004-eastwood harris slides

8/2/2019 004-Eastwood Harris Slides

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Welcome to theEastw ood Har r i s P ty L td

Pr im avera P6Vers ion 8.1

Profess ional and Opt ion a lCl ient

3 day training course

PMI REP No 3001 – Course Number PP6

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I MPORTANT POI NTS FOR

I NSTRUCTOR See notes below.

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Ad m i n i s t r a t i o n

Evacuation

Facilities, timings and meals

Mobile phones & Emails

Introductions:

Your name,

The types of projects you are involved in,

Your experience in scheduling software and

What you seek from this course

What version of P6 does your company use

Course attendance sheet,

Course conduct.

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Cour se AgendaDay 1 Modules

1 - Introduction

2 - Creating a Project Plan

3 - Starting Up and Navigation

4 - Creating a New Project

5 - Defining Calendars

6 - Creating a Primavera Project WBS

7 - Adding Activities and Organizing Under the WBS

8 - Formatting the Display

9 - Adding Relationships

10 - Activity Network View

11 - Constraints

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Cour se AgendaDay 2 Modules

12 - Group, Sort and Layouts

13 - Filters

14 - Printing and Reports

15 - Scheduling Options and Setting a Baseline

16 - Updating an UnresourcedSchedule

17 - User and Administration Preferences andScheduling Options

18 - Creating Roles and Resources

19 - Assigning Roles, Resources and Expenses

20 - Resource Optimization



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1 – I NTRODUCTI ON SUMMARY

1.1 - Purpose of the Course

1.2 - Required Background Knowledge

1.3 - Purpose of Planning

1.4 - Project Planning Metrics

1.5 - Planning Cycle

1.6 - Levels of Planning

1.7 - Monitoring and Controlling a Project

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2 - CREATI NG A PROJECT PLAN

2.1 - Understanding Planning and Scheduling Software

2.2 - Enterprise Project Management

2.3 - Understanding Your Project

2.4 - Level 1 – Planning Without Resources

2.5 - Level 2 – Monitoring Progress Without Resources

2.6 - Level 3 – Scheduling With Resources, Roles andBudgets

2.7 - Level 4 – Monitoring and Controlling a ResourcedSchedule

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2 .1 - Un d e rs ta n d in g Pla n n in g an dSch e d u l i n g So f tw a re

Record the WBS- the deliverables

Break the deliverables into activities

Assign durations, constraints, predecessors & successors to activities

Calculate the start and finish dates

Assign resources and/or costs to activities

Optimize the project plan

Set Baselines to compare progress

Approve work

Record the actual progress

Compare progress against the original plan

Amend the plan for scope changes etc, and

Produce management reports.

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Unders tand ing P lann ing andSchedu l i ng So f t w a re

There are four levels in which planning and schedulingsoftware may be used.

Planning Controlling

Without LEVEL 1 LEVEL 2

Resources Planning without

Resources

Tracking progress

without Resources

With LEVEL 3 LEVEL 4

Resources Planning withResources

Tracking progress withResources

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2 . 2 - En t e r p r i s e Pr o j e c tM a n a g e m e n t

Primavera is an Enterprise Project Managementsoftware package that allows many projects to bemanaged in one database,

These projects may be summarized under ahierarchical structure titled the Enterprise ProjectStructure (EPS),

This function is similar to summarizing activities of aproject under a Work Breakdown Structure (WBS).

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2 . 3 - Un d er s t a n d i n g Y o u r Pr o j e c tBefore you start the process of creating a projectschedule in Primavera, it is important to:

Develop an understanding of the project and how itwill be executed, which should result in the

development a project delivery methodologystatement

Create a robust W BS

Consider conducting a Stakeho lde r Ana lys is

Conduct a Risk Analysis.

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2 .4 .12 Cons t ra in t s

To correctly model the impact of eventsoutside the logical sequence, you may useconstraints.

A constraint would be imposed to specificdates such as:

The availability of a facility to allow work tocommence, or

The predetermined time a project must be completeby

Constraints should be cross-referenced to thesupporting documentation such as contractdocumentation Milestone Dates.

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Const ra in t Types

There are two types of constraints:

Pro jec t Cons t ra in ts which includes the Pro jec tSta r t Da te and Pro jec t F in ish Da te , and

Act iv i t y Cons t ra in ts; the two most common areStar t On o r Af te r (Early Start) and Fin ish On orBe fo re (Late Finish).

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2 .4 .13 Pro jec t Cons t ra in t s

When a Pro jec t F in i sh Da te constraint isassigned then Total Float is calculated to thisdate.

The picture shows a project with a ProjectFinish date on Friday 26 September developing5 days Total Float.

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2 .4 .13 Pro jec t Cons t ra in t s The picture shows a schedule with a Project

Finish date of Friday 12 .

This is earlier than the calculated finish date,thus calculating 5 days Negative Float.

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2 .4 .14 Ac t i v i t y Cons t ra in t s

An activity will no longer start on the DataDate when a Sta r t On o r A f te r constraint isassigned

This is more commonly known as an Ear lyStar t constraint.

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Act iv i ty Const ra in ts . . .

This picture shows a Fin ish Date On or Beforeconstraint assigned 4 days earlier than thecalculated finish date

Thus Negative Float is created, representing theamount of time that needs to be caught up

This is more commonly known as a Late Fin ishconstraint.



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3 .2 - T h e Pr o j e c t s W i n d ow

Enterpr ise Project Structure & EPS Nodes

Pro jec ts

Pro jec t Co lumn s

Pro jec t Gan t t Char t

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3 .3 - O pe n i n g On e o r Mo r e

Pro jec ts Select one or more projects and r ight click or

Ctrl + O or

Select File Open then select one or more projects

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3 .4 - D isp la y in g t h e Act i v i t i e s

Window Select Project, Activities or

Click on the icon

Projects and Activities Tabs

Bottom Pane Details Tabs

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3 .5 - O pe n i n g a Po r t f o l i o

Enterprise, Project Portfolios

Adding Projects to the Portfolio

Opening the Portfolio

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3 . 6 - T op a n d B o t t o m Pa n e s o fW i n d o w s Displaying and Hiding Top and Bottom Panes

Customizing the Project Details

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3 . 7 - Use r I n t e r f a ce Up d at e

Customizable Toolbars

Displaying Toolbars

Customizing Tollbars

Customizing Menus



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3 - STARTI NG UP AND

NAVI GATI ON SUMMARY 3.11 - Application of Options within Forms

3.12 - Do Not Ask Me About This Again

3.13 - Right-clicking with the Mouse

3.14 - Accessing Help

3.15 - Refresh Data – F5 Key

3.16 - Commit Changes – F10 Key

3.17 - Send Project

3.18 - Closing Down

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3 .1 9 - W o r k sh o p 1 - N av ig at i n g

A r o u n d t h e W i n d o w s To become familiar with Primavera you will open your

database and navigate around the windows,

Note : Your windows may look different from the oneused in this publication which uses a demonstrationdatabase provided by Oracle Primavera.

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4 - CREATI NG A NEW PROJECT

4.1 - Creating a Blank Project

4.2 - Copy an Existing Project

4.3 - Importing a Project

4.4 - Setting Up a New Project

4.5 - Project Dates

4.6 - Saving Additional Project and EPS Information -

Notebook Topics

4.7 - Workshop 2 - Creating Your Project

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4 .1 - Crea t ing a Blank Pro jec t

Select File, New to run the Create New ProjectWizard,

Information Required:

EPS Node

Project Id

Planned Start date

(Optional Must FinishBy date)

Responsible Manager (OBS)

Resource Rate Type

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4 .2 - Copy an Ex i s t i ng Pro j ec t Select project or projects to be copied,

Select Edit , Copy or Ctrl C,

Select EPS Node to be copied to,

Edit , Paste or Ctrl V

Select options as required:

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4 .3 - I m p o r t i n g a Pr o j e ct Different Versions of Primavera run on different databases

including Oracle and Microsoft databases,

Primavera will not open a standalone project file,

You may be required to import a project that has beencreated in another program supplied by someone fromwithin or outside your organization,

Primavera is equipped with a set of tools for importingprojects from other sources.,

Select File, I m p o r t … to open a wizard that will guide youthrough the process of importing projects into yourschedule.



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4 .7 - W o r k s ho p 2 - Cr e at i n g Yo u r

Pro jectBackground

You are an employee of Wilson International and areresponsible for planning the Bid preparation requiredto ensure that a response to an RFQ (Request ForQuote) from OzBuild Pty Ltd is submitted on time,

While short-listed, you have been advised that theRFQ will be available on 02 December 2013 at8:00hrs (8:00am) and you will be required to submit3 bound copies of the proposal before 27 January2014 at 16:00hrs (4:00pm).

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5 - DEFI NI NG CALENDARS

5.1 - Database Default Calendar

5.2 - Accessing Global and Project Calendars

5.3 - The Project Default Project Calendar

5.4 - Creating a New Global or Project Calendar

5.5 - Shared Resource Calendar

5.6 - Move, Copy, Rename and Delete a Calendar

5.7 - Editing Calendar Working Days

5.8 - Inherit Holidays and Exceptions from a GlobalCalendar

5.9 - Adjusting Calendar Working Hours

Continued...

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5 - DEFI NI NG CALENDARS

5.10 - Calculation of Activity Durations in Days,Weeks or Months

5.11 - Calendars for Calculating Project, WBS andOther Summary Durations

5.12 - Tips for Mixed Calendar Schedules

5.13 - Workshop 3 – Maintaining the Calendars.

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5 Calen dar s The finish date (and time) of an activity is

calculated from the start date (and time) plus theduration over the calendar associated with theactivity,

Therefore, a five-day duration activity that startsat the start of the workday on a Wednesday, andis associated with a five-day workweek calendar(with Saturday and Sunday as non-work days) willfinish at the end of the workday on the following

Tuesday.

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Calendars Categor iesPrimavera has three categories for calendars:

Global – These calendars are available to all Projectsand Resources.

Pro jec t – These calendars are only available to theprojects they are created in. These may only becreated for a project when that project is open.

Resource – There are now two types of resourcecalendars: Personal , new to Primavera Version 8.1,and Shared , which is the same as the earlierResource calendar:

A Personal calendar is created for a specific individualresource,

A Shared Resource calendar may be assigned to one ormore Resources, which in turn may be assigned to anactivity in any project.

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5 .1 - Da tabase De fau l t Ca lenda r

Database Default Calendar is selected in theEnterpr ise , Calendars… form,

Controls the This set the on Working time displayedfor all project and all Views:



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Pro jec t B reakdown S t ruc tu res

There are two types of Project Breakdown Structures that

may be utilised to programme a project:

Hierarchical and

Matrix

Either or both may be used in the one programme,

The predominant method in P3 and SureTrak is the matrixformat using Activity Codes,

The predominate method in Primavera Project Manager isthe WBS function and this is a Hierarchical structure.

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Simple Examples o f WBS

St ruc tu res

The WBS for three buildings on one site may look like thepictures below:

In which situations would each example be applicable?

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6 .1 - Op e n in g a n d N av i g at i n g t h e

WBS Window To view, edit, or create a WBS structure:

The project must be open.

The WBS Wi ndow is displayed by selecting Projec t ,W BS or by clicking on the W BS icon on the Projec tToolbar ,

The icons in the Top Layou t toolbar enable differentviews of the WBS.

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6 .2 - Crea t ing and De le t i ng a WBS

NodeTo create or delete a WBS Node:

Open the WBS Window

Select a WBS Code or Name and:

Right-click to display the menu, or

Select the Edit menu command, or

Use the icons from the Edi t Toolbar

Use the icons on the Move Too lbar to put the WBSNodes at the right level or to reorder them.

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6 . 3 - WB S Nod e Se p ar a t o r The Default WBS Node Separator is assigned in

Ad mi n , Admin Pre fe rences…, General tab:

Each individual project WBS Node separator isdefined in the Pro jec ts Window , Pro jec t De ta i l sform, Set t ings tab,

This overrides the default set in the Ad mi nPreferences form, General tab.

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6 .4 - W o r k B r ea k d ow n St r u c t u r eLow er Pane De ta i ls General Tab

WBS Code

WBS Name

Responsible Manager

Anticipated Dates

Status

Notebook

Budget Summary, Budget Log, and Spending Plan

WBS Milestones

Earned Value

WPs & Docs

Planning Resources.



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7 - A DDI NG A CTI V I T IE S A ND

ORGANI ZI NG UNDER THE WBS Activities should be well-defined, measurable pieces of

work with a measurable outcome,

Activity descriptions containing only nouns such as “BidDocument” have confusing meanings,

Adequate activity descriptions always have a verb-nounstructure to them,

The limit for activity names is 120 characters, but try tokeep activity descriptions meaningful yet short andconcise so they are easier to print,

When activities are created:

They are normally added under a WBS Node,

They may also be organized under other codingstructures such as Activity Codes or User Defined Fields.

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7 .1 - N e w A c t iv i t y D e fa u lt s

After creating a new project and before addingactivities it is important to set the defaults settings,

These defaults are set in the Defau l ts tab of thePro jec t De ta i l s form:

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7 .1 .1 - D u r a t i o n T ype

None of the Dura t ion Type options affects how theschedule calculates until one or more resource isassigned to an Activity.

The following options are available:

Fixed Uni ts

F ix ed D ur a t i on and U n i t s / T i me

F ix ed U n i t s / T ime

F ix ed D ur a t i on & U n i t s

If you do not plan to add resources to Activities, thenyou do not need to assign a Dura t ion Type and it maybe left as the default,

This topic will be covered in detail in the Ass ign ingRoles and Resources Expenses chapter.

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7 .1 .2 - Percen t Comp le te Type

Ac t i v it y % Co m p le t e, which may be linked to one onlyof the three following % Complete fields and is alwayslinked to the % Complete displayed in the bars:

Phy s i ca l % Comp l e te , which is independent of activityresources and durations,

D ur a t i on % Comp l e te , which is linked to activitiesdurations, and

U n i t s % Comp l e te , which is linked to resources Units.

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7 . 1 .3 - A ct i v i t y T ype s & M il e st o n e s

Finish Milestone

Level of Effort

Resource Dependent

Start Milestone

Task Dependent

WBS Summary

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7 . 1 .4 - Co s t A cco u n t

This selects the default Cost Account for all newResources and Expenses and is blank by default.



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7 .1 2 - Re o r d er i n g o r So r t i n g

Ac t i v i t i es The sort order of activities within a band is set by an

order from one or more columns and you may notdrag activities up or down the schedule in the sameway as other products.

To sort Activities:

Highlighting a column title and clicking with the mouse

View , Group and Sor t by :

Click on the Grouping icon, and

Click the sort icon,

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7 .1 3 - Un d o

Primavera Version 5.0 introduced a multiple Undofunction that operates on Resources, ResourceAssignments, and Activities windows, but no Redofunction,

There are many functions that will erase the Undomemory such as scheduling, summarizing, importing,opening a project, opening Code forms, opening Userand Admin Preferences and closing the application.

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7 .1 4 - Su m m a r i z i n g Act i v i t i e s

Using WBS Double-click any WBS band description

Select V iew , Ex p a n d A l l or View, Co l lapse A l l from themenu.

Right-click and select Expand Al l or Col lapse Al l fromthe menu.

Click on the + or - button the the right of the WBS Nodedescription to expand or collapse the WBS Node.

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7 .15 - Spe l l Check

To spell check a project, open the Spell Check form by:

Select Edit , Spell Check , or

Hit the F7 key.

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7 - A DDI NG A CT I V I TI ES A NDORGANI ZI NG UNDER THE W BSSUMMARY 7.1 - New Activity Defaults

7.2 - Adding New Activities

7.3 - Default Activity Duration

7.4 - Copying Activities from other Programs

7.5 - Copying Activities

7.6 - Renumbering Activity IDs

7.7 - Elapsed Durations

7.8 - Finding the Bars in the Gantt Chart

7.9 - Activity Information – Bottom Layout

7.10 - Assigning Calendars to Activities

Continued… Page 144

7 - A DDI NG A CT I V I T I E S A NDORGANI ZI NG UNDER THE WBSSUMMARY

7.11 - Assigning Activities to a WBS Node

7.12 - Reordering or Sorting Activities

7.13 - Undo

7.14 - Summarizing Activities Using WBS

7.15 - Spell Check.



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Basel ine Bar Disp lay

A Baseline Bar is displayed when a Baseline has notbeen set,

The Planned Dates are being displayed as the BaselineBar,

Ensure you have a Baseline set before displaying aBaseline Bar.

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Re la t i o n sh i p s d i sp l aye d o n

Basel ine Bars. . . . By default the relationships are displayed on the

Baseline bar which is not a normal method of displaying them,

To remove relationships on the Baseline bar,

Move the Baseline bars to the bottom of the Bars form:

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Rema in ing Leve l o f E f fo r t andActua l Remain ing Leve l o f Ef fo r tbars. . . .

The activity bar will disappear when these ActivityTypes are used then,

You should check both these bars so they are alwaysdisplayed.

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Base line Bar sAfter you have moved all the baseline bars to the bottom:

There is no Pro jec t Base l ine M i les tone, this will needto be added,

The Pro jec t Base l ine and Pr imary Base line bars areboth narrow yellow bars, the same as the Negative Float,

It is suggested you make them a different color and putthem as thicker bars on the top and bottom of row 2,

The change the Basel ine Mi les tone colors to match,

Change to shape so one may be seen behind the other, and

Change the descriptions so they make sense,

There are no Secondary Basel ine or Ter t iary Basel ineMi les tones , if you are not using these then delete these bars:

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Tex t on Ba rs There is text on many bars and it is difficult to add or

remove text from bars with the current configuration,

It is suggested that text is removed from all bars,except from the Current Bar Labels bar,

This is done by:

Clicking on the Bar Labels tab at the bottom,

Clicking on one bar at a time and using the Deletebutton at the bottom (NOT SIDE) of the screen todelete the text line,

Change the Current Bar Labels bar filter to read AllActivities, see next slide,

Now if you display the Current Bar Labels bar thentext will be displayed on all bars and when this bar ishidden then all text will be removed from bars, thusmaking it simpler to add or remove Bar text.

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Form a t t i ng Ba rs I ssues .. .. This is how the bars from could look:



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9 .9 - W o r k sh o p 7 – A dd in g t h e

Re la t ionsh ips You have determined the logical sequence of

activities, so you may now create the relationships

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10 - ACTI V I TY NETWORK VI EW

10.1 - Viewing a Project Using the Activity Network View

10.2 - Adding, Deleting and Dissolving Activities in theActivity Network View

10.3 - Adding, Editing and Deleting Relationships

10.4 - Formatting the Activity Boxes

10.5 - Reorganizing the Activity Network

10.6 - Saving and Opening Activity network Positions

10.7 - Early Date, Late Date and Float Calculations

10.8 - Workshop 8 - Scheduling Calculations and ActivityNetwork View

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Act i v i t y N e tw o r k V ie w

The Ac t iv i t y N e t w o r k , also known as the PERTView , displays activities as boxes connected by therelationship lines:

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1 0 .1 - V ie w i n g a Pr o j e c t Us in g t h e

Ac t i v it y N e tw o r k V i ewTo view your project in the N e t w o r k V iew either:

Click on the Top Layou t toolbar button, or

Select V iew , Sho w o n To p , Ac t iv i t y N e t w o r k .

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1 0 . 2 - A d d in g , Del et i n g a n d

Disso l v ing Ac t i v i t i es i n t he Ac t i v i t yNe t w o r k V i ew

This is done in the same way as in the Gantt Charteither:

Graphically Adding a Relationship, or

Using the Activity Details form.

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1 0 .4 - Fo r m a t t i n g t h e Ac t iv i t yBoxes Act iv i t y Boxes may be formatted from the Act iv i t y

N e t w o r k O p t i o ns form,

The formatting affects both the Trace Logic andAc t i v it y N e t w o r k W i n d o w formatting for the layoutthat is being formatted:

Select V iew , A c t i v i t y Ne two rk , A ct i v i t y Netw o rkOpt ions…,or

Right-click in the PERT area and select A ct i v i t yNe two rk O p t i on s….



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Act i v i t y Cons t ra in t TypesOther Constraint Types:

Star t On initially sets the Early and LateStart to the constraint date and therefore hasno Total Float, but may develop NegativeFloat,

Star t On o r Be fo re more commonly calledan Late Star t constraint and affects theactivities Late Start date,

Fin ish On and initially sets the Early andLate Finish to the constraint date andtherefore has no Total Float, but may developNegative Float,

Fin ish On or Af ter more commonly called anEar ly Fin ish constraint and affects theactivities Early Finish date calculation,

Continued…..Page 206

Act iv i t y Cons t ra in t Types Con t inued

Other Constraint Types continued:

Mandato ry Sta r t sets the Early and LateStart dates and prevents float from travellingthrough the constraint,

Mandato ry F in ish sets the Early and LateFinish dates and prevents float from travellingthrough the constraint,

Expected Fin ish calculates the RemainingDuration of an activity and requires the checkbox in the Scheduling Options form to becheck before it operates,

As Late as Possib le consumes Free Floatand sets the Early and Late date to be as lateas possible but without delaying successoractivities and does not develop Total Float.

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1 1 .1 - Assi g n i n g Co n s t r a in t s When setting constraints sometimes the constraint

time will not be set at the start or finish of the activitycalendar but set at 00:00 or some other irrelevanttime,

Therefore when setting constraints you should alwaysdisplay the time by selecting Edit , User Preferences…, Dates tab to ensure the constraint time iscompatible with the activity calendar,

Two constraints are permitted against each activity,plus an Expected Finish Date,

Constraints may be set by:

Using the Ac t i v i t y D e ta i l s form, or

Using Columns, or

Typing in a Start Date.

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1 1 .2 - Pr o j e c t M u s t Fi n i sh By Da te

An absolute finish date may be imposed on theproject using the Pro jec t Window , Dates tab:

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1 1 .3 - A ct i v it y N o t eb o ok

It is often important to note why constraints havebeen set. Primavera has functions that enable you tonote information associated with an activity, includingthe reasons associated for establishing a constraint,

The Act iv i t y De ta i l s form has a Notebook tab,which enables Notes to be assigned to NotebookTopics and has some word processing-typeformatting functions,

Notebook Topics are created by

Selecting A d min , Admin Categor ies… in theProfessional Version, and

The Web tool for the Optional Client.

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11 – CONSTRAI NTS SUMMARY

11.1 - Assigning Constraints

11.2 - Project Must Finish By Date

11.3 - Activity Notebook



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Progress Over r ide

In the following example, the Finish-to-Start

relationship between the predecessor and successor isdisregarded, and the unworked portion of the activity(the Remaining Duration) continues before thepredecessor has finished,

The relationship is not a driving relationship and DOESNOT form part of the critical path in the examplefollowing. The predecessor in the following example hasfloat:

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Actua l Da tes

This function operates when there is an activity with

Actual Dates in the future, which is not logical With this option the remaining duration of an in-

progress activity is calculated after the activity withactuals:

Retained Logic

Progress Override

Actual Dates

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Ca lcu la te s ta r t - to - s ta r t l ag

f rom : Schedu l i ng Op t ionThe successor of an activity with a Start-to-Start andpositive lag would start after the lag has expired. Whenthe predecessor commences out of sequence the lagmay be calculated from the predecessor calculated EarlyStart or the Actual start,

The Actual Start gives a less conservative schedule:

The Early Start gives a more conservative schedule:

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Def ine cr i t i ca l act iv i t ies as

Total Float less than or equal to set to zero

Total Float less than or equal to 1 day or Longest Pathwould result in the picture below:

Longest path recommended for projects with multiplecalendars.

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Calcu la te f loa t based on f in ishda te o f

New to Primavera Version 6.2:

Each project

Opened projects

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Com put e To ta l Floa t as There are three options for the calculation of float on

WBS and LOE activities:

Start Float = Late Start – Early Start

Finish Float = Late Finish – Early Finish

Smallest of Start Float and Finish Float

Note : It can be seen from the pictures above that theTotal Float bar only displays the Finish Float.



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16 - UPDATI NG AN UNRESOURCED

SCHEDULE SUMM ARY 16.1 - Practical Methods of Recording Progress

16.2 - Understanding the Concepts

16.3 - Updating the Schedule

16.4 - Progress Spotlight and Update Progress

16.5 - Suspend and Resume

16.6 - Scheduling the Project

16.7 - Comparing Progress with Baseline

16.8 - Progress Line Display on the Gantt Chart

16.9 - Corrective Action

16.10 - Check List for Updating a Schedule

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1 6 .1 1 - W o r k s h op 1 4 – Pr o g r es si n g

and Base l ine Com par ison At the end of the first week you have to update the

schedule and report progress and slippage.

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17 - USER AND ADMI N I STRATI ON

PREFERENCES AN D SCHEDULI NGOPTI ONS 17.1 - User Preferences

17.2 - Admin Menu

17.3 - Admin Preferences

17.4 - Miscellaneous Defaults

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1 7 .1 - U se r P r efe r e n ce s

We will go through theUser Preferences formtabs,

Select Edit , UserPreferences to openthe User Preferenceform

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1 7 .2 - A d m i n Me n u

Select Ad mi n and we will cover Security & Access

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U ser P re fe rences and Admin Menu

Select Edit , User Preferences to open the UserPreference form,

Select Ad mi n and we will cover Security & Access



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1 9 .2 - Pr o j e c t W i n d ow Re so u r ce

Pre ferences We will look at the settings applicable to

assigning resources:

Resources tab,

Understanding Resource Option to DriveActivity Dates and

Calculations tab

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Pro ject Workspace Resources Tab

Progress Repor te r ( T imeshee ts in P6 .2 and ear l ie r ) .

This sets the defaults for the Timesheet, if it has beenimplemented:

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Pro ject Workspace Resources Tab

As si gnmen t D e fau l t s:

There are five Resource Rates available in Primavera,

One rate may be set as a project default,

After assignment to an activity, the Resource Ratemay be changed using the Rate Type field in theResources tab of the Activities Workspace.

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Pr o j e c t W o r k sp ace - Re so u r cesTabD r i v e ac t i v i t y da tes by de fau l t

This allows the Activity Original Duration to be unlinkedfrom the Resource Assignment Duration,

Then the resource will be scheduled outside an activityduration, see next slide,

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Dr ive act i v i t y da tes by de fau l t When this option is switched OFF it is possible for a

resource to calculate outside the activity duration,

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Dr ive ac t i v i t y da tes by de fau l t When it is switched ON the resource durations are

linked to the activity duration:



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20 - RESOURCE OPTI MI ZATI ON

20.1 - Reviewing Resource Loading

20.2 - Resource Assignments Window

20.3 - Copying and Pasting into Excel

20.4 - Other Tools for Histograms and Tables

20.5 - Methods of Resolving Resource Peaks & Conflicts

20.6 - Resource Leveling

20.7 - Resource Leveling Function

20.8 - Leveling Examples – Not covered

20.9 - Resource Shifts – Not covered

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20 - RESOURCE OPTI MI ZATI ON

20.10 - Guidelines for Leveling

20.11 - What to Look for if Resources Are NotLeveling

20.12 - Resource Curves

20.13 - Workshop 17 - Resources Optimization

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RESOURCE OPTI MI ZATI ON

The schedule may be resource optimized to:

Reduce peaks and smooth the resourcerequirements, thus reducing the mobilization anddemobilization costs, or to reduce the demand forsite facilities, or

Reduce resource demand to the available number of resources, or

Reduce demand to an available cash flow when aproject is financed on income.

Page 340

2 0 .1 - Re v ie w i n g Re so u r ce

Load ing

We will work together and display the followingtogether:

Activity Usage Spreadsheet

Activity Usage Profile

Resource Usage Spreadsheet

Resource Usage Profile

Assignments Window

NOTE: Remember Resource filters must beResource “Contains”, it is better to use theDisplay Activities Resources in the bottom LHS of the window.

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2 0 . 2 - Re so u r ce Assi g n m e n t sWi n d o w The Resource Ass ignments W indow has some

functions that are very useful especially when youwish to copy and paste data into Excel.

A time-phased view that may be grouped byResource, Role, or Activity and allows the display of:

Cumulative and Period totals

Cost and/or Units of all Resource Types

Page 342

20 .3 - Copy ing & Past i ng i n t o Exce l The following data may be copied and pasted into

Excel:

Activity data from the Activities Window

Activity Usage Spreadsheet

Tables in the Tracking Window

Resource Assignments Window

You should be aware of the following issues:

The User Pre ferences need to be in the right format,

Dates that are pasted with an “A” at the end may beremoved with the Excel command of Find andReplace. You may need to put a space before the “A” so you do not lose the “A” in front of August.

To remove the “*” at the end of a date you must usethe syntax of “~” in the Find and Replace command asa “*” on its own will replace all the data in thespreadsheet.



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P la n n e d Date s I ssu e s - r e ca p

The Planned Dates will be displayed as the

Baseline Bars when the the A d m i n , A d m i nPreferences…, Earned Value tab is set toBudget va lues w i th p lanned da tes,

The next slide will the options of Budget and AtCompletion Values:

Page 362

Understand ing Base l ine Dates,

Budget Un i ts and Costs This slide will demonstrate what Unit and Cost is

displayed as Baseline data:

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Page 364




Page 365

Understand ing Base l ine Dates,Budget Un i ts and Costs This slide will demonstrate what Unit and Cost is


Page 366

Understand ing Base l ine Dates,Budget Un i ts and Costs This slide will demonstrate what Unit and Cost is




65

Page 385

22 - OTHER METHODS OF

ORGAN I ZI NG PROJECT DATA 22.1 - Understanding Project Breakdown Structures

22.2 - Activity Codes

22.3 - User Defined Fields

22.4 - WBS Category or Project Phase

22.5 - Resource Codes

22.6 - Cost Accounts

22.7 - Owner Activity Attribute

22.8 - Workshop 19 - Activity Codes and UserDefined Fields (UDF)

Page 386

2 2 .1 - U n de r s t an d i n g P r o j e ctB re a kd o wn S t ru c tu re s A Project Breakdown Structure represents a

hierarchical breakdown of a project into logicalfunctional elements. Some organizations have highlyorganized and disciplined structures with “rules” forcreating and coding the elements of the structure.Some clients also impose a WBS code on a contractorfor reporting and/or claiming payments,

The following slides are examples of such structures:

Page 387

Un d e rsta n d in g P ro je c t B re a kd o w nSt ru c tu re s

WBS Work B reakdown S t ruc ture , breaks down the project into theelements of work required to deliver a project,

COA Code of Accounts, also known as Cost B reakdown S t ruc ture .Often this contains costs that are not included in a schedule,

such as insurances and overheads. The WBS would in thissituation represent part of the COA,

OBS Organ i za t i on Breakdow n S t ruc ture, shows the hierarchicalmanagement structure of a project. Primavera has a predefinedfield for this breakdown structure,

CBS Cont rac t B reakdown S t ruc tu re , shows the breakdown of

contracts into elements,

SBS Sys tem B reakdown S t ruc tu re, a Sys tem Eng i neer i ng

method of breaking down a complex system into elements,

PBS Produc t Breakdow n St ruc ture , a PRINCE2 term used for the

breakdown of project deliverables under two headings of ProjectManagement and Specialists products.

Page 388

2 2 .2 - Act i v i t y Co d es

There are three types of Activity Codes:

Global Ac t iv i t y Codes that may be created at anytime and applied to any project,

EPS which are created for projects associated withone EPS Node and may only be assigned to projectactivities that are associated with that EPS Node,

Pro jec t Ac t iv i t y Codes that may only be created

when a project is opened and applied only to theproject they were created for.

Page 389

2 2 . 2 - A ct i v i t y Co d e s

Activity Codes have two components:

Code Value

Descr ip t ion

Activity Codes:

Have to exist before they are assigned to an activity,

May be created “On The Fly” from the Assign Act iv i tyCode form,

Have to exist before they may be imported using Excel,

Are imported when a project is imported and maypopulate your database with unwanted codes.

Page 390

22 .3 - Use r Def ined Fie lds

The fields are assigned a Data Type from thefollowing list:

Text – maximum of 255 characters

Start Date and Finish Date – which may be used tocreate bars

Cost

Indicator

Integer.



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23 .9 - Globa l Change Func t i ons

There are some functions that may be used withGlobal Change in the Par a m e t e r / Va lu e field underThen and Else:

Global Change Function Function Operation

DayOfWeek (Parameter) Selects the weekday number of the date.

LeftString (Parameter,*) Selects * ofcharacters from the start of a field.

RightString (Parameter,*) Selects * of characters from the end of a field.

SubString (Parameter,a,b) From character “a” selects “b” number of characters.

Page 410

2 3 .1 0 - M o r e Ad va n ce d Exa m p l e s

of Global ChangeGlobal Changes may be used for the following purposes:

Add a middle character in an Activity ID or other field byusing two User Defined fields and the Concatenat ionoperator, which is the " & " character.

Add a prefix to an Activity ID.

Replace a resource with another. Ensure that you check theAssignment Sta f f ing setting in the User Pre ferences,Calculations tab.

Update the Remain ing Durat ion from a Step PercentComple te by setting the Durat ion Percent Comple teequal to the Physica l Percent Comple t e.

Edit the Activity Name using Global Change Functions.

To set the Planned Dates to equal the Star t and Finishdates before applying Progress Spot l igh t so Actua l datesare not changed by Progress Spot l igh t .

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2 3 .1 1 - W o r k sh o p 2 0 - Gl ob al

Change We wish to copy the current update information to

the User Definable Fields created in the previousworkshop.

Page 412

24 - MANAGI NG THE ENTERPRI SE

ENVI RONMENT 24.1 - Multiple User Data Display Issues

24.2 - Enterprise Project Structure (EPS)

24.3 - Project Portfolios

24.4 - Organizational Breakdown Structure – OBS

24.5 - Users, Security Profiles and OrganizationalBreakdown Structure !

24.6 - Project Codes

24.7 - Filtering, Grouping and Sorting Projects in theProjects Window

24.8 - Project Durations in the Project Window

Page 413

24 - MANAGI NG THE ENTERPRI SEENVI RONMENT 24.9 - Why Are Some Data Fields Gray and Cannot

Be Edited?

24.10 - Summarizing Projects

24.11 - Job Services

24.12 - Tracking Window

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24 .1 - Mu l t i p le Use r Da ta D isp layI ssu e s The following issues MUST be managed by the

Database Administrator and have been covered inthis publication in other sections:

Any user, with access rights, may reset the databaseDefau l t Ca lendar in the Enterpr ise, Calendar form,

By default more than one person may open a project,

When multiple projects are opened together and eachproject may have different Schedu l ing Opt ions,

User Basel ines are not Pro ject Basel ines,

It is possible to have two Currencies with the samesymbol, leading to different values being displayed bydifferent users,

Users with different Uni ts Format in their UserPre ferences will display different values for their unitsvalues.



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2 5 .6 - Se t t i n g B a se li n e s f o r

Mu l t i p le P ro jec ts When multiple Projects are Baselined in P6 Version

the end result is not desirable,

Relationships are created between both the originalprojects and the Baselined projects,

Therefore if you wish your baseline projects tomaintain the relationships to other baselined projectsthat are baselined at the same time but not to thecurrent project when it was baselined then you must:

Open the Projects Window,

Copy the multiple projects in this view,

Then set the baselines using the Conver t anotherp ro j ec t to a new basel i ne o f the cu r ren t p ro j ec t .

Page 434

Mul t i p le P ro jec t Base li ne P6 Ve r 8 .1

Page 435

Mul t ip le Pro j ect Base l ine P6 Ver 7

Page 436

25 .7 - Res to r ing Base l i nes fo r

Mu l t i p le Pro jec ts The process identified in the previous page results in

one interesting issue when Baseline projects arerestored,

The software creates Ghost relationships and ExternalDates, both of which must be avoided at all costs,

This is because there is a risk that neither theBaseline nor Current projects would calculate

correctly once Multiple Project Baselines are restored.

Page 437

2 6 - UTI LI TI ES

26.1 - Reflection Projects

26.2 - Advanced Scheduling Options

26.3 - Audit Trail Columns

26.4 - Timescaled Logic Diagrams

26.5 - Excel Import and Export Tool

26.6 - Notes and/or restrictions on Export

26.7 - Notes and Restrictions on Import

26.8 - Project Import and Export

26.9 - Check In and Check Out

Page 438

2 6 . 1 - Re f l ec t i o n Pr o j e c t s

A Reflection is a “What-if” copy of a project that maybe edited and then merged back into the originalproject,

As the changes made are required to be kept may beincorporated into the original project and those notrequired may be ignored.



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2 6 .2 - A d van ced Sch ed u l in g

Op t ions This option enables individual critical paths to be

banded as in the following picture and is useful whenanalyzing larger projects that have more than onecritical path,

This is similar to Grouping by Total F loat but thisfunction numbers the Paths and each:

Page 440

2 6 .3 - A u d i t Tr a i l Co l u m n s

There are 6 audit trail fields:

Added By – the user who added the activity,

Added Date – the date the activity was added,

Modi f ied By – the user who last modified the activity,

Modi f ied Date – the date the activity was last modified,

Assigned by , and

Assigned Date .

Page 441

2 6 .4 - Exce l I m p o r t a n d Exp o r t

Tool Primavera has a built-in tool for importing to and

exporting from Excel the following data when theuser is assigned a Superuser security profile:

Activities

Relationships

Resources

Resources Assignments, and

Expenses.

Page 442

2 6 .6 - N o t es an d / o r r e st r i ct i o n s

on Expo r t The instructor will go through the notes in the book.

Page 443

2 6 .8 - Pr o j e ct I m p o r t a n d Ex p o r t

The instructor will go through the notes in the book.

Page 444

2 6 .7 - Pr o j e ct I m p o r t a n d Ex p o r t

Project data may be imported and exported from andto the following formats:

XER

P ro je ct ( * .mp p )

P ro je ct ( * .X ML )

M PX ( * . m p x )

Pr imavera Pro ject P lanner P3 and SureTrak filessaved in P3 format

P r ima ve ra PM – (X ML ).



Page 445

2 6 .9 - Ch e ck I n a n d Ch e ck O u t

Check In and Check Out function enables a project tobe copied from a database, worked on in a remotelocation such as a client’s database, and then bechecked in to the original database at a later dateand the original schedule updated with the changes,

On import to another database, External Dates arecreated where there are inter-project relationships inthe source database,

These External Dates act like Early Start and LateFinish constraints and will affect the schedulecalculation. You should always check for ExternalDa tes when importing a project. See paragraph15.2.1 for an example of External date.

Page 446 TCC0205-TRG-TM-SP10\A2

Rev iew Expec ta t i ons

Any questions,

Complete Feedback Sheet,

Have we met your expectations?

Page 447

Database Cleanup a t end o f

cou rse , i f r equ i red :Please could you delete all:

User Filters

User Layouts

The resources created but NOT yourResource node

Your projects.

Page 448

448

T h an k yo u f o r a t t e n d in g

004-eastwood harris slides

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