent a static picture
of the projects.
– Timescale begins on the date defined by the
selected layout.
– Columns displayed are defined by the selected
layout.
Exercise
• In the Tools menu, click Publish, Activity Layouts.
• Select a Layout. Click Assign
• Specify the location of the HTML File,
• Type the file name, Classic WBS Layout.
• Verify the file type, HTML files (*.htm)
• Click Open.
• Click the Hyperlink, Classic WBS Layout.
• Close the browser.

Lesson All Primavera - 592

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Lesson All Primavera - 592

Uploaded by

Copyright:

Available Formats

Project Planning with Primavera®

Source: Oracle, P6 User’s Guide Release 8.3

Initiating Planning Executing

Project Start Project Close

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

1. Title Bar : Display current application and name of open projects

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Activity Table Bar Area

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Jamil can view only this

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.

Source: Primavera System Inc.