planning using primaver project planner p3!
TRANSCRIPT
PLANNING USINGPRIMAVERA PROJECTPLANNER (ver. 3.1)
It is easy…………itis simple
………………..tryit………
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Module 1
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Module 1:Introduction to Primavera Project PlannerVer. 3.1
§ This module contains:• What is Primavera Project Planner (P3)?• How to deal with P3 file commands?• P3 screens• Method of working• How to create a new project
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What is Primavera Project Planner?
§ Primavera Project Planner is the flagship product of PrimaveraSystems, Inc. the leader in the management software since 1982§ Primavera Project Planner is abbreviated P3§ P3 is specialized in managing all types of projects: small,medium, and large§ Big projects throughout the world were planned and controlledusing P3§ P3 is used in almost all countries of the world§ Mainly there are two stages in Project Management to manageany project:
• Planning stage• Monitoring stage (also Control stage)
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§In Planning stage, which takes place before the practical start ofthe project, the management team will plan for the following factors:
üTimeüResourcesüCost
§What takes place in the Planning stage:
ØCalculating activity durationØUnderstanding the logic sequence of the projectØAssigning Resources and Costs to activity
§In the Monitoring stage, the management team will:
üCollect actual data from the field, in daily basis
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How to start P3?
You have two ways to start P3:
• Double-click shortcut in the desktop, or
• From Windows taskbar, click
Start >Programs > Primavera >Primavera Project Planner
P3 will start with no projects open
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From the toolbar clickOpen , or frommenus selectFile>Open
The following dialoguebox will appear:
Opening a project in P3
1. Specify the Drive youwant to open theproject from
2. Specify the Folders3. In the Projects table
your project should bedisplayed in the list,click on it
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4. If you want to make surethat the selected project, isyour desired project, simplyclick Overview button, andthe following dialogue boxwill be displayed:
5. If this is the file, click Open,otherwise click Cancel, andselect another file
© In this dialogue box youcan see almost all the neededinformation including: Projecttitle, Company name, Planningunit, Project Start date, andData date, Activity count, EarlyFinish of the project
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P3 Bar Chart ScreenP3 Displays to work with
Toolbar Menu Bar Title Bar
ActivityTable
Bar Area
Status Bar
Edit Bar
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P3 PERT ScreenP3 Displays to work with
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Method of Working
§ P3 is using Critical Path Method (CPM) in calculating thedates and floats of the activities
§ P3 is using Precedence Diagramming Method (PDM) inpresenting the network
§ P3 will calculate the schedule reference to the Data Date(DD), which is defined as Time Now:
• If you are in the Planning phase DD is the StartDate of the Project• If you are in Monitoring phase, it will be the date ofthe day you will run the Schedule command in
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Creating a New project
From the toolbar: Click New button, orFrom menus: File>New
The following dialogue box will appear:
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ØInput the Project nameØInput Number/VersionØInput the Project title, and Company nameØInput the Planning unit (Hour, Day, Week, and Month)ØInput Workdays/week, which is the number of working daysper a given weekØInput Week starts onØInput the Project start dateØInput when the Project must finish by date (optional)
Click Add and a new empty project will be opening
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Module 2
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Module 2:Classification Using Activity Codes and IDs
§ This module contains:• The importance of Classification in projects• The difference between Activity Codes and Activity IDs• Steps to create Activity Code Dictionary• Printing and Sharing Activity Code Dictionary
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Classification of Activities can be done using:
• Activity Codes (Code or ID)• WBS (Work Breakdown Structure)
Note: We will discuss in this course the ActivityCodes
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Before You Start
Before you start inputting data to P3, go through thefollowing steps:
1. Draw diagram (or diagrams, depends on yourcase) to show the types of classifications andtheir expected values, like the diagram below:
Phase
Construction Internal Finishing External Finishing
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2.Then type a code for each classification and itsvalues:
PhasePHAS
ConstructionCN
Internal FinishingIF
External FinishingEF
From the diagram above, we can see the following:
üThe classification (we will call it Activity Code) is Phase, and itsabbreviation is PHASüThe expected values for this Activity Code are: Construction CN,Internal Finishing IF, and External Finishing EFüThe number of characters for each value is 2
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Activity Code CommandFrom menus select Data>Activity Codes, the following dialogue boxwill appear:
üIn the Activity Code tab you will find activitycodes defined in your project (these are thedefault activity codes, and they will be copiedto any new project automatically) so the firststep will be to delete the existing codes
üInput the Activity Codes taking intoconsideration the following:
ØThe Name of the code shouldn’t exceed4 characters
ØThe Length, which is the number ofcharacters for the values of thiscode (i.e. in our previous example itwas 2). Sum of all lengths shouldn’texceed 64 characters
ØThe Description, which is a briefdescription of the code
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You will get something like the dialogue box shown below:
Now input the values for each Activity Code, like below:
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Activity ID tab in Activity Code
In the Activity Code dialogue box there is a tab titled Activity ID:
ØWhat is the significance of Activity ID in P3? To answer this question,we have to know that each and every activity in P3 shouldhave an Activity ID (which is the Activity Name), which may beanything you wish, like:
•AA1, AA2, AA3, etc.•123, 124, 125, etc.•AAA, AAB, AAC, etc.
ØBut as you can see the above IDs don’t reflect any meaning or anytype of information. P3 suggests to utilize the Activity ID part to dotwo things:
•Name our activities intelligently•Classify our activities just like we did in Activity Codes
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ØYou can have up to four classifications as Activity ID
ØClick on the Activity ID tab, and do as you did in the Activity Code tab:ü The Name of the ID shouldn’t exceed 4 charactersü The Length, which is the number of characters for the values of
this ID. The sum of all lengths shouldn’t exceed 10 charactersü The Description, which is a brief description of the ID
You will get something like the below:
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Set the Order for Codes and IDs
One of most important reasons we useActivity Codes, and Activity IDs is toorganize and group activities, like inthe picture on the right:
ØIn Order field you will specify whichgroup will appear first
ØIf you didn’t interfere in the order, P3will order them alphabetically
ØCheck the dialogue box on the right :
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Validate Against Dictionary and Refresh
If the planner, while linking Activity Codes (or Activity ID) to anActivity, input a value that doesn’t exist in the dictionary, how would P3react?It depends on your project settings. There are two methods:
• Automatic method• Manual method
Automatic methodFrom menus select Data>Activity CodesIn the bottom portion of dialogue box, there is a checkbox says:“When new code values occurs in project, validate againstdictionary”
ØClick this checkbox on
ØFrom now on, whenever the user input any value that doesn’t exist inthe dictionary, P3 will add this value to the dictionary
ØUser should later input the description, and order
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Manual method
From menus select Data>Activity Codes
ØClick off the checkbox says: “When new code values occurs inproject, validate against dictionary”
ØFrom now on, whenever the user input any value that doesn’texist in the dictionary, P3 will not add this value to the dictionary,but rather will wait for the user to do that manually
ØTo do that manually, click Refresh button
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Printing Activity Code Dictionary
In order to include the classification hierarchy with your project papers, soother users would understand the coding structure of your project, you canprint a report and save it
ØClick the Print button, P3 will give you the following warningmessage:
Click OK, the following dialogue box will appear:
A report will be produced, just like the one on the next page
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Transferring Activity Code DictionaryYou can transfer Activity Code Dictionary between projectsØGo to the new project you want to transfer toFrom menus select Data>Activity CodesØClick the Transfer button, the following warning message willappear:
ØClick OK. The following dialogue box will appear:
ØSpecify the Drive and Folder whichthe desired project you want to copyfrom resides in, then at the top portionof the dialogue box specify theproject. Now click Transfer
ØThe dictionary will be copied to yourproject
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Module 3
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Module 3:Inputting Basic Activity Data
§This module contains:
•What is activity?•The basic activity data needed to input an activity•Preparation before you input an activity•Adding/Deleting/Editing Activities•Copying activities•Linking activities with Activity Codes
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What is an Activity?1. Activity is the basic component of any project2. We can define activity as “any work you want to accomplish”. Work
is a very loose word, each one of us can look at it from differentangle. For instance, one will consider “Constructing First FloorSlab” as a single activity, Another will consider:
• Formwork for First Floor Slab as an activity• Re-baring for First Floor Slab as an activity• Concrete Placement for First Floor Slab as an activity
It is a common knowledge that if two planners were given thesame project, the activity list will be very different. This will highlight thefact that “Activity List writing is not an exact science”
We can input lots of information pieces for an activity, but initially weneed only need four:
1. Activity ID2. Activity Description3. Activity Original Duration (abbreviated as OD)4. Activity Type
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Activity IDØActivity ID is the Activity NameØIt is the only compulsory piece of information P3 asks for, other dataeither can be left empty, or there is a default value for itØIn Module 2, we selected the Building to be our Activity ID, with expectedvalues Classrooms CR, Gym GM, and Lab LBØNow, each activity ID in our project will start with either CR, GM, or LB,example would be CR100, GM205, and LB303. The numbers after the twocharacters would be sequential number, which would be left to the userØActivity ID could be as long as 10 characters (spaces are allowedand counted)
Activity DescriptionØThis piece of information is devoted for the user to write a shortdescription about the activityØYou can leave it empty if you wish (P3 will not generate any errormessages)ØYou can type up to 48 characters (including spaces)
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Activity Original Duration (OD)ØActivity Original Duration can be either input by the user, orØcalculated by P3ØIt depends on the type of resources which will be assigned to it:
•If the resources were Non-Driving, the user will assign the duration•If the resources were Driving, P3 will calculate the duration
(In this course, we will tackle only the first type of activities, hence we needto calculate the OD manually then input the value to P3)
ØSome guidelines to help calculating OD would be:•Prepare for each activity a worksheet (this can be a piece of paper orMS Excel® sheet)•List the resources which will work on the activity•List the amount of work in which each resource can accomplish•Specify the productivity, and estimated count of each resource to beassigned
With the above information available the user can produce correctOD which is based on real calculation
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Activity TypeØIn P3, there are 9 types of activities, each one would suit a certain case, the default type isTask activityØIn this courseware, we will discuss only five of them, they are:
•Task activity•Start Milestone activity (SM)•Finish Milestone activity (FM)•Start Flag activity (SF)•Finish Flag activity (FF)
Task Activity >The default type of activities>Task activity is any activity that has a duration, the start and finish of itwill be calculated according to the activity base calendar>Duration should be input by the user if no resources or Non-Drivingresources were assigned to the activity. In case of Driving Resources P3will calculate the duration
Start and Finish >Zero-Duration activitiesMilestone >Start Milestone used to signify the beginning of an activity or
group of related activities. Finish Milestone used to signify theending of an activity or group of related activities>Start Milestone considered to be a Constraint, as all of the activitiesrelated to it directly can’t start before it, but rather with it, or after it>Finish Milestone considered to be a Constraint, as all of theactivities related to it directly can’t finish after it, but rather with it,or before it>Start Milestone should be updated, and will have Actual Start>Finish Milestone should be updated, and will have Actual Finish
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>Zero-Duration activities
>Start Flag used to signify the beginning of an activity or group ofactivities. Finish Flag used to signify the ending of an activity orgroup of activities
>Start Flag considered to be a Constraint, as all of the activitiesrelated to it directly can’t start before it, but rather with it, or afterit
>Finish Flag considered to be a Constraint, as all of the activitiesrelated to it directly can’t finish after it, but with it, or before it
>Start Flag, and Finish Flag are always Successors to otherActivities and never considered as Predecessors to otherActivities. Accordingly, SF will accept neither Start-To-Finish, norFinish-To-Finish relationships. In addition, FF will accept neitherFinish-To-Start, nor Start-To-Start relationships.
>Start Flag, and Finish Flag will not be updated by the user, butP3will update them according to the activities linked to them
Start and FinishFlag
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Example ofMilestones
Activity CActivity A
Activity D
Activity B
Activity E
Activity F
FinishMilestone
StartMilestone
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Example ofFlags
Activity CActivity A
Activity D
Activity B
Activity E
Activity F
FinishFlag
StartFlag
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Before You Start
Before you start inputting basic activity data,from menus select Tools>Options>Activity Inserting, the following dialogue boxwill appear:
ØYou have three choices to select from:
•To Automatically number activities without showing the Activity Form•To Automatically number activities and showing the Activity Form•To show the Activity Form only
ØUsing the Activity Form only will give you more control over the process ofinputting activities. Consequently, do the following:
•Click off Automatically number activities•Click on Use activity form when inserting an activity
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Adding Activities
From the Edit Bar, click the button with “plus sign”The Activity Form will appear automatically:
ØYou will find the cursor blinking in the ID part, type in theActivity ID, then press Tab key, or click the next field (don’tpress Enter, as this means that you are done with inputting)ØNext field is Activity Description, type in the activitydescription, press Tab keyØThe cursor will go directly to the OD field, input theestimated original duration of your activityØSpecify the Activity Type, you have two choices:•If your activity is Task, click OK, or press Enter•If your activity is SM, FM, SF, or FF, right-click on the Typefield, the following menu will appear:
ØSelect the desired activity typeØClick OK, or press Enter, the Activity Form will disappearØTo add another activity click below the last activity in theactivity table, or click “plus sign” again
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Deleting Activities
Select the activity (or activities) to be deletedFrom Edit bar, click “minus sign” , or from menus click Edit>DeleteThe following dialogue box will appear:
Editing ActivitiesThere are two methods to edit the activity data:
• Editing all types of data• Editing single data
Editing all activity dataØDouble-Click on any activity, the Activity Form will appear, then you can edit whatever data youwould likeØThe same can happen if you select from menus Edit>Edit Activity
Editing single activity dataØSelect the cell which contains the data you want to edit (the cell selector is a bold frameappears around the cell required), just like the below example:
ØThe contents of the cell will appear in the Edit barØClick the Edit bar, or press F2 to edit the contents
ØIf you are sure of what you are doing click Yes, theactivity will be deletedØIf not click No, the deleting process will stop
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Notes:
Other ways to show the Activity Form permanently are:
ØFrom menus select View>Activity FormØPress F7ØFrom toolbar click Activity Form icon
These 3 ways are ON/OFF functions, which means they will show or hide the Activity Form.Using the above methods of editing activities is applicable to all types of data except twotypes:
•All the data calculated by P3 (like ES, EF, LS, LF, TF, etc.) which we will discuss later•Activity ID, unless you opened your project as Exclusive (which is a checkbox in theOpen dialogue box)
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Copying Activities
üCopying activities means copying the whole data of single activity or activitiesüCopying can be done from a project to the same project, or across projects
ØSelect the desired activity (or activities)ØFrom menus select Edit>Copy, Ctrl+C, or right-click and select CopyØGo to the desired place (the same project, or open another project)ØFrom menus select Edit>Paste, Ctrl+V, or right-click and select Paste
In order for P3 to make sure that no duplication of the same activity ID will takeplace, the following dialogue box will appear:
You can select one of the four choices available:ØRename duplicates onlyØRename allØPrefix or suffixØAuto-increment
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Rename P3 will select the coming activities with matching IDs only to be renamed, the rest willduplicates only be pasted without any change
Rename All P3 will show all activities to be renamed
Prefix or suffix It is a fast way to rename activities, by suggesting a character (or characters) to appearto the left of the coming activities IDs (this is prefix) or appear to the right of the comingactivities IDs (this is suffix)
Auto-increment It is another fast way to rename activities, by suggesting a base name (for instanceGM100) and then an increment number (for instance 10) this will allow P3 to rename allthe coming activities easily
Also you can make sure that the coming activities are the desired ones, by clickingContents button which will display the names of the coming activities
Linking Activities with Codes§In Module 2 we created Activity Code Dictionary§in this Module we will link each activity with the proper code value§The lower left part Activity Form contains the Activity Codes defined and its value
§Right-click on the desired code, a list of the available values will be displayed, select thedesired value
§Do the same for the other codes
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Module 4
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Module 4:Inputting Logic Relationships
§This module contains:•What is logic relationship?•Predecessor and Successor•Types of relationship•Inputting relationships using Bar Chart view•Inputting relationships using PERT view•Editing relationships•Tracing relationships•Link and unlink activities•Using Autolink function
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What is Logic Relationship?In Module 1 it was mentioned that P3 uses PDM(Precedence Diagramming Method) in representing thenetwork. There are mainly two methods to represent anetwork:ØActivity-On-ArrowØActivity-On-Node
Activity-On-ArrowüAlso known ADM (Arrow Diagramming Method)üThe old method of representing the networküTo go from event A to event B, you will do certain thing:
Almost none of the software in the current market is offering thismethod for representing the network
CBA Excavation Foundation
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Activity-On-NodeüAlso known as PDMüThe activities are at the two nodes of a logic relationship.
Logic relationship is a link which ties two activities in asequence manner, for instance:
Excavation Foundation Filling
The name Logic indicates that the relationship is not compulsorybut rather it represents how the planner is viewing the sequenceof the project, hence any delay in start or end, is acceptable
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Predecessor and SuccessorØBased on the latter each activity will have:
üPredecessor (or Predecessors)üSuccessor (or Successors)
PredecessorØIs any activity takes place in time before a given activityØThere could be more than one predecessor for a given activity
SuccessorØIs any activity takes place in time after a given activityØThere could be more than one successor for a given activity
One of the common practices is to prepare a table called either the Successor tableor Predecessor table, depends on the way you want to take it:
ØIf you want to start with the first activity and go all the way to the right,you should produce a Successor tableØIf you want to start with the last activity and go all the way to the left, youshould produce a Predecessor table
A successor table may look something like the following:
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Types of RelationshipsØP3 supports four types of relationships:üFinish-To-Start (known as FS)üStart-To-Start (known as SS)üFinish-To-Finish (known as FF)üStart-To-Finish (known as SF)
Note: When we say Start, that means the start of a workingday, when we say Finish, that means the finish of workingdayFinish-To-StartThe most commonly used relationship, and the defaultrelationship in P3When A finishes B starts the next day:
AOD=7
BOD=10
S=1 F=7 S=8 F=17
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Start-To-StartOne of two relationships which allows parallel activitiesWhen A starts B starts at the same day:
AOD=7
BOD=10
S=1 F=7
S=1 F=10
Note: In the above case A is considered to be a Predecessor ofB although A and B starts at the same day
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Finish-To-FinishThe second relationship which allows parallel activitiesWhen A finishes B finishes at the same day:
AOD=7
BOD=10
F=7
F=7Note: In this case A is considered tobe a Predecessor of B although A andB finishes at the same day
Start-To-FinishØThis relationship is seldom used by plannersØIt can be used effectively with flagsØIf you want to link a start of an activity with aFinish Flag you can use Start-To-FinishrelationshipWhen A starts B finishes
A
B
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Relationships with LagNormally the following applies to relationship:üIn FS relationship if the predecessor finishes in day 5 (forinstance) the successor will start at day 6üIn SS relationship if the predecessor starts at day 5, thesuccessor will start at day 5üIn FF relationship if the predecessor finishes at day 11, thesuccessor will finish at day 11The above shows that relationships dictate immediate start orfinish for the successor. If you don’t want immediate start or finishfor the relationship, you have to use the Lag time
ØLag time is the number of time-periods (days in our case) whichyou delay the successor from its predecessor. Lag time can bepositive, or negative, check the following examples in the nextpage:
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A
B
SS 6
A BFS 7
A
B
FF 4
A
B
FS -3
Start-To-Start with (+) Lag
Finish-To-Start with (+) Lag
Finish-To-Finish with (+) Lag
Finish-To-Start with (-) Lag
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Inputting Relationships Using Bar Chart View: Step 1
üDraw your network on paper first:ØThe biggest mistake a planner can do is to start inputtingrelationships without preparing it on paper firstØThe management team should have more than one meetingdiscussing the logic of the network
üDrawing the network and the logic sequence is not an easy job, itneeds:ØHuge field experienceØTeam work and discussion (even sometimes needs BrainStorming)ØDeciding which is more important to the planner (it differs fromowner point-of-view, to contractor point-of-view) the completiontime, or the expenditure of money and resources. Hencecreating more serial fashion relationships, or parallel (oroverlapping) fashion relationships
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Inputting Relationships Using Bar Chart View: Step 2ü Prepare the layout so you can easily see the relationship lines. This
involves three steps to do:1. Make sure that the relationship lines is shown2. Increase the Row Height3. Learn how to Find Activities
1. Show Relationship linesThe relationships can be either displayed, or hidden. To make sure, do thefollowing:from menus choose View, the following menu will appear:
ØIf you see (√) beside Relationships, you will knowthat the relationship lines will be displayed, if not, doone of the following:üFrom menus select View>RelationshipsüPress F3, orüFrom toolbar, click Relationship Lines tool
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2. Increase Row Height
Increasing Row Height is to spread the activities vertically so you can view therelationship lines better, see the following examples:
• Without Increasing the row height: • With Increasing the row height:
a) Select one of the activitiesfrom menus select Format>Row Height,the following dialogue box will appear:
b) Do the following steps:
ü Turn off the check box AutomaticSize
ü Set the Row height in points valueto the desired number
ü Click on All Activities under Applyto part
ü Click OK
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3. Find activity
This function is very important, as sometimes you need to locate an activity to startdefining its successor(s)
Do one of the following:ØFrom menus select Edit>Find ActivityØPress Ctrl+FØFrom toolbar, click Find Activity tool
Using any of the above the following dialogue box will appear:
Type in the Activity ID, select All activities, then click Find
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Inputting Relationships Using Bar Chart View: Step 3
üYou can input the relationships using:ØActivity FormØGraphically
Using Activity Form
üSelect (or Find) the activity you want to define either successor(s), orpredecessor(s) forüPress F7üClick either Pred, or Succ buttonsüThe following dialogue box will appear>>>>>>>>>
üClick (+) sign, type in the predecessor (or successor) IDüSpecify the Rel (which is the relationship). The default is FSüIf there is any Lag, specify itüYou can define more than one predecessor, or successorüSelect one of the predecessors, or successors, and click Jump , to go to it.Then continue defining relationshipsüThis what you may get>>>>>>>>>>
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Using Graphically method
üSpecify the end (Start, or Finish) you want to start with for a certain activity
üGet closer to it, up until the cursor change to Relationship cursor
üNow click and hold. The relationship line will appear
üGo to the other desired end, and drop the relationship line
The relationship line will be created
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Inputting Relationships Using PERT View: Step 1, 2, and 3
ØAll the notes we highlighted in the Bar Chart for Step 1, applies to PERT
From menus select View>PERT
The following view will appear:
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ØEach activity is represented by a box, the left part of the box is the start, and theright part is the finish
ØAs you can see the boxes are very close to each other. To spread the boxeshorizontally and vertically, you can increase the spacingFrom menus select Format>Organize, the following dialogue box will appear,select the Spacing tab:
Change to the new value for the spacing horizontally, and vertically
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The result may look something like the following:
üThe relationship lines are by default shownüBut still we need to find activities, like we did in the Bar chart viewüTo input relationships, use one of the two methods mentioned in Bar chart view(namely; using the Activity Form, or the Graphical method)
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Editing Relationships
ØFor both Bar chart view, and PERT view, the editing methods are the same.Available editing methods are:
•Using Activity Form•Graphical method
Using Activity FormØFind the activity you want to edit the relationship forØPress F7, The Activity Form will appearØClick both Pred, or Succ buttonsThis what you will see:
üYou can add new relationship, editan existing one, or delete arelationships according to your need
üOnce you are done, close the twoforms, on the Activity Form clickOK. Now find another activity to editits relationships
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Graphical method
•It is better to do it in the PERT view, as the relationship lines appear clearer in thisviewüGo to PERT viewüFind the desired relationship to be editedüClick the relationship line, the following dialogue box will appear:
•The dialogue box will show the following information:üThe current Predecessor (un-editable)üThe current Successor (un-editable)üThe relationship typeüThe Lag
•Change either the relationship type, or the lag•Or you can delete the relationship by clicking the Delete button
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Tracing Logic in PERT ViewØOne of the greatest methods to check your logic:üGo to PERT viewüSelect an activityüFrom menus View>Trace LogicüThe screen will be cut into two halves. The lower half will show the currentactivity, its predecessor(s), and its successor(s):
ØCheck your work, then select another activity from the upper half, or from the lowerhalf
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Link and Unlink Activities
ØThis should be done only on Bar chart viewØIf you have a series of activities and all of them are connectedwith FS relationship, you can link them fast and smoothly usingLink activity function, do the following steps:üSelect the desired activitiesüFrom menus select Edit>Link ActivitiesüThe activities will be linked with FS relationship
You can unlink activities if they were linked with FSrelationships:üSelect the desired activitiesüFrom menus select Edit>Unlink ActivitiesüThe activities will be unlinked
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Autolink ActivitiesØThis facility is an automatic method of linking activities asyou input themüFrom menus select Insert>AutolinküSelect an activity (this is a very important step) which willbe the predecessor of the coming activitiesüStart adding activitiesüWhenever you are done, an FS relationship will beadded to the new activity
ØTo stop this facility, from menus select Insert>Autolinkagain
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Module 5
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Module 5:First Schedule Run
§This module contains:•Automatic vs. Manual Scheduling•Schedule Passes•Total and Free Float•The Schedule command•The view after Scheduling•Schedule report
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Introduction
ØSchedule is to calculate the start and finish datesfor each activity, hence will produce the finish date ofthe project
ØNormally in Planning phase, the planner willperform scheduling several times, and the first oneshould be after finishing inputting activities andrelationships. The purpose of the first run, is to getthe initial dates, so it can be used in the comingmeetings
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Automatic Schedule vs. Manual ScheduleIn P3 there are two types of scheduling:
ØAutomaticØManual
Automatic ScheduleüFrom menus select Tools>Schedule, the following dialogue box willappear:
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üClick the Options button, the following dialogue box will appear:
üUnder Automatic scheduling and leveling, make sure that Scheduleautomatically is selected, then click OK
ü If you turn the automatic schedule on, that means, P3 will always recalculatethe dates if any new data and/or editing took place in your project. This methodwill not produce any schedule reports, which will deprive the user from knowingand documenting the changes that happened on the dates through out thedevelopment of the plan
Note: This method is not recommended
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Manual Schedule
üUnder Automatic scheduling and leveling, make sure that Scheduleautomatically is NOT selected, instead select Off, then click OK
üThis method means you have to issue the command of Tools>Schedule eachand every time your perform any changes on your project which will affect the startand finish dates.üIt will produce a scheduling report (will be shown later in this Module) whichcontains great information to the planner, also, it is considered a documenting toolto show the development of the planNote: This method is highly recommended
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The Schedule Passes
When the user issue the Schedule command, P3 will perform two passes:ØForward Pass, which will start from the first activity with no predecessor, all theway to the last activity with no successorØBackward Pass, which will start from the last activity with no successor, all theway to the first activity with no predecessor
Forward PassThis is done to calculate the Early Start (ES), and the Early Finish (EF), which wecall them Early dates. Early dates are the earliest dates an activity can start andfinish after the finish of its predecessor(s).
P3 will first locate the first activity with no predecessor. It could be more than oneactivity. The ES of the first activity is the start date of the project (which youinput when you created the project)
ØTo calculate the EF, P3 will use the following EF=ES+Dur-1(Why the -1? Comparing to the text books in management, this formula isdifferent. The formula used there is EF=ES+Dur. The answer to thatquestion is; text books starts at day 0, which is not practical. Yet in P3 westart at day 1, and hence we have to deduct 1 from the duration)
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Activity A
EF=4OD=4ES=1
Activity B
EF=8OD=8ES=1
Activity C
EF=24OD=16ES=9
Note: Activity C, waited for all of its predecessors to finish, hence startedat day 9. The calculated finish date of this small project derived from the EFof the last activity is day 24
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Backward Pass
This is to calculate the Late Start (LS), and the Late Finish (LF), whichwe call them Late dates. Late dates are the latest dates an activity canstart and finish without delaying the calculated finish date of the project.
P3 will locate the last activity with no successor. It could be morethan one activity . The LF of the last activity is the calculated EF whichwas produced in the Forward PassØTo calculate the LS, P3 will use the following LS=LF-Dur+1
(As we deduct 1 in the Forward Pass, we have to add 1 in theBackward Pass, so we can finish with day 1)
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Note: LF of activity A, and B is the day before LS of activity C, hence the LF isday 8
Activity A
LF=8
EF=4OD=4ES=1
LS=5
Activity B
LF=8
EF=8OD=8ES=1
LS=1
Activity C
LF=24
EF=24OD=16ES=9
LS=9
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Total Float
As a result of the Forward Pass, and Backward Pass, four dates will be produced(namely; ES, EF, LS, and LF). In view of that, P3 will calculate the Total Float (TF)
ØTotal Float is the number of days you can delay the start of an activitywithout starting at ES, but without delaying the whole project
TF = LF – EFAccordingly the Backward Pass will be:
Activity ALF=8TF=4
EF=4OD=4ES=1
LS=5
Activity BLF=8TF=0
EF=8OD=8ES=1
LS=1
Activity CLF=24TF=0
EF=24OD=16ES=9
LS=9
ØIf there is no Imposed Finish Datediscussed in the next Module), or anytype of Constraint the lowest TF for anyactivity would be (zero) (0)ØWe call the activities with TF = 0Critical activitiesØWe call the activities with TF > 0 Non-Critical activitiesØWe call the path that links the Criticalactivities; the Critical PathØCritical Path is the longest path in thenetworkØA given network may have more thanone Critical PathØWe call the above method ofcalculation, the Critical Path Method(CPM)
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Free Float
P3 also will calculate the Free Float (FF). Free Float is the number of days youcan delay the start of an activity without starting at ES, but without delaying thesuccessor
TF = ES of the successor - EF of the activity – 1FF can be equal to TF, and can be different
Other Data Checked for While Scheduling
As you can see from the previous discussion, when the user issues the Schedulecommand, P3 will calculate six types of data, which are:
üTwo Early Dates (ES, EF)ü Two Late Dates (LS, LF)üTwo Floats (TF, FF)
Other data checked for, while scheduling are:üCircular LoopsüConstraints ActivitiesüOpen Ends ActivitiesüOut-of-Sequence Activities
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Circular Loop
The Circular Loop is the relationships that starts at an activity and return back tothe same activity. If P3 detect any loop, it will stop the Schedule calculation andproduce a report stating the relationships which led to the loop
Here is an example of the Circular Loop Report:
A B C
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Constraints Activities
P3 will identify any activity with constraints imposed on it, and report it in theSchedule report. The four types of activities SM, FM, SF, FF, are all consideredConstraints, hence they will be reported in the Schedule report.
Open Ends Activities
P3 will assume that each activity will have at least one predecessor, and onesuccessor. Any activity with no predecessor, or with no successor, is considered anopen end. Planners as they are creating their network will consider therecommendation that network should start with one activity, and finish with oneactivity (although, neither networking methods, nor P3 will object if the networkstarted with 100 activities, and finished with 100 activities). If the Planners abide tothe above rule, they will have a prior knowledge that two activities will be mentionedin the report as Open Ends. So, if more than these were mentioned, planners willknow that they overlooked a relationship.
Out-of-Sequence Activities
If an activity started the actual work before the finish of its predecessor, this activityis considered to be out-of-sequence. This is evident when the actual work starts andnot while Planning phase.
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Schedule Command
From menus select Tools>Schedule
Or from toolbar, click Schedule button, the following dialogue box willappear:
Specify Data Date, as mentioned in Module 1, Data Date definition is Time Now:
üIn the Planning phase the Data Date is always the first day of the project asdefined when the project was createdü Once you start inputting actual data, Data Date will be the day of which youperformed the schedule in
vIf you want to include in you report:
üConstraint listing, click this checkbox onüOpen Ends listing, click this checkbox onüOut-of-Sequence activities listing, click this checkbox on
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Click Schedule Now button, the following dialogue box will appear:
Make sure that View on screen is selected, then click OKØP3 will start performing the calculationØP3 will then produce the Schedule report. The Schedule Report is avery valuable tool for planners, as it will help in the following points:
•It contains valuable information about the project and thenetwork• It will work as a tool in the hand of the planner to document howthe project evolved through the Planning phase
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The following is an example of a Schedule report:Clic
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Note: If you press F9 the following dialogue box will appear:
This is identical to the command above except it will not producethe report
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The View after Schedule
It is recommended, that immediately you close your project and reopenit again, so the sorting will take place. You will see two groups ofactivities:
ØRed Activities, which means Critical activitiesØGreen Activities, which means Non-Critical activities
Activities will be sorted according to their ES, and then TF, therefore the list ofactivities will be different
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Schedule Report
P3 is equipped with lots of pre-defined tabular reports, One of these is theSchedule ReportüFrom menus select Tools>Tabular Reports>Schedule, the followingdialogue box will appear:
Click the Add button, the following dialogue box will appear:
Each Schedule report will have an ID, starting with the letters SR, then a sequentialnumber (which is given by P3), click Add, to accept the number. The dialogue box inthe next page will be displayed
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üType in the Title of the report (highly recommended), so you can utilize itüIn Content tab, and under Include the following data, the following applies:
ØLeave Activity Code line there. This line shows the basic activity dataØYou can add to this basic data other information like Predecessor, Successor,and lots of other types
üIn Content tab, and under Show these codes on activity code line, you canspecify up to five different codes for each activity
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üClick the Format tab, you will see the following:
üSet the Sort by criteriaüSelect the information to be displayed
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Once you are done, click Run button, accordingly the report will beproduced, hence you can print it, or save it
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Module 6
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Module 6:Inputting Activity Calendar
§This module contains:•What is global calendar•What is individual calendar•Assigning calendars to activities•Imposing a Finish date on the project•Defining Holidays•Printing calendars•Transferring calendars
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Introduction
When we created the project, P3 asked two questions:•Workdays/Week•Weeks starts on
Let us assume that you answered the first question with 5, and thesecond question with Monday. Accordingly P3 will create anindividual calendar, and its ID is 1, which contains that the workingdays of the week are Monday, Tuesday, Wednesday, Thursday, andFriday, and the two weekends are Saturday and Sunday
Activity calendar means calendar attached to an activity, affecting theSchedule calculation of this activity. Schedule will not calculate an ES(for instance) in a day that considered as holiday or weekend in thecalendar of an activity. So sometimes one of the techniques todecrease the total duration of projects is to assign the criticalactivities to calendars with more working days per week
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Global Calendar
ØP3 has a unique calendar called Global calendar. This calendar containsinformation which will affect the whole project and the other individual calendarsØGlobal Calendar can’t be assigned to activities
From menus select Data>Calendars, the following dialogue box will appear:
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From the upper list, click on Global CalendarClick the Standard button, the following dialogue box will appear:
You can change the following data:üIn which day the week will startüWhen the calendar will start (P3 will always assume that calendar will start ayear before the starting date of the project)üWhen the project will startüWhen is the Data DateüImposed Finish Date (will be discussed later in this Module)üIf a holiday occurs in a weekend, how should P3 treats it. It is either byturning this rule off, and hence you do it manually. Or turning this rule on, andlet P3 handles it, by making the nearest workday as a holiday
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Click the Holidays button, the following dialogue box will appear:
The holidays that will be defined here will affect all individual calendars, for thatreason, we call it Global Holidays.In the table titled Nonworkperiods, specify the holidays. The following rules apply:
üIf you have one day holiday, define it in the Start fieldüIf you have multiple uninterrupted holiday, define the Start field and the FinishfieldüIf this holiday occurs at the same period every year, make this holidayRepeatingüIf you have an interrupted holiday, simply specify the whole holiday in theNonworkperiods table, then specify the working days within the holiday in theExceptions table
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Individual Calendar
ØP3 has up to 31 individual calendars. These calendars will be assigned to activitiesØIndividual calendar contains information which will affect only the activities attachedto itØSelect an individual calendar, then click Standard button, the followingdialogue box will appear:
In this dialogue box you can do two things:üType in a title for the calendar (highly recommended)üSet the working days per weekAll the things discussed in Holidays of the Global calendar applies on theindividual calendars. Contrary to Global Calendar holidays, the defined holidays inindividual calendar will affect the activities attached to it only and not all activities
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How to create New Individual Calendar
From menus select Data>Calendars, the following dialogue box will appear:
Click Add button, the following dialogue box will appear:
üP3 will give it a new ID,which you can change it
üType in the desired title, andclick OK
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You can see that a new calendar is shown in the listMake sure it is selected, and click Standards, you will see the following dialoguebox:
As you can see from above, when you create a new individual calendar, all of thedays will be considered workdays.Click off the desired weekends, and click OK
How to delete an existing calendar
From menus select Data>CalendarsSelect the desired calendarClick Delete button, the following warning message will appear:
If you are sure of what you are doing clickYes, if not click No to stop the process ofdeletion
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Assigning Individual Calendar to an ActivityEither double-click on the desired activity,or select the activity and press F7, the Activity Form will appear:
Imposing a Finish Date on theProject
In Global calendar at the Standarddialogue box, we saw that we canimpose a finish date on the project.Most likely this will be the contractualfinish date of the project
We need to input it in our project, so wecan compare the calculated finish to theimposed finish. It will replace the LF ofthe last activity:
Activity A6TF=2
EF=4OD=4ES=1
LS=3
Activity BLF=6TF=-2
EF=8OD=8ES=1
LS=-1
Activity CLF=22TF=-2
EF=24OD=16ES=9
LS=7
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The difference between the Imposed finish date and Calculatedfinish date may be:
ØZero, if they are equal (rare cases)ØNegative, if the Calculated > Imposed (most likely)ØPositive, if the Calculated < Imposed (rare cases)
§As you can see in the previous example, the TF of the critical pathequals to -2, and that is because Calculated > Imposed
§The negative TF tells us how many days we need to compress ourcritical path to meet the contractual finish date of the project
§By default negative TF, LS, or LF is not acceptable
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Other ways to define Holidays
The method mentioned above to define holidays is the most practical method, butthere are other methods. All of the methods applies to the Global holidays, andIndividual holidays as well
ØDouble-ClickingChoose a single day, and double click it. It will become hatched indicatingit became a holiday. If you are inside the Global calendar, you will seethe letter G at the top left of the day:
If you double-click it again, you will turn a holiday to a workday
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ØUsing Nonwork button•Select multiple days (consecutive by clicking and dragging, ornonconsecutive by using Ctrl key and clicking)
Click Nonwork button, the selected days will become holidays
•Also, if you double-click the headingof a day, just like below:
•Then you click Nonwork button, this day in the current month will become a holiday
•At any moment select a holiday, and click Work button, you will turn it intoworkday
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Printing Calendars
Unfortunately, you can’t preview calendars before printing them. This command will print allyour calendars. There are two modes:
üSummary printoutüDetailed printout
üSummary printoutThis will produce a table that contains:
ØAt the horizontal; list of the calendarsØAt the vertical; list of days starting from the start of the projectØAt the core of the table the holidays
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üDetailed printoutIt will print a wall-like calendar, indicating the holidays in each month, starting fromthe start date of the projectExample of Detailed printout:
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From the Calendars dialogue box, click Print , the following dialoguebox will appear:
üSelect the desired Style, whether Summary, or DetailsüSelect the time Span, and click OK
Transferring Activity CalendarsYou can transfer Activity Calendars between projects
üGo to the new project you want to transfer toüFrom menus select Data/CalendarsüClick the Transfer button, the following dialogue box will appear:
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Transfer Individual calendar
If you want to copy an individual calendar to another calendar within the same project:ØSpecify the source calendar and the target calendar, then click Transfer
Transfer All calendars
ØClick All calendars choice, the dialogue box will change to:
ØSpecify the Driver and Folder which the desired project you want to copy fromresides in, then specify the project. Now click TransferØThe calendars will be copied to your project
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Module 7
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Module 7:Resources and Cost Assignment
§This module contains:•How to create Resource dictionary?•How to create Cost Account dictionary?•Assigning resources and cost to activity•Viewing resources and cost profiles•Producing tabular resources and cost reports
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IntroductionØResources and cost assignment goes into two main steps:
üCreating the Resource Dictionary, and Cost Account Dictionary (or transferringthem from other projects)üAssignment of resources
ØMost likely you have to create the Resource Dictionary and Cost Account Dictionaryonce, and then you can transfer them from project to another
ØFor resources, the first step is to create a list of the resources available to completeany project taking into consideration the following:
üResource nameüResource unit of measureüResource descriptionüResource availability (Normal and Maximum)üResource unit cost
ØFor cost accounts, create a hierarchy showing the relationship between the differentcost accounts, taking into consideration the following:
üCost account numberüCost account descriptionüCost Category
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How to Create Resource Dictionary?
As a first step prepare your work on a paper, listing all the resources availableshowing the following information:
üThe Resource name (code for the resource up to 8 characters, spaces areallowed)
üUnit of measure (P3 doesn’t have any predefined unit of measure), forinstance you can type m, sq.m, cu.m, ton, mh (manhour), md (man-day), etc,up to four characters
üResource description (up to 40 characters)
üResource limits, which states the number of units of this resource availablefor the current project in Normal times, and the maximum number of units,which can be provided. If this resource limits change with time, record the dateof change
üResource Price/Unit, which states the cost of the unit. If this price/unitchange with time, record the date of change (P3 will not check for consistency,for instance you typed the unit of a certain resource is md, then you input thecost of mh)
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Once you are done with this list, now, go to the menus selecting Data>Resources,the following dialogue box will appear:
It is preferable to do the inputting as follows:üInput the resource name, the unit, and the description for all of the resourcesüThen select the first resource, and specify the limits and price for it, now select thesecond one and so on
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To print the Resource Dictionary, click Print button, the following dialogue boxwill appear:
Click OK, and produce the report on the screen, you will get something like thefollowing:
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To bring a Resource Dictionary from another project, click the Transfer button,the following dialogue box will appear:
The message means, if the resources to come have an identical match in the host,they will update them, whereas, the resources with no matching they will beappended•Click OK, the following dialogue box will appear
•Specify the Driver and Folder which thedesired project you want to copy fromresides in, then, at the top portion of thedialogue box specify the project. Now clickTransfer
•The dictionary will be copied to yourproject
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How to Create Cost Account Dictionary?
ØFirst draw the Cost Account tree, which shows how the cost will bebroken down, just like below tree:
ExpansionProject
EP
ConstructionCostEP01
FinishingCostEP02
ConcreteEP0101
Mech/ ElecEP0102
SteelEP0103
InternalEP0201
ExternalEP0202
ØGive for each level of your tree a code. Each code should not exceed 11 characters.
ØAlso, develop a one-character (alpha numeric) category code, which will categorize thecost, example may be:
•1 – Labor•2 – Machine•3 – Material
ØYou can have up to 36 categories (0-9, and A-Z). The cost category is considered the 12thcharacter of the cost account, hence cost account can be 11 characters, and can be 12characters
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From menus select Data>Cost Accounts, the following dialoguebox will appear:
ØInput the Cost Categories, and the Category Title (up to 8 characters)ØInput the Account numbers, and the Account Title (up to 40 characters)ØTo print the Cost Account Dictionary, click Print button, the followingdialogue box will appear:
Click OK, and accept to view on screen
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The following is an example of what you may get:
To bring Cost Account Dictionary from another project, click the Transferbutton, the following dialogue box will appear:
Click OK, the dialogue box on the next page will appear
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ØSpecify the Driver and Folder which the desired project you want to copy fromresides in, then at the top portion of the dialogue box specify the project. Now clickTransfer
ØThe dictionary will be copied to your project
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Assigning Resources and Cost to ActivitiesThere are two methods to assign cost to activities:
ØAssignment of defined resource to an activity with number of units per day, P3accordingly will multiply the number of days with the number of units with unit price, whichwill generate a cost assigned to this activityØAssignment of cost right away without any resources in the middle
When you assign a resource, P3 will need the following information:üResource nameüResource UPT = Units Per Timeperiod (in our case Units Per Day)üCost Account numberüCost Category
CalculationThe first value will be calculated is BQ = Budgeted Quantity which will be based on the followingformula:
ØBQ = OD * UPT (OD here is Original Duration)Other values can be calculated based on the following:
ØThe fist formula is QTC = RD * UPTØThe second formula is QAC = QTC + ATD
Where;QTC = Quantity of certain resource To Complete certain activityRD = Remaining DurationQAC = Quantity of certain resource At the Completion of certain activityATD = Actual quantity of certain resource from the beginning of certain activity To
Date
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As for Cost the following formulas apply:
ØBC = BQ * Unit PriceØCTC = QTC * Unit PriceØCAC = QAC * Unit Price
Where;BC = Budgeted CostCTC = Cost To CompleteCAC = Cost At Completion
ExampleAssume we have an activity with OD = 6 days, and you assign 2 units per day from a certainresource, which has Unit Price of 10, what are the resource and cost values P3 willcalculate:
ØBQ = 6 * 2 = 12 unitsØBC = 12 * 10 = 120ØQTC = 6 * 2 = 12 unitsØCTC = 12 * 10 = 120ØQAC = 12 + 0 = 12 unitsØCAC = 12 * 10 = 120
As you can see BQ = QTC = QAC, this is true only in the Planning phase. Also, BC =CTC = CAC which is true only in the Planning phase.
Another Way of calculationAnother way would be to input BQ right away without inputting UPT, hence P3 will calculatethe values as follows:
Ø UPT = BQ/ODThe rest will be the same
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Resource Assignment CommandSelect the desired activity you want to assign resources toFrom menus select Insert>Resource AssignmentOr from toolbars, click Insert Resource Assignment button, the followingdialogue box will appear:
Fill in the following data:üResource nameüCost Account and Cost CategoryüEither the BQ (here labeled as Quantity), or UPT
When you are done click Insert, the dialogue box will not close giving you the opportunity toassign another resource
Note: When you go to any of the first three fields a pop-up list will appear for you, so you canpick from a predefined list
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If you typed in a resource name that does not exist in the Resource Dictionary, P3will give you the ability to add it to the dictionary. It will show the following
Type in the Title, and click OK
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Another Way of AssignmentDouble-click the desired activityOr select the activity and press F7Click the Res button, the following form will appear:
Cost Assignment
Double-click the desired activityOr select the activity and press F7Click Cost button, the followingdialogue box will appear:
From top to bottom input the same typesof data we mentioned
Note: The only advantage in thismethod is to see the results rightaway
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As you can see from the upper dialogue box, there are two types of costs:
ØCost generated from resource assignment (the first two)ØCost NOT generated from resource assignment (the third)
For the second type do the following:ØDON’T input the Resource nameØInput Cost Account and Cost CategoryØInput BC
Unit Price change after Resource Assignment
What if you changed the resource unit price after resource Assignment:üGo to Resource Dictionary command, and change any resource unit priceüOnce you click Close, P3 will produce the following message:
Click Yes, to recalculate the resource and cost values based on the new prices.
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Some Results
You can see direct results of what you are doing, if you go to the activity table,and check the Last two columns at the right, which they are Resource column,and Budgeted Cost column
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Resource and Cost Profiles (Histograms)After you assign resources, and costs you have to take a look at the Resource/CostProfilesFrom menus select View>Resource ProfileOr, from toolbar click Resource/Cost Profile button, the following view willappear:
As you can see there are two scales:ØAt the left, the scale is for the histogramØAt the right, the scale is for the cumulative curve
The yellow horizontal line stands for Normal limit, whereas the red line representsthe Maximum limit (from the above view you can see the changing limit through thetime)
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The histogram contains 3 colors:ØGreen, which is within the Normal limitØYellow, which is between Normal and Maximum limitØRed, which is above Maximum (overloaded)
When the histogram appears, a small dialogue box appears also:
By default P3 will sort the resources according to alphabetic order, hence thepop-up list will show them in this manner, click pop-up list to select the resourceyou want to display the histogram for:
Or you can use the Previous and Next button to browse theresources one-by-one
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Display button
Histogram contains lots of variables, so we need to control the view by knowing thethings we can changeClick Display button on the small dialogue box, the following dialogue boxwill appear:
Under Display control:ØTo show for Units (Qauntaties), orCostsØTo show according to Early datesor Late datesØTo show for All activities, or theSelected activities onlyØTo show or hide HistogramØTo show or hide cumulativeCurvesØTo show the view for TimeInterval (Days, Weeks, Months,Quarters, and Years) if you selectDays then the histogram will showthe daily usage, else it will sum upthe usage for the time intervalselected
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Under Histogram control:ØCalculate options, whether Total, Peak, or AverageØCalculate depends on the Time Interval selected in the previous page, it will workonly if the Time Interval is not DaysØIf you selected to show the Time Interval of Weeks, then select to Calculate theTotal usage of the week, or the Peak quantity of the week, or the Average usage ofthe weekØTo show Bars or AreaØTo show values for Current Estimate, Earned Value, or Planned Values (we willdiscuss this later in the Updating Module)ØTo Draw Normal and Maximum limits as horizontal lines (yellow and red). This isimportant if you want to compare available to needed resourcesØTo Emphasize overload with colors (to show green, yellow, and red areas)
Curves will be discussed in the Module 11
Clicking Bar in HistogramIf you select a Bar format for your display, clicking the bar will display its valueYou may get something like:
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Specially for Cost
By default when you show the cost histogram of a resource, it will only show the costof that resource. In order to show the cost of all resources in a certain period, youneed to select from the list the option TotalIn the small dialogue box, and after the last resource in alphabetic order you will findthe option Total
Total is the only way to see the direct cost you input on an activity on the histogramØTo see the total cost of whole project, see where the cumulative curve gets flat,right-click on the curve, you will see something like the following dialogue box:
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Resource and Cost Tabular Reports
P3 has more than one pre-defined report for resources and costs. If you areworking using a method that states “resources are the primary cost generator”,then the resources and costs reports will be look-alike
Resource Loading ReportThis report will show how the resources were distributed over the time
From menus select Tools>Tabular Reports>Resource>Loading, the followingdialogue box will appear:
Click Add button, the following dialogue box will appear:
Accept the default sequentialnumber, and click Add again
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The following dialogue box will appear:
üType a good title for your reportüMake sure that you are inResource Selection tab:
ØUnder Profile if, right-click,and select EQØUnder Low Value Resourceright-click and select the desiredresource to generate report forØClick Format tab:
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ØSelect to Organize the report according to which criteriaØSelect to Truncate activity description or notØSelect to Repeat activity title on all horizontal sheets or notØSelect to Display row totals at the Left or at the Right of the pageØClick the Timescale tab:
ØSelect the Date range you want to include in the report, by specifying the Startdate and the End dateØSelect the Display Unit (Day, Week, Month, Quarter, Year, and 4 weeks period),accordingly select the Usage (Total, Peak or Average)ØClick Run, and select to see the report on the screen,
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The following is an example of Resource Loading report:
The Cost Loading report is identical to the above except it will display the cost of theresource and not the quantityFrom menus select Tools/Tabular Reports/Cost/Loading, andfollow the same procedure you did in the Resource Loading report
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The Cost Loading report is identical to the above except it will display the cost of theresource and not the quantityFrom menus select Tools>Tabular Reports>Cost>Loading, and follow the sameprocedure you did in the Resource Loading report
The following is an example of Cost Loading report:
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Module 8
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Module 8:Layouts and Formatting Options
§This module contains:•What is layout in P3?•Formatting columns•Formatting selected bars•Global Bar formatting
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What is Layout in P3?Old (DOS) version depended on tabular and graphical reports to produce the output ofthe scheduling and resource/cost loading. These reports (in general) are poor qualityreports, and don’t utilize the current technology of printing (laser, color laser, or inkjetprinters). From the starting of the Windows based versions, P3 adopted the concept ofLayouts, which if utilized fully, can replace almost all of the tabular and graphicalreports
Layout is “What you see on your screen” like:üThe list of activity shown on the screenüActivity columnsüBar AreaüColors usedüTimescaleüDate Format
To save a new layout, do the following steps:ØChange all the desired changes on the layoutØFrom menus select View>Layout>Save As, the following dialogue box willappear:
P3 will give you a sequential number as layout ID, whichstarts with LT-number, then type in a good title describing yourlayout, click Save
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To make changes on the current layout, and save it under the same ID, and name:ØFrom menus select View>Layout>SaveØOr from toolbar, click Save Layout button
To open an existing layout:ØFrom menus select View>Layout>OpenØOr from toolbar, click Open Layout button, the following dialogue box willappear:
Select the desired layout and click Open
The name of the current layout will appear at the mid position of the status bar
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Formatting Columns
To show or hide columns at the activity tableFrom menus select Format>Columns, or press F11Or from toolbar, click Format Columns button, the following dialogue box willappear:
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üUnder Column information, you will find a table listing the current columns
üThe listing of the columns from top to bottom in the table, is the same as thearrangement of columns in the layout from left to right
üUse the “plus sign” to show a new column on the list. Right-click to show a pop-up list to select the type of information you would like to display in the new column
üIf you want to show a new column at the top of the list, pick the first column of thecurrent list then click “plus sign”
üIf you want to show a new column at the mid, pick an existing column, click “plussign”, the new column will push the existing down and will be at its place (the newcolumn will be at the left of the existing in the layout)
üIf you want to show a new column at the end of the list, indicate the last column atthe list, then click beneath it
üTo hide an existing column, simply select it, and click the “minus sign”
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üWhile you are in the Columns dialogue box you can change:ØTitle of the column (use | to wrap the text to two lines)ØThe width of the columnØThe alignment of the text in the column (left, center, or right)ØThe font which will be used to display the contents of the columnØThe font for the titlesØTo show or not the lines between rows and columns
ExampleThis is the default column arrangement:
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And this is the new arrangement:
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Formatting Selected Bars
ØYou can select one or more activities and format their barsØThen you can copy the format and paste it on another activity barØAlso, you can get the bars back to their default format
Modify Bar Format
üSelect the desired activityüFrom menus select Format>Selected Bars>Modify Bar Format, the followingdialogue box will appear:
§You can do the following changes (you cansee the changes you are making on theSample):ØTo Show or hide the barØTo change the Bar style (Bar, Dashed line,Dotted line, or Solid line), and Bar colorØChange the Pattern (No pattern, or selectone out of the six patterns available), andPattern colorØSelect to Show or hide the start and finishendpointsØYou can change the Shape and Color of theendpoints
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Copying and Pasting Bar Format
ØSelect the activity you want to copy the bar format fromØFrom menus select Format>Selected Bars>Copy Bar Format, the followingdialogue box will appear:
ØSelect the Bar type, and click CopyØSelect the activity you want to copy the bar format toØFrom menus select Format>Selected Bars>Paste Bar Format, the bar formatwill change to be identical to the source bar
Use Default Bar Format
ØTo get the bar look exactly as it was by defaultØSelect the activityØFrom menus select Format>Selected Bars>Use Default Bar Format, thefollowing dialogue box will appear:
ØClick OK, the bar automatically takes the default bar format
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Global Bar Formatting
To format all the bars from a certain type (Early, Late, Float, etc.)From menus select Format>Bars, or press Ctrl+F11Or from toolbar click Format Bars button, the following dialogue box willappear:
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§Choose whether to show or not on the bar , the red color identifying critical activity§Also select whether you want to show necking on the activity when holiday occurs,check the shape below:
Under Also neck for, specify where should P3 use necking:ØBoth Holidays and WeekendsØHolidays onlyØWeekends onlyØNeither Holiday nor Weekends
§By default P3 created 4 bars for you, they are:
ØEarly bar at position 1, VisibleØFloat bar at position 1, VisibleØLate bar at position 2, InvisibleØResource Early bar at position 3, Invisible
Position here means the vertical position of the bar if more than onebar was visible, hence the Early, and Float bars, should appear aboveLate , and Resource Early bars
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Create New Bar§If you want to add new bar to the list do the following steps:
üClick “plus sign” , the following dialogue box will appear:
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üType in a good DescriptionüSpecify the vertical Position of the barüSpecify the Start and End points of the bar (choose from ES, EF, LS, LF, etc.)ü Specify the Bar; choosing from Bar (thick line), Dashed line, Dotted line, andSolid lineüSpecify the Size of the Start, End, and BarüSpecify the Position of the endpoints, select from Above, Center, and Below.Check the shape below:
üSelect whether you want to outline the two endpoints and the bar with thinblack line. Check the shape below:
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üSelect whether you want to show or hide any of the two endpoints or thebar itself. Check the shape below:
üAlso, you can specify the size of the MilestoneüAnd the color of the bar (avoid using green, or red)
Modifying Existing Bar
§To modify an existing bar, follow one of the following methods:ØDouble-click the Bar DescriptionØOr click the Modify button
§The rest is the same as creating a new bar
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Adding LabelsYou can add labels in 10 places around the bar, they are:
• Bottom • Bottom-left• Bottom-right • Top• Top-left • Top-right• Left • Right• Leftmost • Rightmost
ØWhether you are adding a new bar, or modifying an existing bar, select Labeltab, you will see the following dialogue box:
ØSelect the label Position around thebarØSelect the type of Data, and the itsFontØCheck the Sample part of thedialogue box to see the results of yourchoicesØChanging of endpoints is global, soyou can be in the Early bar dialoguebox and change the Late Datesendpoints, and so onØTo change the endpoints, click theEndpoints button, thefollowing dialogue box will appear:
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ØThis is a very simple matrix, if you want to change ES endpoint shape,simply match Start column, with Current Early row
ØSelect the desired shape(s) you want to change, then go to the Shape pop-up list, and select the new shape, then select the Color, after you are doneclick OK
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Module 9
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Module 9:More Formatting Options
§This module contains:•Timescale formatting•Sight lines formatting•Screen colors formatting•Fonts formatting•Dates formatting•Organize function in P3•Summarizing activities•Filters in P3
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Formatting Options
ØUser can utilize more than one function available in P3 tochange the shape of the layoutØThese functions include:üTimescaleüSightlinesüScreen ColorsüFontsüDatesüOrganize the ActivitiesüSummarizeüFilters
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Timescale FormattingØTo change density and contents of the timescaleØFrom menus select Format>Timescale, or right-click the timescaleitself, the following dialogue box will appear:
ØChange the Density of the timescale; if you move the slider to the right thetimescale will be expanded, hence you will see more time details. If you move theslider to the left, timescale will be compressed, hence less details of time will bedisplayed
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ØControl when the timescale will start:•Current start of timescale = SD – 2W•SD means Start Date of the project•W means Week, you can use also, D for Days, M for months•The formula says the start date of the timescale is 2 weeks earlier than thestart date of the project•If you click SD the small button you will see the following:
•So you can choose Data Date, and Finish Date•But if you choose Calendar Date you have to input the exact date, hencethere is no formula
ØThe same thing applies to the End date of timescale, as the formula states Enddate of timescale = FD + 1M
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ØControl the Font to be used for timescale (by logic this should be the same as thefonts used in the titles of the columns – discussed in the previous Module)ØSelect what is the Minimum time unit; this feature is useful if used along withDensity of the timescale. If you have expanded timescale use Days, and if thetimescale is compressed use MonthsØYou can show the timescale using Ordinal dates, like:
ØOr Calendars dates, like:
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Sight Lines FormattingØSight Lines are the horizontal and vertical gray lines appear in the bar areaØFrom menus select Format>Sight Lines, the following dialogue box will appear:
ØThere are four tabs in the is dialogue box, they are:•Vertical Sight Lines•Horizontal Sight Lines•Data Date•Progress Line
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Vertical Sight Lines
ØControl the Type, Color, and time interval to Display for Major and Minorvertical sight linesØIn Type you have 5 different line typesØIn Color you have three colors to select fromØIn Display, select a number first, then select Days, Weeks, Months, Quarters,and Years. For example if you typed 2, and selected Weeks then the sight line willbe displayed every 2 weeks
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Horizontal Sight LinesØIf you clicked the Horizontal Sight Lines tab, the following will be displayed:
Data DateØClick Data Date tab, you will see the following:
ØSpecify theThickness, and theColor of the Data Dateline
ØAll what applies forVertical Sight Linesapplies for HorizontalSight Lines
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Screen Colors FormattingØThe colors used in the following areas:
üThe color of the column titlesüThe background color of the columnsüThe color of the timescaleüThe background color of the bar area, etc.
ØFrom menus select Format>Screen Colors, the following dialogue box willappear:
ØThe default Color scheme is called P3Defaults and you will find it in all of theprojects. Also, you can’t delete itØThere are another three predefinedschemes which can be usedØAlso, you can change the colors, and thenselect Save Scheme As buttonto save your selected colors
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Fonts Formatting
ØBy default P3 is using two fonts only; Arial, and Times New Roman, with differentsizes and effects like Bold, and ItalicØThis command can be used to load other types of fonts, if you don’t like to useArial, or Times New RomanØFrom menus select Format>Fonts, the following dialogue box will be displayed:
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ØDo the following:üSelect the desired FontüSelect the Font style (Regular, Italic, Bold, or Bold Italic)üThen select SizeüClick OK
ØA new font will be available to be used in this project
ØTo add a new font, click the “plus sign”, a new field will be added, on the emptyfield right-click the following dialogue box will appear:
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Dates Formatting
ØTo change how the date looks in all areas of a layoutØFrom menus select Format>Dates, the following dialogue box will appear:
ØSelect one the 8 available Date formatØThen select a desired Separator (choose from Space, Dash, Period, or Slash)
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OrganizingØBy default P3 will sort activities according to:
üEarly Start (in an Ascending order), thenüTotal Float (in an Ascending order)
ØIf you want to change the sorting criteria, and re-group activities according toanother method, use the organizing feature of P3ØFrom menus select Format>OrganizeØOr from toolbar, select Organize button, the following dialogue box willappear:
ØUnder Group by, set thefollowing:
üThe data you wish to Groupthe activities according to itüThe Order (Ascending orDescending)üThe FontüThe color of Background,and TextüWhether you would like tostart each group in a New pageor not To create Total, at theBottom, or the Top of the group
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The following is an example of what you may get:Clic
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Other optionsØYou may change the looks of the grouping by clicking “Display all values in oneband” checkbox on, this what you may get:
ØIf you click Reorganize automatically on, then P3 will make the necessarychanges to the layout once you make any changes to the grouping criteria, likewhen you add a new activity, or change the value of code attached to that activityØIf you click Display unassigned and uncategorized activities on, then anyactivity which has no value in the current grouping-by criteria, P3 will create aband called Unassigned and group all the unassigned activates under itØAlso you can change the sorting method, by changing the Sort byfields
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How P3 Calculates the Dates If Totals are Displayed?
ØWhen you select to total a certain band, how would P3 calculate the starting, andending dates of the total bar? and what is its duration?ØTo know that, assume we are talking about Early bars displayed:
üThe start of the total bar is the ES of the first activity in the groupüThe finish of the total bar is the EF of the last activity in the groupüThe duration of the bar will be the number of working days between the ESand EFüBased on the above, if you add up the duration of each activity in the group,the summation will not be identical to the number shown at the total band
Reorganize Now
ØIf you are making massive changes to your project, P3 prefers if you turn off theReorganize automatically checkbox, and make it manually using ReorganizeNow commandØAlso, useful when the Order in Activity Code Dictionary changesØFrom menus select Format>Reorganize Now
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Summarize
ØP3 is equipped with great function to summarize a group in a single bandØSummarize depends on grouping discussed in Organize dialogue boxØYou can summarize using three methods:
üDouble-clicking the group bandüUsing Summarize commandüUsing Summarize All command
Double-click group band
ØIf you double-click the group band it will be summarized at onceØA plus sign will appear at the left of title of band, as follows:
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Using Summarize command
ØSelect the desired band to summarizeØFrom menus select Format>Summarize, the band will be summarized
Using Summarize All command
ØFrom menus select Format>Summarize All, the following dialoguebox will appear:
ØIf you are selecting a band at this moment, the choice Highlighted bands will beactive, hence like Summarize commandØSelect All bands choice, then select from the available pop-up list the banddesired to summarize (it depends on the grouping you made before starting thiscommand). Check the following:
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ØOnce you selected the band to be summarized, click Summarize button and allof these bands will be summarized at once, Check the following (we summarizedall the Phase bands in one command):
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FiltersØBy default P3 will show all the activities in the projectØUsing filters you can show some of the activitiesØThis command is very useful when you have lots of activities to deal with and youwant to focus on some of themØFrom menus select Format>FilterØOr from toolbars click Filter button, the following dialogue box willappear:
ØTo add a new filter, click Addbutton, the following dialogue boxwill appear:
ØP3 will give the new filter asequential number as ID, click OK
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ØThe following dialogue box will appear:
ØChoose which level you want to work with (by default you will be at level 1)ØYou can have in each level, up to 7 conditions, if this is the case, you haveto specify whether P3 uses AND, or OR between the different conditions. All =And, and Any = Or
ØType in a good filter titleØP3 has 4 levels in each filter. Tounderstand the importance of 4levels in each filter, assume thefollowing:
üYou have 500 activities, youfiltered them in level 1, you got200 activitiesüIf you defined in your filterlevel 2, only the 200 activitieswill be further filtered in level 2,and so on
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The table is showing 4 columns, each column should contain a piece of data, asfollows:Select if columnSelect one of the available P3 data, you will have a pop-up list to select fromIs columnSelect the logical operator available:
üEQ = EqualüNE = Not EqualüGT = Greater ThanüLT = Less ThanüWR = Within Range (specially for dates)üNR = Not within RangeüCN = Contians (specially for text)üSN = Does not Contain
Low Value columnØCan be used with any of the above operatorsØRight-click to see the available valuesØIf date, you can use the formula just like we discussed in the Timescale dialoguebox (SD, DD, FD, and Cal)
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High ValueØUsed only if WR, or NWØWhat ever applies to Low Value apply to High ValueØOnce you are done, click OKØNow click RunØThe name of the filter will appear on the right side of the status bar
Note: There are a pre-defined filter called All, which can be used to showall activities after user-defined filter showed some of the activities
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Selecting Using Filters
ØBy default P3 will show only the activities which satisfy the filter conditionsØBut P3 provides another function for filters, which is to select activitiesØIn the bottom part of the Filter dialogue box:
ØSelect the choice “Select: Highlight activities which match criteria”, thenselect Run
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Module 10
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Module 10:Printing Layouts
§This module contains:•Printer setup•Page setup•Print Preview•Print command
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IntroductionØIf you follow the previous two Modules, you will be able tocustomize layouts as you wish, hence produce lots of reportsØThe next step will be to print these layoutsØUsing inkjet printer, B/W laser printers, or colored laserprinters, we can produce a very handsome and colorfulreports containing activity table and/or activity bar chartØThere are four steps to follow to create these printouts:üSetup your printerüSetup your pageüPreview and make changesüSend to printer
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Printer Setup
ØThis command will allow you to setup your printerØFrom menus select File>Print Setup, the following dialogue box will appear:
ØCheck if the default printer is your printer, if not select Specific Printer and selectit from the list (this means your printer should be installed and configured)ØIf you are using B/W laser printer, it is better to make the choice Use grayscaleoutput onØSelect the paper Orientation, you have two choices• Portrait• Landscape
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Portrait Example
The following is Portrait example:
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Landscape Example
The following is Landscape example:
ØNow select the paper size you want to use (you will not find any paper size yourprinter doesn’t support)ØClick OK to end the command
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Page Setup
ØPage Setup is the most important command in printing processØIn this command you will specify what do you want to print, and howØFrom menus select File>Page Setup, the following dialogue box will appear:
ØUnder Print, specify the following:üThe Start, and End dates of the printoutüSelect the contents of the printout, you have 3 choices; Activity columns,Bars, and Resource/Cost display
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Note: In order to see the option of Resource/Cost display valid, you should makesure that Resource Profile is displayed on the screen firstØYou can set the screen separator to show some of the columns and not allcolumns, then select the option Show visible columns onlyØUnder Page settings, specify the following:
üSetup the Margin units, the available choices are; Inches, Centimeters, orPointsüSetup the margins from the four sides; Top, Bottom, Left, and RightüSelect the Timescale placement; the available choices are Top, Bottom, orBothüSelect whether you want to Show timescale/titles on all pages or notüIf you are showing grouping in your layout, what will happen if the pagefinished before the activity list in this group? Should P3 Repeat group titles inthe next page, or just continue listing the rest of activitiesüIn case of multiple pages printout, what P3 should do with the interior pageborder? Should P3 Mask (hide) them, to give the user the chance to attach thepages manually? or not?üBy default, P3 will try to deal with the contents of your project versus selectedpaper size, and get how many pages vertically, and horizontally is needed. Ifyou want to interfere in P3 choices, you can ask P3 to Fit your project in acertain number of pages wideüThe same thing applies for the Resource/Cost profile, as P3 will try to findthe best height to fit the displayed profile. You can interfere in this also, bysetting the maximum height for the profile
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§By default the Header is not utilized in P3, we will discuss Footer,and whatever applies for Footer applies for Header
§Click the Footer button to setup what will be displayed at the lowerpart of the printout, the following dialogue box will appear:
ØSelect to Include footer on, theavailable choices are; First Page,Last Page, All Pages, or No PagesØInput the Height of the Footer (theunits displayed depends on Marginunits discussed previously)ØDefine the number of parts theFooter include, you have twochoices either 3, or 5 (the default is5)ØBy default, you have 5 pieces ofinformation that you can display:
üDatesüLogoüRevision BoxüTitles/CommentsüBar Chart Legend
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DatesØIf you select the Dates to be displayed in one of the parts of footer, the followingwill appear:
ØYou can list up to 6 dates (by default there are only 4)ØSpecify the Font to be used
LogoØIf you select Logo the following will be displayed:
ØClick Browse to find the graphical file which will represent the logo of yourcompany
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Revision BoxIf you select Revision Box the following will be displayed:
üType in Revision box titleüSpecify the Font to be usedüFill in the Date of revision, the Revision number, who Checked it, and whoApproved it
Title/CommentsIf you select Title/Comments, the following will be displayed:
üIn each of the three sections, youcan select to Insert a predefineddata type, or type your ownüSpecify the Font to be used in thethree sections
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Bar Chart Legend
ØIf you selected Bar Chart Legend the following will be displayed:
ØThe Bar Chart Legend is predefined. You have to specify the Font which will beused
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Print Preview
ØTo see the results of your settings took place in Page Setup command, you have tomake the third step which is Print PreviewØFrom menus select File>Print PreviewØOr from toolbar click the Print Preview button, the following will be displayed:
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ØAt the lower left of the screen you will see how many pages did P3 produce to beprintedØClick View All Pages button to view all pages of the printout:
ØClick View Single Page button to view one page onlyØClick Zoom button to get closer to the pageØIn case of multiple pages printout, click the four arrows to navigatethrough the pages
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ØWhile you are in the Print Preview you can use the same commands discussedearlier:
üPrint SetupüPage SetupüPrintüHeaderüFooter
Print CommandØWhen you are satisfied, you can issue the Print commandØFrom menus select File>PrintØOr from toolbar select Print button (this command will send the job right awayto the printer without showing the following dialogue box):
ØSelect if you want to print All of the pages
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ØIf you want to print some of the pages, select Pages, the following should bespecified:
üSpecify the Vertical range (from 1 to n)üSpecify the Horizontal range (from A to n)üSpecify the number of CopiesüSpecify if you want to Print to file if the printer is not hooked to your machine
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Module 11
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Module 11:Project Updating
§This module contains:•What are the steps to end the Planning phase?•Creating target•Actual Work input•Earned Value concept•Backup and Restore your project•Creating updating layouts•Creating Tabular reports
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Before the Actual Start of the Project
§When the Planning phase is about to finish and the start of the project isgetting closer, the planner should wrap up his/her work to be ready for thenext phase (i.e. Monitoring):
üFirst, if you have any negative float this is the proper time to sit andto find a solution
üSecond, you have to create a Target for your current project as theActual dates will replace the early and late dates of your original plan
üTo find a solution for the negative float, follow the following steps:ØConcentrate on the Critical Path
ØRecalculate the duration by increasing the number of resources
ØChange the relationships (if logic permits) from serialrelationships to overlapping or parallel relationships
ØChange the calendar assignment to work more days
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§After you are done with the above, issue schedule command and make sure thatthe project will finish at the imposed finish date§Create a Target plan which will be the base for comparison between actual andplanned§From menus select Tools>Project Utilities>Targets, the following dialogue boxwill be displayed:
Type in the name of the target project, and click OK, P3 will create the target in thesame folder of the current project
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Actual Work Started, What Should I Do?
ØAs we planned for three main things, Time, Resource numbers, and Cost,we should collect data for them also
ØAssign person (or persons) to be dedicated to collect data
ØUse pre-defined forms to collect data
ØAlthough you collect data in daily basis, you will not update your project indaily basis (unless you have short project) hence specify the updatingperiod (weekly, biweekly, monthly, etc.)
ØThe Data Date (DD) will be for the first time, not equal to the Start Date(SD). To specify the exact DD make sure that DD = the date which the lastupdating information is available for
ØYou will have two sets of activities:üStarted-And-FinishedüStarted-Not-Finished
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Started-And-FinishedØUpdate these activities with the following:
üActual Start (AS)üActual Finish (AF)üFor each resource on each activity input Resource Actual To Date(ATD)üIf there is cost assignment input Cost Actual To DateüP3 will calculate a Variance = BQ – QACüWhich means you can see your loss, or profit, per resource peractivity
NoteØThe two formulas we learned in Module 7 says:
§ QTC = RD * UPT, since RD =0, then QTC = 0§ QAC = QTC + ATD, since QTC = 0, then QAC = ATD
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ØTo input these values, double-click on the desired activity, the Activity Form will bedisplayed, input the values as discussed above:
ØUsing Res button input ATD (watch Variance changes)
ØUsing Cost button input ATD (watchVariance changes)
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Started-Not-Finished
ØUpdate these activities with the following:üActual Start (AS)ü Remaining Duration (RD) or Percentage Complete (Pct)üFor each resource on each activity input Resource Actual To Date(ATD)üIf there is cost assignment input Cost Actual To DateüAlso you can change QTC if you want to reflect another number thanthe calculatedüP3 will calculate a Variance = BQ – QAC
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Example
Assume we have the following case:
vActivity OD = 6 days, assigned resource with UPT =2, therefore BQ= 6 * 2 = 12 unitsvUnit Price was 12, hence BC = 12 * 12 = 144v DD now is at the end of the 4th day of this activityvThe actual usage of this resource was: 1st day = 3 units, 2nd & 3rddays = 2 units, 4th day = 3, this means ATD = 10vTo work with the two formulas, QTC = 2 * 2 = 4vQAC = 4 + 10 = 14vResource Variance = 12 - 14 = -2vCost Variance = 144 – 168 = -24vMay be in this case you will be inclined to change the calculatedQTC from 4 to 6 as the past four days proved that you will need moreunits to finish this activity
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ØTo input these values, double-click on the desired activity, the Activity Form willbe displayed:
ØAs we did in the Started-And-Finished, we will input ATD for both resources andcostsØWhile you are updating, you may face the following problems:
üOne of the activities started, but due to a certain problem the activitystoppedüAfter a while the activity started againüYou have to tell P3 about the stoppage days or else, P3 will calculateresource numbers and cost as if these days were working days
ØFrom Activity Form click Dates button, the following will appear:
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Updating Using Progress SpotlightØThe previous method is totally manual method as it asks the user to input all thedataØUpdating using Progress Spotlight is automatic updating methodØP3 will assume that everything will go according to the planØDo the following steps:
üUsing Timescale change the Minimum time unit to the period of updating(weeks, months, etc.)üFrom menus select View>Progress Spotlight, or from toolbar click theProgress Spotlight button, the following can be seen:
üThe activities which will start in the period will be selected using yellowmarker (this is not ordinary selecting), also the time period in the bar chart willbe shaded
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üTo make the activities progress as planned, select Tools>Update Progressthe following dialogue box will appear:
üThe New data date will be set for you automaticallyüMake sure that All activities is selectedü Click Update button
NoteØAnother method of setting the Progress Spotlight is moving the Data Date line(thick blue line) manually to the period desiredØTo remove the effect of the Progress Spotlight simply issue the command againeither using the menus or toolbarØIf some of the activities progressed according to plan, and others didn’t, you stillcan use this method, and change the numbers that P3 assumed to the actualnumbers you have
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Earned ValueØIn order to evaluate your project, P3 provides the Earned Value Concept
ØThere are 3 values for cost:ü BCWS (Budgeted Cost for Work Scheduled), known as PlannedvalueüBCWP (Budgeted Cost for Work Performed), known as Earned valueüACWS (Actual Cost for Work Scheduled)
ØSchedule Variance is the difference between:üBCWS and BCWPüPreferable that BCWP > BCWS
ØCost Variance is the difference between:üBCWP and ACWPüPreferable that BCWP > ACWP
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ExampleØAssume we have the following activity:
ØThe following information applies:•OD = 10 days•UPT = 2, therefore BQ = 10 * 2 = 20• Unit Price = 12, therefore BC = 20 * 12 = 240•Data Date now is at the end of the 8th day• Pct = 70%•BCWS = 240 * 0.80 = 192•BCWP = 240 * 0.70 = 168•ACWP = (3+2+2+1+2+2+3+3) * 12 = 18 * 12 =216
ØAs you can see from above BCWP < BCWS so we are behind scheduleØAnd BCWP < ACWP, so we are over budget
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ØFrom menus select Tools>Options>Earned Value, the following dialogue boxwill appear:
ØSelect Target 1 project to use the budget from Target 1, and not from the currentproject, this budget will be the base for both BCWS, and BCWP
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ØTo see these values for certain resource or for all resources on an activity, fromActivity Form, click the Budget button, the following form will be displayed:
ØThe upper table of this form will show all resources assigned to this activityØThe second table will show the following items:
üThe number of Units for the selected resource (in our case here, theresource is LD)üThe Cost of the selected resourceüThe Total Units for all resources (P3 is adding here all the resourcenumbers regardless of the resource unit)üThe Total Cost of all resources
ØThe most important rows in the lower table are:üPlanned value (BCWS)üEarned value (BCWP)üActual to date (ACWP)
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Making Backup of Your ProjectØMake sure that you will create a backup for your project in a periodical timeperiodØAlso make sure to document the date of each backup on the disk/CD so you willknow when it was takenØYou can take a backup while the project is open or closed (it is prefer closed),from menus select Tools>Project Utilities>Backup, the following dialogue boxwill appear:
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ØSpecify the From part, by specifying the folder that contains the projectyou want to backup, then selecting the desired project (or projects)ØSpecify the To part, which includes the destination drive (floppy drive,or CD-ROM drive, etc.)ØSelect whether to Compress files of the projects? or not?ØSelect whether to Remove access list during backup? or not?
NoteIf you created a Target to your project, don’t forget to include it always inthe backup projects, because your current project will not work without itsTarget
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Restoring Your ProjectØFor any reason your project in your computer was damaged, you can retrieveyour latest backup by using Restore commandØGet the media contains your latest backup, and insert it in your computer, frommenus select Tools>Project Utilities>Restore, the following dialogue box willappear:
ØSpecify the From and To parts, the From part will be the media (floppy disk orCD, etc.) which contains the backup projects, and the To part will be the folder inyour hard drive which will host your projects
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Creating Updating LayoutsØAfter updating you can make number of comparison layouts using theactivity table, and/or bar chartØYou can include columns which contains Actual data, beside columnscontains Target 1 dataØYou can add number of Variances columnsØYou can include two bars one for the actual bar, and one for the Target 1bar
NoteØAfter the first update AS (Actual Start) will replace ES, and AF (ActualFinish) will replace EFØHence, there is no need to create a new bar and call it Actual bar, butinstead the Early bar will be the actual bar
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ExampleØHere is an example of Updating Layout:
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Creating Tabular ReportsØAfter updating you can produce lots of pre-made tabular reports which will give youinformation about schedule, resource usage, and cost
Schedule ReportØAs we did in Module 5, creating Schedule report after update will give you an ideaabout the AS, and AF compared to Target 1 ES, and Target 1 EFØFrom menus select Tools>Tabular Reports/ScheduleØDo as we did in Module 5, except in the Format tab, make the following changes:
ØUnder Use section, make sure that Target 1 is selectedØUnder Display section, make sure that Early dates is selected
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Here is an example of Schedule report after update:Clic
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Resource Control & Cost Control Reports
Ø These two reports are identicalØ The resource control report will show the resource usageØ The cost control report will show the cost spendingØ The two reports will show for a desired resource:
üBudgeted Quantity (Cost)üPercent CompleteüActual Quantity (Cost) To DateüEstimate Quantity (Cost) To CompleteüEstimate Quantity (Cost) At Completion (which is called in thereport Forecast)üThe Variance between Budget and Forecast
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ØFrom menus select Tools>Tabular Reports>Resource/Control (or useCost/Control) the following dialogue box will appear:
ØClick Add button, the following dialogue box will appear:
ØClick Add again to accept the sequential number given by P3ØThe dialogue box in the next page will be displayed:
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ØThere will be three tabs; Resource Selection, in which you will select either aresource or you leave it empty (this means you need a report for all resources)
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ØThe second tab is Format:
ØIn this tab you will specify how you will Organize the activities in the report (bydefault organized using Activity ID), and whether this will be a summary report ornot.ØThe third tab is Selection, which is the filter
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Earned Value ReportØThis report is identical to what we discussed in the previous section of thisModuleØFrom menus select Tools>Tabular Reports>Cost>Earned Value, the followingdialogue box will appear:
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Click Add button, the following dialogue box will appear:
Click Add again to accept the sequential number given by P3, the following dialoguebox will be displayed:
ØThere will be two tabs;Resource Selection, in whichyou will select either aresource or you leave it empty(this means you need a reportfor all resources)ØThe second tab is Selectionwhich is filter
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This an example of what you may get:Clic
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