p6 version 8.3 sample powerpoint slides...

P6 VERSION 8.3 SAMPLE POWERPOINT SLIDES 1

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Welcome to theEastwood Harris Pty Ltd

Primavera P6Versions 8.1, 8.2 & 8.3

Professional and Optional Client

3 day training course

PMI REP No 3001 – Course Number PP6

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IMPORTANT POINTS FOR INSTRUCTOR See notes below.

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Course ObjectivesThis course objectives are teach participants:

Introduction to the user interface and how to plan projects without resources,

Filters, layouts and printing,

Baselines, and updating an un-resourced project,

Creating and assigning roles and resources,

Controlling projects with resources and costs,

Setting up and administering a database plus advanced features including import/export,

Activity Codes, Custom Data Fields and Global Change.

Successful completion of all the course workshops will confirm that the objectives have been met.

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Administration 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.Page 6

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Course 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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Course AgendaDay 2 Modules

12 - Group, Sort and Layouts

13 - Filters

14 - Printing and Reports

15 - Scheduling Options and Setting a Baseline

16 - Updating an Unresourced Schedule

17 - User and Administration Preferences

18 - Creating Roles and Resources

19 - Assigning Roles, Resources and Expenses.

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Course AgendaDay 3 Modules20 - Resource Optimization

21 - Updating a Resourced Schedule

22 - Other Methods of Organizing Project Data

23 - Global Change

24 - Managing the Enterprise Environment

25 - Multiple Project Scheduling

26 - Utilities

27 - Earned Value.

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1 - INTRODUCTION 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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1.1 – Purpose of the course Provide a method for planning, scheduling and

controlling projects using Primavera,

Within an established Enterprise Project database or a blank database,

Up to an intermediate level.

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1.2 - Required Background Knowledge The ability to use a personal computer and

understand the fundamentals of the operating system,

Experience using application software such as Microsoft Office and

An understanding of how projects are planned, scheduled and controlled, including understanding the project management processes applicable to your projects.

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1.3 - Purpose of Planning The ultimate purpose of planning is to build a model

that allows you to predict which activities and resources are critical to the timely completion of the project,

Strategies may then be implemented to ensure that these activities and resources are managed properly, thus ensuring that the project will be delivered both On Time and Within Budget.


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3.16 - Commit Changes – F10 Key The File, Commit Changes command writes any

changes you have made to the database,

These changes may then be read by other users by the Refresh Data command.

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3.17 - Send Project The File, Send Project function creates an XER file

and attaches it to an email.

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3.18 - Closing Down The closing down options are:

Select File, Close All or Ctrl+W to close all Projects, but not the software,

Select File, Exit or click the icon in the top right side of the Primavera window to shut down all projects and close Primavera.

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3 - STARTING UP AND NAVIGATION - SUMMARY3.1 - Logging In

3.2 - The Projects Window

3.3 - Opening One or More Projects

3.4 - Displaying the Activities Window

3.5 - Opening a Portfolio

3.6 - Top and Bottom Panes of Windows

3.7 - User Interface Update

3.8 - User Preferences

3.9 - Starting Day of the Week

3.10 - Admin Preferences – Set Industry Type

continued...

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3 - STARTING UP AND NAVIGATION - SUMMARY3.11 - 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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3.19 - Workshop 1 - Navigating Around the Windows To become familiar with Primavera you will need

open your database and navigate around the windows,

Note: Your windows may look different from the ones used in this course which uses a demonstration database provided by Oracle Primavera.


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4 - CREATING A NEW PROJECT4.1 - 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 - Creating a Blank Project Select File, New to run the Create New Project

Wizard,

Information Required: EPS Node

A unique Project ID

Project Name

Planned Start date

(Optional Must Finish By date)

Responsible Manager (OBS)

Resource Rate Type.

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4.2 - Copy an Existing Project 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 - Importing a Project 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 or project data that has been created in another program,

Primavera is equipped with a set of tools for importing projects and data in Excel format from other sources,

Select File, Import… to open a wizard that will guide you through the process of importing projects into your database,

Select File, Export… to open a wizard that will guide you through the process of exporting projects from your database,

NOTE: Importing projects will often import a large amount of unwanted data.

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4.3.1 - Primavera File Types XER – Used to exchange one or more projects

between Primavera database,

PLF – Used to exchange Layouts between Primavera databases,

ANP– Used to save the position of activities in an Activity Network,

ERP– Used to exchange Reports between Primavera databases,

XML – A format introduced with Primavera Version 6.0 which is used to import data from the Project Manager module. This is the same software language but a different format to a Microsoft Project XML file.

PCF – Used to exchange Global Changes between Primavera databases.

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4.3.2 – Non Primavera File TypesPrimavera will import and/or export to the following file types:

Microsoft Project MPP 2000 - 2003 is imported and exported, but require Microsoft Project 2000- 2003 to be loaded,

Note: Loading of MSP 2007 or MSP 2010 disables the MPP import function of P6,

Microsoft Project 2000/2003, 2007 and 2010 XML files are exported and imported by Primavera, removing the requirement to have Microsoft Project loaded,

Primavera Project Planner P3 and SureTrak files saved in P3 format. A SureTrak project in SureTrak format should be saved in Concentric (P3) format before importing, this function needs P3 or SureTrak loaded,

MPX (*.mpx). files are imported and exported,

XLS. Primavera Version 5.0 has a new function allowing the import and export of data in Excel format.


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7.12 - Reordering or Sorting Activities The sort order of activities within a band is set by an

order from one or more columns,

You may not drag activities up or down the schedule in the same way as other products.

To sort Activities: Highlighting a column title and clicking with the mouse,

or

Select View, Group and Sort By:

Click the Sort icon,

This will be covered in detail in Module 8,

NOTE: Ensure the layout is saved immediately as the sort is destroyed as soon as another column header is clicked on.

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7.13 - Undo Primavera Version 5.0 introduced a multiple Undo

function that operates on Resources, Resource Assignments, and Activities windows, but no Redofunction,

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

This will only undo schedule calculations not formatting.

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7.14 - Summarizing Activities Using the WBS Double-click any WBS band description,

Select View, Expand All or View, Collapse All from the menu,

Right-click and select Expand All or Collapse All from the menu,

Click on the + or - button to the left of the WBS Node description to expand or collapse the WBS Node.

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7.15 - Spell CheckTo spell check a project, open the Spell Check form by:

Select Edit, Spell Check, or

Hit the F7 key,

NOTE: Ensure you have selected the column you wish spell checked.

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7 - ADDING ACTIVITIES AND ORGANIZING UNDER THE WBS -SUMMARY7.1 - 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

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7 - ADDING ACTIVITIES AND ORGANIZING UNDER THE WBS -SUMMARY7.11 - 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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7.16 - Workshop 5 - Adding Activities We need to set up the defaults and add the activities

to the schedule.

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8 - FORMATTING THE DISPLAY8.1 - Formatting the Project Window

8.2 - Understanding Forms

8.3 - Formatting the Bars

8.4 - Progress Line Display on the Gantt Chart

8.5 - Formatting Columns

8.6 - Row Height and Show Icon

8.7 - Format Timescale

8.8 - Inserting Attachments – Text Boxes and Curtain

8.9 - Format Fonts and Font Colors

8.10 - Format Colors

8.11 – Line Numbers

8.12 - Workshop 6 – Formatting the Bar Chart.

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8.1 - Formatting the Project Window The formatting of the Project Window is very similar

to the formatting of the Activity Window and will not be covered separately,

Formatting, Filters and Layouts all work in the same way in the Projects Window as the Activities Window, except one is dealing with projects and not activities.

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8.2 - Understanding Forms Unlike many software packages Primavera has

sorting and filtering functions in most forms and the principals are the same in all of them: Clicking in the Resource ID column of the Resources

Window take the formatting from hierarchical to alphabetical to reverse alphabetical and back to hierarchical,

The Assign Successors form has a Filter and Group and Sort By option which affect which data and how it is Grouped,

The Assign Resource form has Columns, Filter and Group and Sort By option which affect what data is available.

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8.3 – Formatting Bars The bars in the Gantt Chart may be formatted to suit

your reporting requirements for display,

Primavera does not have the option to format individual bars as in Microsoft Project. The coloring of specific activities may achieved by creating a bar style (with the desired colors) with a filter to assign the bar style to select the activities requiring specific formatting ,

At the time of writing this book the author had placed a layout on www.primavera.com.au under Technical Papers that has the bar formatting issues that are inherent with the default load of P6 fixed,

It is suggested that downloading this layout will save users a significant amount of formatting time.

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8.3.1 - Formatting the Bars To format the Activity Bars you must open the Bars

form by : Select View, Bars, or

Click on the Bars Toolbar icon, or

Right-click in the bars area and select Bars from the menu,

Each bar listed in the table may be hidden or displayed on the bar chart by checking the box in the Display column,

New bars may be added by clicking on the Add icon and deleted by clicking on the Delete icon,

The bar at the top of the list is placed on the screen and then the one below drawn over the top of it, so it would be simple to hide one bar with a second.


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Formatting the Bars.... The Name is the title assigned to the bar and may be

displayed in the printout legend,

The Timescale option enables the nomination of a predefined bar which is selected from the drop down box,

Double clicking on a cell in the Filter column opens the Filters form which will determine which activities are displayed with the assigned bar format:

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Formatting the Bars.... Negative Float is displayed in a similar way as in

Microsoft Project and requires another bar in addition to the Positive Float bar and both the Timescale and Filter selected as Negative Float,

The Float bar shows Total Float

There is no Free Float bar available,

The % Complete bar is linked to the Activity % Complete .

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8.3.2 Formatting Bars Issues There are a number of issues with the Primavera

standard bar formatting that need to be understood so the user may display the activity bars logically,

The Primavera default formatting is applied by clicking on the Default button in the Bars form,

In general this Default button should always be avoided in all forms as it re-applies the Primavera defaults destroying any formatting changes you have made,

These formatting issues have been resolved in the www.primavera.com.au_layout ,

You should consider using the www.primavera.com.au_layout to create new layouts resolves many of these issues,

We will go through these issues now.Page 166

Float on Complete Activity Total Float Bar Issue, by default a Total Float bar

is displayed on a completed task,

But the Float value is set to “Null”:

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Float on Complete Activity To remove this bar set the filter on the Float Bar in the

in the Bars form to be Not Started or In Progress:

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Float on Complete Activity.... This is what it should look like now:


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Free Float Bar

This may not be easily displayed.

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Baseline Bar Display

A Baseline Bar is displayed when a Baseline has not been set,

The Planned Dates are being displayed as the Baseline Bar,

Ensure you have a Baseline set before displaying a Baseline Bar.

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Relationships displayed on Baseline 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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Remaining Level of Effort and Actual Level of Effort bars The activity bar may disappear when a LOE Activity is

created,

You should check in the Bars form that both the Remaining Level of Effort and Actual Level of Effort bars are always displayed:

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Baseline BarsAfter you have moved all the baseline bars to the bottom:

There is no Project Baseline Milestone, this will need to be added,

The Project Baseline and Primary Baseline bars are both narrow yellow bars, the same as the Negative Float, It is suggested you make them a different color and put

them as thicker bars on the top and bottom of row 2,

The change the Baseline Milestone 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 Baseline or Tertiary Baseline Milestones, if you are not using these then delete these bars:

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Text on Bars 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 Delete button at the bottom (NOT SIDE) of the screen to delete the text line,

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

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


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10 - ACTIVITY NETWORK VIEW -SUMMARY 10.1 - Viewing a Project Using the Activity Network View

10.2 - Adding, Deleting and Dissolving Activities in the Activity 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.

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10.8 - Workshop 8 - Scheduling Calculations and Activity Network View We want to practice using the Activity Network View

and,

Then you may work through calculating early and late dates with a simple manual exercise which is found in your copy of the book this course is based on.

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11 - CONSTRAINTS 11.1 - Assigning Constraints

11.2 - Project Must Finish By Date

11.3 - Activity Notebook

11.4 - Workshop 9 – Constraints.

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Activity Constraint TypesConstraints are used to impose logic on activities that MAY not be realistically scheduled with logic links. This module will deal with the following constraints in detail:

Start On or After more commonly called an Early Start constraint and affects the activities Early Start date,

Finish On or Before more commonly called an Late Finish constraint and affects the activities Late Finish date,

These are the minimum number of constraints that are required to effectively schedule a project, There are many other types that may be used:

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Activity Constraint Types continuedOther Constraint Types: Start On initially sets the Early and Late

Start to the constraint date and therefore has no Total Float, but may develop Negative Float,

Start On or Before more commonly called an Late Start constraint and affects the activities Late Start date,

Finish On initially sets the Early and Late Finish to the constraint date and therefore has no Total Float, but may develop Negative Float,

Finish On or After more commonly called an Early Finish constraint and affects the activities Early Finish date calculation,

continued….. Page 222

Activity Constraint Types ContinuedOther Constraint Types continued:

Mandatory Start sets the Early and Late Start dates and prevents float from travelling through the constraint,

Mandatory Finish sets the Early and Late Finish dates and prevents float from travelling through the constraint,

Expected Finish calculates the Remaining Duration of an activity and requires the check box in the Scheduling Options form to be check before it operates,

As Late as Possible consumes Free Float and sets the Early and Late date to be as late as possible but without delaying successor activities and does not develop Total Float.


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16.4 - Progress Spotlight and Update Progress The Progress Spotlight highlights the activities that

should have been progressed during the update period,

The Progress Spotlight function may be used in conjunction Update Progress,

Update Progress must be used with caution on schedules with progress as it does not work as one would expect and may change actual dates without warning,

This Update Progress function will set the Actual Start and Early Finish or the Actual Start and Actual Finish to the Planned Dates values,

The Planned Dates values may represent irrelevant data, thus your schedule will now have dates set to irrelevant dates,

It is recommended that this function is not used.Page 302

16.5 - Suspend and Resume The Suspend and Resume function enables the work

to be suspended in the past and the activity resumed at a later date in the future

This enables only one break in an activity,

Enter the Suspend and Resume dates either in: The Activity Details form Status Details tab, or

In the Suspend and Resume columns:

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16.6 - Scheduling the Project At any time, but usually after some or all the

activities have been updated, the project is scheduled from the Schedule form by: Select Tools, Schedule…, or

Press the F9 key, or

Click on the icon,

Select the revised Current Data Date and Time from the box:

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16.7 - Comparing Progress with the Baseline

You may view any variance using bars or columns:

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16.8 - Progress Line Display on the Gantt Chart A Progress Line displays how far ahead or behind

activities are in relation to the Baseline,

Either the Project Baseline or the Primary User Baseline may be used for comparison,

The progress line is formatted using the View, Bar, form, Progress Line tab,

There are four parameters for the display of the progress line, and

Select View, Progress Lineto hide or display the Progress Line.


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Baseline Project and Values A Baseline project is a complete copy of a project

including the relationships, resource assignments and expenses,

The Baseline values are values against which project progress is measured. All these values may be read by and compared with the current project values and show variances from the original plan,

A Baseline would normally be created prior to updating a project for the first time and

The Primavera Variance columns use Baseline data from Baseline Projects to calculate variances.

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21.2 - Understanding the Current Data Date The Current Data Date is the date that divides the

past from the future in the schedule. It is not normally in the future but is often in the recent past due to the time it may take to collect the information required to update the schedule,

Actual Costs and Quantities/Hours or Actual Workoccur before the Data Date,

Costs and Quantities/Hours to Complete or Work to Complete are scheduled after the Data Date,

Actual Duration is calculated from the Actual Startto the Current Data Date,

Remaining Duration is the duration required to complete an activity. The Early Finish date of an in-progress activity is normally calculated from the Current Data Date and the Remaining Duration.

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Planned Dates Issues - recap The Planned Dates will be displayed as the

Baseline Bars when the the Admin, Admin Preferences…, Earned Value tab is set to Budget values with planned dates,

The next slide will explain how the options in the picture below operate:

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Understanding the Baseline Dates, Units and Costs Assume that the schedule in the picture below is to

be set as a Baseline:

When you create a Baseline from this schedule, then which values are reported as Baseline Values?

This is set from the options below:

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Understanding the Baseline Dates, Units and Costs

At completion values with current dates will show as the Baseline values both the revised At Completion values and the Current Dates, which will always be the dates that one would expect to see,

Budget values with current dates will show as the Baseline values the original Budget values and the Current Dates,

Budget values with planned dates will show as the Baseline values the original Budget values and Planned Dates. The Planned Dates may be irrelevant dates and this option should NEVER be used.

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21.3 - Information Required to Update a Resourced Schedule Activities completed in the update period:

Actual Start date of the activity, Actual Finish date of the activity, Actual Costs and Quantities (Units) consumed or spent on Labor

Resources, Non Labor Resources, Material Resources and Expenses. These may be calculated by the software or collected and entered into the software,

Activities commenced in the update period: Actual Start date of the activity, Remaining Duration or Expected Finish date, Actual Costs and/or Actual Quantities. Only when these are to

entered into the software, Quantities to Complete and Costs to Complete. Only when

these are to entered into the software, % Complete

Activities Not Commenced: Changes in Logic, Constraints, or Duration, or Changes in estimated Costs, Hours or Quantities and Add or remove tasks to represent scope changes.


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25.3 - Setting Up Primavera Projects as Sub-projects There are a number of issues to be considered when

moving to this environment,

Be aware that Primavera does not have the sub-project options that are found in other products,

The following functions should be understood: How to Open One or More Projects,

Default Project,

Setting the Projects Data Dates.

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25.4 - Refresh Data & Commit Changes The File, Refresh Data option is used when two or

more people are working on the same project, It ensures that the latest data is displayed, which

enables one user to see the latest edits made by another user,

This includes resetting the Global Calendar if another user changes it,

The File, Commit Changes option is used to write any schedule changes to the database.

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25.5 - Who Has the Project Open? When a project is opened with Primavera using the

File, Open option the Open Project form has Access Mode options to open the project as Exclusive, or

Shared, or

Read Only,

Select Users to open the Project Users form and see who else has the file open.

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25.6 - Setting Baselines for Multiple Projects When multiple Projects are Baselined in P6 the end

result is not desirable when a project is Restored,

Relationships are created between both the original projects and the Baselined projects and neither Restored baselines or Current projects will calculate correctly,

Therefore if you wish your baseline projects to maintain the relationships to other baselined projects that are baselined at the same time but not to the current 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 Convert another project to a new baseline of the current project.

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Multiple Project Baseline The picture below displays how relationships are created

when the projects are Baselined together using the option of Save a copy of the current project as a new baseline:

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Multiple Project Baseline The picture below displays how relationships are created

when the projects are Baselined together using the option of Convert another project to a new baseline of the current project:


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27.3 - Earned Value P6 has a field titled Performance % Complete

which is used to calculate the Earned Value for each activity,

In P6 there are some options for calculation of the Performance % Complete for all activities in eachWBS Node which is, in turn, is used to calculate the Earned Value: The defaults are set in the Admin, Admin

Preferences…, Earned Value tab,

The options are managed at WBS Node value for all activities assigned to a WBS Node, and each WBS Node may have different values,

Open the WBS Window, Earned Value tab to see the options which are mainly self-explanatory.

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Earned Value Example of the Calculation of the Earned Value:

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27.4 - Actual Costs These are the costs actually incurred in performing

the work,

Actual Costs are often calculated from the amount paid plus accruals,

Actual Costs and Actual Units may be recorded in Primavera and displayed in two methods: The total to date, or

Calculated from the Financial Periods values when Period values are stored.

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27.5 - Estimate to Complete P6 has two separately calculated estimate to

complete fields: Estimate to Complete from Resource and Expense Units

and Costs, usually titled Remaining Costs or Remaining Units and

Estimate to Complete from P6 Earned Value Calculations, titled Estimate to Complete (costs) or Estimate to Complete Labor Units,

NOTE: It is very important that users understand the differences between these two fields and know which they are using and displaying.

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27.6 - Activity Usage S-Curves The instructor will step through the options:

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27.7 - Sample Graphical S-Curves Remaining and Late

Remaining curves are drawn from the zero point, and

Traditional EV S-Curves.


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27 - EARNED VALUE MANAGEMENT WITH P6 - SUMMARY 27.1 - Performance Measurement Baseline

27.2 - Planned Value

27.3 - Earned Value

27.4 - Actual Costs

27.5 - Estimate to Complete

27.6 - Activity Usage S-Curves

27.7 - Sample Graphical S-Curves.

Page 482 TCC0205-TRG-TM-SP10\A2

Review Expectations

Any questions,

Complete Feedback Sheet,

Have we met your expectations?

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Database Cleanup at end of course, if required:Please could you delete all:

User Filters

User Layouts

The resources created but NOT your Resource node

Your projects.

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Thank you for attending

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