Planning and Control Using Oracle Primavera P6 Version 8.2 to 8.4 EPPM

PLANNINGANDCONTROLUSING

ORACLE®PRIMAVERA®P6Versions8.2to8.4EPPMWEB

“EnterprisePortfolioProjectManagement”

PlanningandProgressingProjectSchedulesWithandWithout

RolesandResourcesinan

EstablishedDatabase

BY

PAULEASTWOODHARRIS

©Copyright2014byEastwoodHarrisPtyLtd.Nopartofthispublicationmaybereproducedorusedinanyformorbyanymethodwithoutthewrittenpermissionoftheauthor.

OracleandPrimaveraareregisteredtrademarksofOracleand/oritsaffiliates.

Windows,Microsoft®OfficeProjectStandard2013,Microsoft®OfficeProjectProfessional2013,Microsoft®OfficeProjectStandard2010,Microsoft®OfficeProjectProfessional2010,Microsoft®OfficeProjectStandard2007,Microsoft®OfficeProjectProfessional2007,Microsoft®ProjectStandard2003,Microsoft®ProjectProfessional2003,Microsoft®ProjectStandard2002,Microsoft®ProjectProfessional2002,Microsoft®Project2000,MicrosoftProject®98andExcelareregisteredtrademarksofMicrosoftCorporation.

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ThispublicationwascreatedbyEastwoodHarrisPtyLtdandisnotaproductofOracleCorporation.

DISCLAIMER

Theinformationcontainedinthispublicationistothebestoftheauthor’sknowledgetrueandcorrect.Theauthorhasmadeeveryefforttoensureaccuracyofthispublication,butmaynotbeheldresponsibleforanylossordamagearisingfromanyinformationinthispublication.Furthermore,OracleCorporationreservestherightintheirdocumentationtomakechangestoanyproductstoimprovereliability,function,ordesign.Thus,theapplicationofServicePacksortheuseofupgradedsoftwaremayresultinthesoftwareoperatingdifferentlyfromthedescriptionsinthispublication.

AUTHORANDPUBLISHER

PaulEHarrisEastwoodHarrisPtyLtdPOBox4032DoncasterHeights,3109Victoria,Australia

e-mail: [email protected]: http://www.eh.com.auTel: +61(0)41118770Skype [email protected]

Pleasesendanycommentsonthispublicationtotheauthor.

ISBN978-1-925185-05-8–B5PaperbackISBN978-1-925185-06-5–A4SpiralISBN978-1-925185-07-2–eBook

13December2014

mailto:[email protected]

http://www.eh.com.au

mailto:[email protected]

INTRODUCTIONThispublicationisanupgradeoftheauthor’sunpublishedbookProjectPlanning&ControlUsingPrimaveraP6WebInterface-OneDayTrainingCourseandhasbeenwrittentoenablenewuserstolearntheplanningandschedulingfunctionsofPrimaveraVersions8.2to8.4EPPM(EnterprisePortfolioProjectManagement)WebClient.

ManyuserswillhavepriorexperiencewiththeP6WindowsClient,SureTrak,P3,AstaPowerprojectorMicrosoftProjectandtheauthorexplainswheretherearedifferencesintheproducts’functionality.

Theauthorwouldappreciateanyconstructivecommentsonhowthispublicationmaybeimproved.Feedbackcanbesubmittedtowww.eh.com.au.

SUMMARYThepublicationmaybeusedas:

Atrainingmanualforatrainingcourse,or

Aself-teachbook,or

Areferencemanual.

ThescreenshotsforthispublicationaretakenfromPrimaveraVersions8.2to8.4EPPMWebClient.

Atrainingcoursemayberunusingthispublicationanditincludesexercisesforthestudentstocompleteattheendofeachchapter.Afterthecourse,studentsmayusethispublicationasareferencebook.

Instructors’PowerPointpresentationsareavailablefromEastwoodHarriswebsites.

ThispublicationisidealforpeoplewhowouldliketoquicklygainanunderstandingofhowthesoftwareoperatesandexplainshowthesoftwarediffersfromthePrimaveraP6WindowsClient,P3,SureTrak,AstaPowerprojectandMicrosoftProject,thusmakingitidealforpeoplewhowishtoconvertfromtheseproducts.

CUSTOMIZATIONFORTRAININGCOURSESTrainingorganizationsorcompaniesthatwishtoconducttheirowntrainingmayhavethispublicationtailoredtosuittheirrequirements.Thismaybeachievedremoving,reorderingoraddingcontenttothepublicationandbywritingtheirownexercises.Pleasecontacttheauthortodiscussthisservice.

AUTHOR’SCOMMENTAsaprojectcontrolsconsultantIhaveusedanumberofplanningandschedulingsoftwarepackagesforthemanagementofarangeofprojecttypesandsizes.ThefirstpublicationsIpublishedwereuserguides/trainingmanualsforPrimaveraSureTrak,P3andMicrosoftProjectusers.Thesewerewellreceivedbyprofessionalprojectmanagersandschedulers,soIdecidedtoturnmyattentiontoPrimaveraEnterprise/PrimaveraP6afterarequestfromPrimaveraSystemsInc.towriteabook.Thispublicationfollowsthesameprovenlayoutofmypreviouspublications.Itrustthispublicationwillassistyouinunderstandinghowtouse


PrimaveraP6onyourprojects.

APPRECIATIONIwouldlikethankMichaelJack,RanSunandJanHanakfortheirassistanceinwritingthisbook.IwouldalsoliketothankJesicaPaulaYaboforherassistanceinupdatingthisbookfromVersion8.2.

CURRENTBOOKSPUBLISHEDBYEASTWOODHARRIS99TricksandTrapsforMicrosoftOfficeProject-IncludingMicrosoftProject2000to2007PlanningUsingPrimaveraProjectPlannerP3Version3.1-Revised2006PlanningUsingPrimaveraSureTrakProjectManagerVersion3.0-Revised2006ProjectPlanningandSchedulingUsingPrimaveraContractorVersion6.1-IncludingVersions4.1,5.0and6.1PlanningandSchedulingUsingMicrosoftOfficeProject2007-IncludingMicrosoftProject2000to2003-Revised2009PlanningandControlUsingMicrosoftProjectandPMBOK®GuideFourthEditionPlanningandControlUsingMicrosoftProject2010andPMBOK®GuideFourthEditionProjectPlanning&ControlUsingPrimaveraP6Version7-ForallindustriesincludingVersions4to7Updated2012PlanningandSchedulingUsingMicrosoftProject2010-Updated2013IncludingRevisedWorkshopsProjectPlanningandControlUsingOraclePrimaveraP6-Versions8.1,8.2&8.3ProfessionalClient&OptionalClientPlanificaciónyControldeProyectosUsandoOraclePrimaveraP6-Versiones8.1,8.2y8.3ClienteProfesionalyOpcional项目规划和控制ORACLEPRIMAVERAP6应用-版本8.1-8.4专业&可选客户端PlanningandControlUsingMicrosoftProject2010&PMBOK®GuideFifthEditionPlanningandControlUsingMicrosoftProject2013PlanningandControlUsingMicrosoftProject2013&PMBOK®GuideFifthEditionPlanningandControlUsingOraclePrimaveraP6-Versions8.2&8.3EPPMWeb99TricksandTrapsforMicrosoftProject2013ProjectPlanningandControlUsingOraclePrimaveraP6-Versions8.1to8.4ProfessionalClient&OptionalClientPlanningandControlUsingOraclePrimaveraP6-Versions8.2to8.4EPPMWeb

SUPERSEDEDBOOKSBYTHEAUTHORPlanningandSchedulingUsingMicrosoft®Project2000PlanningandSchedulingUsingMicrosoft®Project2002PlanningandSchedulingUsingMicrosoft®Project2003PlanningandSchedulingUsingMicrosoft®OfficeProject2007PRINCE2TMPlanningandControlUsingMicrosoft®ProjectPlanningandControlUsingMicrosoft®ProjectandPMBOK®GuideThirdEditionProjectPlanningandSchedulingUsingPrimaveraEnterprise®–TeamPlayVersion3.5ProjectPlanningandSchedulingUsingPrimaveraEnterprise®–P3e&P3e/cVersion3.5ProjectPlanningandSchedulingUsingPrimavera®Version4.1forITProjectProjectPlanningandSchedulingUsingPrimavera®Version4.1orE&CPlanningandSchedulingUsingPrimavera®Version5.0–ForITProjectOfficePlanningandSchedulingUsingPrimavera®Version5.0–ForEngineering&ConstructionProjectPlanning&ControlUsingPrimavera®P6–UpdatedforVersion6.2

PlanningUsingPrimaveraProjectPlannerP3®Version2.0PlanningUsingPrimaveraProjectPlannerP3®Version3.0PlanningUsingPrimaveraProjectPlannerP3®Version3.1ProjectPlanningUsingSureTrak®forWindowsVersion2.0PlanningUsingPrimaveraSureTrak®ProjectManagerVersion3.0PlanningandControlUsingOraclePrimaveraP6-Version8.1ProfessionalClient&OptionalClientPlanning&ControlUsingPrimavera®P6TMForallindustriesincludingVersions4to7PlanningandControlUsingOraclePrimaveraP6-Versions8.2EPPMWebPlanningandControlUsingOraclePrimaveraP6-Versions8.2&8.3EPPMWebPlanningandControlUsingOraclePrimaveraP6-Version8.1&8.2ProfessionalClient&OptionalClientPlanningandControlUsingOraclePrimaveraP6-Version8.1,8.2&8.3ProfessionalClient&OptionalClient

1INTRODUCTION1.1SoftwareInstallationandConfiguration1.2Purpose1.3RequiredBackgroundKnowledge1.4PurposeofPlanning1.5ProjectPlanningMetrics1.6PlanningCycle1.7LevelsofPlanning1.8MonitoringandControllingaProject

2CREATINGAPROJECTPLAN2.1UnderstandingPlanningandSchedulingSoftware2.2EnterpriseProjectManagement2.3UnderstandingYourProject2.4Level1–PlanningWithoutResources2.4.1CreatingProjects2.4.2DefiningtheCalendars2.4.3DefiningtheProjectBreakdownStructures2.4.4AddingActivities2.4.5AddingtheLogicLinks2.4.6DevelopingaClosedNetwork2.4.7SchedulingtheProject2.4.8CriticalPath2.4.9TotalFloat2.4.10FreeFloat2.4.11RelationshipColors2.4.12ConstraintsTypes2.4.13ProjectConstraints2.4.14ActivityConstraints2.4.15RiskAnalysis2.4.16ContingentTime2.4.17FormattingtheDisplay–ViewsandFilters2.4.18PrintingandReports2.4.19IssuingthePlan

2.5Level2–MonitoringProgressWithoutResources2.5.1SettingtheBaseline2.5.2TrackingProgress2.5.3CorrectiveAction

2.6Level3–SchedulingWithResourcesandRoles2.6.1EstimatingorPlanningforControl2.6.2TheBalanceBetweentheNumberofActivitiesandResources2.6.3CreatingandUsingResources2.6.4CreatingandUsingRoles2.6.5TheRelationshipBetweenResourcesandRoles2.6.6ActivityTypeandDurationType2.6.7Budgets2.6.8ResourceUsageProfilesandTables

2.6.9ResourceOptimization2.7Level4–MonitoringandControllingaResourcedSchedule2.7.1MonitoringProjectswithResources2.7.2ControllingaProjectwithResources

3STARTINGUPANDNAVIGATION3.1ImplementingWebBasedProjectManagementTools3.2LoggingIn3.3PrimaveraP6Architecture3.3.1Databases3.3.2WebTools3.3.3WindowsClientServerTool3.3.4OtherTools

3.4P6WebFunctionalityAreasandInterface3.4.1DashboardsTab3.4.2PortfoliosTab3.4.3ProjectsTab3.4.4ResourcesTab3.4.5AdministerTab3.4.6AdministerMenu,MyPreferences3.4.7NavigatingAroundP6Web3.4.8BottomPaneTabs3.4.9SavingData

3.5ViewingProjectData–ProjectsTab3.5.1Projects,EPSTab3.5.2ProjectsTabMenuandActivitiesTab3.5.3OpeningaProject3.5.4ViewingtheOBS3.5.5MyPreferences–DateandTimeDisplay

3.6UnderstandingtheProjectsWindow3.6.1ActivitiesWindow3.6.2ActivitiesWindowMenu3.6.3ActivityToolbars3.6.4ViewingtheHierarchyforActivity,Project,andResourceCodes3.6.5Workspace3.6.6TeamUsage3.6.7Issues3.6.8Risks3.6.9Documents

3.7Right-clickingwiththeMouse3.8FullScreenModeIcon3.9MultipleBrowserWindowsandTabs3.10SearchFunction3.11AccessingHelp3.11.1OnlineHelpforP6Professional

3.12FindandReplaceOption3.13ClosingaProject

3.14PopupWindows3.15ClosingDown3.16Workshop1–NavigatingAroundtheWindows

4CREATINGANEWPROJECT4.1CreatingaBlankProject4.2CopyanExistingProjectorEPSNode4.3UsingtheProjectTemplatesFunction4.3.1CreatingaNewProjectfromaTemplate4.3.2CreatingaNewTemplate

4.4ImportingaProject4.4.1PrimaveraFileTypes4.4.2NonPrimaveraFileTypes4.4.3XMLImport/ExportEnhancements4.4.4UN/CEFACTXMLDataExport4.4.5GranularDataControlDuringXMLImport

4.5SavingProjectInformationonChangingWindows4.6DeletingaProject4.7SettingUpaNewProject4.7.1Project,EPSGeneralTab4.7.2ProjectPreferencesForm

4.8SavingAdditionalProjectandEPSInformation–Notebooks4.10Workshop2–CreatingYourProject

5DEFININGCALENDARS5.1DatabaseDefaultCalendar5.2AccessingGlobal,ResourceandProjectCalendars5.3TheProjectDefaultProjectCalendar5.3.1UnderstandingtheProjectDefaultProjectCalendar5.3.2AssigningaDefaultProjectCalendar

5.4CreatingaNewGlobalCalendar5.5CreatingaNewProjectCalendar5.6SharedCalendar5.6.1CreatingaNewSharedCalendar5.6.2CreatingNewPersonalCalendar5.6.3PersonalandSharedCalendarsCalculationandDisplay

5.7Administer,MyCalendar5.8Promote,Copy,RenameandDeleteaCalendar5.8.1PromotingaProjectCalendartoGlobal.5.8.2CopyaCalendarfromOneProjecttoAnother5.8.3RenamingaCalendar5.8.4DeletingaCalendar

5.9BaseCalendars5.9.1UnderstandingBaseCalendars5.9.2RemoveaBaseCalendarfromaCalendar

5.10AdjustingCalendarWorkingHours5.10.1EditingCalendarWorkingHours5.10.2EditingSelectedDaysWorkingHours

5.10.3ViewingtheCalendarWorkingHours5.10.4CalculationofActivityDurationsinDays,WeeksorMonths

5.11CalendarsforCalculatingProject,WBSandOtherSummaryDurations5.12TipsforMixedCalendarSchedules5.13Workshop3–MaintainingtheCalendars

6CREATINGAPRIMAVERAPROJECTWBS6.1ViewingandNavigatingtheWBS6.2CreatingandDeletingaWBSNode6.3WBSNodeSeparator6.4ActivityWindowWorkBreakdownStructureLowerPaneDetails6.5WBSCategories6.6WhyaPrimaveraWBSisImportant6.7Workshop4–CreatingtheWorkBreakdownStructure

7ADDINGACTIVITIESANDORGANIZINGUNDERTHEWBS7.1NewActivityDefaults7.1.1DurationType7.1.2PercentCompleteType7.1.3ActivityTypesandMilestones7.1.4CostAccount7.1.5Calendar7.1.6Price/Unit7.1.7Auto-numberingDefaults

7.2AddingNewActivities7.3DefaultActivityDuration7.4CopyingActivitiesfromotherPrograms7.5CopyingActivitiesinP67.6ElapsedDurations7.7FindingtheBarsintheGanttChart7.8ActivityWindow–BottomPane7.9DiscussionFeature7.10AssigningCalendarstoActivities7.11AssigningActivitiestoaWBSNode7.12ReorderingorSortingActivities7.13Undo7.14SummarizingActivitiesUsingWBS7.15SpellCheck7.16Workshop5–AddingActivities

8FORMATTINGTHEACTIVITYWINDOWANDVIEWS8.1FormattingtheProjectsActivityWindow8.2Views8.2.1UnderstandingViews8.2.2OpeningaView8.2.3CreateaView

8.3ColumnsandActivitySortOrder8.3.1SelectingtheColumnstobeDisplayed8.3.2SettingtheOrderoftheColumnsfromLefttoRightontheScreen

8.3.3AdjustingtheWidthofColumns8.3.4FirstColumnDataDisplay8.3.5RenamingColumns8.3.6ActivitySortOrder

8.4Grouping8.5Filters8.5.1UnderstandingFilters8.5.2ApplyingaFilter8.5.3Removingafilter8.5.4CreatingaFilter8.5.5OneParameterFilter8.5.6TwoParameterFilter

8.6ImprovedFiltering8.7ProjectIDFilteringOptionforCreatingPortfolios8.8Bars8.9GanttChart–Timescale8.9.1CustomizeActivityViewform–GanttCharttab8.9.2Right-clickinTimescaleOptions8.9.3ZoomtofitIcon8.9.4DraggingtheTimescale

8.10ActivityNetwork8.11TableView8.12CalendarView8.13Access–SharingViewswithOtherUsers8.14Workshop6–FormattingtheBarChart

9ADDINGRELATIONSHIPS9.1Constraints9.2UnderstandingRelationships9.3UnderstandingLagsandLeads9.4UnderstandingtheLagCalendar9.5FormattingtheRelationships9.6AddingorRemovingRelationships9.6.1GraphicallyAddingandDeletingaRelationship9.6.2Adding,DeletingandEditingRelationshipswiththeActivityDetailsForm9.6.4AddingandDeletingRelationshipsUsingColumns9.6.5ChainLinking

9.7DissolvingActivities9.8CircularRelationships9.9RelationshipsDetailWindowontheActivitiesPage9.10SchedulingtheProject9.11Workshop7–AddingtheRelationships

10ACTIVITYNETWORKVIEW10.1IntroductiontotheActivityNetworkView10.2EarlyDate,LateDateandFloatCalculations10.3Workshop8–SchedulingCalculationsandActivityNetworkView

11CONSTRAINTS

11.1AssigningConstraints11.1.1NumberofConstraintsperActivity11.1.2SettingaPrimaryConstraintUsingtheActivityDetailsForm11.1.3SettingaSecondaryConstraintUsingtheActivityDetailsForm11.1.4ExpectedFinishConstraint11.1.5SettingConstraintsUsingColumns11.1.6SettingConstraintsbyDragginganActivity

11.2ProjectMustFinishByDate11.3ActivityNotebooks11.3.1CreatingNotebookTopics11.3.2AddingNotes

11.4Workshop9–Constraints12PRINTINGANDREPORTS12.1PrintingtheGanttChart12.2PrintPreview12.3PageSetup12.3.1PageLayoutTab12.3.2HeaderandFooterTabs12.3.3CustomHeaderandCustomFooterTabs12.3.4SheetTab

12.4EnhancedPrintingfromtheEPSandActivitiesWindows12.5Reports12.6OtherPrimaveraReportingOptions12.7Workshop10–Printing

13SCHEDULINGOPTIONSANDSETTINGABASELINE13.1UnderstandingDateFields13.1.1EarlyStartandEarlyFinish13.1.2LateStartandLateFinish13.1.3ActualStartandFinish13.1.4StartandFinish13.1.5PlannedStartandFinish13.1.6PlannedDatesIssues13.1.7RemainingEarlyStartandFinish13.1.8RemainingLateStartandFinish

13.2SchedulingOptions–GeneralTab13.2.1Ignorerelationshipstoandfromotherprojects(&IgnoreExternalDates)13.2.2Makeopen-endedactivitiescritical13.2.3UseExpectedFinishDates13.2.4Scheduleautomaticallywhenachangeaffectsdates–NotintheWebClient13.2.5Levelresourcesduringscheduling13.2.6Recalculateassignmentcostsafterscheduling13.2.7Whenschedulingprogressedactivitiesuse13.2.8Calculatestart-to-startlagfrom13.2.9Definecriticalactivitiesas13.2.10Calculatefloatbasedonfinishdate13.2.11ComputeTotalFloatas

13.2.12CalendarforschedulingRelationshipLag13.2.13SchedulingOptions–AdvancedTab

13.3SettingtheBaseline13.3.1CreatingaBaseline13.3.2DeletingaBaseline13.3.3RestoringaBaselinetotheDatabaseasanActiveProject13.3.4UpdateBaselines13.3.5CopyingaProjectwithBaselines13.3.6SettingtheBaselineProjectUnderstandingthe<CurrentProject>Baseline13.3.8DisplayingtheBaselineData

13.4AdditionalBaselineFields13.5Workshop11–WBS,LOEsandSettingtheBaseline

14UPDATINGANUNRESOURCEDSCHEDULE14.1PracticalMethodsofRecordingProgress14.2UnderstandingtheConcepts14.2.1ActivityLifecycle14.2.2AssigninganActualStartDateandTimeofanActivity14.2.3AssigninganActualFinishDateandTimeofanActivity14.2.4CalculationofDurationsofanIn-ProgressActivity14.2.5SummaryBarsProgressCalculation14.2.6UnderstandingtheDataDate

14.3UpdatingtheSchedule14.3.1UpdatingActivitiesUsingtheGeneralTaboftheDetailsForm14.3.2UpdatingActivitiesUsingColumns

14.4ProgressSpotlight14.5SuspendandResume14.6SchedulingtheProject14.7UpdateProject14.8ComparingProgresswithBaseline14.9ProgressLineDisplayontheGanttChart14.10CorrectiveAction14.11CheckListforUpdatingaSchedule14.12Workshop12–ProgressingandBaselineComparison

15ADMINISTERMENU15.1AdministerMenu15.2MyCalendar15.3MyPreferences15.3.1Global,GeneralTab15.3.2Global,General,TimeUnitsFormatTab15.3.3Global,ResourcesTab,ResourceStaffing15.3.4Global,ResourcesTab,ResourceAssignments15.3.5Global,ProjectScoreTab15.3.6Global,PerformanceThresholdTab15.3.7Global,CurrencyTab15.3.8Global,DateFormatTab

15.3.9Global,IssuesTab15.3.10ViewTab15.3.11SettingaDefaultStartPage15.3.12PasswordTab

15.4ApplicationSettings15.4.1DataLimits15.4.2EarnedValue15.4.3General15.4.4IDLengths15.4.5Services15.4.6Timesheets15.4.7TimePeriods

15.5EnterpriseData15.5.1UnderstandingUDFsandActivityCodes15.5.2Currencies15.5.3FinancialPeriods15.5.4GlobalCalendars15.5.5Locations15.5.6OverheadCodes15.5.7TimesheetPeriods15.5.8Projects15.5.9Activities15.5.10Resources15.5.11Risks15.5.12Issues15.5.13Documents

15.6GlobalScheduleServices15.7UserAccess15.7.1Users15.7.2OBS15.7.3GlobalSecurityProfiles15.7.4ProjectSecurityProfiles15.7.5CopyUserViewswhenCopyingaUser

15.8UserSessions15.9MiscellaneousDefaults15.9.1DefaultProject

16CREATINGROLESANDRESOURCES16.1UnderstandingResourcesandRoles16.1.1IndividualResources16.1.2GroupResources16.1.3InputandOutputResources16.1.4UnderstandingRoles16.1.5UnderstandingResourceTeamsandRoleTeams

16.2CreatingRoles16.2.1DescriptionTab16.2.2ResourcesTab

16.2.3PricesTab16.2.4LimitsTab16.2.5RoleTeamsTab

16.3CreatingResourcesandtheResourcesWindow16.3.1ResourcesGeneralTab16.3.2ResourceTeamTab16.3.3ResourcesRolesTab16.3.4ResourcesCodesTab16.3.5ResourcesUnitsandPricesTab16.3.6ResourcesSettingsTab16.3.7NotesTab

16.4Workshop13–AddingResourcestotheDatabase17ASSIGNINGROLES,RESOURCESANDEXPENSES17.1UnderstandingResources17.2UnderstandingResourceCalculationsandTerminology17.3ProjectPreferencesForm,ResourceDefaults17.3.1RateType17.3.2Resourcescanbeassignedtothesameactivitymorethanonce17.3.3UnderstandingResourceOptiontoDriveActivityDatesByDefault17.3.4Price/Unit17.3.5ActivityType17.3.6DurationType

17.4MyPreferencesApplicabletoAssigningResources17.4.1Units/TimeFormat17.4.2ResourceAssignments17.4.3ResourceAssignments

17.5ActivitiesWindowResourceInformation17.5.1DetailsGeneralForm

17.6AssigningandRemovingRoles17.7AssigningandRemovingResources17.7.1AssigningaResourcetoanAssignedRole17.7.2AssigningaResourcetoanActivityWithoutaRole17.7.3RemovingaResourceorRole17.7.4AssigningaResourcetoanActivityMoreThanOnce17.7.5SelectingMultipleItemsinAssignDialogForms

17.8RequestResources17.9ResourceandActivityDurationCalculationandResourceLags17.9.1ActivityDuration17.9.2ResourceLag–WindowsClientOnly

17.10Resource,PlanningWindow17.11Expenses17.12SuggestedSetupforCreatingaResourcedSchedule17.13Workshop14–AssigningResourcesandExpensestoActivities

18RESOURCEOPTIMIZATION18.1ReviewingResourceLoading18.2AssignmentsView

18.3Resources,Analysis,RoleUsageWindow18.3.1Resources,Analysis,ResourceUsageWindow18.3.2Resources,Analysis,ResourceAnalysisWindow

18.4MethodsofResolvingResourcePeaksandConflicts18.5Workshop15–ResourcesOptimization

19UPDATINGARESOURCEDSCHEDULE19.1UnderstandingPlannedValuesandBaselineProjects19.1.1CostandUnitsPlannedValues19.1.2BaselineProjectandValues

19.2UnderstandingtheCurrentDataDate19.3InformationRequiredtoUpdateaResourcedSchedule19.4ProjectPreferencesDefaultsforUpdatingaResourcedSchedule19.4.1ProjectPreferencesCalculationsTab19.4.2ProjectPreferencesDefaultsTab

19.5ActivitiesWindow–PercentCompleteTypes19.5.1AssigningtheProjectDefaultPercentCompleteType19.5.2PhysicalPercentCompleteType19.5.3DurationPercentCompleteType19.5.4UnitsPercentCompleteType

19.6UsingStepstoCalculateActivityPercentComplete19.7UpdatingtheSchedule19.7.1Preferences,DefaultsandOptionsforUpdatingaProject19.7.2UpdatingDatesandPercentageComplete

19.8UpdatingResources19.8.1AssignmentsTab19.8.2GeneralTab19.8.3ApplyingActuals

19.9UpdatingExpenses19.10UpdatingUsingProgressReporter19.11Workshop16–UpdatingaResourcedSchedule

20OTHERMETHODSOFORGANIZINGPROJECTDATA20.1UnderstandingProjectBreakdownStructures20.2ActivityCodes20.2.1UnderstandingActivityCodes20.2.2ActivityCodeCreation20.2.3DefiningActivityCodeValues,DescriptionsandColors20.2.4AssigningActivityCodeValuestoActivities20.2.5AddActivityCodesWhenAssigningCodes20.2.6Grouping,SortingandFilteringwithActivityCodes20.2.7ImportingActivityCodeswithExcel

20.3UserDefinedFields20.4Workshop17–ActivityCodesandUserDefinedFields(UDF)

21INDEX

1INTRODUCTION

1.1SoftwareInstallationandConfigurationThisbookdoesnotcoversoftwareinstallation.Webbasedtechnologiesoftenrequirespecialistknowledgetoimplementtoensurethesoftwarefunctionsasdesigned.

Duringthecourseofwritingthisbooktheauthorfoundthattheconfigurationsettingsofthebrowseroccasionallyneededadjustingtoallowpopupstoactivateandsomebrowserupdatestobeinstalled.

1.2PurposeThepurposeofthisbookistoprovideamethodforplanning,schedulingandcontrollingprojectsusingPrimaveraVersions8.2to8.4EPPMWebwithinanestablishedEnterpriseProjectdatabaseorablankdatabaseuptoanintermediatelevel.

TherearedifferencesbetweenhowtheP6V8.3WindowsClientandEPPMWebClientoperateandtheseareidentifiedthroughoutthebook.

TheP6WindowsClienthastwoversions:

•ProfessionalClientwherebythedatabaseMAYNOTbeaccessedbytheWebClientandadministrationfunctionsAREavailableinthistool,and

•OptionalClientwherebythedatabaseMAYbeaccessedbytheWebClientandadministrationfunctionsareNOTavailableinthistool.

InthisbookboththeProfessionalClientandOptionalClientwhicharebothWindowstoolswillbecollectivelyreferredtoastheWindowsClient.Thisbookcoversthefollowingtopics:

•Understandingthestepsrequiredtocreateaprojectplanandmonitoraproject’sprogress

•UnderstandingthePrimaveraP6environment

•Createaprojectandsetupthepreferences

•Definecalendars

•CreatingaWorkBreakdownStructureandaddingactivities

•Formatthedisplay

•Addlogicandconstraints

•UsingFilters,Group,SortandViews(LayoutsintheProfessionalandOptionalClient)

•Printreports

ThebookisnotintendedtocovereveryaspectofPrimaveraP6,butitdoescoverthemainfeaturesrequiredtocreateandupdateaprojectscheduleanunresourcedschedule.Itshouldprovideyouwithasolidgrounding,whichwillenableyoutolearntheotherfeaturesofPrimavera6byexperimentingwiththesoftware,usingthehelpfilesandreviewingotherliterature.

Thisbookwaswrittentominimizesuperfluoustext,allowingtheusertolocateandunderstandtheinformationcontainedwithinasquicklyaspossible.Ifatanytimeyouareunabletounderstandatopicinthisbook,itissuggestedthatyouusethePrimaveraHelpmenuorUserManuals,whichareavailableonthesoftwareCDsinpdfformat,ortheOraclewebsitetogainafurtherunderstandingofthesubject.

1.3RequiredBackgroundKnowledgeThisbookdoesnotteachyouhowtousecomputersortomanageprojects.ThebookisintendedtoteachyouhowtousePrimaverainaprojectenvironment.Therefore,tobeabletofollowthisbookyoushouldhavethefollowingbackgroundknowledge:

•Theabilitytouseapersonalcomputerandunderstandthefundamentalsoftheoperatingsystem.

•Experienceusingapplicationsoftware,suchasMicrosoftOffice,whichwouldhavegivenyouexposuretoWindowsmenusystemsandtypicalWindowsfunctionssuchascopyandpaste.

•Asoundunderstandingofhowprojectsaremanaged,suchasthephasesandprocessesthattakeplaceoverthelifetimeofaproject.

1.4PurposeofPlanningTheultimatepurposeofplanningistobuildamodelthatenablesyoutopredictwhichactivitiesandresourcesarecriticaltothetimelycompletionoftheproject.Strategiesmaythenbeimplementedtoensurethattheseactivitiesandresourcesaremanagedproperly,thusensuringthattheprojectwillbedeliveredbothOnTimeandWithinBudget.Planningaimsto:•Identifythetotalscopeoftheprojectandplantodeliverit,

•Evaluatedifferentprojectdeliverymethods,

•IdentifyProducts/Deliverablesrequiredtodeliveraprojectunderalogicalbreakdownoftheproject,

•Identifyandoptimizetheuseofresourcesandevaluateiftargetdatesmaybemet,

•Identifyrisks,plantominimizethemandsetpriorities,

•Provideabaselineplanagainstwhichprogressismeasured,

•Assistinstakeholders’communication,identifyingwhatistobedone,whenandbywhomand

•Assistmanagementtothinkaheadandmakeinformeddecisions.

Planninghelpstoavoidorassistinevaluating:

•Increasedprojectcostsorreductioninscopeand/orquality,

•Additionalchangeoverand/oroperationcosts,

•ExtensionsoftimeclaimsagainstyourcustomerorClient,

•LossofyourClient’srevenue,

•Contractualdisputesandassociatedresolutioncosts,

•Thelossofreputationofthoseinvolvedinaproject,and

•Lossofafacilityorassetintheeventofatotalprojectfailure.

1.5ProjectPlanningMetricsThecomponentsthatarenormallymeasuredandcontrolledusingplanningandschedulingsoftware:

•Scope

•Time

•ResourceEffort/Work(thesearecalledUnitsinPrimaveraP6)

•Cost

Achangeinanyoneofthesecomponentsnormallyresultsinachangeinoneormoreoftheothers.

Otherprojectmanagementfunctionsthatarenottraditionallymanagedwithplanningandschedulingsoftwarebutmayhavecomponentsreflectedinthescheduleinclude:

•DocumentManagementandControl,

•QualityManagement,

•ContractManagement,

•IssueManagement,

•RiskManagement,

•IndustrialRelations,and

•Accounting.

ThedevelopmentofEnterpriseProjectManagementsystemshasresultedintheinclusionof

manyofthesefunctionsinprojectplanningandschedulingsoftware.Primaveraincludesmodulesfor:

•IssueManagement,

•RiskManagement,and

•DocumentManagement.

1.6PlanningCycleTheplanningcycleisanintegralpartofmanagingaproject.AsoftwarepackagesuchasPrimaveramakesthisactivitymucheasier.

Whentheoriginalplanisagreedto,theBaselineorTargetisset.TheBaselineisacopyoftheoriginalplanandisusedtocompareprogressofanupdatedschedule.Earlierversionswerelimited50baselinesbutthisrestrictionhasbeenremovedinlaterversions.

Afterprojectplanninghasendedandprojectexecutionhasbegun,theactualprogressismonitored,recordedandcomparedtotheBaselinedates.TheprogressisthenreportedandevaluatedagainsttheBaseline.

TheplanmaybechangedbyaddingordeletingactivitiesandadjustingRemainingDurations,LogicorResources.Arevisedplanisthenpublishedasprogresscontinues.ArevisedBaselinemaybesetiftheoriginalBaselinebecomesirrelevantduetotheimpactofprojectscopechanges,achangeinmethodologyorexcessivedelays.

Updatingascheduleassistsinthemanagementofaprojectbyrecordinganddisplaying:

•Progressandtheimpactofprojectscopechangesanddelaysastheprojectprogresses,

•Therevisedcompletiondateandfinalforecastofcostsfortheproject,

•Historicaldatathatmaybeusedtosupportextensionoftimeclaimsanddisputeresolution,and

•Historicaldatathatmaybeusedinfutureprojectsofasimilarnature.

1.7LevelsofPlanningProjectsareoftenplannedatasummarylevelandthenatalaterdatedetailedoutbeforetheworkcommences.Smallerprojectsmaybescheduledindetailduringprojectplanning,butlargeorcomplexprojectsmayrequireseveraliterationsbeforetheprojectplanisfullydetailedout.

Themainreasonsfornotdetailingoutaprojectearlyarethat:

•Theremaynotbeenoughinformationatthatstageand

•Preparingdetailedscheduleswastestime,astheymaybemaderedundantbyunforeseenchanges.

Thefollowingplanningtechniquesdiscussedinotherwell-knownprojectmanagementbooksmaybeconsidered:

PMBOK®Guide

ThePMBOK®Guide,whichisaprojectmanagementreferencebookpublishedbytheProjectManagementInstitute,discussesthefollowingtechniques:

•TheRollingWave.Thistechniqueinvolvesaddingmoredetailtothescheduleastheworkapproaches.Thisisoftenpossible,asmoreinformationisknownaboutthescopeoftheprojectasworkisexecuted.TheinitialplanningcouldbecompletedatahighlevelintheWorkBreakdownStructure(WBS).Astheworkapproaches,theplanningmaybecompletedataWBSComponentandthentoaWorkPackagelevelplanning.

•TheuseofSub-projects.Theseareusefulinlargerprojectswheremorethanoneentityisworkingontheprojectschedule.Thissituationmayexistwhenportionsofprojectsarecontractedout.Asub-projectmaybedetailedoutwhentheworkisawardedtoacontractor.

•TheuseofPhases.APhaseisdifferentfromaPRINCE2Stage,asPhasesmayoverlapintimeandStagesdonot.Phasesmaybedefined,forexample,asDesign,ProcureandInstall.ThesePhasesmayoverlap,asProcurementmaycommencebeforeDesigniscomplete.ThePhasedevelopmentofascheduleinvolvesthedetailingoutofalltheassociatedWBSelementspriortothecommencementofthatPhase.

•ThePMBOK®GuidedoesnothavestrictdefinitionsforlevelsofplansbutassumesthatthisprocessisundertakenwhendecomposingtheWorkBreakdownStructure(WBS).Therearesomeothermodelsavailablethatmaybeusedasguidelines,suchasthePMI“PracticeStandardforWorkBreakdownStructures.”

PRINCE2PlansPRINCE2isaprojectmanagementmethodologythatwasdevelopedintheUK.Thismethodologydefinesthetypeofplansthataprojectteamshouldconsider.

StagesinPRINCE2aredefinedastime-boundperiodsofaproject,whichdonotoverlapin

timeandarereferredtoasManagementStages.TheendofaStagemaysignifyamajorevent,suchassigningamajorcontract.ProjectPhasesmayoverlapintime,butStagesdonot.UnderPRINCE2aProjectPlanisdividedintoStagesandaStageplanisdetailedoutpriortoitscommencement.PRINCE2definesthefollowinglevelsofplans:

•ProgrammePlan–whichmayincludeProjectPlansoroneormoreportfoliosofmultipleprojects,

•ProjectPlan–thisismandatoryandisupdatedthroughthedurationofaproject,•StagePlan–thereisaminimumoftwoStagePlans:anInitiationStagePlanandFirst

StagePlan.TherewouldusuallybeoneStagePlanforeachStage,•ExceptionPlan–whichisatthesamelevelanddetailasaStagePlanandreplacesa

StagePlanattherequestofaProjectBoardwhenaStageisforecasttoexceedtolerances(contingenttime),and

•TeamPlan–whichisoptionalandwouldbeusedonlargerprojectswhereTeamsdeliverProductsthatrequiredetailedplanning.Atypicalexampleisacontractor’splan,whichwouldbesubmittedduringthebidprocess.

Jelen’sCostandOptimizationEngineeringThebookoutlinesseverallevelsofplanning,eachofwhichgoesdeeperintheplanningprocess,dependingonthelevelofgranularitytheplannerwantstoachieve:

•Level0:Correspondstotheprojectasawhole,thereforeitwillshowasanindividualbarintheGanttChartwhichextentwillbefromthestarttothefinishdateoftheproject.

•Level1:Thislevelprogrammestheprojectaccordingtoitsmostsignificantparts;hence,itwillshowlikeaBarChartontheGanttChart.Forexample,visualizeascheduleforafoodfactory,whichcouldbebrokendownintoqualitycontrol,processing,packagingandstorage.

•Level2:Thisleveltakesthepreviousoneasafoundationtokeepsplittingdownthepartsoftheproject.Generallytheschedulewillbeshowninabarchartformatanditcouldhavesomeconstraintsagainstit.Followingthepreviousexample,thestorageareainthefoodfactorycouldbefurtherdividedintodriedfoods,freshproduce,cannedproducts,etc.

•Level3:Thebreakdowngoesevenfurtherandatthispointitbecomesveryclearwherethecriticalpathis.Likewise,sincethisdivisionisnottoodetailed,thelevelofcontrolovertheprojectcanbeperformedverywell.

•Levels4–n:Fromthislevel,isuptotheplanner’sdecisiontokeepbreakingdowntheprojectintomoredetailedparts.Thistypeofplanningisusuallyperformedtobuildalook-aheadoftheschedulebetween1and6months.ThemostcommonpracticeistoshowthisschedulesinaBarChartformatorasCPMs.

1.8MonitoringandControllingaProjectAfteraplanhasbeenproduced,itshouldbeexecutedandtheworkauthorizedinaccordancewiththeplan.Ifthereistobeachangeintheplan,thentheplanshouldbeformallychanged.Ifnecessary,theclientshouldbeinformedand,ifrequiredbythecontract,approvalshouldbesought.

Itmaybedifficulttoobtainapprovalforextensionoftimeclaimswhentheplanisnotfollowedthenandfurthermorethiswillmakedisputeresolutionmoredifficult.

Monitoringaprojectrecordsprogresstodate:

•Recordsthestartandfinishdatesofcompletedactivities,

•Confirmsthattherequiredqualityismet,

•Thusconfirmsthedeliverables/productsthathavebeenproduced,

•Confirmsthatthedeliverables/productsareproducedontime,withtheplannedresourcesandtobudget,

•Recordstheprogressofstartedactivities,

•Appliestheproductivitytodateforfuturesimilaractivities,

•Addoramendscheduletoreflectchanges,and

•Historicaldataisrecordedforuseinplanningfutureprojects.

Controlling a project provides the next level of management with information that enablesthemtomanageaprojectandmakeinformeddecisionsonproblems:

•Ensurethattheprojectisbeingexecutedaccordingtotheplan,

•Comparetheproject’sprogresswiththeoriginalplan,

•Reviewstheproductivitytodateandhowthecurrentproductivitywillaffectfutureactivities,

•Forecastproblemsasearlyaspossiblewhichenablescorrectiveactiontobetakenasearlyaspossible,

•Reviewoptionstoimprovetheschedule,and

•Obtaindatarequiredforpreparingextensionoftimeclaimsandfordisputeresolution.

2CREATINGAPROJECTPLANTheaimofthischapteristogiveanunderstandingofwhataplanisandsomepracticalguidanceonhowaschedulemaybecreatedandupdatedduringthelifeofaproject.

2.1UnderstandingPlanningandSchedulingSoftwarePlanningandschedulingsoftwareenablestheuserto:

•Enterthebreakdownstructureoftheprojectdeliverablesorproductsintothesoftware.ThisisoftencalledaWorkBreakdownStructure(WBS)orProductBreakdownStructure(PBS),

•BreakaprojectdownintotheworkrequiredtocreatethedeliverablesandentertheseintothesoftwareasActivitiesundertheappropriateWBS,

•Assigndurations,constraints,predecessorsandsuccessorsoftheactivitiesandthencalculatethestartandfinishdateofalltheactivities,

•Assignresourcesand/orcosts,whichrepresentpeople,equipmentormaterials,totheactivitiesandcalculatetheprojectresourcerequirementsand/orcashflow,

•Optimizetheprojectplantoensuretheuseofresourcesisoptimized,

•SetBaselineDatesandBudgetstocompareprogressagainst,

•Usetheplantoapprovethecommencementofwork,

•RecordtheactualprogressofactivitiesandcomparetheprogressagainsttheBaselineandamendtheplanwhenrequired,allowingforscopechanges,etc.,

•Recordtheconsumptionofresourcesand/orcostsandre-estimatetheresourcesand/orcostsrequiredtofinishtheproject,and

•Producemanagementreports.

Therearefourmodesorlevelsinwhichplanningandschedulingsoftwaremaybeused.

Planning Tracking

WithoutResources

LEVEL1

PlanningwithoutResources

LEVEL2

TrackingprogresswithoutResources

WithResources

LEVEL3

PlanningwithResources

LEVEL4

TrackingprogresswithResources

Asthelevelincreases,theamountofinformationrequiredtomaintaintheschedulewillincreaseand,moreimportantly,yourskillandknowledgeinusingthesoftwarewillincrease.ThisbookisdesignedtotakeyoufromLevel1toLevel4inasingleprojectenvironment.

2.2EnterpriseProjectManagement

PrimaveraisanEnterpriseProjectManagementsoftwarepackagethatenablesmanyprojectstobemanagedinonedatabase.TheseprojectsmaybesummarizedunderahierarchicalstructuretitledtheEnterpriseProjectStructure(EPS).ThisfunctionissimilartosummarizingactivitiesofaprojectunderaWorkBreakdownStructure(WBS).

AnEPSisusedforthefollowingpurposes:

•Tomanageuseraccesstoprojectswithinthedatabase.

•Tomanageactivitiesovermultipleprojectsthathaveacommoninterest,suchasacriticalresource.

•Top-downbudgetingofprojectsandresourcesthatmaylaterbecomparedtothebottom-upordetailedprojectestimates.

•Toallowstandardizedreportingofallprojectsinthedatabase.

IndividualprojectsmustbecreatedwithinanEPSdatabase.PrimaverahasnotbeendesignedasasingleprojectplanningandschedulingsoftwarepackageandthereisanadministrativeoverheadinmanagingprojectsinanEPSdatabase.

PrimaverahasafunctiontitledPortfoliosthatenablesalimitednumberofprojectstobeviewedatatime.Forexample,Portfoliowouldenableyoutoviewprojectsinaphysicalarea,orofaspecifictypeorclient.

2.3UnderstandingYourProjectBeforeyoustarttheprocessofcreatingaprojectplan,itisimportanttohaveanunderstandingoftheprojectandhowitwillbeexecuted.Onlarge,complexprojects,thisinformationisusuallyavailablefromthefollowingtypesofdocuments:

•Projectcharterorbusinesscase

•Projectscopeorcontractdocumentation

•Functionalspecification

•Requirementsbaseline

•Plansanddrawings

•Projectexecutionplan

•Contractingandpurchasingplan

•Equipmentlists

•Installationplan

•Testingplan

ManyprojectmanagersconductaStakeholderAnalysisatthestartofaproject.Thisprocesslistsallthepeopleandorganizationswithaninterestintheprojectandtheirinterestsordesiredoutcomes.

•Keysuccessfactorsmaybeidentifiedfromtheinterestsoftheinfluentialstakeholders,and

•Itisimportanttousethestakeholderanalysistoidentifyallthestakeholderactivitiesand

includethemintheschedule.

Itisimperativetogainagoodunderstandingofhowtheprojectistobeexecutedbeforeenteringanydataintothesoftware.Itisconsideredgoodpracticetoformallyplanaprojectbeforecreatingascheduleinanyplanningandschedulingsoftware.ThesedocumentsarereferredtobymanytermssuchasProjectExecutionPlanorProjectMethodologyStatement.Youshouldalsounderstandwhatlevelofreportingtheprojectteamrequires,asprovidingeithertoolittleortoomuchdetailwilloftenleadtoadiscardedschedule.

Therearethreeprocessesrequiredtocreateormaintainaplanateachofthefourlevels:

•Collectingtherelevantprojectdata,

•Enteringandmanipulatingthedatainsoftware,and

•Distributing,reviewingandrevisingtheplan.

Theabilityoftheschedulertocollectthedataisasimportantastheabilitytoenterandmanipulatetheinformationusingthesoftware.Onlargerprojects,itmaybenecessarytowritepoliciesandprocedurestoensureaccuratecollectionofdatafromthevariouspeople,departments,stakeholders/companies,andsites.

2.4Level1–PlanningWithoutResourcesThisisthesimplestmodeofplanningandwewillgothroughthestepsofcreatingaprojectscheduleinP6.

2.4.1CreatingProjectsTocreateaprojectinaPrimaveradatabase,youwillneedthefollowinginformation:

•AnEPSNode,OBSNodeinthedatabasetoassigntheproject,

•ProjectID(acodeassignedtotheproject)andtheProjectName,

•TheProjectStartDate(andperhapstheFinishDate),and

Itwouldalsobeusefultoknowotherinformationsuchas:

•Clientname,and

•Projectinformationsuchaslocation,projectnumberandstakeholders.

2.4.2DefiningtheCalendarsBeforeyoustartenteringactivitiesintoyourschedule,itisadvisabletosetupthecalendars.Theseareusedtomodeltheworkingtimeforeachactivityintheproject.Forexample,a6-daycalendariscreatedforthoseactivitiesthatwillbeworkedfor6daysaweek.Thecalendarshouldincludeanypublicholidaysandanyotherexceptionstoavailableworkingdays,suchasplanneddaysoff.

Primaverahasthreetypesofcalendars:

•Global–whichmaybeassignedtoactivitiesandresourcesinanyproject,•Project–theseareproject-specificcalendarsassignedtoactivities,and

•Resource,(PersonalandShared)–thatareassignedtoresources.ProjectandResourcecalendarsmaybelinkedtoGlobalcalendars,enablinganychangestoholidaysmadetoaGlobalcalendartobeinheritedbytheassociatedProjectandResourcecalendars.

2.4.3DefiningtheProjectBreakdownStructuresAprojectbreakdownstructure(PBS)isawayofcategorizingtheactivitiesofaprojectintonumerouscodesthatrelatetotheproject.Thecodesactastagsorattributesofeachactivity.

Duringoraftertheactivitiesareaddedtotheschedule,theyareassignedtheirPBSssothattheymaybegrouped,summarized,andfilteredinoroutofthedisplay.

PrimaverahastwoprincipalmethodsofassigningaPBStoyourproject:

•TheWorkBreakdownStructure(WBS)function,whichiscomparabletotheP3andSureTrakWBSfunctions.

•TheActivityCodefunctionthatoperatesinawaysimilartoActivityCodesP3andSureTrak,CustomDataFieldsinMicrosoftProjectandCodesinAstaPowerProject.

Beforecreatingaproject,youshoulddesignyourPBSsbyaskingthefollowingquestions:

•Whichphasesareinvolvedintheproject(e.g.,Design,Procure,InstallandTest)?

•Whichdisciplinesareparticipating(e.g.,Civil,MechanicalandElectrical)?

•Whichdepartmentsareinvolvedintheproject(e.g.,Sales,ProcurementandInstallation)?

•Whatworkisexpectedtobecontractedoutandwhichcontractorsaretobeused?

•Howmanysitesorareasarethereintheproject?

UsetheresponsestotheseandothersimilarquestionstocreatethePBSs.

2.4.4AddingActivitiesActivitiesmustbedefinedbeforetheyareenteredintotheschedule.Itisimportantthatyoucarefullyconsiderthefollowingfactors:

•Whatisthescopeoftheactivity?(Whatisincludedandexcluded?)

•Howlongistheactivitygoingtotake?

•Whoisgoingtoperformit?

•Whatarethedeliverablesoroutputforeachactivity?

Theprojectestimateisusuallyagoodplacetostartlookingforabreakdownoftheprojectintoactivities,resources,andcosts.Itmayevenprovideanindicationofhowlongtheworkwilltake.

Activitiesmayhavevariabledurationsdependingonthenumberofresourcesassigned.Youmayfindthatoneactivitythattakes4daysusing4workersmaytake2daysusing8workersor8daysusing2workers.

Usuallyprojectreportsareissuedonaregularbasissuchaseveryweekoreverymonth.Itis

recommendedthat,ifpossible,anactivityshouldnotspanmorethantworeportingperiods.ThatwaytheactivitiesshouldonlybeIn-Progressforonereport.Ofcourse,itisnotpracticaltodothisonlongdurationactivities,suchasprocurementanddeliveryactivities,thatmayspanmanyreportingperiods.

Goodpracticerecommendsthatyouhaveameasurablefinishpointforeachgroupofactivities.ThesemaybeidentifiedintheschedulebyMilestonesandaredesignatedwithzeroduration.Youmayissuedocumentationtoofficiallyhighlighttheendofoneactivityandthestartofanother,therebyaddingclaritytotheschedule.Examplesoftypicaldocumentsthatmaybeissuedforclarityare:

•Issueofadrawingpackage

•Completionofaspecification

•Placingofanorder

•Receiptofmaterials(deliverylogsorticketsordockets)

•Completedtestingcertificatesforequipmentorsystems

2.4.5AddingtheLogicLinksThelogicisaddedtothescheduletoprovidetheorderinwhichtheactivitiesmustbeundertaken.Thelogicisdesignatedbyindicatingthepredecessorsto,orthesuccessorsfrom,eachactivity.Therearetwomethodsthatsoftwareusestosequenceactivities:

•PrecedenceDiagrammingMethod(PDM),and

•ArrowDiagrammingMethod(ADM).

Mostcurrentprojectplanningandschedulingsoftware,includingPrimavera,usesPDM.YoucancreateaPDMdiagramusingtheNetworkDiagramfunction.

Thereareseveraltypesofdependenciesthatmaybeused:

1.Mandatorydependencies,alsoknownasHardLogicorPrimaryLogic,arerelationshipsbetweenactivitiesthatmaynotbebroken.Forexample,aholehastobedugbeforeitisfilledwithconcrete,oracomputerdeliveredbeforesoftwareisloaded.

2.Discretionarydependencies,alsoknownasSequencingLogicorSoftLogicorSecondaryLogic,arerelationshipsbetweenactivitiesthatmaybechangedwhentheplanischanged.Forexample,iftherearefiveholestobeexcavatedandonlyonemachineavailable,orfivecomputerstobeassembledandonepersonavailabletoworkonthem,thentheorderoftheseactivitiescouldbesetwithsequencinglogicyetchangedatalaterdate.

BothMandatorydependenciesandDiscretionarydependenciesareenteredintoPrimaveraasactivityrelationshipsorlogiclinks.Thesoftwaredoesnotprovideamethodofidentifyingthetypeofrelationshipbecausenotesorcodesmaynotbeattachedtorelationships.

ANotemaybeaddedtoeitherthepredecessororthesuccessoractivitytoexplaintherelationship.

3.Externaldependenciesareusuallyeventsoutsidethecontroloftheprojectteamthat

impactsontheschedule.Anexamplewouldbetheavailabilityofasitetostartwork.ThisisusuallyrepresentedinPrimaverabyaMilestonethathasaconstraintappliedtoit.Thistopicisdiscussedinmoredetailinthenextsection.

Thesoftwarewillcalculatethestartandfinishdatesforeachactivity.Theenddateoftheprojectiscalculatedfromthestartdateoftheproject,thelogicamongsttheactivities,anyLeads(oftenreferredtoasNegativeLag)orLagsappliedtothelogicanddurationsoftheactivities.Thefollowingpictureshowstheeffectofalagandaleadonthestartofasuccessoractivity:

2.4.6DevelopingaClosedNetworkItisgoodpracticetocreateaClosedNetworkwith.InaClosedNetwork,allactivitieshaveoneormorepredecessorsandoneormoresuccessorsexcept:

•Theprojectstartmilestoneorfirstactivity,whichhasnopredecessors,and

•Thefinishmilestoneorfinishactivity,whichhasnosuccessors.

WhenaclosednetworkisnotestablishedthentheCriticalPath,TotalFloatandFreeFloatwillnotcalculatecorrectly.

Theproject’slogicmustnotloopbackonitself.LoopingoccursifthelogicstatesthatAprecededB,BprecededC,andCprecededA.Thatisnotalogicalprojectsituationandwillcausethesoftwaretogenerateanerrorcommentduringnetworkcalculations.

Thus,whenthelogiciscorrectlyapplied,adelaytoanactivitywilldelayallitssuccessoractivitiesanddelaytheprojectenddatewhenthereisinsufficientspareslippagetimetoaccommodatethedelay.ThissparetimeisnormallycalledFloatbutnotethatMicrosoftProjectusesthetermSlackforFloat.

2.4.7SchedulingtheProjectThesoftwarecalculatestheshortesttimeinwhichtheprojectmaybecompleted,ActivitiesaremovedforwardintimeuntiltheymeetaRelationshiporConstraintoracalendarnonworktime.Un-startedactivitieswithoutlogicorconstraintsarescheduledtostartattheProjectStart

Dateoraspermittedbycalendarnonworktimes.

SchedulingtheprojectwillidentifytheCriticalPath(s)whenthereisaClosedNetwork.TheCriticalPathisthechain(s)ofactivitiesthattakesthelongesttimetoaccomplish;adelaytoanyactivityinthechainwilldelaytheenddateoftheproject.Thecalculatedcompletiondatedependsonthecriticalactivitiesstartingandfinishingontime.Ifanyofthemaredelayed,thewholeprojectwillbedelayed.

2.4.8CriticalPathTheCriticalPathistheshortestdurationthataprojectmaybecompletedinandadelaytoanyactivitywilldelaytheenddateoftheproject,activitiesA1000toA1030andA1060below,alsoshowninredareonthecriticalpath:

2.4.9TotalFloatTotalFloatistheamountoftimeanactivitymaybedelayedwithoutextendingtheprojectenddate.

•AnactivitywithTotalFloatmaydelayanotheractivity,

•MaybedisplayedinacolumnandintheGanttChart,asperthethinblackbarinthepicturebelow,and

•Maybenegative.

2.4.10FreeFloatTheFreeFloatistheamountoftimeanactivitymaybedelayedwithoutdelayinganotheractivity.

•MaybedisplayedinacolumnandintheGanttChart,asperthethinblackbarbelowand

•Isneverinthenegative.

TheP6WindowsClientdoesnotdisplayFreeFloatasabar.

2.4.11RelationshipColorsRelationshipcolorsinP6maynotbeformattedaswithmanyothersoftwarepackages:

•SolidBlackareDrivingCritical(theirsuccessorsusuallyhaveNOTotalFloat)orDrivingNon-Critical(theirsuccessorsusuallyhaveTotalFloat).

•DottedBlackareNon-DrivingNon-CriticalandtheirpredecessorshaveFreeFloat.

2.4.12ConstraintsTypesTherearetwotypesofconstraints:

•ProjectConstraintswhichincludestheProjectStartDateandProjectFinishDate,and•ActivityConstraints;thetwomostcommonareStartOnorAfter(EarlyStart)andFinish

OnorBefore(LateFinish).ExternaldependenciesareappliedtoascheduleusingConstraintsandthesemaymodeltheimpactofeventsoutsidethelogicalsequenceofactivities.Aconstraintwouldbeimposedtospecificdatessuchastheavailabilityofafacilitytostartworkortherequiredcompletiondateofaproject.Constraintsshouldbecross-referencedtothesupportingdocumentation,suchasMilestoneDatesfromcontractdocumentation,usingtheNotebooksfunction.

2.4.13ProjectConstraintsAProjectStartDatecalledProjectPlannedStartinP6istheearliestdatethatanyactivitymaybescheduledtostart.AnactivitywillstartontheProjectStartDateunlessoneofthe

followingstopstheactivitystartingontheProjectStartDate:•ThereisaCalendarNonWorktime,or

•Aconstraint,or

•Arelationship.

AprojectMustFinishDateisoptional,butoncesetthiscontrolsTotalFloat(oftenreferredtoasFloatinP6).

WhenaprojectMustFinishDateconstraintisassignedthenTotalFloatiscalculatedtothisdate.

•ThepictureshowsaprojectwithaProjectFinishdateonFriday26Septemberdeveloping5daysTotalFloat.

P6WebdoesnotdisplaytheTotalFloatonMilestones,unliketheP6WindowsClientwhichwilldisplaythefloatbaronaMilestone,seeimagebelow:

•ThepictureshowsaschedulewithaprojectMustFinishDatedateofFriday12,•Thisisearlierthanthecalculatedfinishdate,thuscalculating5daysNegativeFloat:

TheP6displaysthenegativefloatbarfromtheFinishoftheactivitygoingforwardin

timeanddoesnotdisplaytheNegativeFloatonMilestones.Othersoftwarepackagesdisplayfloatfromthestartoftheactivitygoingforwardintimewhichmakesthescheduleeasiertoread.

•ThepicturebelowwascreatedusingtheP6WindowsClientandshowsanegativefloatbarisdrawnagainstMilestones:

2.4.14ActivityConstraintsTypicalexamplesofactivityconstraintswouldbe:

•StartonorAfterfortheavailabilityofasitetocommencework,and

•FinishonorBeforeforthedatethatatotalprojectmustbecompletedorhandedover.

ActivityEarlyStartConstraint•AnactivitywillnolongerstartontheDataDatewhenaStartOnorAfterconstraintis

assigned

•ThisismorecommonlyknownasanEarlyStartconstraint.

NOTES:InP6thetimemustalwaysbedisplayedasP6willoftensetconstraintsat00:00hrswhichismidnightandisnotveryoftenanappropriatetimetosetconstraints.

ActivityLateFinishConstraintEarlierthantheScheduledFinish•ThispicturebelowshowsaschedulewithaFinishDateOnorBeforeconstraintassigned

4daysearlierthanthecalculatedfinishdate,

•ThusNegativeFloatiscreated,representingtheamountoftimethatneedstobecaughtup.

•ThisismorecommonlyknownasaLateFinishconstraint:

ActivityLateFinishConstraintLaterthantheScheduledFinish•ThepicturebelowshowsaschedulewithaFinishDateOnorBeforeconstraintassigned

afterthecalculatedfinishdate,

•TheTotalFloatisNOTcalculatedtotheconstraintdatewhentheconstraintdateisLATERthecalculatedEarlyFinish.

•PositiveTotalFloatisNOTcreatedandacriticalpathofzerodaysfloatismaintained:

2.4.15RiskAnalysisPlanningaprojectmayidentifyrisks,soaformalriskanalysisshouldbeconsidered.Ariskanalysismayidentifyriskmitigationactivitiesthatshouldbeaddedtotheschedule.

2.4.16ContingentTimeTheadditionofcontingenttimeshouldbeconsideredwhensubmittingascheduleforapproval.Estimatesusuallyhavecontingencyandifthismoneyistobeexpendedthenanallowancefortimetospendthecontingentfundsneedstobemade.Contingenttimemaybeaddedtoascheduleinanumberofways:

•Insertoneormorecontingenttimeactivitiesintheproject.Thesewouldbeadjustedinlengthastheprojectprogressestomaintaintheplannedenddate.

•Assignworkdaysinthecalendarasnonworkdays.Forexample,abuildingprojectcouldbescheduledona5-dayperweekbasis,knowingthatworkwillbeundertakenontheSaturday.

•Increasetheactivitydurationsbyafactor,thiswillaffecteithertheresourceUnitsperTimeperiodortotalresourceUnitsandshouldnotbeusedonaresourcedschedule.

•Assignpositivelagsbetweenactivities,althoughthisisnotrecommendedbytheauthor.

2.4.17FormattingtheDisplay–ViewsandFiltersTherearetoolstomanipulateanddisplaytheactivitiestosuittheprojectreporting

requirements.ThesefunctionsarecoveredintheFORMATTINGTHEACTIVITYWINDOWANDVIEWSchapter.

2.4.18PrintingandReportsTherearesoftwarefeaturesthatenableyoutopresenttheinformationinaclearandconcisemannertocommunicatetherequirementstoallprojectmembers.ThesefunctionsarecoveredinthePRINTINGANDREPORTSchapter.

2.4.19IssuingthePlanAllmembersoftheprojectteamshouldreviewtheprojectplaninanattemptto:

•Optimizetheprocessandmethodsemployed,and

•Gainconsensusamongteammembersastotheproject’slogic,durations,andProjectBreakdownStructures.

Teammembersshouldcommunicatefrequentlywitheachotherabouttheirexpectationsoftheprojectwhileprovidingeachwiththeopportunitytocontributetothescheduleandfurtherimprovetheoutcome.

2.5Level2–MonitoringProgressWithoutResources

2.5.1SettingtheBaselineTheoptimizedandagreed-toplanisusedasabaselineformeasuringprogressandmonitoringchange.Thesoftwaremayrecordthebaselinedatesofeachactivityforcomparisonagainstactualprogressduringthelifeoftheproject.

2.5.2TrackingProgressThescheduleshouldbeUpdated(progressed)onaregularbasisandprogressrecordedatthatpoint.ThedateonwhichprogressisreportedisknownbyanumberofdifferenttermssuchasDataDate,UpdateDate,TimeNowandStatusDate.TheCurrentDataDateisthefieldPrimaverausestorecordthisdate.TheDataDateisNOTthedatethatthereportisprintedbutratherthedatethatreflectswhentheupdateinformationwasgathered.

Whateverthefrequencychosenforupdating,youwillhavetocollectthefollowingactivityinformationinordertoupdateaschedule:

•Completedactivities

ActualStartdate

ActualFinishdates

•In-progressactivities

ActualStartdate

PercentageCompleted

DurationorExpectedFinishDateoftheActivity

•Un-startedwork

Anyrevisionstoactivitiesthathavenotstarted

Newactivitiesrepresentingscopechanges

Revisionstologicthatrepresentchangestotheplan

Theschedulemaybeupdatedafterthisinformationhasbeencollected.TherecordedprogressiscomparedtotheBaselinedates,eithergraphicallyorbyusingcolumnsofdata,suchastheVarianceBaselineProjectFinishcolumn:

2.5.3CorrectiveActionAtthispoint,itmaybenecessarytofurtheroptimizethescheduletobringtheprojectbackontrackbydiscussingtheschedulewiththeappropriateprojectteammembers.Thepossibleoptionsare:

•Reducethecontingenttimeallowance.

•AssignanegativelagonaFinishtoStartrelationship,whichenablesasuccessortocommencebeforeapredecessoriscompleted.

•Changerelationshipstoallowactivitiestobeexecutedinparallel.

•Reducethedurationsofactivities.Inaresourcedschedule,thiscouldbeachievedbyincreasingthenumberofresourcesassignedtoanactivity.

•Worklongerhoursperdayordaysperweekbyeditingthecalendars,or

•Reducethescopeanddeleteactivities.

2.6Level3–SchedulingWithResourcesandRoles

2.6.1EstimatingorPlanningforControlTherearetwomodesthatthesoftwaremayuseatLevel3.

•Estimating.Inthismode,theobjectiveistocreateaschedulewithcoststhatareusedonlyasanestimate.Theschedulewillneverbeupdated.Activitiesmayhavemanyresourcesassignedtothemtodevelopanaccuratecostestimateandincludemanyitemsthatwouldneverbeupdatedintheprocessofupdatingaschedule.

•PlanningforControl.Inthismode,theintentionistoassignactualunits(hours)andcosts

toresources,thencalculateunitsandcoststocompletion,andpossiblyconductanEarnedValueanalysis.Inthissituation,itisimportanttoensurethattheminimumnumberofresourcesareassignedtoactivities,andpreferablyonlyoneresourceassignedtoeachactivity.Theprocessofupdatingaschedulebecomesextremelydifficultandtimeconsumingwhenaschedulehasmanyresourcesperactivity.Thescheduleristhenunderthreatofbecomingatimekeeperandmaylosesightofotherimportantfunctions,suchascalculatingtheforecasttocompleteandtheprojectfinishdate.

2.6.2TheBalanceBetweentheNumberofActivitiesandResourcesWhenPlanningforControlonlargeorcomplexschedules,itisimportanttomaintainabalancebetweenthenumberofactivitiesandthenumberofresourcesthatareplannedandtracked.Asarule,themoreactivitiesaschedulehas,thefewerresourcesshouldbecreatedandassignedtoactivities.

Whenaschedulecontainsalargenumberofactivitiesandalargenumberofresourcesassignedtoeachactivity,theresultmaybethatnomembersoftheprojectteamareabletounderstandthescheduleandtheschedulerisunabletomaintainit.

Insteadofassigningindividualresources,suchaspeoplebyname,considerusing“Skills”or“Trades,”andonverylargeprojectsuse“Crews”or“Teams.”

Thistechniqueisnotsoimportantwhenyouuseascheduleforestimatingthedirectcostofaproject(byassigningcoststotheresources)orifyouarenotusingthescheduletotrackaproject’sprogress(suchasaschedulethatisusedtosupportwrittenproposals).

Therefore,itismoreimportanttominimizethenumberofresourcesinlargeschedulesthatwillbeupdatedregularly,becauseupdatingeveryresourceassignedtoeachactivityateachscheduleupdateisverytimeconsuming.

2.6.3CreatingandUsingResourcesFirst,onewouldusuallyestablisharesourcepoolbyenteringalltherequiredprojectresourcesintoahierarchicaltableinthesoftware.Therequiredquantityofeachresourceisassignedtotheactivities.InanEnterpriseenvironmenttheseresourcesmayalreadybedefinedforyou.

SomelargeorganizationsmaycentralizethisfunctionandresourcesmayalreadybecreatedandpossiblylinkedtoaHRManagementsystemwhichcontinuallyupdatesresourcesavailabilityandprices.

Enteringacostrateforeachresourceenablesyoutoconductaresourcecostanalysis,suchascomparingthecostofsupplementingoverloadedresourcesagainstthecostofextendingtheprojectdeadline.

Estimatesandtime-phasedcashflowsmaybeproducedfromthisresource/costdata.

2.6.4CreatingandUsingRolesPrimaverahasanadditionalfunctiontitledRoles,whichisusedforplanningandmanagingresources.

•ARoleisaskillortradeorjobdescriptionandmaybeusedasanalternativetoresources

duringtheplanningperiodofaproject.

•RolesaredefinedinahierarchicalstructureandholdaProficiencyLevel.

•Rolesmaybeassignedtoactivitiesinawaysimilartohowresourcesareassigned.Rolescanbereplacedlaterbyresourcesafterithasbeendecidedwhoisgoingtobeassignedthework.

•PrimaveraVersion5.0introducedafunctionallowingaRoletobeassignedarate.

2.6.5TheRelationshipBetweenResourcesandRolesPrimaverahastheabilitytodefinerolesandassociatethemwithresources.Aroleisajobtitle,tradeorskillandmayhavemanyresources.Amulti-skilledresourcemayhavemultipleroles.Forexample,arolemaybeaClericalAssistantandtheremaybefiveclericalassistantsinacompanywhowouldbeassignedtheClericalAssistantRole.Ifoneclericalassistantwerealsoadataentryperson,thenthisresourcewouldbeassignedtworoles:ClericalAssistantandDataEntry.

2.6.6ActivityTypeandDurationTypeActivitiesmaybeassignedanActivityTypeandDurationTypewhichaffecthowresourcesarecalculated.Additionalsoftwarefeaturesenabletheusertomoreaccuratelymodelreal-lifesituations.ThesefeaturesarecoveredintheASSIGNINGROLES,RESOURCESANDEXPENSESchapter.

2.6.7BudgetsTheBudgetfunctionenablesTop-DownBudgetingatasummarylevelagainsteachEPSNodeinanaccountingstyle.BudgetsmaybecomparedtothedetailedestimatescalculatedafterresourceshavebeenassignedtoActivities.TheBudgetfunctionisnotcoveredinthisbook.

2.6.8ResourceUsageProfilesandTablesThesefeaturesenablethedisplayandanalysisofprojectresourcerequirementsbothintablesandgraphs.

ThedatamaybeexportedtoExcelorreportsrunforfurtheranalysisandpresentation.

2.6.9ResourceOptimizationTheschedulemaynowhavetoberesourceoptimizedto:

•Reducepeaksandsmooththeresourcerequirements,or

•Reduceresourcedemandtotheavailablenumberofresources,or

•Reducedemandtoanavailablecashflowwhenaprojectisfinancedbyacustomer.

Levelingisdefinedasdelayingactivitiesuntilresourcesbecomeavailable.Thereareseveralmethodsofdelayingactivities,andthuslevelingaschedule,whichareoutlinedintheRESOURCEOPTIMIZATIONchapter.

2.7Level4–MonitoringandControllingaResourcedSchedule

2.7.1MonitoringProjectswithResourcesWhenyouupdateaprojectwithresources,youwillneedtocollectsomeadditionalinformation:

•Thequantitiesand/orcostsspenttodateperactivityforeachresource,and

•Thequantitiesand/orcostsrequiredperresourcetocompleteeachactivity.

Youmaythenupdatearesourcedschedulewiththisdataorthismaybeimportedfromatimesheetsystem.

Afteraschedulehasbeenupdated,thenareviewofthefutureresourcerequirements,projectenddate,andcashflowsmaybemade.

Updatingaresourcedprojectistimeconsumingandrequiresexperienceandagoodunderstandingofhowthesoftwarecalculatesaschedule.Ideally,thisshouldonlybeattemptedbyexperiencedusersorbyanoviceundertheguidanceofanexperienceduser.

TheOraclePrimaveratimesheetsystemmayalsobeimplementedtoupdateactivities.

2.7.2ControllingaProjectwithResourcesAtthispoint,itispossibletoundertakeagreatdealofanalysisandoftenEarnedValuePerformanceMeasurementtechniquesareused.

3STARTINGUPANDNAVIGATION

3.1ImplementingWebBasedProjectManagementToolsWebbasedtechnologiesoftenrequirespecialistknowledgetoimplementtoensurethesoftwarewillfunctionasdesigned.Thesystemconfigurationofboththehardwareandsoftwarecanalsoimpactthespeedofthesystemwhenimplementedandduetothenumberofdifferentsystemcombinations.

ThebrowserusedforwritingthisbookswasMicrosoftWindowsInternetExplorerVersion8.Duringthecourseofwritingthisbooktheauthorfoundthattheconfigurationsettingsofthebrowseroccasionallyneededadjustingtoallowpopupstoactivateandsomebrowserupdatestobeinstalled.

3.2LoggingInYourSystemsAdministratorwillprovideyouwith:

•AWebAddresstoaccessthePrimaveraWebClientsoftwareLoginscreen,whichmaybedifferenttotheonebelow,

•AUsernameandaPassword,•ADatabaseIDwhentherearemultipledatabasestoselectfrom,•OpentheAdvancedtabtoselectanotherdatabaseortochangetheLanguage,•Clickontothe Loginbutton:

YoumaybetakentothePersonalWorkspacewhichmaylooklikethepicturebelow:

3.3PrimaveraP6ArchitecturePrimaveraP6hasthefollowingcorecomponents:

•Databases

•WebClientTools

•WindowsClientTool

•OtherTools

3.3.1DatabasesOneormoredatabasesmaybeinstalledsuchas:

•Production–forkeepingallthecurrentcorporateprojects,•Sandpit–forschedulesthatarenotdesiredinthecorporatedatabasesuchastwoweek

lookaheadschedulesandotherlessimportantinformationsuchas“Whatif”schedules,

•Training–forrunningtrainingcourseswhichisoftenacopyoftheCorporateDatabase,•Import–forimportingexternallysuppliedprojectstoimportandreviewtheseprojectsso

otherdatabasesarenotcorruptedbyunwanteddatathatmaybeimportedwiththeseschedules.

3.3.2WebToolsP6WebClient–isawebbrowsertoolwhichisthetopicofthisbook.•ThistooleliminatestheneedtoloadsoftwareontoaPC.

•P6WebmakesavailablemanyfunctionsoftheWindowsClientServerProjectManagementtool,plussomeadditionalfunctionsnotavailableintheWindowsClientServer.

•ItisusedtomanagetheEPPMdatabase,functionssuchasaddingusersanduseraccessetc.

•P6WebisusedtomanagetheEnterpriseenvironment.

P6ProgressReporter–timesheetapplicationaccessedthroughawebbrowser.ThiswasintegratedintoP6TeamMemberinVersion8.4.

P6TeamMember–progressupdateapplicationaccessedthroughawebbrowser.TimesheetswerealsointegratedintothisapplicationinVersion8.4.

PrimaveraPrime–ThisapplicationisaProjectPortfolioManagementapplicationwithanumberofmodulesincludingBudgetPlanning,ProjectInitiationProjectCosting,ProjectSelection,BusinessProcessManagement,StrategicAlignmentandCompliance,PortfolioMonitoringanCollaborationandmaybeintegratedwithP6thoughimportandexport.

•ThePrimeRiskManagement,whichusesaMonteCarloSimulationtocalculateaquantitativeriskanalysis,andthenupdatesP6withtheresults.

•PrimeScopeManagement,allowingP6activitiescostsanddateinformationtobeexchangedwithPrimeWorkPackages.

PrimaveraUnifier–ThisisacostmanagepackagethathassupersededContractManagerandintegrationwithUnifierwasenhancedinVersion8.4.Typicallycost,resourcedatamaybeexchangedbetweenthetwoapplicationsusingimportandexportatasummarylevelusingaCostBreakdownStructurethatisassignedtoactivitiesoratdetaillevel.

3.3.3WindowsClientServerToolThistoolistitledProjectManagement(amongstmanyothernamesassignedinthepast)isatraditionalWindowsClientServertoolusedtomanagetheprojectsandprojecttemplates.ThisisoftenrunthroughCitrixorRemoteDesktopapplicationbymanycompanies.

TheWindowsClientisconsideredbytheauthorasasuperiortoolforschedulingandcontrollinglargecomplexprojectsandtheproductivityisintheauthor’sopinionwilldelivermorethantwicetheproductivityoftheWebtool.

TherearemanydifferencesinfunctionalitybetweentheWebClientandWindowsClient.TherearetwoversionsoftheWindowsClient,P6ProfessionalwhichdoesnotoperatewiththeWindowsClientorP6OptionalClientwhichdoesoperatewiththeWindowsClient.ThispublicationtriestoexplainthesedifferencesandWindowsClienttooliscoveredinotherEastwoodHarrispublications.

3.3.4OtherToolsInP6Versions8.2&8.3,theTeamMemberfunctionalitywasextendedtoprovidetheabilitytoupdateprogressviaiPhoneapplicationoremail.

3.4P6WebFunctionalityAreasandInterfaceP6Webhasthefollowingfunctionalityareas:

•Dashboards–thistabdisplaysPortlets(smallwindowsdisplayinginformation)thatmaybecustomizedbytheusertodisplayinformationrelevanttotheportfolios,projectsandresources.

•Portfolios–thistaballowsyoutoreviewinformationongroupsofprojects.Fromthispage,youcanconductaside-by-sidecomparisonoftwoprojectgroups,applywhat-ifanalysisandwaterlineanalysistechniquestoassistwithcritical,executive-leveldecisionmaking.

•Projects–thistabiswhereoneormoreprojectsmaybecreatedoropenedandmanipulated.Thisareawillbecoveredindetailinthisbook.

•Resources–thistabiswhereresourcesarecreated,managedandanalysed.•Administration–thismenuwhereaUsersetstheirsoftwarepreferencesintheareatitled

MyPreferencesandDatabaseAdministratoradministersusersandthedatabase.ThischapterwillexplaintheWebinterface,butultimatelyeachuserwillhavetospendasignificantamountoftimeplayingwiththeinterfacetobecomefamiliarwiththiscomplexpieceofsoftware.

3.4.1DashboardsTabDashboardareusedtoprovideasummarizedviewoftheP6data,configuredtodisplayinformationspecifictotheroleoftheuser.Thedashboarddatacontainsinformationonportfolios,projects,resourcesandactivities.Theinformationcanbedisplayedinatabularorgraphicalformat,withemphasisonsummaryandKPIreporting.

TheDashboardsmodulecancontainanumberofworkspaces,witheachworkspacerepresentedbyatab.Theworkspacedataisdisplayedinanumberofconfigurablesub-windowscalledPortlets.

Accesstothedashboardinformationiscontrolledbymoduleandsecuritysettings,administrationconfiguration,userinterfaceviewsetting,andprojectandactivityassignmentsoftheuser.

Therearethefollowingtypesofdashboards:

•Userdashboardsareprivateworkspacesthatausermaycreateandarenotavailabletootherusers.Theycontaininformationspecifictoauser,suchthelistofactivitiesassignedtotheuser.

•Multi-userdashboardsareaccessibletoaspecificgroupofusers.ThedashboardswouldtypicallybeconfiguredbythesystemadministratorandcanbeviewedbytheassigneduserontheDashboardsHomepage.

•Globaldashboardscontaininformationrelevanttoallusers,andareaccessiblebyalluserswithaccesstotheDashboardsmodule.

ADashboardincludesuserdefinedinformationinsmallwidowscalledPortlets.ThePortletsmaybeformattedandthedataineachPortlethiddenordisplayed:

TheFilterbyfieldonthetoprighthandsidespecifieswhichportfolioprojectdataisviewed.TheDashboardmenushownbelowhasfollowingoptions:•ManageDashboards–whereoneormoreDashboardsarecreatedandformatted.•ApproveTimesheets–whereamanagermayapprovetimesheets.

Afteramenuitemhasbeenselectedthetitleofthecurrentwindowisdisplayed,asshowninthepicturebelowwhereManageDashboardswasselected:

EachDashboardhasadditionalformattingoptionsthatmaybeaccessedthroughAdminister,MyPreferences,View,Dashboards:

3.4.2PortfoliosTabPortfolioareusedtoprovidemulti-projectreporting,analysisandcomparison.Aportfolioisacollectionofprojectsgroupedbyacommonattribute.Thegroupingtypicallyreflectsanorganizationalbusinessobjective,suchascapitalworksprojectsfornextfinancialyear.

ThePortfoliosmoduleisusedtoanalyzeportfoliodata,conductside-by-sidecomparisonsoftwoprojectgroups,andapplywhat-ifscenariosandwaterlineanalysistechniquestoassistwithexecutive-levelcriticaldecisionmaking.Portfolioviews,suchaspiecharts,bubblechartsandhistogramsassisttheusersintheanalysisandcomparisonofthedataineachportfolio.

ThePortfolioAnalysispageisdividedintotwohalves.Informationrelatedtooneprojectgroupmaybecomparedwithasecondprojectandmaybedisplayedonesideoroneabovetheotherorsidebyside.

Foreachprojectgroup,theusercandisplaythelatestsummarizeddata,orasnapshotofhistoricalprojectdatathathasbeensavedasascenario.Theusercanalsocustomizeaportfolioviewtodeterminethelayoutofprojectdata.

Portfolioscanbealsousedtofilterdashboardreporting.

Dependingonsecurityprivileges,theusercancreatetheirownportfolio,saveportfoliosforotherusersorcreateglobalportfolios.

ThePortfoliotaballowsausertoreview,compareandanalyzeProjectdataassignedtoaPortfolio:

ThePortfoliomenu,activatedbyclickingonthe bythetitle,hasfouroptions:

•OpenPortfolio–allowstheselectionofaPortfolio.•ManagePortfolios–asintheDashboardmenuthisiswhereoneormorePortfoliosare

createdandedited.

•ManagePortfoliosViews–iswhereaviewmaybecreatedthatdisplaysspecificinformationaboutaportfolio,and

•ManageScenarios–aScenarioisarecordofprojectdataataspecificpointintimeandisusedforfuturecomparison.

Thebottompartofthemenushowstheportfoliosrecentlyopened.

3.4.3ProjectsTabThismenuwilldisplayanyopenprojectsandallowsoneormoreprojectstobeopened,created,manipulatedanddeleted.

Thiswindowwillbecoveredindetailinthisbook.

3.4.4ResourcesTabThiswindowiswhereresourcesareadded,removedandmanaged:

•Assignmentstabiswhereresourcesareassigned,•PlanningtabiswhereresourcesmaybeassignedtoaWBSNodeforlongtermplanning

andisoutofscopeofthisbook,

•Analysistabiswhereresourceloadingmaybeanalysed,and•Administrationtabiswhereresourcesarecreatedandadministered.

3.4.5AdministerTabAllconfigurationoftheEnterprisedatabaseforthePrimaveraP6EPPMVersions8.2to8.4isperformedusingtheP6WebClientandmaynotbeperformedwiththeOptionalWindows

Client.

Theseconfigurationitemsincludeforexample:

•EPS–EnterpriseProjectStructure,thisisahierarchicalstructureforstoringtheprojects.•OBS–OrganizationBreakdownStructurewhichisusedtoassignaccessrightsforusersto

projectsviatheEPS.

•Users–Creatingusersandaccessrights.ThistabisusedtodefinetheMyPreferences,theseareindividualuserpreferences,andMyCalendarwhichistheuser’sPersonalCalendarwhentheuserhasbeendefinedasaresource.

Thedatabaseconfigurationsettingandsecurityprivilegesareunderthefollowingheadings:

•ApplicationSettings

•EnterpriseData

•GlobalScheduledServices

•UserAccess

•UserInterfaceViews

•UserSessions

UnliketheWindowsClientitispossibletohaveformulaetocalculatevaluesforUserDefinedFieldsfromotherdatabasefieldsintheP6Webtool.

3.4.6AdministerMenu,MyPreferencesTheMyPreferencesmenuisusedbyausertoformatthedisplaytosuittheusersrequirements.Ithasthefollowingtabs:

Administer,MyPreferences,Globaltab–thisiswheretheuserdefineshowthemanyGlobalfunctionsperformandinparticularhowthedate,timeanddurationsaredisplayed:

Administer,MyPreferences,Viewtabiswheretheuserdefineswhichmenuitemsaredisplayed:

Administer,MyPreferences,Passwordtabiswhereausermayresettheirpassword:

3.4.7NavigatingAroundP6WebTheP6Webtoolhassomefeaturesthatnewusersshouldbeawareof:

•ClicktheDashboards,Portfolios,ProjectsorResourcestoselectawindow:

•The buttonnexttoeachwindowiconopensadownmenu:

•A willcloseaPortletanda willopenaPortlet.

•A willopencontextsensitivehelp.

•A willrefreshthedatainaPortlet.

•A willmaximizeandminimizeaPortlet.

•A willclosethePortletandremoveitfromtheview.TheCustomize,ViewtabmustbeusedtodisplayahiddenPortlet.

3.4.8BottomPaneTabsSomeoftheWindowshaveabottompanewithtabs,thepicturebelowshowstheActivityWindowstabsatthebottom:•Clickonthetabtoopenthetabcontents:

•ThepicturebelowexplainsthefunctionsavailableforformattingthetabsaftertheGeneraltabwasopened:

Thefunctionsinthelowerwindowwilltakesomepracticetomaster.

AfteratabhasbeenmadeFloatingitispossibletomakemultiplewindowsvisibleinthelowerpane.

ToaddaFloatingpanebackintothemainwindowclickonthe RestoreiconintheTopRightHandSideofthefloatingwindowwhenanotherwindowisdisplayed,thisfunctiondoesnotworkwhentherearenononFloatingpanesvisible.

3.4.9SavingDataItisveryimportanttounderstandthatdataisnotautomaticallysavedwhenausernavigatesawayfromapageanddatamustbesavedbeforemovingfromonepagetoanother.Thesoftwarewilloftenpromptausertosave,butitisimportantthatyoudosavewhenpromoted:

•Datathathasbeenmodifiedandisyettobesavedwillbeidentifiedbythe ChangedandUnsavedDataicon.

•Fieldsintablecolumnscanbeediteddirectlyonscreen,butthedatamustbesavedprioraftertheupdateiscompletedbyclickingonthe Saveiconortheeditswillbelost.

•Editstodatainformswillnotbesaveunlessthe Saveiconatthebottomoftheformisclicked:

3.5ViewingProjectData–ProjectsTabThissectionwillcovertheviewingofprojectdatafoundundertheProjecttab.

3.5.1Projects,EPSTabProjectsmaybesummarizedunderahierarchicalstructuretitledtheEnterpriseProjectStructure(EPS).ThisfunctionissimilartosummarizingactivitiesofaprojectunderaWorkBreakdownStructure(WBS).

TheProjects,EPStaballowsaccesstoareaswhere:•EPSNodesmaybecreatedandedited,•Projectsmaybecreatedandprojectssettingsedited.

3.5.2ProjectsTabMenuandActivitiesTabTheProjectsMenutaballowsaccesstoareaswhere:•ProjectsmaybeopenedusingtheProjects,OpenProjectscommand,•EnterpriseProjectDataisanotheroptiontoview,createandeditEnterprisedata,and•ProjectScheduledServicesareadministeredhere.Theseallowtheschedulingof

functionslikeScheduling,Summarizing,LevelingandApplyingActualsandthedetailsofthisareoutofscopeofthisbook:

3.5.3OpeningaProjectTherearetwomethodsofopeningaproject:

•FromtheProjects,OpenProjectsmenu,or•TheProjects,EPSWindow.

ToopenoneormoreprojectsfromtheOpenProjectsmenu:•SelecttheOpenProjectscommandtoopentheProjectsMenu,OpenProjectform,•TheprojectorEPSNodetobeopenedisselectedinthelefthandsideandismovedtothe

righthandsideusingthearrowsofdoubleclickingontheprojecttitleorEPSNode,

•Theprojectslistedintherighthandsidewillbeopenedwhentheformisclosed,

•Closetheformbyselectingthe OKiconandtheprojectdatawillbeavailableforediting:

•TheprojectactivitieswillbedisplayedwhenyouareintheActivitiesWindow:

ToopenoneormoreprojectsfromtheProjects,EPSWindow:•SelecttheProjects,EPStoopentheEPSWindow,

•IfyoudonotwantacurrentlyopenprojectopentheselectProjects,EPS,Actions,CloseAll andthiswillcloseallopenprojects,

•Selecttheproject/syouwanttoopen,

•LeftclickandselectOpenProjectorclickontheOpenProject icon,

•MovetotheProjects,ActivitiesWindowtoseeanyActivitiesandedittheschedule:

OpenExclusively willallowotherpeoplewithaccesstoopenyourprojectbuttheywillnotbeabletomakeanychanges.

UnliketheWindowsClientopeninganewprojectwillnotcloseallotheropenprojectsiandwillopenanadditionalproject.IfyouwishtoopenasingleprojectthenyoushouldclickontheCloseAll iconbeforeselectinganewprojecttoopen.

3.5.4ViewingtheOBSTheOBSisusedtoassignuseraccesstoaproject,WBSNodeorEPSNodeandmaybeviewed/assignedinthe:

•Projects,EPS,GeneraltabResponsibleManagerfield,or•BydisplayingtheEPScolumn:

3.5.5MyPreferences–DateandTimeDisplayAdminister,MyPreferencesenableseachusertoselecthowsomeinformationisdisplayedorcalculated.ToadjusthowthedateandtimearedisplayedselectAdministerfromthetoprighthandsideofthemenuandselecttheMyPreferences,Globaltab,TimeUnitsFormatarea:

•GototheTimeUnitsFormatarea:

TheDisplayDurationsindetermineshowtheactivitydurationsaredisplayed.PrimaveraessentiallycalculatesinhoursandtheHoursperTimePeriodoptionsconvertthedurationinhourstoDays,Weeks,MonthorYearsforallprojectsthattheuserhasopened.

ItisimportantthattheShowDurationlabelandSub-unitsarecheckedwhendisplayingdurationsinhoursandthenyouwillseeimmediatelywhennonrounddaysfordurationshavebeencreated.

•GototheDateFormatareatoformat:Thedatedisplay,and

Thetimedisplay.

Dateformat.ItisVERYstronglyrecommendedusingMonthnameoninternationalprojectssothereisnoconfusionbetweentheUSmm/dd/yyformatandtheROW(RestofWorld)formatofdd/mm/yy.Timeformat:ItisSTRONGLYrecommendedthatthetimeisALWAYSdisplayedin24hourformatsotheuserknowsthetimeofanyselecteddate.Thisisbecausethesoftwarewilloftenselect00:00,firstsecondofadaywhenassigningdates.Theauthordoesnotdisplayminutestokeepthedatecolumnwidthsslightlynarrower.

3.6UnderstandingtheProjectsWindowTheProjectsWindowhasanumberofwindowsandclickingoneachiconwilltakeyoutoeachwindow:

3.6.1ActivitiesWindowThisiswheretheWBSNodesandactivitiesareaddedandtheschedulecreated:

3.6.2ActivitiesWindowMenu•ThereareadditionalmenusavailableintheActivitiesWindow.

•Actionsallowstheusertoperformdatamanipulationactivities,suchasaddordeletingactivities,defineprojectbaselines,calculatetheprojectschedule,printthecurrentvieworimport/exportprojectdata.

•Editallowstheusertocut,copyandpasteactivitiesandtore-organizetheWBShierarchybymovingtheelementsupordownorindentingthem.

•Viewallowstheusertomodifytheviewsonthescreen,bychangingthetypeofchartsbeingdisplayed,addingordeletingcolumns,changingthegroupingoftheactivitiesorselectingfilters.

3.6.3ActivityToolbarsRightclickingintheactivitytoolbarallowstheusertocustomizethetoolbarbyaddingor

deletingshortcuticons.

Someiconsmaybehiddenandthetoolbarsmayneedtobeadjustedbydraggingtorevealthesebuttons.

3.6.4ViewingtheHierarchyforActivity,Project,andResourceCodesP6R8.3showsthefullhierarchyforassignedproject,activityandresourcecodesintheCodesdetailwindowavoidingconfusionwhenduplicatecodesorcodevaluesexist.Bydisplayingthefullhierarchy,itispossibletoseealltheassociatedinformationwithouthavingtoaccessthecodesdictionary.

Furthermore,intheActivitieswindow,anewcolumnhasbeenintroducedintheCodesdetailwindowtabindicatingifanassignedactivitycodeisanEPS,global,orprojectlevelcode.

Tousethisfunction:

•IntheProjectssection,ontheEPSorActivitieswindow,clicktheCodesdetailwindowtabor;

•ClickontheResourcestablocatedonthetopmenutoaccesstheResourcessectionandthenclickontheAdministrationtab.

3.6.5WorkspaceThisiswheresummaryinformationfromuserdefinablePortletsmaybeviewed:

3.6.6TeamUsageOnceresourcesareassignedthisallowsthedisplayofresourceshistogramsandusagespreadsheet:

3.6.7IssuesThisiswhereissuesaremanagedandisnotcoveredinthisbook.

3.6.8RisksThisiswhererisksaremanagedandisnotcoveredinthisbook.

3.6.9DocumentsThisiswheredocumentsaremanagedandisnotcoveredinthisbook.

3.7Right-clickingwiththeMouseItisimportantthatyoubecomefamiliarwiththeright-clickfunctionofthemouseasthisisoftenaquickerwayofoperatingthesoftwarethanusingthemenus.Theright-clickfunctionwillusuallydisplayamenu,whichisoftendifferentdependingonthedisplayedViewandwindowselected.Itisadvisedthatyouexperimentwitheachviewtobecomefamiliarwiththemenus.

3.8FullScreenModeIconThe FullScreenMode(F11)iconisusedtoexpandtheworkingareahidingallthewebbrowsermenusandallowingmorerealestateonthescreentowork.

3.9MultipleBrowserWindowsandTabsTheP6WebdoesallowmultiplebrowserwindowsandtabsopenwhichwilloftensavetimeinsteadofopeninganewP6Windowinthesamebrowserwindow,especiallyifyousystemhasaslowresponsetime:

Sometimesawindowisnotdisplayedandishidden,theauthorfoundthishappenedwiththeprintpreviewfunction.IfyouthinkthishashappenedpressAltTab.

3.10SearchFunctionYouwilloftenseea Searchiconandclickingonthisiconwillopenacontextsensitivesearch.Forexamplethepicturebelowisasearchforaresourcethatcontainsprojinthenameandhasshortlistedfourresources:

3.11AccessingHelpThePrimaverahelpfilemaybeaccessedby:

•ClickingontheHelp icononthetoplefthandsideofthescreenand

•Clickingona icon.PressingtheF1keywillnormallyONLYopenwebbrowserhelpfile.

3.11.1OnlineHelpforP6ProfessionalInR8.3itispossibletoenableonlinehelpinP6ProfessionalconnectingtotheEPPMdatabase.

Tousethisfunction:

•GotoAdminister,ApplicationSettingsandselectGeneral,•EntertheURLforP6ProfessionalonlinehelpfilesandthenclickSave.

TheAlwayslaunchOnlineHelpfortheF1shortcutkeyandcontext-sensitivehelpcheckboxcausesthosefilestoloadwhenuserspresstheF1keyorlaunchcontext-sensitivehelp.

3.12FindandReplaceOptionInP6R8.3userscanfindandreplaceanytextthatisbeingdisplayedinthecolumnsoftheEPS,Activities,andResourcesAssignmentswindows.PreviousversionshadaFindoptionavailableonly.

Toaccessthisfunction:

•GototheEditmenuorclickonthe Find/Replacebuttonslocatedinthetoolbaror;•Right-Clickwiththemousetoopenupthemenu;•Select Findor ReplacebuttontoopentheformtoFindorReplacetext.

3.13ClosingaProjectTherearetwomethodsforclosingaproject:

•FromtheProjects,OpenProjectsmenu,leavingoneprojectopentousethisform,•Version8.4nowallowsyoutoreviewcurrentUserswhenselectingaprojecttoopenor

close:

•SelectingProjects,EPS,Actions,CloseAll willcloseallprojects:

3.14PopupWindowsTherearetwotypesofpopupwindowsyoumaybepresentedwith:

•Awebbrowserwindowwhenthebrowserrequirestheusertoallowpop-upsortoloadfurthersoftwaretooperatesuchaJavascript.Theseshouldnormallybeallowedotherwisethesoftwarewillnotoperate:

•P6popupslikethepicturebelowwhichonceyouunderstandhowthesoftwareoperatesyoushoulddisablebyselectingtheDonotshowagainoption.

3.15ClosingDownToclosedown:

•SelectLogoutfromthetoprighthandsideofthescreentoclosedowntheapplication.•Thenclosethewebbrowserifyounolongerrequirethebrowseropen.

3.16Workshop1–NavigatingAroundtheWindows

BackgroundTobecomefamiliarwithPrimaverayouwillopenyourdatabaseandnavigatearoundtheWindows.

Note:Yourwindowmaylookdifferentfromtheoneusedinthispublication.

Assignment1.OpentheP6WebClientfromyourWebBrowserandlogintotheapplication,your

instructororadministratorshouldsupplyyoualoginname,passwordanddatabaseID.

2.Clickonthe Dashboardstab:

ObservewhichprojectsorPortfolioisbeingdisplayedbyviewingtheFilterbyfieldinthetoprighthandside,

ClickonCollapseAllandthenExpandAlltocollapseandthenexpandthePortals.,Usethe Open, Closeand Maximize/MinimizeiconsmanipulatethePortlets,

Donotusethe Closeiconstoopenandcloseeachportal,ClickonCustomize,thisiswhereyoumayselectwhichdatayouwishtodisplayintheportals,

ClickonLayout,thisiswherethesizeandlayoutofPortalsarespecified,ClickonAccessandthisiswhereitisspecifiedwhocanviewthelayout,

Clickonthe totherightof andobservethemenuitems.

3.Clickonthe Portfoliostab:

FirsttimeusersmayhavetoselectatleastonePortfoliofromtheOpenPortfolioscommand,clickonthesmalldownarrowontherightofPortfolios.

Clickonthe totherightof andobservethemenuitems,

ClickonManagePortfolios,andobservethemenuitems.

4.Clickonthe Projectstab,

Thisiswhereyoumayopen,createordeleteprojectsandmanageviews,

Clickonthe totherightof andobservethemenuitems,

ClickontheOpenProjectstoopentheOpenProjectsform,EnsurethatatleastoneprojectisdisplayedintheRightHandSideoftheformandisthereforeopen,

Closetheformbyclickingonthe OKbutton,

Clickonthe buttonandtheprojectactivitiesshouldbedisplayed,

Clickonthe FullScreenMode/NormalModetwicetodisplayandhidethefullscreen.YoumayhavetoedittheViewtoolbartodisplaytheiconorpressF11.

5.Clickon Resourcestab,donotsaveanychanges,thisiswhereresourcesaremanaged:

Clickonthefourtabsandobservethecontentofthewindows,

Clickonthetothe rightof andobservetheEnterpriseResourceDatamenuitem,whereyouareabletoeditGlobalResourcedata.

6.ClickonAdministeratthetoprighthandofthescreenandviewthemenu,7.Right-clickonEnterpriseDatafromtheAdministermenuandopenthiswindowina

newbrowsertab;iswhereGlobaldataismanaged,normallybytheadministrator:

Clickonthemenuitemsonthelefthandsideandobservethecontent.

8.ClickonAdminister,MyPreferences…,Globaltab,thisiswherethedisplayformatofsomedatamaybecustomized,itissuggestedthatyouchangethefollowingoptions,don’tforgettoclickonthe icontoopenuptheoptions:

DateFormat,DateFormat:settothedateformatyourcountrynormallyuses,DateFormat,TimeFormat:setto24hour,DonotShowminutes:

TimeUnitsFormat,DisplayTimeUnitsinHours,sopeoples’workwillbedisplayedinhours,

TimeUnitsFormat,DisplayDurationsinDayssoactivitydurationswillbedisplayedindays,

ShowsubunitsandShowdurationlabelsoyouwillseeifanydurationsarenotwholedays:

TheCurrencyshouldbesetbyyouradministratortoyourcountriescurrency.Changingthecurrencyherecouldaffectallthecostsofalltheprojectsyouopenandtheymaycalculateadifferentvaluetothevalueseenbyotherusers.

Clickon Savebeforeleavingthiswindoworyouwillloseyouredits.9.ClickonAdministertab,MyPreferences…,Viewtab,thisiswhereyoumayseewhich

datayouhavebeenallowedtoaccessbytheAdministrator.

Youmayre-orderorhidethetabsfromviewinthisscreen.

Clickon SaveandCloseatthebottomofthescreentoensureyoureditsaresaved.

NOTESFORTRAININGCOURSEINSTRUCTORSAND/ORDATABASEADMINISTRATORS:

1.Trainingcourseinstructorsand/oradministratorsmayconsiderpurchasingtheinstructor’sPowerPointpresentationfromwww.primavera.com.auorwww.eh.com.auorwww.primaskills.com.au.Theseslideshowsareusuallyavailableintwoformats,fullyeditablePowerPointorreadonlypdfandasampleinpdfformatmaybedownloadedfromthiswebsite.

2.Completedworkshopsmaybedownloadedfromwww.eh.com.au.3.Ifyouareatrainingorganizationandyouwishtotrainmultipleusersinonedatabase

pleasecontacttheauthorforapaperonhowtosetupyourdatabase.

4.Insummary,whenmultipleusersareworkinginasingledatabasetheDatabaseAdministratororCourseInstructorshould:

Createatrainingdatabasewithsampledata,

CreateanEPSNodeforeachstudenttoworkin,

CreateauniqueResourceforeachstudenttouse,

CreateeachstudentaloginwithReadOnlyaccesstothesampledataandreadwritetotheirEPSNode,butunabletoseeotherstudentsEPSNodes,

CreateaTrainerloginwithReadWriteaccesstothewholedatabase,

AssignaprotocolthatthestudentsusetocreateProjectIDsandResourceIDssoeachstudentprojectandtheirresourcesallhaveauniquename.

5.Theauthorwouldwelcomeanyfeedbackonthestructureoftheworkshops.

WhensettingupusersitisimportanttoensurethateachuserhastheappropriateGlobalandProjectprofiles.ForexampleifauserisnotgivenaccesstoanOBSNodethensomeformswillnotdisplaydates.

http://www.primavera.com.au


http://www.primaskills.com.au


4CREATINGANEWPROJECTThereareseveralmethodstocreateanewprojectfromtheProjects,EPSwindow:•Addinganewproject,or•Copyinganexistingprojectandeditingit,or•UsingtheProjectTemplatefunction,or•ImportaprojectcreatedfromanotherPrimaveradatabaseorcreatedwithanothersoftware

programsuchasMicrosoftProject,orAstaPowerprojectbutsavedinMicrosoftProjectXMLorPrimaveraXMLformat.

TheP6WebmenuisnotthesameasatraditionalMicrosoftWindowsmenusystemandnewusersandusersconvertingfromtheP6OptionalClientorProfessionalClientwillfinditdifficulttofindfunctionsintheP6Web.

Thetablebelowliststhemainfunctionsthatarerequiredtocreateaprojectandsetupaproject:

Topic MenuCommand

AddinganEPSNodeSelectProjects,EPS,Actions,Add, AddSiblingEPSorAddChildEPS,

EPSNodesmaybereorderedusingthe Bluearrows.CreatingaProject SelectProjects,EPS,Actions,Add,AddProject… icon.

CopyingaProject SelectProjects,EPS,selectyourprojectandusetheEditorLeft-clickCopyandPastecommand.

EditingEPS:

•AnticipatedDates,

•IDandName,

•ResponsibleManager

SelecttheProjects,EPS,selecttheEPSNodeandclickontheGeneraltabinthelowerpaneofthewindow.

EditingProject:

•Dates,

•IDandName,

•Owner,

•Location,

•ResponsibleManager

SelecttheProjects,EPS,selectyourprojectandclickontheGeneraltabinthelowerpaneofthewindow.

SavingadditionalprojectorEPSNodeinformation

SelecttheProjects,EPS,selectyourprojectorEPSNodeandclickontheNotebookstabinthelowerpaneofthewindow.

AssigningtheProjectDefault:

•ProjectCalendar

•%CompleteType

•ActivityType

•CostAccount

•Price/Unit

•ActivityIDNumbering

•DefaultResourceRate

TheseareassignedtonewactivitiesfromtheProjects,EPS,selectyourprojectandthenselectActions,SetProjectPreferences icon,clicktheDefaultsoptionintheDefaultsform.

4.1CreatingaBlankProjectYoumaycreateanewprojectatanypointintimebyselectingtheProjects,EPS,Actions,Add,AddProject… iconfromthemenuorclickingontheAddProject… icononthetoolbartoopentheAddProjectform.

Youwillberequiredtoenterthefollowinginformation:

•TheProjectID,aUniquecodewithinonedatabasetorepresenttheproject(amaximumof20characters),andProjectName.

•TheDescriptionsectionmaybeusedtorecordprojectinformation.InformationenteredintheDescriptionsectionmaynotbeviewedintheOptionalClient.YoushouldusetheNotebooksfunctionoraCustomUserFieldifthereare

OptionalClientUsersonthesystemthatneedtoseethedata.

•TheEPSNodetheprojectistobeassigned.•TheResponsibleManagerisselectedfromtheOBSstructure.IftheOBShasnotbeen

definedortheresponsibilitynotassignedthenEnterprisemaybeselectedastheResponsibleManager.

•AProjectPlannedStartdate,whichistheearliestdateanyun-startedactivitywillbescheduledtocommenceandanoptionalprojectMustFinishBydate.

BesuretochecktheStartTimeasP6maydefaulttoanunwantedtime.

•AprojectMustFinishBydateisoptional.WhenaprojectMustFinishBydateissettheprojectfloatwillbecalculatedtothisdateandnottothelatestactivityfinish.

•Youmayalsoatthispointintimeelecttouseanyexistingprojectortemplatetocopyfrom,thistopicisdiscussednext.

Itisanormalpracticetocopyandpasteprojectstokeepacopyofaprojectataspecificpointintime,normallyaftereachupdate.WhencopyingprojectsyoushouldconsiderutilizingthePrimaveradefaultsfortherenumberingoftheProjectID.

4.2CopyanExistingProjectorEPSNodeAProjectmaybecopiedwhencreatinganewprojectorintheProjects,EPSWindowby:•HighlightingtheprojectyouwishtocopyandselectEdit,CopyorCtrl+C,•HighlightingtheEPSNodethatyouwishtoassociatethenewprojectwithandselectEdit,

PasteorCtrl+V,•TheCopyProjectOptionsformwillthenbedisplayed,enablingyoutochoosewhich

Projectdataitemsyouwishtocopywiththeproject,

•Openandeditthenewproject.

AnEPSNodemayalsobeselectedandcopiedintheProjectswindow,andpastedtoanotherlocationwhichwillcopytheprojectsandaddanotherEPSNode.

Multipleprojectsmaynotbecopied,exceptbycopyinganEPSNode.

ThecopiedprojectsandcopiedEPSNodeswillbeassignedanewIDwithasequentialnumberaddedtotheOriginalID.

UnliketheWindowsClientthesettingsintheformabovearenotrememberedthenexttimeyoucopyaproject.

4.3UsingtheProjectTemplatesFunction

4.3.1CreatingaNewProjectfromaTemplateP6Version8releasedanewfeaturecalledProjectTemplateswhichhasreplacedtheformerP6MethodologyManagerfeature.TheprojecttemplatescanstoreitemssuchasprojectandWBSinformationaswellasactivityleveldataincludingrelationshipsandcostinformation.Thiscanallowtheorganizationtoenforcecommonschedulingstandardsacrosstheenterprise.

Projectscanbecreatedfromtemplatesandtemplatescanalsobecreatedfromprojectsallowingbestpracticeprojectstobeusedinthefuture.

YoumaycreateanewprojectfromanexistingtemplatebyfollowingthesamestepsintheCreatingaBlankProjectprocedureaboveuntilyoureachtheCopyformexistingprojectortemplatestep,then:

•Selectthe iconfromtheCopyfromexistingprojectortemplateoption.

•TheSelectProjectorTemplateformwillnowbedisplayed:•Changethefilteratthetopoftheformtodisplaythetemplates:

•Navigatetotherequiredtemplateandselect OK.

4.3.2CreatingaNewTemplate

TocreateanewProjectTemplate:

•SelecttheProjects,EPSWindow,Actions,Add,AddTemplate ,

•UsetheCopyfromexistingprojectortemplateoptiontoselectanexistingtemplateorprojecttocopy,

•ClickontheAdvancedtabtoselectwhichdatatocopy:

4.4ImportingaProjectDifferentVersionsofPrimaverarunondifferentdatabasesincludingOracleandMicrosoftdatabases.Primaverawillonlyoperatewiththedatabaseformatwithwhichithasbeeninstalledandsetup.

Primaverawillnotopenastand-aloneprojectfile,doesnotsupplyareader,andallprojectdatahastobeimportedintoadatabasebeforeitmaybeopened.

Importingaprojectmaybringinlargequantitiesofunwanteddataandmaycalculatedifferentlyfromthedatabaseitoriginatedfrom.

Youmayberequiredtoimportaprojectthathasbeencreatedinanotherprogramsuppliedbysomeonefromwithinoroutsideyourorganization.Primaveraisequippedwithasetoftoolsforimportingprojectsfromothersources.

4.4.1PrimaveraFileTypesThereareafewPrimaveraproprietaryfileformatsthatyouneedtobeawareofwhenusing

theP6WebClient:

•PrimaveraXML–AformatintroducedwithPrimaveraVersion6.0whichcanbeusedtoexchangedatafromoneprimaveradatabasetoanotherprimaveradatabase.TheXMLfileformatconformstothePrimaverasecuritysettingswithinthetoolallowinggreatercontroloverwhichdataitemscanbeimported.

•ToimportorexportanXMLfile(bothMicrosoftProjectandPrimaveraXMLformat)youneedtogototheProjects,EPSWindowandselecttheActions,Import/ExportmenuhastheXMLImport/Export icon:

•XER–UsedtoexchangeoneormoreprojectsbetweenPrimaveradatabaseswiththeProfessionalorOptionalClientregardlessofthedatabasetypeinwhichitwascreatedandexportsallprojectdata.

•P6WebClientmayNOTimportandexportXERfiles.•EarlierversionsofXERfilesmaybeimportedintolaterversiondatabases.•AP6View(formatting)isnotpartofanXERfile.•OtherProfessionalClientformatslikePLF,ANP,ERP&PCFarenothandledbytheWeb

tool.XERfilesmayonlybeimportedusingtheProfessionalandOptionalClienttoolsandnotwiththeWebClient.

4.4.2NonPrimaveraFileTypesYoumayalsoimportandexportdatatoandfromanExcelfileandaMicrosoftProjectXMLfile.

MSProjectXML–ThisisthesamesoftwarelanguageasthePrimaveraXMLfilebutadifferentformattoaPrimaveraProjectXMLfilewhichcanbeusedtoexportprojectsinaformatthatcanbeimportedintoMSProject.

BoththeProjects,EPSandActivitieswindowsActionToolbarshaveimportandexporticonstorunwizardsthatwillguideyouthroughtheprocessofimportingprojectsintoyourschedule.

ReadtheAdministratorsGuidecarefullybeforeimportingaprojectasthisisaverycomplexoperationandmayimportunwanteddataintoyourdatabase.Itisrecommendedthatyouconsiderestablishingasacrificialdatabaseintowhichyouimportprojectssothatcorporatedatabasesarenotfilledupwithunwanteddata.

4.4.3XMLImport/ExportEnhancementsTheXMLimport/exportfunctionalityhasbeenimprovedinVersion8.3:

•XMLfilesmaybeexchangedwithpreviousversionsofP6;fromR6.2SP4onward,

•AllfeaturessupportedbytheP6ProfessionalXERformatsuchasconstrainingofexternalrelationshipsduringimport,inclusionofPrice/Unitinresourceassignments,importofPastPeriodActuals;aresupportedinXMLformat,

•Itispossibletoimportorexportmultipleprojectssimultaneously;

∘Whenexportingmultipleprojects,theprojectsarecombinedintoasingleXMLfile,

∘ImportingmultipleprojectsrequirestheprojectstobecontainedinasingleXMLfile.

Toaccessthisfeature:

•GototheEPSwindow,Projectssection;

•Clickonthe XMLProjectImport/ExporticontoopentheImport/ExportProjectform.

4.4.4UN/CEFACTXMLDataExportP6Version8.3supportsUNCEFACTXMLformatfromtheProjects,EPSwindow.

Toaccessthis,either:

•GotoActions,Import/ExportandselectXMLProjectImport/Export;•ClickontheExporttabandselectUN/CEFACTXMLfromthedropdownmenuofthe

ExportTypelistor;

•Clickonthe XMLprojectImport/ExportbuttonlocatedonthetoolbarandthenselectExporttab.

ThisformatismandatedbymanyUSGovernmentagenciesanditisdesignedtoexchangescheduleandcostdatainasoftware-neutralformat.ThisfeatureisofparticularimportanceforalltheuserswhoworkwithU.S.DepartmentofDefenseandotherU.S.governmentagencies.

4.4.5GranularDataControlDuringXMLImportP6R8.3hasanewscreenfortheXMLprojectimportfunctionalitywhichprovidestheuserwiththepossibilitytoviewthedatainthefilethatisbeingimportedandmodifyitasrequiredbeforeimportingitintothedatabase.

UnlikepreviousversionsofP6inwhichProjectManagershadtomanuallyscanandmodifydatabeforeimporting,inP6R8.3ispossibletoexcludealltheunwanteddatasuchascodes,UDFsandresourcesbeforeimporting.

4.5SavingProjectInformationonChangingWindowsUnliketheP6WindowsClienttheEPPMWebClientrequirestheusertosaveinformationwhenchangingwindows.

TheuserisoftenpromptedwhenchangingwindowsandthisprocessensuresthatthedataiswrittentotheEPPMdatabase.

•Dependentonwhichscreenyouarecurrentlymodifyingdatawithinyoumaynoticethatasmall iconappearsnexttoactiveelement.

•Examplesofthisdatawouldbeeithera iconintheprojectsscreen,orthe iconoriconintheactivitiesscreen.

•Tosaveprojectandactivityinformationselectthe SaveiconfromthetoolbaroralternativelyselectCtrlS.

•Ifyouattempttoleavetheactivescreenwithoutsavingyouwillbepromptedwithaform

•Ifyoudonotclickonthe Yesiconyourpreviousworkwillbelost.•Clickinthe Cancel(Ecs)icontocancelyoursave.

4.6DeletingaProjectTodeleteaproject:

•SelectProjects,EPS,•Selecttheproject,

•SelectActions,Delete orusethedeletekey,

•Then Savetoconfirmdeletion.

4.7SettingUpaNewProjectTheprojectdetailsandpreferenceswillneedtobeaccessedtoreviewormodifysomeofthebasicProjectorEPSinformationenteredwhenaprojectwascreated.

UsersoftheP6theProfessionalorOptionalClientwillbemorefamiliarwiththisinformation.TheEPPMwebusesacombinationofformsandtabstoeditthisdatawhichareverydifferenttotheWindowsClient.

4.7.1Project,EPSGeneralTabFromtheProject,EPSWindow:

•HighlightaprojectorEPSNode,

•Theprojectmustbeopentoeditsomeprojectdata,

•Youmustalsohavetheappropriateaccessrightstoeditdata,

•ClickontheGeneraltab:

TheGeneraltabwillnowdisplayfromthebottomofthewindow

•TheProjectIDandProjectNamecanbeeditedfromthiswindow.•TheProjectStatuscanbeeditediftheprojectisopen.•TheResponsibleManagercanbechangedhereallowingaccessrightstotheprojecttobe

edited.

•AnewfeatureforassigningaProjectOwnercannowassignedinthiswindowtoanexistingresourceinthedatabase.

•CheckOutStatusenablestheusertodetermineiftheprojectischeckedinorcheckedout(NewtoVersion4.1).CheckedOutByandDateCheckedOutenablestheusertoestablishiftheprojectiscurrentlycheckedout.

Atthispoint,aprojectwouldhavenormallynotstartedandyouwouldsettheprojectstartdatesometimeinthefutureusingtheProjectPlannedStartfieldintheProject,Details,Generaltab:

•ScheduledDates

TheProjectPlannedStartisthedatebeforewhichnoactivitywillbescheduledto

start.

TheMustFinishBydateisanoptionaldate.WhenthisdateisentereditisusedtocalculatetheLateFinishofactivities,thusallTotalFloatwillbecalculatedtothisdate.ThistopiciscoveredintheCONSTRAINTSchapter.

TheScheduledFinishdateisacalculateddateandisthedateofthecompletionofthelastactivity.

TheDataDateisusedwhenupdatingaproject.ThistopiciscoveredinUPDATINGANUNRESOURCEDSCHEDULEchapter.UnlikeMicrosoftProject,allincompleteworkisscheduledtotakeplaceafterthisdate.

TheActualStartdateisinheritedfromtheearlieststartedactivity.TheActualFinishdateisinheritedfromthelatestcompletedactivitywhenallactivitiesarecomplete.

•AnticipatedDates

TheAnticipatedStartandAnticipatedFinishdatesmaybeassignedbeforeaWBSstructureandActivitieshavebeencreated.ThestartandfinishdatescolumnsandbarsattheEPSleveladoptthesedateswhentherearenoactivities.AfterActivitieshavebeencreated,theymayremainasahistoricalrecordonlyandarenotdisplayedorinheritedanywhereelse.

AnticipatedDatesmayalsobeassignedtoWBSNodesintheProjects,Activities,Generaltab.

4.7.2ProjectPreferencesFormTheprojectpreferenceformiswhereotherimportantprojectdefaultsaresetandisaccessedbyselectingProject,EPS,Actions,SetProjectPreferences:

4.8SavingAdditionalProjectandEPSInformation–NotebooksOftenadditionalinformationaboutaProjectorEPSNodeisrequiredtobesavedwiththeprojectsuchaslocation,clientandtypeofproject.ThisdatamaybesavedintheProjectDetails,Notebookstab.

ToaddaNotetoaProject:•Clickto opentheNotebooksform.•SelectaSelectNotebookTopicfromthelistbyclickingontheNotebookTopicyouwish

toselectandclickontheAssignicontoaddthetopictotheNotebook:

•Closetheformbyclickingonthe Closeicon.YoumaynowaddnotestotheselectedProjectNotebookTopicbydoubleclickinginthenotebooktopicrowellipsis button:

•NotesmaybeaddedtoEPSNodes,ActivitiesandWBSNodesinthesamewayasProjects.

4.10Workshop2–CreatingYourProject

BackgroundYouareanemployeeofWilsonInternationalandareresponsibleforplanningtheBid

preparationrequiredtoensurethataresponsetoanRFQ(RequestForQuote)fromOzBuildPtyLtdissubmittedontime.Whileshort-listed,youhavebeenadvisedthattheRFQwillbeavailableon02December2013at8:00hrs(8:00am)andyouwillberequiredtosubmit3boundcopiesoftheproposalbefore27January2014at16:00hrs(4:00pm).

NOTE:WhenmultipleusersareworkinginasingledatabasethentheDatabaseAdministratoror

Instructorshould:

•CreateanEPSNodeforeachstudenttocreatetheirprojectsunder.

•AssigneachstudentauniqueProjectIDtousewhencreatingtheirprojects.

Assignment1.CreateanewprojectwiththefollowinginformationbyselectingProjects,EPStoopen

uptheEnterpriseProjectStructurewindow:SelectanappropriateEPSNodeinyourdatabasetocreatetheprojectoryournominatednodewhenworkinginashareddatabase,

Right-clickandselect AddProjectfromthemenuorclickonthe toolbaricon:

2.ThisshouldopentheAddProjectform,enterthefollowinginformationintheform:ProjectID–OZB.

NOTE:ThisProjectIDmaynotbeacceptedifyouareworkinginashareddatabasewhenthereisanotherprojectwiththisProjectID.YoumayneedtouseanotheruniqueProjectIDinthissituation,forexampleOZBplusyourinitials.

ProjectName–BidforFacilityExtensionDescription–Youmaywishtoenterdetailsoftheprojecthere.EPS–Acceptthedefault,whichistheoneyouhighlighted,butmaybechangedhere,ResponsibleManager–AcceptthedefaultPlannedStartDate–02December2013at08:00

NOTE:Ensurethatthe08:00(8:00AM)isaddedinthisstep.Forgettingtocheckand,ifrequired,settingthetimewhenassigningdatesmayleadtotheschedulenotcalculatingcorrectly.

MustFinishBy–LeaveBlankCopyfromexistingprojectortemplate–leaveblank

Click tocreatetheproject.

3.Theprojectshouldnowbeopen.

4.SelectProject,OpenProjectsandensureonlyyournewprojectisopen.YouareabletocloseallprojectsbeforeyoucreateanewprojectbyselectingProject,EPS,Actions,CloseAll.

5.ChecktheprojecticonundertheProjects,EPS,thisshape indicatestheprojectisopen.

6.Ensuretheprojectisselectedbyclickingonit.

7.PressF11tomovetotheFullScreenMode8.SelecttheGeneraltabfromthebottomofthescreenanddragthehorizontalsplitto

showtheGeneraltabdatafields.

9.Setorcheckthefollowingprojectinformation:

SettheStatustoWhat-if,theprojectneedstobeopentochangethis.Notethechangeintheshapeoftheprojecticonto indicatingitisanunsavedWhatIfproject.

AnticipatedStart–02Dec1308:00AnticipatedFinish–27Jan1416:00ProjectPlannedStart–02Dec1308:00DataDate–02Dec1308:00

10.Savethedatabyclickingonthe Saveiconatthetopofthepage.ClosetheGeneraltab.

11.SelectaGanttChartViewfromthetoolbartoshowtheGanttChart,suchasStandardandifnoGanttChartisdisplayedclickonthe icontodisplaythebars.

12.YoushouldnowseeabarintheBarChartabovespanningthesedatesalthoughtherearenoactivitiesintheschedule.Ifnobarisdisplayedbecauseyouareinthewrongtime

zonethendouble-clickintheGanttChartarealevelwiththeprojecttobringthebarintoview.

13.SelecttheNotebookstabatthebottomandaddaNotebookTopicusingasuitabletopicsuchasAssumptionsstating,“RFQwillnotbeavailablepriorto02December2013”.

14.Savethedatabyclickingonthe Saveiconatthetopofthepage.

15.Yourprojectshouldlooklikethis:

5DEFININGCALENDARSThefinishdate(andtime)ofanactivityiscalculatedfromthestartdate(andtime)plusthedurationofthecalendarassociatedwiththeactivity.Therefore,afive-daydurationactivitythatstartsatthestartoftheworkdayonaWednesday,andisassociatedwithafive-dayworkweekcalendar(withSaturdayandSundayasnonworkdays)willfinishattheendoftheworkdayonthefollowingTuesday.

Primaverahasthreecategoriesforcalendars:

•Global –ThesecalendarsareavailabletoallProjectsandResources.

•Project–Thesecalendarsareonlyavailabletotheprojectstheyarecreatedin.Thesemayonlybecreatedforaprojectwhentheprojectisopen.

•Resource–Therearenowtwotypesofresourcecalendars:Personal,newtoPrimaveraVersion8.1,andShared,whichisthesameastheearlierResourcecalendar.

APersonalCalendariscreatedforaspecificindividualresource.ASharedCalendarmaybeassignedtooneormoreResources,whichinturnmaybeassignedtoanactivityinanyproject.

AResourcewillbescheduledaccordingtoaResourceCalendarwhentheActivityTypeissettoResourceDependent;otherwisetheactivityisscheduledaccordingtotheActivitycalendar.

WhenanactivityismadeResourceDependent,unlikeinsomeothersoftware,itstillacknowledgestheActivityCalendarforcalculatingthestartoftheresourcework.YoumaywishtoconsiderplacingResourceDependentactivitiesona24-hour,7-dayperweekcalendarincircumstanceswhenresourcecalendarshavestarttimesthatareearlierinthedaythantheactivitycalendarstarttimes.Thispreventsadelaytostartofresource-drivenactivitiesbyanActivityCalendar.

Youmaycreateanew,oreditanexisting,calendartoreflectyourprojectrequirements,suchasaddingholidaysoradditionalworkdaysoradjustingworktimes.Forexample,someactivitiesmayhavea5-dayperweekcalendarandsomemayhavea7-dayperweekcalendar.

Thischaptercoversthefollowingtopics:

Topic MenuCommandDatabaseDefaultCalendar

SelectAdminister,EnterpriseData,Global,GlobalCalendars…andclickontheDefaultCalendar icon.

AssigningtheDefaultProjectCalendar

Thiscalendarisassignedtonewactivities.FromProjects,EPS,selectyouproject,Actions,SetProjectPreferences

icon,clicktheDefaultsoptionintheDefaultsform.

Creating,copying,editingordeletingGlobal,ProjectorResourceCalendars

SelectAdminister,EnterpriseData,andselecteitherGlobal,GlobalCalendar,orProjects,ProjectCalendarsorResources,ResourceCalendars,thenselectthe icon,selectacalendartocopyfrom(tocreateanewcalendarbycopyinganexistingcalendar)or todelete.

Renaminganexistingcalendar

SelectAdminister,EnterpriseData,Global,GlobalCalendars,orProjects,ProjectCalendarsorResources,ResourceCalendars,clickthedescriptionandthenmodifyit.

5.1DatabaseDefaultCalendarTheDatabaseDefaultCalendarisselectedintheAdminister,EnterpriseData,Global,GlobalCalendarsandclickingontheDefaultCalendar icon.

TheDatabaseDefaultCalendarisusedtodisplaytheNonworkingtimesinallviews,allprojectsandallusersinadatabase.Thisisaveryseriouslimitationforprojectsthathavemultiplecalendars:

Itisnotpossibleforuserstodisplaydifferentnonworkperiodsfordifferentprojectsorviews,asinmostotherschedulingsoftwarepackages,withoutaffectingallotherprojectsinadatabase.ThismaybecomeanissuewithprojectsthathavedifferentworkperiodsandmaybesolvedbycreatinganotherdatabasewithadifferentDatabaseDefaultCalendar.

5.2AccessingGlobal,ResourceandProjectCalendarsCopying,editinganddeletingcalendars:

•GlobalCalendarsmaybeaccessedfromtheAdminister,EnterpriseData,Global,GlobalCalendars…window,

•ProjectCalendarsmaybeaccessedfromtheAdminister,EnterpriseData,Projects,ProjectCalendars…window,

•ResourceCalendarsmaybeaccessedfromtheAdminister,EnterpriseData,Resources,ResourceCalendars…window,

Thefollowingrulesdictatewhenyouareabletoaccessthecalendars:

•GlobalandResourceCalendarsmaybeaccessedwithorwithoutanyprojectsopen.•AProjectCalendarmayonlybecopied,edited,anddeletedwhentheprojecthasbeen

opened.

•Tolist,create,andeditmorethanoneexistingProjectCalendaratthesametimealltheprojectsinquestionmustbeopen.

5.3TheProjectDefaultProjectCalendar

5.3.1UnderstandingtheProjectDefaultProjectCalendarAprojectisassignedaDefaultProjectCalendarwhichmaybeeitheraGlobalorProjectcalendar:

•AllnewactivitiesareassignedtheprojectDefaultProjectCalendarwhentheyarecreated.ThisisthesamewaythatP3,SureTrakandAstaPowerprojectoperate.ThisisunlikeMicrosoftProjectandchangingtheDefaultProjectCalendarwillNOTaffectthecalendarassignedtoanyactivities.

•TheDefaultProjectCalendarmaybeselectedforcalculatingleadsandlagsintheScheduleProject,Optionsform.

5.3.2AssigningaDefaultProjectCalendarToassignorchangetheDefaultProjectCalendaraprojectmustbeopen:•SelecttheProject,EPSWindowandhighlighttheproject,•SelectActions,SetProjectPreferencestodisplayProjectPreferencesform,

•SelecttheDefaultsoptionfromtheleftoftheProjectPreferencesform,•ClickontheCalendaricontoopentheSelectCalendarform:

•Selectthecalendartobeassignedtotheproject.Careshouldbetakenwhenselectingthecorrectcalendarastheglobal,resourceandprojectcalendarsiconswillbothappearidenticaltotheuserwithinthisform.Theauthorsuggeststhatyouuseacalendarnamingconventiontodifferentiatethedifferenttypesofcalendars.

•Select OK.•Select SaveandClose.

5.4CreatingaNewGlobalCalendarYoucancreateanewGlobalCalendarbycopyinganexistingGlobalorResourceCalendar.TocreateanewGlobalCalendar:•SelectAdminister,EnterpriseData,Global,GlobalCalendars.•Thenclickonthe icontocreateanewcalendar,

•SelectanexistingGlobalorResourcecalendartocopy,•Assignaname,itisbesttokeeptheseshortastheyaretheneasilydisplayedinacolumn,

•Clickonthe Saveicon.

5.5CreatingaNewProjectCalendarAprojectmustbeactivetocreateaProjectCalendar.YouMAYcreateanewProjectCalendarbycopyinganexistingGlobal,ResourceorProjectCalendar.TocreateanewProjectCalendar:•SelectAdminister,EnterpriseData,Projects,ProjectCalendar,•Selectyourprojectnameintheform,otherwiseyouwillnotbeabletocreateacalendar,

•Thenclickonthe icontocreateanewcalendar,or

•SelectanexistingGlobal,ResourceorProjectcalendartocopyfrom,•Assignaname.Itisbesttokeeptheseshortastheyaretheneasilydisplayedinacolumn,

•Clickonthe Saveicon.Ifyouwishtocopyanotherprojects’calendarthenthatprojectmustbeopen.

5.6SharedCalendarAResourceoraGlobalcalendarmaybeassignedtooneormoreresources.ThisisdifferentfromthephilosophyofMicrosoftProject,P3andSureTrak,whereeachresourcehasitsowncalendarbasedonaprojectcalendarandmanyresourcesarenotabletoshareonecalendar.

AResourcewillbescheduledaccordingtotheassignedResourceCalendarwhentheActivityTypeissettoResourceDependent;otherwise,theactivityisscheduledaccordingtotheActivityCalendar.

ResourceavailabilityisdisplayedinResourceUsageProfilesandisbasedontheResourceCalendarevenwhenitisassignedtoaTaskDependentactivity.

5.6.1CreatingaNewSharedCalendarTocreateanewSharedCalendar:

•SelectAdminister,EnterpriseData,Resources,ResourceCalendars,•SelectSharedCalendars,•Thenclickonthe icontocreateanewcalendarwhichwilldisplaytheSelectCalendar

ToCopyformor,

•SelectanexistingGlobalorResourcecalendartocopy.YouMAYNOTcopyanexistingProjectcalendar,

•Select OK,•Assignaname,itisbesttokeeptheseshortastheyaretheneasilydisplayedinacolumn,


APersonalCalendarmayalsobemadeintoaSharedCalendarby:•HighlightingthePersonalCalendar,andselectingtheConvertToSharedCalendar

icon,

•Click Yeswhentheformasksforconfirmation,•Clickonthe Saveicon.

5.6.2CreatingNewPersonalCalendarThesemaybecreatedfromtheCalendarformby:•SelectAdminister,EnterpriseData,Resources,ResourceCalendars,•SelectPersonalCalendars,•Thenclickonthe icontocreateanewcalendartodisplaytheSelectResourceform

and

•Expandthehierarchicaltree,selecttheappropriateresourceandclick OK,


ASharedCalendarmayalsobemadeintoaPersonalCalendarby:

•HighlightingtheSharedCalendar,andselectingtheConvertToPersonalCalendaricon,•Click Yeswhentheformasksforconfirmation,•Clickonthe Saveicon.

5.6.3PersonalandSharedCalendarsCalculationandDisplayThepicturebelowdisplaysthreeactivitieseach5dayslong:

•A1000isTaskDependentandacknowledgesthe5-dayperweekactivitycalendarandignoresallresourcecalendars,

•A1010andA1020bothacknowledgetheirrespectivePersonalorSharedCalendarsforschedulingthework,but

•A1010andA1020bothignoreResourceCalendarsforBarNecking:

•ThepicturebelowisfromtheWindowsClientanddisplayshowthecalendarsoperate.

BarNeckingisbasedonActivityCalendarnotresourceworkingtimes.

5.7Administer,MyCalendarAusermaybeassignedtotheresourceandthentheymaycreateandthenedittheirownPersonalCalendarhere.Thisoptionworksinthesamewayaseditinganyothercalendar.

AresourcecalendarwillbeusedtocalculateactivitydurationswhenanactivityisassignedanActivityTypeofResourceDependent.

TheAdminister,MyCalendarmenuoptionisnotseenwhenauserisnotassociatedwitharesourceandaPersonalCalendarhasnotbeencreated.

5.8Promote,Copy,RenameandDeleteaCalendar

5.8.1PromotingaProjectCalendartoGlobal.AProjectCalendarmaybepromotedtobecomeaGlobalCalendar:•Opentheprojectthatthecalendarcurrentlyresidesin,

•SelectAdminister,EnterpriseData,Projects,ProjectCalendars,•SelecttherelevantProjectCalendar,

•ThenclickonthePromote iconandclickon Yestoconfirm,•Clickonthe Saveicon.

5.8.2CopyaCalendarfromOneProjecttoAnother

Tocopyacalendarfromoneprojecttoanother:

•Opentheprojectthatthecalendarcurrentlyresidesinandtheprojectthatitistobecopiedtoo,

•SelectAdminister,EnterpriseData,Projects,ProjectCalendars,•Thenclickonthe icontodisplaytheSelectCalendarToCopy,•SelecttheProjectradiobutton,•SelecttheProjectcalendartocopyfrom,

•Click OK,•Assignaname.Itisbesttokeeptheseshortastheyaretheneasilydisplayedinacolumn,


5.8.3RenamingaCalendarTorenameacalendar:

•SelectAdminister,EnterpriseData,Global,•Selectthecalendartoberenamed,

•Typetonewnameintothenamefield,


5.8.4DeletingaCalendarTodeleteacalendar:

•SelectAdminister,EnterpriseData,•Selectthecalendartobedeleted,

•Clickonthe icon,

•WhentheCalendarhasbeenassignedtoactivitiesthenyouwillbepresentedwiththeoptiontoSelectReplacementCalendar:

•WhentheCalendarhasnotbeenassigned:

•Clickon Yestoconfirm,•Clickonthe Saveicon.

5.9BaseCalendars

5.9.1UnderstandingBaseCalendarsWhencreatinganewProjectorResourcecalendar,aGlobalCalendarmaybeselectedfromthedropdownboxandthisfunctionwilllinkthecalendarholidaysfromtheselectedGlobalCalendarintothedisplayedcalendar.

IntheWindowsClientthisfunctioniscalledInheritHolidaysandExceptionsfromaGlobalCalendar.

TheGlobalexceptionswillremainlinkedtotheProjectorResourcecalendars(inthesamewayasaGlobalCalendarinSureTrakandP3)andachangetoaGlobalcalendarholidaywillbereflectedinacalendarwithInheritedHolidays.

Itissuggestedthatthisoptionisneverbeused.Eachcalendarshouldbecreatedasastandalonecalendar,withoutinheritingholidaysfromanothercalendar,and

thereforewillnotchangeifanothercalendarhasholidayschanged.

5.9.2RemoveaBaseCalendarfromaCalendarToremoveaBaseCalendarfromanexistingcalendaryouwillhavetodeletethetextfromthebox.

5.10AdjustingCalendarWorkingHoursItisstronglyrecommendedthattheworkinghoursperdayareallthesamedurationwithineachcalendarandhavethesamestartandfinishtime;otherwise,one-dayactivitiesmayspantwodaysandtwo-dayactivitiesmayspanthreedays,etc.

5.10.1EditingCalendarWorkingHoursPriortoeditingacalendar,particularlyifitisaglobalcalendar,clickthe tabtoopentheUsedByformtodeterminewhichotherProjectsandResourcesalsousethecalendar:

Toeditacalendar:

•SelectAdminister,EnterpriseData,•SelecttheGlobal,ProjectorResourceCalendars,•Selectthecalendaryouwishtoedit,

•Thenclick toopentheStandardWorkWeekformandmodifyanexistingcalendar,

•Selectthedaytobeedited,byclickingonit;ONLYonedayatatimemaybeedited.•SelectingTotalworkhoursallowstheVIEWINGONLYthetotalnumberofhoursperday

butnocontroloverthestartandfinishtimes:

•Toeditthestartandfinishtimes:

Grabthetoporbottomofthedaywiththemouseanddrag,or

ToaddorremoveabreaksuchasaalunchbreakclickontheDetailedworkhoursradiobutton.

•SelectingDetailedworkhoursallowstheadditionofmultipleworkperiodsforcreatingmealbreaksetc.byclickingonthe Addicon.

YOUMUSTEDITTHESTARTANDFINISHTIMESNOTTHENUMBEROFHOURS.

AnotherwaytomakeWorkDaysintoNonworkDaysisto,•Highlightthedayyouwanttoedit,

•SelectSetdayastobeNonworkandclick :

•TomakeWorkDaysintoNonworkDays,highlighttheday(s)youwanttoeditasdescribedintheparagraphSetdayastobeWorkandclick .

WhenmakingaNonworkDayintoWorkDayensureyoucheckthattheworkinghoursarethesameastherestofthecalendar.

5.10.2EditingSelectedDaysWorkingHoursToedittheworkinghoursofindividualdays:

•SelecttheCalendartaband•ClickonthedaytoopentheEditDayformandeditthehours:

Whenanycalendarischangedoredited,theenddateofallactivitiesassignedwiththecalendarwillberecalculatedbasedonthenewcalendar.Thismaymakeaconsiderabledifferencetoyourprojectscheduledates.

Whencalendarshavedifferentstartandendtimessomeactivitieswillspanonedaymorethanthedurationoftheactivitybecause,forexample,thelasthourofthetaskwillrollintothenextday.

5.10.3ViewingtheCalendarWorkingHoursToviewthecalendarworkinghours:

•SelecttheCalendartaband•ClickonShowExceptionsOnlyandselectShowAllWorkTime:

5.10.4CalculationofActivityDurationsinDays,WeeksorMonthsP6recordsdurationsinhoursandthedisplayofdurationsindays,weeks,ormonthsofactivitiesisamathematicalcalculationthatmaybemadebyoneoftwomethods:

•IndividuallyforeachCalendar–RECOMMENDEDMETHOD,or•GloballyforAllCalendars–NOTRECOMMENDED(thiswastheonlymethodusedbyP6

Version6.2andearlier).

IntheP6OptionalClienttheoptionfortheGlobalcalculationofthedurationsindays,weeks,andmonthsforallcalendarsissetbytheAdministratorthroughtheWebInterfacebyselectingAdminister, Application Settings, Time Periods and un-checking the Use assignedcalendartospecifythenumberofworkhoursforeachtimeperiodcheckbox:

Itisrecommendedthatthisneverleftunchecked.

IndividuallyforeachCalendar–RECOMMENDEDInthissituationtheUseassignedcalendartospecifythenumberofworkhoursforeachtimeperiodboxischeckedandeachcalendarhasitsownsetofparameterswhicharesetintheHoursperTimePeriodtabwhencreatingoreditingacalendar.Tosettheseparameters:•SelectAdminister,EnterpriseData,GlobalCalendar,ProjectCalendarorResource

Calendar,

•Selectthecalendartobeedited,

•Clickonthe EditHoursperPeriodicontoopentheSetTimePeriodsform:

•Thisformallowsthedefinitionofthenumberofhoursperdayforeachcalendar,whichinturnwillenabletheactivitydurationsindaystobecalculatedanddisplayedcorrectlyaslongasthenumberofhoursperdayisthesameforeachworkdayinthecalendar.

Thisisnotanautomatedsystemandyouwillneedtocalculateeachcellmanuallybasedonhowyourcalendarisdefined.FortheHours/Dayparameterstoworkitisadvisablethateachworkingdayinacalendarhasthesamenumberofhoursperday.ThereforeinthesituationwhereaprojectisworkingadifferentnumberofhoursperdayitisrecommendedthatyouuseanaveragehoursperdayandsetboththeWorkHoursperDayintheEditDayformtotheoneaveragenumberofhoursperday.Forexample;ifyouhaveaprojectthatworks10hoursperdayforMondaythroughThursday,8hoursonFridayand6hoursonSaturdaytheneachworkingdayshouldbesetto9hoursperday.

GloballyforAllCalendars–NOTRECOMMENDEDWiththisoptionallcalendarsusethesameparametersandthesearesetbythedatabaseadministrator,intheTimePeriodsformwhichinturnsetsthecalculationforallcalendarsinthedatabasetothesamevalues.

ThisisNOTrecommendedunlessallcalendarsinadatabasehaveexactlythesamenumberofhoursperday,daysperweek,andweeksperyearwhichisveryunusual.

Whenallthecalendarsdonothaveexactlythesamenumberofhoursperday,daysperweek,etc.thenthedurationsindays,weeks,ormonthswillnotcalculatecorrectlyforcalendarsthatdonotcomplywiththesettingintheAdminister,ApplicationSettings,TimePeriodsform.ItisstronglyrecommendedthatthisoptionisNEVERUNCHECKED.

5.11CalendarsforCalculatingProject,WBSandOtherSummaryDurations

InPrimaveraP6Version7andlaterthesummarydurationsofprojectsinboththeProjectsWindowandActivitiesWindowarecalculatedbasedontheDatabaseDefaultCalendarfromthefirstactivityStarttothelastactivityFinish.

ThesummarydurationofWBSbandsandotherbandscreatedbyGroupingactivitiesbyUserDefinedFieldsorActivityCodesarecalculatedby:

•WhenalltheactivitiesinabandsharethesamecalendarthenthesummarydurationiscalculatedonthecalendaroftheactivitiesinthebandandthecalendarnameisdisplayedintheCalendarcolumn,and

•WhenthecalendarsfortheactivitiesaredifferentthesummarydurationiscalculatedontheProjectDefaultcalendarandthecalendarfieldistheProjectDefaultcalendar,notblankasintheWindowsClient.

ThepicturebelowhastheProjectDefaultcalendarsetasthe10hr/d&5d/wandshowsthatwhenthecalendarsaredifferentthentheProjectDefaultcalendarisusedtocalculatethesummarydurationforWBSNodes,Projectsetc:

5.12TipsforMixedCalendarSchedulesWhenaprojecthasmixedcalendars,sayan8-hourand10-hourperday,thenachangeofcalendarfromapredecessoronan8-hourperdaycalendartoasuccessorona10-hourcalendar,thesuccessoractivitymayhaveonehourofworkonthesamedayasthepredecessorandnowspans2days.ThissituationleadstointerestingFloatcalculationsandconfusiontoschedulers.

ThepictureaboveistakenfromtheWindowsClientastheneckingandtimescaleoptionsoftheWebClientdonotallowthesameclarity.

PrimaveraP6doesnothavea“StartonaNewDay”functionfoundinotherproductssuchasAstaPowerproject,butwhichinitselfbringsonanewsetofcalculationissues.Techniques

thatmaybeconsideredtoensureone-dayactivitiesspanonedayandtwo-dayactivitiesspantwodays,etc.are:

•Applyanappropriatelagtotherelationship,or

•WhentheStartandFinishTimesarenotanimportantschedulingconsiderationthenassignallthecalendarsthesameStartandFinishtimebutadjustthedurationofthelunchbreaksothedayshavethedesirednumberofhours.Forexample,a10-hourdaycalendarcouldstartat07:00andfinishat17:00withoutanylunchbreakandan8-hourcalendarcouldstartat07:00andfinishat17:00andbeassigneda2-hourlunchbreak.

Thepicturebelowshowshow8-houradayand12-houradaycalendarsinthesameprojectmaybesetuptoensureallactivitiesstartandfinishonthesameday:

5.13Workshop3–MaintainingtheCalendars

BackgroundThenormalworkingweekatOzBuildPtyLtdisMondaythroughFriday,8hoursperdayexcludingpublicholidays.TheinstallationstaffworksMondaythroughSaturday,8hoursperdayandthecompanyobservesthefollowingholidays:

2012 2013 2014 2015

NewYear’sDay 2January* 1January 1January 1January

Easter 6–9April 29March–1April 18–21April 3–6April

ChristmasDay 25December 25December 25December 25December

BoxingDay 26December 26December 26December 28December*

*Theseholidaysoccuronaweekendandthedateshavebeenmovedtothenextweekday.

NOTE:BoxingDayisaholidaythedayafterChristmascelebratedinmanycountries.AssignmentAlthoughwecoulduseastandardcalendarwewillcreatetwonewcalendarsforthisproject.

1.EnsureyournewOzBuildBidprojectisopen.

2.PressF11ONLYifyouareinFullscreenmode,

3.SelectAdminister,EnterpriseData,Projects,ProjectCalendarstoopentheProjectCalendarsform,

4.YoumaywishtocreateanewbrowsertabforthisoperationandpressF11forafullscreen.

5.Selectyourprojectbyclickingontheprojectname,

6.CreateanewProjectCalendarbyclickingonthe iconandcopyinganappropriatecalendar,suchasanexisting5dayperweek,8hoursperdaycalendarandnameitOzBuild5d/w.

7.EnsuretheBaseCalendarissettoBlankbyhighlightinganddeletingthecalendartext,8.EnsuretheStandardWorkWeekhoursarefrom08:00to16:00withoutalunchbreak

fromMondaytoFridayandclosetheform,

9.Clickonthe EditHoursperPeriodiconintheCalendartabtoopentheEditHoursperPeriodformandchecktheHoursperTimePeriodarethesameasinthediagrambelowandthenclosetheform:

10.Addtheholidaysabovein2013and2014only,

11.Checktherearenopre-existingholidaysinthecalendaryouthatneedtobemadeintoworkdays,

12.Yourcalendarshouldlooklikethepicturebelow:

13.Clickonthe Saveicon,

14.CreateanewcalendartitledOzBuild6d/wforthe6-dayweekbycopyingtheOzBuild5d/wcalendar,

15.Ensuretheworkhoursarefrom8:00to16:00fromMondaytoSaturdayandclosetheform,

16.EnsuretheBaseCalendarissettoBlank,

17.Clickonthe EditHoursperPeriodicontoopentheSetTimePeriodsformandchecktheHoursperTimePeriodarethesameasinthediagrambelowandthenclosetheform:

18.Addtheholidaysabovein2013and2014only,

19.Clickonthe Saveicon,

20.PresstheF11key.

6CREATINGAPRIMAVERAPROJECTWBSThischapteroutlineshowtocreateaWBSstructuretoenableactivitiestobeassignedtoaWBSNodesoaschedulemaybecreated.

TheProjectWBSfunctionisdesignedtorecordahierarchicalWBSthathasbeendevelopedonatraditionalbasisasoutlinedinmanyprojectmanagementdocuments.Awell-structuredWBSshould:

•Includealltheprojectdeliverables,and

•Besetattheappropriatelevelforsummarizingprojectactivitiesandreportingprojectprogress.

TheProjectWBSfunctionisusedtogroupandsummarizeactivitiesunderahierarchicalstructureinthesamewayastheWBSfunctioninP3andSureTrak,WBSinAstaPowerprojectandtheCustomOutlineCodesinMicrosoftProject.ItisalsosimilartoOutlininginallversionsofMicrosoftProject;however,inPrimaveratheActivitiesareassignedtoahierarchicalWBSNodeandarenotdemotedunderaParenttaskaswithOutliningwithMicrosoftProject.TheWBSstructureisusedtoorganizeandsummarizeyourprojectactivities,includingcostsandresourcesduringtheplanning,scheduling,andupdatingofProjects.

Theprojectshouldbegranulated(brokendown)intomanageableareasbyusingaprojectbreakdownstructurebasedonattributesoftheprojectsuchasthePhasesorStages,SystemsandSubsystems,Processes,DisciplinesorTrades,Documents,DesignPackages,deliverablesandAreas,LevelsorLocationsofwork.TheseheadingsarenormallythebasisoftheprojectbreakdownstructureandareusedtocreatethePrimaveraWBSstructure,andtheWBSshouldpresenttheprimaryviewofyourproject.

Definingtheprojectbreakdownstructuremaybeamajortaskforprojectmanagers.

PrimaveraalsohasanActivityCodefunctionsimilartotheActivityCodefunctioninPrimaveraP3andSureTraksoftware,CodesinAstaPowerprojectandtheCustomFieldsinMicrosoftProject.ThisfeatureenablesthegroupingofactivitiesunderheadingsotherthanthePrimaveraWBSStructure.UnlikeinPrimaveraP3andSureTraksoftware,ActivityCodesarenottheprimarymethodoforganizingactivitiesinPrimavera.

IfyouareunabletodefineaWBSthenyouprobablydonothaveaproject.

Topic MenuCommand

CreatingandDeletingaWBSNode

IntheProject,ActivitiesWindow:•EnsureaViewisselecteddisplayingtheWBS,then

•Themenucommands AddChildWBSorAddSiblingWBSwhichisavailableontheRight-clickmenu.

•Clickonthe DeleteicontodeletaWBSNode.

IndentingandOutdentinga IntheActivitiesWindowusethebluetoolbararrows tomovethe

WBSNode WBSNodesaround.

WBSCategories

TocreateWBSCategoriesselectAdminister,EnterpriseData,Projects,WBSCategoriestab.WBSCategoriesareassignedtoWBSNodesbyinsertingtheWBSCategoriescolumnintheGeneraltaboftheActivitiesWindow,Lowerpane.

AWBSNodeisatermusedbyPrimaverathatisoftencalledaWBSCodeandisasinglepointintheWBSstructurethatactivitiesareassignedto.APrimaveraWBSNodemayrecordmoreinformationthanP3,SureTrak,orMicrosoftProjectincludingthefollowingdata:

•AnticipatedDates,whichareusedtocreateabarintheActivitiesWindowwhentherearenoactivitiesundertheWBSNode,butdonotsummarizeintheProjectsWindow.

•Notes,whicharerecordedunderNotebooks,•FundingandBudgetLog,•WBSMilestones,whichmaybeusedforassigningprogressatWBSNodeLevel.These

arecreatedintheActivitiesWindow,•Documents(WP&DocsintheWindowsClient)thatprovidelinkstodocuments,and

•TherulesforcalculatingEarnedValueforeachWBSNode.

ThestartandfinishdatesofaWBSNodeareadoptedfromtheearlieststartdateandlatestfinishdateofthedetailedactivitiesunderthatWBSNodeandusetheWBSAnticipatedDatestocreateabarwhentherearenoactivitiesassignedtoaWBSNode.

ThedurationofaWBSNodeiscalculatedfromthestartandfinishdates,thedatabaseDefaultCalendarandtheUserOptions.

AWBSNodemaynothavecostsorresourcesassigneddirectlytothenode.AllcostsandquantitiesarecalculatedfromtheactivitiesassociatedwiththeWBSNode.

6.1ViewingandNavigatingtheWBSThereisnoWBSWindowasintheWindowsClientandtoview,edit,orcreateaWBSstructure:

•Theprojectmustbeopen,

•TheActivitiesWindowmustbedisplayedbyselectingProject,Activities,•Ensureyouhaveaviewwitha WBSiconbesideit,suchastheGanttChartbyWBS,

asthisensuresthatyoumayseeandaddaWBSNode.

•ThefollowingpictureisoftheOzBuildProjectwith3WBSNodesandbeforeaddinganyactivities:

6.2CreatingandDeletingaWBSNodeTocreateanewWBSNode:

•SelectaWBSCodeortheProjectNameandeither:

Right-clicktodisplaythemenuandusethemenucommands AddChildWBSorAddSiblingWBS,or

Usethemenutoolbar AddChildWBSicon.

•Usethe iconsontheMovetoolbartoputtheWBSNodesattherightlevelortoreorderthem.

ThecommandsAdd,Delete,Copy,CutandPasteallworktocreate,delete,move,andcopyWBSNodes.

•AddwilladdanewWBSNodeunderthelevelcurrentlyhighlighted.

•DeletewilldeletetheWBSNode.WhenaWBSNodehasbeenassignedactivitiesyouwillbegiventheoptiontoeitherdeletetheactivitiesorreassigntheactivitiesbyselectingtheMergeElement(s)optionintheMergeorDeleteWBSElement(s)form.

•CopycopiesaWBSNodeandtheassociatedactivities,

•PastepastestheWBSNodeandtheassociatedactivities,includingallassociateddatasuchresourcesandrelationshipsamongsttheactivities,

•CutpreparestomoveaWBSNodeandtheassociatedactivitiestoanotherlocation.

6.3WBSNodeSeparatorTheDefaultWBSNodeSeparatorisassignedbyselectingAdminister,ApplicationSettings,Generaltab.

EachindividualprojectWBSNodeseparatormaybedefinedfromtheProjectsWindowby:•SelectingtheEPStab,•Selectingyourproject,

•Right-clickandselect SetProjectPreferences…,

•SelecttheGeneraltaband•EntertherequiredseparatorintheWBSCodeSeparatorfield:

Analternativeseparatormaybeneededtomeetclientsorcontractrequirementsortoallowimportofdatafromanenterprisesystembymatchingthecodestructure.

6.4ActivityWindowWorkBreakdownStructureLowerPaneDetails

TheActivityWindowlowerpanedisplaysdifferenttabswhenaWBSNodeisselectedtowhenanactivityisselected.

•Thetabsmaybehiddenordisplayedbyrightclickingonatabtoopenamenu:

•General–inthistabyoumayassignmanydataitemspertinenttotheWBSNodeincluding:

TheWBSCodehastobeuniqueforeachproject.WBSNameisthedescriptionfortheWBSNode.

TheResponsibleManagerenablesaccesstodatatobecontrolledattheWBSNodelevel.WhenaUserhasaccesstochangedatainoneWBSNodeonlytheyarestillabletoseethewholeprojectbutmayonlychangedataintheonenode.

AnticipatedDates,aswiththeProjectAnticipatedDates,willdisplayabarwhentheWBSNodehasnoactivitiesbutdoesnotsummarizeintheProjectsWindow.

TheProjectStatus–therearefourWBSStatustypes:Planned,Active,Inactive,andWhat-if.ThestatusofaWBSNodecontrolsviewingandaccesstotheNodesandActivitiesassignedtothenodesbyPrimaveraTimesheetusers.

Othercolumnsofdatamaybeaddedbyclickingonthe CustomizeColumnsicontoaddorremovecolumnsfromtheWBSGeneraltab.

•TheNotebooksfunctionisusedinthesamewayastheactivityNotebookandisusedtorecordnotesabouttheWBSNode.

•BudgetLogtabisusedaspartofthetop-downmethodofassigningbudgetsandareindependentofthecostsassignedattheactivitylevel.

•WBSMilestonestabiswhereWBSMilestonesarecreatedattheWBSNodelevelandprovideasummarymethodofassigningaPerformancePercentCompletetoactivitiesassignedtothatnode.Forthisfunctiontooperatetheremustbeatleastoneactivity

assignedtoaWBSNode.•EarnedValuetabiswheretherulesforcalculatingtheEstimatetoComplete(ETC)and

otherEarnedValueparametersareset.

•DocumentstabenablestheassignmentofdocumentstoaWBSNodeandoperatesinthesamewayastheactivitiesDocumentstab.

•IssuestabiswhereIssuesmaybeassignedtoactivities.

6.5WBSCategoriesWBSNodesmaybeassignedcategories,whichenableWBSNodeswithinanEPStobegroupedandsortedindifferentways.WBSCategoriesaretoWBSNodesasActivityCodesaretoActivities.InearlierP6versionsthesewerereferredtoasProjectPhases.•CreateWBSCategoriesbyselectingAdminister,EnterpriseData,Projects,WBS

Categories:

•WBSCategoriesareassignedtoandremovedfromWBSNodesbyinsertingtheWBSCategoriescolumnintotheGeneraltab.

OneuseofaWBSCategoryintheWindowsClientcouldbe,forexample,totagtheWBSNodeswiththephasessuchasDesign,ProcureandInstallandthentheActivitiesmaybegroupedbyWBSCategoryandthenWBSorsomeotherActivityCode.

IntheWebitisnotpossibletoGrouporFilteractivitieswiththeWBSCategory.

•ThistopiciscoveredinmoredetailsintheFORMATTINGTHEACTIVITYWINDOWANDVIEWSchapter.

WBSCategoriesmayalsobeusedintheTrackingWindowoftheWindowsClient.

6.6WhyaPrimaveraWBSisImportantPeopleconvertingfromP3andSureTrakwillbeusedtousingActivityCodesandActivityIDCodes.PrimaveradoesnothaveActivityIDcodes.

YoumaybetemptedtoignoretheWBSanduseActivityCodesinstead.ThisparagraphwillexplainthemainpurposesoftheWBSfunction:

•UserAccessmaybeassignedatthislevel,sotwoschedulersmayopenthesameprojectandonemayonlychangeactivitiesinWBSNodesthathavebeenassignedtothatuser.

•EarnedValuecalculationsandProjectPerformancemaybemeasuredatthislevel.•ProgressattheWBSlevelmaybemeasuredwiththeuseofWBSMilestones.•WBSActivitiesareveryusefulassummaryactivities.•AnticipatedDatesmaybeassignedattheWBSleveltoprovideabarwhennoactivities

havebeenaddedtoaWBSNode.

•TheWindowsClientTrackingWindowoperatesdowntoWBSNodelevel.

•ThereareanumberofstandardReportsthatfunctionatWBSNodelevel.

6.7Workshop4–CreatingtheWorkBreakdownStructure

BackgroundAreviewofthescopeidentifiesthreedeliverables:

•TechnicalSpecification

•DeliveryPlan

•BidDocument

Assignment1.EnsureyourOzBuildprojectisopenandselecttheProjects,ActivitiesWindow,2.IfyoureceiveaP6pop-uptitledGettingStartedwithActivitiesitissuggestedthatyou

readthetextandthenselectDonotshowthisagain,3.Ensureyouhaveaviewwitha WBSiconbesideit,suchastheGanttChartbyWBS,

asthisensuresthatyoumayaddaWBSNode,

4.ClickintheProjecttitleandRight-clicktoopenamenuandaddthethreenewWBSNodes:

5.Yourviewmaybedifferenttothepictureabovedependingonhowyoursystemhasbeensetup,andyoumaynothavetheWBSNameprefixedwithWBS:,thereasonforthisisexplainedintheFORMATTINGTHEACTIVITYWINDOWANDVIEWSchapter.

6.Select Savetosaveyourproject.

7ADDINGACTIVITIESANDORGANIZINGUNDERTHEWBSActivitiesshouldbewell-defined,measurablepiecesofworkwithameasurableoutcome.Activitydescriptionscontainingonlynounssuchas“BidDocument”haveconfusingmeanings.Doesthismeanread,write,review,submitorallofthese?Adequateactivitydescriptionsalwayshaveaverb-nounstructuretothem.Amoreappropriateactivitydescriptionwouldbe“WriteBidDocument”or“ReviewandSubmitBidDocument.”Thelimitforactivitynamesis120characters,buttrytokeepactivitydescriptionsmeaningfulyetshortandconcisesotheyareeasiertoprint.

WhenactivitiesarecreatedtheyarenormallyaddedunderaWBSNodebutmaybeorganizedunderothercodingstructuressuchasActivityCodesorUserDefinedFields.

Thischapterwillcoverthefollowingtopics:

Topic MenuCommandSettingNewActivityDefaults

SelectProjects,EPS,selectyourproject,SetProjectPreferences…,Defaultstab

AddingNewActivities SelectalineinthescheduleandstriketheIns(InsertKey)orright-clickandselecttheAddmenuitem.

ActivityDetailsform Maybedisplayedinthebottompanebyclickingonatab.

CopyingactivitiesinPrimavera Selecttheactivitiesandcopyandpastetotherequiredlocation.

Assigning%CompleteTypetoActivities

Usethe%CompleteTypedropdownboxintheGeneraltaboftheActivitywindowbottompane.

AssigningActivityTypetoActivities

UsetheActivityTypedropdownboxintheGeneraltaboftheActivitywindowbottompane.

AssigningDurationTypetoActivities

UsetheDurationTypedropdownboxintheGeneraltaboftheActivitywindowbottompane.

AssigningWBSNodestoactivities

CreateanactivityinanexistingWBSband,

DisplaytheWBScolumnandclicktheWBScelltodisplaytheSelectWBSform,or

CutandPasteinadifferentWBSNode.

7.1NewActivityDefaultsAftercreatinganewprojectandbeforeaddingactivitiesitisimportanttosetthedefaultssuchastheActivityIDNumbersandCalendars.Bysettingthemcorrectlybeforeaddingactivitiesyouwillsaveasignificantamountoftimebecauseyouwillnothavetochangeanumberofattributesagainstallactivitiesatalaterdate.ThesedefaultsaresetintheProjectPreferencesformbyselectingProjects,EPS,selectyourproject,SetProjectPreferences…,Defaultstab:

7.1.1DurationTypeNoneoftheDurationTypeoptionsaffectshowtheschedulecalculatesuntiloneormoreresourcesisassignedtoanActivity.Thefollowingoptionsareavailable:

•FixedUnits•FixedDuration&Units/Time•FixedUnits/Time•FixedDuration&UnitsIfyoudonotplantoaddresourcestoActivities,thenyoudonotneedtoassignaDurationTypeanditmaybeleftasthedefault.ThistopicwillbecoveredindetailintheASSIGNINGROLES,RESOURCESANDEXPENSESchapter.

7.1.2PercentCompleteTypeThePercentCompletetypeshouldbeunderstoodifitisintendedtobeusedtoupdate(statusorprogress)theschedule.ThisoptionmaybesetforeachactivityindividuallyinPrimaveraandthedefaultfornewactivitiesissetinthePercentCompleteTypedropdownbox.PrimaverahasmanyActivityPercentCompletefieldsthatmaybedisplayedincolumnsandwewilldiscussfourofthemnow:

Activity%Complete,whichmaybelinkedtooneonlyofthethreefollowing%Completefieldsandisalwayslinkedtothe%CompletedisplayedontheGanttChartbars:

•Physical%Complete,whichisindependentofactivityresourcesanddurations,•Duration%Complete,whichislinkedtoactivityOriginalandRemainingDurations,and•Units%Complete,whichislinkedtoresourceunits.Therearethreepercentcompleteoptions;eachnewactivityisassignedtheprojectdefaultPercentCompleteTypeandthenthismaybeeditedforeachactivityasrequired.Therefore,forexample,whentheoptionofPhysical%CompleteisselectedforanactivitythentheActivity%CompleteandthePhysical%CompletearelinkedandachangetoonewillchangetheotherandthisvaluewouldbedisplayedontheGanttChart.

DefaultPercentCompleteTypeTheDefaultPercentCompleteTypeforeachnewactivityineachprojectisassignedintheDefaultstaboftheDefaultstaboftheProjects,EPS,SetProjectPreferencesform:

•AnewactivityPercentCompleteTypeissettotheDefaultPercentCompletewhencreatedandmaybechangedatanytime.

PercentCompleteTypes•Physical%Complete–Thisfieldenablestheusertoenterthepercentcompleteofan

activityandthisvalueisindependentoftheactivitydurations.ThisissimilartothewayP3andSureTrakcalculatesthe%CompletewhentheLinkRemainingDurationandPercentCompleteoptionisNOTselected.

•Duration%Complete–ThisfieldiscalculatedfromtheproportionofthePlannedDurationandtheRemainingDurationandtheyarelinked.Achangetoonevaluewillchangetheother.WhentheRemainingDurationissettogreaterthanthePlannedDurationthispercentcompleteisalwayszero.ThisissimilartothewayP3andSureTrakcalculatethe%CompletewhentheLinkRemainingDurationandPercentCompleteoptionisselected

•Units%Complete–Thisiswherethepercentcompleteiscalculatedfromtheresources’ActualandRemainingUnits.AchangetoonevaluewillchangetheotherandwhenmorethanoneresourceisassignedthenalltheActualUnitsforallresourceswillbechangedproportionally.ThiswillbecoveredfurtherintheUPDATINGARESOURCEDSCHEDULE

chapter.ThisissimilartotheMicrosoftProject%WorkComplete.

TheUnits%CompleteiscalculatedfromthevalueofalltheLaborandNon-Labor,sobecarefulwhenmorethanontypeofresourceisassignedtoanactivity.Forexamplethesoftwarecouldbeaddinglaborhourswithexcavatorhours.

Activity%CompleteTheActivityPercentCompleteTypefieldislinkedtothe%CompleteTypefieldassignedtoanactivityintheActivitiesWindow,Generaltab,Detailsformorthe%CompleteTypecolumn:

•The%CompletedisplayedontheBarintheWebClientistheDuration%Complete:

•IntheWindowsClienttheActivity%Completeisalsolinkedtothe%CompleteBarandthisvalueisrepresentedonthe%Completebar:

ChangingtheActivityPercentCompleteTypeTheActivityPercentCompleteTypemaybechangedintheProjects,ActivitiesWindow:•Inacolumnor

•IntheGeneraltabofthelowerpane:

7.1.3ActivityTypesandMilestonesAnActivitymaybeassignedoneofthefollowingdefaultActivityTypesusingthedropdownboxintheGeneraltab:

•FinishMilestone

•LevelofEffort

•ResourceDependent

•StartMilestone

•TaskDependent

•WBSSummary

ActivityType Description

TaskDependent

TheseActivityTypeshaveadurationandwillonlycalculatethedurationusingtheassignedcalendarevenwhenoneormoreresourcesareassignedtoanactivity.

ResourceDependent

TheseActivityTypeshaveadurationandwillcalculatethedurationonlyusingthecalendarassignedtotheactivitywhenNOresourcesareassignedtotheactivity.

TheseactivitiesacknowledgeResourceCalendarswhenresourcesareassigned.

ThisissimilartoanIndependentActivityTypeinP3andSureTrak.

TheyacknowledgetheActivitycalendartocalculatetheEarlyStartdate.

LevelofEffort–LOE

ThisActivitytypeissimilartoP3andSureTrakHammockactivities.Itspansfromthestartorfinishofoneormorepredecessoractivitiestothestartorfinishofoneormoresuccessoractivitieswhicharelinkedbyrelationships.

NOTE:DonotschedulewithaLOEactivityunlessithasrelationships.IfyoudoscheduleitwillcalculatetoazerodurationandbemarkedasCompleteontheDataDate.YouwillthenhavetomarkitasnotstartedintheActivitiesWindow,GeneraltabandassignadurationsoyoucanseeitontheGanttChart.

StartMilestone

AStartMilestonehasastartdateandnofinishdateintheWindowsClientbutshowsbothaStartandFinishintheWeb.ItisscheduledatthestartofatimeperiodandmaynotbeassignedResources.

FinishMilestone

AFinishMilestonehasafinishdate,nostartdateintheWindowsClientbutshowsbothaStartandFinishintheWeb.ItisscheduledattheendofatimeperiodandmaynotbeassignedResources.

ChangingamilestonefromStarttoFinishwouldnotaffectaschedulewhenalltheactivitiesareononecalendarbutwouldmovethemilestonefromthestartofadaytothefinishofthepreviousday.

WBSSummary

ThisActivitytypecalculatesinthesamewayasP3andSureTrakWBSactivitiesandtheyspanallactivitieswiththesameWBScode,butwithoutrelationshipsthatareusedwithLOEs.

AMilestonehaszerodurationandisusedtomarkthestartorfinishofamajorevent.PrimaveradifferentiatesbetweenStartandFinishMilestonesinthesame

wayasP3andSureTrak,whereaStartMilestonehasastartdateandnofinishdateandaFinishMilestonehasafinishdateandnostartdate.ThisisunlikeMicrosoftProject,whichonlyhasonetypeofMilestone.LaterversionsofMicrosoftProjectallowmilestoneswithdurations.

TheWindowsandtheWebClientdisplayMilestonedatesdifferentlysobotharedisplayedbelow.

•IntheClienttheStartMilestonedoesnotshowFinishDatesandtheFinishMilestonedoesnotshowStartDatesasP3andSureTrak:

•IntheWebtheStartMilestonesandFinishMilestonesbothshowStartDatesandFinishDatesasmostotherschedulingsoftwarelikeMicrosoftProjectandAstaPowerproject:

7.1.4CostAccount

ThisselectsthedefaultCostAccountforallnewResourcesandExpensesandisblankbydefault.

7.1.5CalendarThistopicwascoveredindetailintheDEFININGCALENDARSchapter.Thisdropdownboxisusedtoselectthedefaultcalendarforanactivity.ADefaultProjectCalendarisassignedtoeachprojectfromtheGlobalorProjectcalendarlist.AllnewactivitiesareassignedtheprojectDefaultProjectCalendarwhentheyarecreated;however,individualcalendarsmaybeassignedforeachactivityaftertheyhavebeencreated.

7.1.6Price/UnitLikeMicrosoftProjectanactivitymaybeassignedaUnit(hoursorwork)withoutaresourcebeingassigned.ThisvalueisusedtocalculateacostwhenaUnithasbeenassignedtoanactivitywithoutaresourceassignment.

7.1.7Auto-numberingDefaultsTheAuto-numberingDefaultsdecideshownewactivitiesarenumbered.Thefirstactivityaddedtoanewprojectwillbebasedonthedefaultssetinthisform.

ThereisnofunctionofIncrementActivityIDbasedonselectedactivityasfoundintheWindowsClient.

TherearenoActivityIDCodesallowinglogictobeautomaticallyembeddedintotheActivityIDs,whichareapowerfulfeaturesofbothP3andSureTrak.

7.2AddingNewActivitiesItisoftenquickertocreateascheduleinaspreadsheetandimportthedataintotheschedulingsoftware.PrimaveraoffersaspreadsheetimportfunctionfoundunderCreateImportTemplate,ExporttoExcelandImportfromExcelcommandswhichareveryuserfriendly.

SomedataassociatedwithanimportedactivitymustexistbeforetheactivityisimportedfromExcelotherwiseitwillnotbeimported.ThisincludesitemssuchasRoles,Resources,andActivityCodes.ThesedataitemsmaybeimportedusingthePrimaveraSDK(whichisloadedfromtheinstallationCDandinstructionsareavailableontheAdministrationGuide)andanExcelspreadsheetavailablefromtheOraclesPrimaveraKnowledgebase.

Toaddanactivitytoaproject:

•OpentheActivitiesWindow,

•SelecttheappropriateWBSNodeandtheneither:

PresstheInsertkeyonthekeyboard,or

Clickonthe AddiconontheActionstoolbar.

7.3DefaultActivityDurationThedefaultactivitydurationfornewlycreatedactivitiesisspecifiedintheAdminister,ApplicationGeneraltabActivityDurationcell.

7.4CopyingActivitiesfromotherProgramsActivitydatamaybecopiedfromorupdatedfromotherprograms(suchasExcel)byusingtheExcelImportandExportfunction.

7.5CopyingActivitiesinP6ActivitiesmaybecopiedfromanotherprojectwhenbothprojectsareopenatthesametimeorcopiedfromwithinthesameprojectusingthenormalWindowscommandsCopyandPaste,byusingthemenucommandsRightclick,CopyandRightclick,Paste,orbyusingCtrl+CandCtrl+V.Oneormoreactivitiesmaybeselectedtobecopiedby:

•Ctrl-clicking,or•Holdingtheshiftkeyandclickingonthefirstandlastactivityinarange,or•Draggingarangewiththemouse.Withthisoperationbesuretoselectthewholeactivityor

activities,notjustacell.

ThereisnoCopyActivityOptionsformorRenumberActivityIDbasedonselectedactivitiesformasintheWindowsClientandalldataincludingrelationshipsarecopied.

P6R8.3hasintroducedafeaturethatallowsuserstochoosethedatatobeincludedorexcludedwhencopyingandpastingactivitiesintheActivitiesWindows.Thisfunctionappliestoindividualormultipleactivitieswithinaprojectoracrossmultipleprojects.


•GototheActivitieswindowandcopy/pasteoneormoreactivitiesusingthecommandsCtrl+CandCtrl+Vorbyusingthe Copyand Pastebuttonslocatedinthetoolbar;

•TheCopyActivityOptionsformwillopenupwhenyoupastetheactivities;•Check/Unchecktheboxesfordatathatyouwant/don’twanttoinclude;

•ClickOktoconfirmandclosetheform.

CopyActivityOptions

P6 R8.3 has introduced a feature that allows users to choose the data to be included orexcludedwhencopyingandpastingactivitiesintheActivitiesWindows.Thisfunctionappliestoindividualormultipleactivitieswithinaprojectoracrossmultipleprojects.


•GototheActivitieswindowandcopy/pasteoneormoreactivitiesusingthecommandsCtrl+CandCtrl+Vorbyusingthe Copyand Pastebuttonslocatedinthetoolbar;

•TheCopyActivityOptionsformwillopenupwhenyoupastetheactivities;•Check/Unchecktheboxesfordatathatyouwant/don’twanttoinclude;

•ClickOktoconfirmandclosetheform.

7.6ElapsedDurationsAnactivitymayNOTbeassignedanElapseddurationasinMicrosoftProject.Theactivityshouldbescheduledona24-hourperdayand7-dayperweekcalendar.

7.7FindingtheBarsintheGanttChartAttimesyouwillfindtherearenobarsdisplayedintheGanttChartbecausetheTimescalehasscrolledtoofarintothepastorfuture.Double-clickintheGanttChartinlinewithanactivityandtheTimescalewillscrolltodisplaytheactivitybar.

7.8ActivityWindow–BottomPaneTheBottompanehasanumberoftabswhereinformationaboutthehighlightedactivitymaybeviewedandedited.(Thesearenotinanyspecificorderasthetabsmaybereorderedonthescreen.)

Thisformdisplaysthefollowingareasandfunctions:

•DetailsshowingtheActivityID,ActivityDescription,ActivityTypeandLocation.

•DurationsshowingtheactivitydurationsandDurationType.

General

•StatuswhereActualDates,Activity%CompleteandPercentCompleteTypemaybeupdated.

•ConstraintswherethePrimaryandSecondaryConstraintsmaybeupdatedbutnottheExpectedFinish.

•UnitsandCostsbyselectingfromthedropdownboxtheLaborandNonlaborUnitsorCostsandMaterialCostsmaybedisplayedandupdated.Thisfunctionproportionallyupdatestheresourceswhenassigned.

NOTE:ItispossibletoassignresourceUnitsintheGeneraltabwithoutaresourcebeingassignedtotheactivityandtheratewillbetakenfromtheProjectPropertiesCalculationstab.

Assignments(ResourcesintheWindowsClient)

•ResourcesandRolesmaybeassignedtoselectedactivitiesusingthemenuicons ofAssignResource,AssignRole,RequestResourceandDelete.

•ResourcesandRolesdataassignmentinformationmaybedisplayedbyeditingthecolumns.

Expenses

Expensesmaybeaddedandeditedhere.Theseareintendedforone-offcoststhatdonotrequirearesourcetobecreated.

NOTE:TheseareoftenusedformaterialcostsonconstructionandmaintenanceprojectstopreventclogginguptheResourceWindow.

Notebooks(NotebookintheWindowsClient)

NotesaboutactivitiesmaybemadeherebyaddingaNotebookTopicandthenaddingnotesaboutthetopic.

StepsThisfunctionenablesanactivitytobebrokendownintoincrementstitledStepsthatmaybemarkedascompleteasworkontheActivityprogresses.

Feedback Thisiswherecommentsmadeinthetimesheetmodulemaybeviewed.

Documents(WPs&DocsintheWindowsClient)

ThisiswherefilesthathavebeenlistedintheWorkProductsandDocumentsWindowmaybeassociatedwithactivitiesandthenopenedfromthisform.

CodesThisiswhereActivityCodesmaybeassignedtoactivities.

ThesecodesaresimilartoP3andSureTrakActivityCodesandactivitiesmaybeorganizedunderthesecodes.

Predecessors&Successors(RelationshipsasinWindowsClient)

Thisiswheretheactivity’spredecessorsandsuccessorsareadded,edited,anddeleted.

ThisiscoveredintheADDINGRELATIONSHIPSchapter.

Issues Thisiswhereissuesmaybeaddedorremoved.

Risks Thisiswhererisksmaybeaddedorremoved.

TraceLogic ThisiswheretheTraceLogicfunctionmaybeoperatedandallowstherelationshipstobeviewedinaNetworkDiagramFormat.

Discussion Thisiswhereteammemberscanstartaconversationtoupdateothermembersregardingtheproject,

ThereisnoSummaryformasintheWindowsClienttool.

7.9DiscussionFeatureAnewtabhasbeenaddedtotheActivitiesWindowinP6Version8.3,titledDiscussionwhichenables:

•Userstocreateadiscussionthreadforeachactivity,

•EachentryissavedwiththedateofentryandusernameandtheentirethreadisrecordedallowingandinteractivediscussionbetweenuserswhohaveaccesstoP6,

AnewfieldtitledUnreadCommentshasbeencreatedsousersmayidentifyactivitieswithnewcommentsthattheyhavenotread.ThismaybeaccessedthroughTeamMemberWeb,theTeamMemberforiPhoneapp,andP6.


•SelectanactivityandclicktheDiscussiontablocatedinthedetailwindowontheActivitiespage,

•Addacommentontherightpaneandthenpressthe Postbutton.

ThisfunctionhaslimiteduseintheenvironmentwhereonlytheprojectschedulerhasaccesstoP6.

7.10AssigningCalendarstoActivitiesActivitiesoftenrequireadifferentcalendarfromthedefaultProjectCalendarthatisassignedintheProjectInformationform.Primaveraenableseachactivitytobeassignedauniquecalendar.AnActivityCalendarmaybeassignedbydisplayingtheCalendarcolumn.TheRightclick,FillDownmaybeusedtoassignanewcalendartomultipleselectedactivities.

Toviewthecalendarassignedtoanactivity,rightclickonanactivitydatacolumnandselectViewCalendar.

7.11AssigningActivitiestoaWBSNodeActivitiesareassignedtoaWBSNodefromtheActivitiesWindow.Theymaybeassignedusingthefollowingmethods:

•AnewactivitywillinherittheWBSNodeofaselectedexistingactivitywhentheprojectisorganizedbyWBSNodesandanactivityiscreated,

•CuttingandPastingactivitiesfromoneWBStoanother,

•ChangetheactivityWBSby:

InsertingtheWBScolumnbyclickingonthe ColumnsiconandselectingWBSfromtheColumnsformunderGeneral,then

ClickingintheWBScolumnofanactivitywillopentheSelectWBSform:

•The ExpandAllandCollapseAlliconsareusedtoexpandorrolluptheWBSstructure.

7.12ReorderingorSortingActivitiesThesortorderofactivitieswithinabandissetbyanorderfromoneormorecolumnsandyoumaynotdragactivitiesupordownthescheduleinthesamewayasotherproducts.

Therearetwoprincipalmethodsoforderingactivitiesaftertheyhavebeenadded:

•UsingtheSortfunctionintheCustomizeActivityViewform:SelectCustomizeViewoption

ClickontheColumnstabandusetheColumnOptionfunction.

ItisunfortunatethatwithPrimavera,assoonasyouusetheoptionbelowtosortactivitiesthenwithoutanywarningthesortingfieldsenteredintotheSortformaboveareoverwrittenbythecolumnthathasbeenusedtosorttheactivities.

•Highlightingacolumntitleandclickingwiththemouse.Theactivitieswithinabandwillbereorderedwithinthatbandintheorderindicatedwithanarrowintherightsideofthecolumnheader.TheorderwillbeeitherAscendingorDescending:

ThisfunctionchangesallthesettingsmadeintheSortformonapermanentbasis.

TheActivitiesIDsarenotrenumberedwhentheyhavebeenreorderedastheyarewithMicrosoftProject.

SortingonMultipleColumnsInP6R8.3itispossibletosortonmultiplecolumnseitherontheEPS,Activities,andResourcesAssignmentswindows.However,itisstillpossibletosortonanindividualcolumnbyjustclickingonthecolumnheadertothedesiredsortingorder.

TheCustomizeColumnsformhastwotabs:

•Columns:AllowsyoutoSelectcolumnstodisplayinthecurrentview;•Sorting:AllowsyoutoSpecifycolumnstosortby,sortingorder(ascendingor

descending),andcolumnsortingpriority

Tousethisfunctionality:

•FromtheViewmenu,selectColumnsor;•Clickthe ColumnsiconlocatedinthetoolbartoopentheCustomizeColumnsform;•ClicktheSortingtabintheCustomizeColumnsform;•Selectthecriteriayouwantthecolumnstobesortedby;

•Addadditionalcriteriabyclicking addbuttonormoveupanddownusingthearrows.ThenclickApplyandOk.

Sortingchoicescanbesavedaspartoftheview.

7.13Undo

ThereisnoundoasintheProfessionalorOptionalClient.

Youmayonlyclickinthe Cancle(Ecs)icontocancelyoursave.

7.14SummarizingActivitiesUsingWBSTheWBSbandsmaybesummarizedinthesamewayasinotherprojectplanningandschedulingsoftware.

ThefollowingpictureshowstheactivitiesdisplayedundertheWBSNodes:

•ThefollowingpictureshowstheactivitiessummarizedundertheWBSNodes:

WBSNodesmaybesummarizedorexpandedby:

•Double-clickinganyWBSbanddescription.Thebandwilleitherrollupwhenexpandedorexpandwhenrolledup,or

•Clickingonthe ExpandAllandCollapseAlliconsthatwilleitherdisplayallactivitiesorrolluptheprojecttoonebar,whichisusuallynotveryuseful.

WBSNodesmaybereorderedbyclickingthe MoveiconsontheMovetoolbar

7.15SpellCheckThereisnospellcheckasintheWindowsClient,youcouldexporttoExcelandspellcheckthere.

7.16Workshop5–AddingActivities

Background

Weneedtosetupthedefaultsandaddtheactivitiestotheschedule.

Assignment1.SelectProject,EPS,Right-clickonyourproject,2.SelectSetprojectpreferences…,

3.SelecttheDefaultstabandsetyourdefaultsasperthepicturebelow:

4.Click .

5.SelectProjects,ActivitiestoopentheActivitiesWindow,andaddthefollowingactivitiesundertheappropriateWBS.

6.TheStartandFinishMilestonesmaybeassignedfromtheGeneraltabinthelowerwindow.

7.YoumayneedtoselectadifferentviewtoseetheActivityID,asexplainedinthepreviousworkshop.

8.ClickontheActivityIDcolumnheaderiftheactivitiesbecomeoutoforder.

ActivityID ActivityName PlannedDuration ActivityType

TechnicalSpecification

OZ1000 ApprovaltoBid 0d StartMilestone

OZ1010 DetermineInstallationRequirements 4d TaskDependent

OZ1020 CreateTechnicalSpecification 5d TaskDependent

OZ1030 IdentifySupplierComponents 2d TaskDependent

OZ1040 ValidateTechnicalSpecification 2d TaskDependent

DeliveryPlan

OZ1050 DocumentDeliveryMethodology 4d TaskDependent

OZ1060 ObtainQuotesfromSuppliers 8d TaskDependent

OZ1070 CalculatetheBidEstimate 3d TaskDependent

OZ1080 CreatetheProjectSchedule 3d TaskDependent

OZ1090 ReviewtheDeliveryPlan 1d TaskDependent

BidDocument

OZ1100 CreateDraftofBidDocument 6d TaskDependent

OZ1110 ReviewBidDocument 4d TaskDependent

OZ1120 FinaliseandSubmitBidDocument 2d TaskDependent

OZ1130 BidDocumentSubmitted 0d FinishMilestone

9.RescheduletheprojectbypressingF9andcheckthattheDataDateissetat2December2013at08:00anduncheckDisplayscheduleloguponcompletion.

10.SavetheschedulebyclickingontheScheduleicon.

11.Youranswershouldlooklikethefollowingpicture.

12.Youmayhavedifferentcolumnsdisplayedandtheremaybedifferenttextonthebars,butthelongestbarwillberedwhichisthecriticalpath.

13.EnsurethesortorderisbyActivityIDbyclickingontheActivityIDHeading:

8FORMATTINGTHEACTIVITYWINDOWANDVIEWS

8.1FormattingtheProjectsActivityWindowThereareanumberoftoolbariconsthatmaybeusedtoformatthescreenandoperatethesoftware.

SomeoftheiconsusedtooperatethesoftwareandformatthetoppaneoftheActivitiesViewarelistedbelow:Icon/s Name Purpose

Save Commitsanychangetodatatothedatabase.

Cancel Reversesanyunsavedchangesnotcommittedtothedatabase.Thiscouldbeconsideredatypeofundo.

Delete Deletesselecteditem.

Schedule Recalculatestheschedule.

Find Findsdataincolumns.Columns OpenstheCustomizeColumnsformtoformatcolumns.

Grouping OpenstheCustomizeGroupingformtoGroupactivitiesunderbands.

Filters Optionstocreate,applyandeditfilters.CustomizeGanttChartOptions

OpenstheCustomizeGanttChartOptionsformwithoptionstoformatbarsandtheGanttChart.

ProgressSpotlight

UsedtomovetheProgressSpotlightlineforwardAndbackwardsonetimescaleperiod.

Show/HideRelationshiplines Thistogglesbetweenshowingandhidingtherelationshiplines.

Show/HideProgresslines Usedtoshoworhidetheprogresslines.

ExpandAllandCollapseAll

UsedtoexpandallWBSNodesandshowallactivitiesandtocollapseallWBSNodesandshowonlyaprojectsummarybar.

ZoomtoFit Zoomsthetimescaletofittheavailablescreenforthetimescale.FullScreenModeandNormalMode

SwitchingtoFullScreenModeandhidesalltheinternetexplorertoolbarsetc.allowingmoreworkingspaceonthescreen.

GanttChart DisplaystheactivityTableandGantChartbars.Table DisplaystheactivityTableONLY.ActivityNetwork DisplaystheActivityNetworkview.

Calendar DisplaystheCalendarview.View Create,editanddeleteViews.

ApplyaView ApplyandexistingViewbuttonsarefoundontheViewMenu.

8.2Views

8.2.1UnderstandingViewsAViewisafunctioninwhichtheformattingofparameterssuchastheColumns,Groupingactivities,FiltersandBarsissavedandreappliedlater.ThisfunctionissimilartoLayoutsinP3,P6WindowsClientandSureTrakorViewsinAstaPowerprojectandMicrosoftProject.•AViewisassignedanameandmaybeedited,savedorreappliedatalaterdate.•ViewshavetheFilterfunctionincorporatedintothefunctionwhichisdifferenttomostother

products.

•AViewmaybecreatedandsavedbyoneuserandmaybemadeavailabletoanumberofotherusers.

ViewsandFilterscreatedintheWindowsClientarenotaccessibleintheWebandmaynotbeimportedintotheWeb.

8.2.2OpeningaViewToopenaview:

•Clickonthe ApplyaViewiconontheProject,ActivityWindow,Viewtoolbar,whichisusuallybydefaultontherighthandside,andthiswillrevealalistofavailableviews,

•Selecttheviewfromthelist,

•Ifyouhavemadeeditstothecurrentviewyouwillbeaskedifyouwishtosavethechangeswhenmovingtoanotherpartofthesoftware.

Viewswitha towblueoverlappingsquaresareorganizedbyWBSandallowadding,deletingandeditingtheWBSstructure.

8.2.3CreateaView

TocreateanewViewyouwillneedtocopyandexistingViewandeditit:

•EnsureyouhaveaprojectopenandareintheProjectsWindowActivitiestab,•Applyanappropriateviewtocopyusingthe ApplyaViewicon,•Clickonthe Viewicontoopenamenu,

•SaveView savesanychangestoaView.NOTE:WhenaViewisnotsavedthenthenexttimeitisappliedalleditsmadetotheViewarenotsaved.

•SaveViewAs iconisusedtosaveandrenameaViewthatmaythenbeedited.

•DeleteView iconpermanentlydeletesthecurrentView.

•E-mailView allowsaviewtobeemailedtoanotherpersonifyourserverhasbeenconfigured,

•Selectthe CustomizeicontoopentheCustomizeActivityViewform,

•ThereforetocreateanewView:

Select SaveViewAsistosaveyournewView,then

Selectthe CustomizeicontoopentheCustomizeActivityViewformtoedityourView:

•TheCustomizeformmayberesizedbydraggingtheedges.•Donotforgettosaveanychangesafteryouhaveappliedanychanges.

8.3ColumnsandActivitySortOrderThecolumnstaballowstheselectionandhorizontalorderingofthecolumnsandsortingoftheactivitieswithinbands.

Thecolumnsmaybeeditedusingeither:

•TheColumnsformbyclickingonthe icon,or

•CustomizeViewform.Bothformsoperateinthesameway.

TheActivityNameisusuallydisplayedinthefarleftcolumnandtheActivityIDasthesecondcolumnotherwisethenamesinthebandssuchastheProjectName,WBSnamearetruncatedsotheyareunreadable,asperthepicturebelow:

8.3.1SelectingtheColumnstobeDisplayedTheavailablecolumnsaredisplayedintherightwindowandmaybelistedunderCategoriesandeachcategorymaybeopenedbyclickingonthe icons.

ThecolumnstobedisplayedarelistedintherightSelectedColumnswindowandarecopiedfromtheAvailableColumnstoandfromSelectedColumnsusingthe icons.

Version8.4nowallowsyoutoselectthepositionofthenewcolumnbeforeaddingthecolumn.

8.3.2SettingtheOrderoftheColumnsfromLefttoRightontheScreenTheorderofthecolumnsonthescreen,fromlefttoright,isthesameastheorderintheCustomizeActivityViewformSelectedColumnswindowfromtoptobottom.Theorderofthecolumnsmaybealtered:

•HighlightthecolumnintheColumnsformSelectedOptionswindowandusethe andicons,or

•ClosetheformandLeft-clickonthecolumntitleintheProjects,ActivitiesWindowanddragthecolumn.

8.3.3AdjustingtheWidthofColumnsYoumayadjustthewidthofthecolumnbydraggingthecolumntitleseparatorintheProjects,ActivitiesWindow:•Movethemousepointertotherighthandsideoftheheadertitleand

•A iconwillthenappearandenablethecolumntobeadjustedbyLeft-clickinganddragging.

8.3.4FirstColumnDataDisplayThefirstcolumnmaydisplaytheActivityIDorActivityNameandthisoptionissetin:

•TheCustomizeViewformColumnstaborthe•Columnsform.

WhentheShowfirstcolumnasissettoActivityIDthentheWBSDescriptionmaybetruncated.

YoumayfinditbettertodisplaytheActivityNameastheShowfirstcolumnasandActivityIDasthefirstSelectedColumn:

8.3.5RenamingColumnsP6R8.3allowsuserstorenamecolumnsontheActivitiespage..

Torenameacolumn:

•IntheActivitiespage,Right-clickonacolumnheaderandselectRenameColumntoopentheRenameColumnform;

•Torenamethecolumn’sDefaultName,typethenewnameintheboxprovidednexttoNewName;

•ClickOktoconfirmchanges.

8.3.6ActivitySortOrder

Theactivitysortorderissetby:

•UsingtheSortbyandSortOrderoptionsintheColumnsform,or

•Clickinginthecolumntitle.ThesortorderisindicatedbyanarrowinthecolumntitleheaderandusersoftheP6WindowsClientwillnoticethatthesearrowsareinthereversedirectionoftheP6WindowsClient.

ClickinginthecolumnheaderwilldestroyanysortordersetupintheColumnstab.SoifyouhaveaveryspecificsortorderdefinedinaViewthenyoushouldsavetheviewassoonaspossibleincaseyouclickintheheaderinerror.

8.4GroupingTheGroupingactivitiesunderthebandsmaybeeditedusingeither:

•TheGroupingformbyclickingonthe Groupingicon,or

•CustomizeViewform.

Bothformsoperateinthesameway.

GroupingenablesactivitiesintheProject,ActivityWindowtobesortedandorganizedunderotherparameterssuchasWBS,TotalFloatand.ThisfunctionissimilartoGroupandSortintheWindowsClient,OrganizeinP3andSureTrakandGroupinginMicrosoftProjectandAstaPowerproject.

TheGroupingformhasseveraloptions:Field,LevelandToLevelWhenahierarchicalcodesuchasaWBSandtheToLevelofAllisselected,thenthesubsequentbandsforLevel2,Level3etc.arecompletedbythesoftwareandtherearenootherbandingoptionsavailableandtheWBSisdisplayedhierarchically:

WhenahierarchicalcodesuchasaWBSisselectedandtheToLevelisassignedavaluethenallthesubsequentbandsareNOTcompletedbythesoftwareandotherbandsmaybe

selected:

Band,ColorandTextColor•Theseoptionsareusedtoformatthetextofthebands:

SortOrderEachbandmaybesortedusingtheSortOrder,whichoperateson:•TheID/CodewhenHierarchyisselectedand

•Name/DescriptionwhenAscendingorDescendingisselected.

HierarchyshouldnormallybeselectedbuttheName/DescriptionallowsanothersortorderfortheWBS.

BandOptionsTheseoptioncontrolthedisplayofBandtitles,summaryinformationassociatedwithbandsandwhenabandhasnoactivitiesitmaybehidden.

Thepicturebelowshowstheeffectwithalltheoptionsunchecked:

Andchecked:

8.5FiltersThissectioncoverstheabilityofPrimaveratocontrolwhichactivitiesaredisplayed,bothonthescreenandinprintouts,byusingFilters.

8.5.1UnderstandingFiltersPrimaverahasanabilitytodisplayactivitiesthatmeetspecificcriteria.YoumaywanttoseeonlytheincompleteActivities,ortheworkscheduledforthenextcoupleofmonthsorweeks,ortheActivitiesthatarein-progress.

•P6WindowsClientfiltersarenotavailableinP6Web.

•Primaveradefaultstodisplayingallactivities.Thereareanumberofpre-definedfiltersavailablethatyoumayuseoredit.Youmayalsocreateoneormoreofyourown.

Afiltermaybeappliedtodisplay,butNOTtohighlightasinotherproducts,thoseactivitiesthatmeetacriteria.

Therearethefollowingtypesoffilters:

•StandardFilterswhicharesuppliedwiththesystemandmaynotbeeditedordeleted.•Globalwhicharemanagedbytheadministratorandmaybeappliedbyanyusertoany

project.

•MultipleUseravailabletomorethanoneuser.•Userfilterswhichareeditedasrequired.Therearealargenumberofoptionsavailabletocreateafilterandfromthefollowingexamplesyoushouldbeabletoexperimentandaddyourownfilters.

YoumightconsiderplacingtheprojectnameornumberatthestartofaFilternamesoyoumayidentifywhichFilterbelongstowhichprojects.DatabaseswithalargenumberofGlobalFiltersbecomedifficulttomanage.

Thefollowingtypesoffiltersarenotavailable:

•DropdownorAutofiltersasinExcelandMicrosoftProject.

•InteractivefiltersasavailableinSureTrakandMicrosoftProject.Thisiswhenafilterisappliedandtheuserisofferedchoicesfromdropdownlist.Thelackofthisfunctionmayresultinanexcessivequantityoffiltersbeinggeneratedortheusercontinuallyeditingfrequentlyusedfilters.

•Projectfilters,whichwouldonlybeavailablewhenaprojectisopened.

8.5.2ApplyingaFilterToapplyanexistingsinglefilter:

•Clickonthe Filtericon,or•Select Filters….fromtheViewmenutoopentheCustomizeFiltersform:

•Checkthefilteryouwishtoapplyand

Select toapplythefilterandleavetheCustomizeFiltersformopenand

Select toapplythefilterandclosetheCustomizeFiltersform.Toapplymultiplefilters:

•Clickonthe Filtericon,•Select Filters….iconfromtheViewmenutoopentheCustomizeFiltersform,•Checktwoormorefilters,and

•SelectfromShowmatchesforifyouwishtoselect:

allappliedfiltersthatwillnormallyresultinfeweractivities,oranyappliedfiltersthatwillnormallyresultinmoreactivitiesbeingdisplayed.

•Then:

Select toapplythefilterandleavetheCustomizeFiltersformopenandSelect toapplythefilterandclosetheCustomizeFiltersform.

8.5.3RemovingafilterToremoveafilter:

•OpentheCustomizeFiltersformanduncheckallthecheckboxes,or•Clickonthe icon,or

•Selectingthe ClearFiltersiconontheFiltersmenu:

8.5.4CreatingaFilterTocreateanewfilter:

•Clickonthe Filtericon,andeitherSelect Filters….fromtheViewmenutoopentheCreateFiltersformandclickonthe AddNewFilter….icontoopentheCreateFilterform,or

Clickonthe AddNewFilter….IcontoopentheCreateFilterform:Youarenowreadytoaddthefilternameandcreatethenewfilterandpopulatethefields:

•ClickontheAccesstabtodecidetowhomayaccessandassignthefilter:

8.5.5OneParameterFilterThefollowingexampleisafiltertodisplayactivitieswithTotalFloatthatislessorequalto2days:

8.5.6TwoParameterFilterThefollowingexampleisafiltertodisplaycriticalactivitiesthatstartafter1Jan2014:

•ThedropdownboxunderbyMatchhastwooptions:

Matchallofthefollowingrules.Thisisusedwhenanactivitymustmeetalloftheselectedparameters.

Matchanyofthefollowingrules.Thisisusedwhenanactivitymustmeetanyoftheselectedparameters.

IftheSelectFilterCriteriaofMatchallofthefollowingruleswasselectandthenONLYCriticalActivitiesstartingafter1Jan14andallCriticalactivitieswouldbedisplayed.

IftheSelectFilterCriteriaofMatchallofthefollowingruleswasselectedthenallCriticalActivitiesandallactivitiesstartingafter1Jan14wouldbedisplayed.

8.6ImprovedFilteringP6R8.3hasintroducednewfieldstofilterdataunderadditionalcriteriaintheEPS,Activities,andResourceAssignmentswindows:

•LastModifiedDate

•LastModifiedBy

•AtCompletionLaborUnits

•AtCompletionNonLaborUnits

•FeedbackfromResource(ActivitiesWindow)

•ReviewFinishDate(ActivitiesWindow)

Tousethesenewfilters:

•GototheActivitiesorEPSwindowintheProjectssection,ortotheAssignmentspageintheResourcessection;

•SelectView,Filter,AddNewFilterorclickonthe Filterbuttonlocatedinthetoolbarandthenclickonthe AddNewFiltertoopentheCreateFilterform;

•Fromthedropdownmenu,definethefilteryouwishtoapplyandthenclickOktoconfirmandclosetheform.

8.7ProjectIDFilteringOptionforCreatingPortfoliosWhencreatingafilteredportfolio,itispossibletousetheProjectIDastheparameterforfilteringinP6R8.3.IfProjectIDisselectedthentheavailableconditionaltermsarethefollowing:

•equals,

•isnotequalto,

•contains,

•doesnotcontain,

•startswith,

•endswith,

Tousethisoption:

•OpenthePortfoliosmenuandselectManagePortfolios,•ClickonCreateProjectPortfolio,•EnteradesirednameandselecttheByFilterfromtheManagethisPortfoliooptions,•SelectProjectIDfromthedropdownmenuontheParameterlist.

8.8BarsTheoptionsforformattingthebarsisself-explanatoryandareeditedfromtheCustomizeActivityViewformbyselecting:

• Viewicon,

• Customizeicon:

TheOptionsiconallowtheformattingoftextonthebars:TheoptiontoselectaBlanknamebythebardidnotworkontheauthor’ssystemwhenthebookswaswritten.Topreventabarnamebeingdisplayedtheauthorusedablankfieldsononamewasdisplayedbythebar.ThiscouldbeaRoleIDorResourceNameiftheyarenotbeingassigned,StepsorFeedbackiftheyarenotbeingused,

8.9GanttChart–Timescale

8.9.1CustomizeActivityViewform–GanttCharttabTheoptionsforformattingthebarsareself-explanatoryandareeditedfromtheCustomizeActivityViewformbyselecting:• View,

• CustomizeView:

•ProgressLineswillbecoveredintheUPDATINGANUNRESOURCEDSCHEDULEchapter.

8.9.2Right-clickinTimescaleOptions•TheTimescalemayalsobeformattedbyrightclickingintheTimescale:

•NonworktimeshadingisshowninthepictureaboveisderivedfromtheDatabaseDefaultCalendarsetintheAdminister,ApplicationSettings,GlobalCalendars.

8.9.3ZoomtofitIcon

ThetimescaleshouldbemadetofittheavailableareaonthescreenbyclickingontheZoomtofit toolbaricon.

Thisfunctiondidnotoperateasexpectedintheauthorssystematthetimeofwritingthisbookandresultedinthetimescalebeingsetwiththebarsbeingmadeextremelyshortasperthepicturebelow.Thismaybefixedwithaservicepack.

8.9.4DraggingtheTimescaleThetimescalemaybeadjustedtofitanarea.

ThisfunctiondoesnotworkinthesamewayastheProfessionalandOptionalClient.

Usingthepictureaboveasastartingpoint:

•ThemousewasleftclickedinthemiddleofNovember,

•Letgoofthemousebutton,

•MovethemousetothemiddleofFebruary,

•Thiswilldragtheblackshading,

•Thepicturewilllookasperbelow:

•Left-clickinthemiddleofFebruaryandthetimescalewillexpandtofillfromthemiddleofNovembertothemiddleofFebruary:

Itisnotpossibleforuserstodisplaydifferentnonworkperiodsfordifferentprojectsorviews,asinmostotherschedulingsoftwarepackages,withoutaffectingallotherprojectsinadatabase.ThismaybecomeanissuewithprojectsthathavedifferentworkperiodsandmaybesolvedbycreatinganotherdatabasewithadifferentDatabaseDefaultCalendar.

8.10ActivityNetworkTheActivityNetworkviewisdisplayedby ActivityNetworkicon:

TheActivityNetworkisformattedintheCustomizeActivityViewform,ActivityNetworktab:

ThiswillbecoveredinmoredetailintheACTIVITYNETWORKVIEWchapter.

8.11TableViewTheTableViewisdisplayedby TableiconandhidestheGanttChartallowingatabularreporttobeprinted.

8.12CalendarViewTheCalendarViewisdisplayedby TableiconanddisplaysaviewthatissimilartoaMicrosoftProjectCalendarView:

DoubleclickingonadayopensuptheDayView.8.13Access–SharingViewswithOtherUsersThistaballowsausertoshareaviewwithallpeopleorspecificusers:

8.14Workshop6–FormattingtheBarChart

BackgroundManagementhasreceivedyourdraftreportandrequestssomechangestothepresentation.

Dependingonthesettings,yourGanttChartviewmaydifferfromthatshown,e.g.,theremaybenocriticalbarsforexample.

AssignmentWewillcreateanewviewshowingthedates,durationsandfloatonly:

1.SelecttheProjects,ActivitiestoopentheActivitiesWindow,

2.AssignaviewthathastheactivitiesorganizedbyWBS.

3.CreateanewviewusingtheSaveViewAs icontitledWorkshop6-Dates&Durations.

4.CustomizetheViewasperthepicturesbelow:

5.Adjustthecolumnwidthssotheyarealloptimized,

6.Show,hideandthenshowagainthefullscreenbyclickingonthe iconthreetimes,

7.AssigntheOzBuild6d/wcalendartoactivitiesA1070andA1080,8.PressF9toopentheScheduleProjectformandschedulebyclickingontheSchedule

icon,

9.FormatTimescaletofitbyusingthe toolbaricon,

10.ThenusetheDragtheTimescalefunctiontoresizethetimescale,11.Saveyourview,

12.Yourfullscreenshouldlooklikethisandtheredbaristhecriticalpath:

9ADDINGRELATIONSHIPSThenextphaseofascheduleistoaddlogictotheactivities.Therearetwotypesoflogic:

•Relationships(DependenciesorLogicorLinksbetweenactivities),and

•ImposedConstraintstoactivitystartorfinishdates.ThesearecoveredintheCONSTRAINTSchapter.

ThePrimaveraHelpfileandothertextusethetermsRelationshipsandLogicforRelationshipsbutdonotusethetermsDependenciesorLinks.Wewilllookatthefollowingtechniquesinthischapter:

Topic NotesforcreatingaSFRelationship

GraphicallyintheBarChart.

Tocreateadependency:

•Clickonanactivity,

•Dragthe mousepointerfromoneactivitytoanother,and

•Clickagain.

ByopeningtheActivityDetailsform.

PredecessorandSuccessorsmaybeaddedanddeletedfromthePredecessororSuccessortabs.

ByeditingordeletingadependencyusingtheEditRelationshipform.

Right-clickanactivitylinkintheBarChartorNetworkViewandselectEditorDeletefromthemenu.

BydisplayingthePredecessorand/orSuccessorcolumns.

Double-clickinginthePredecessororSuccessorcellswillopentheAssignPredecessorformortheAssignSuccessorform.

ChainLinkingorAutomaticallyLinkingactivitieswithaFinish-to-Startrelationship.

SelecttheusingtheCtrlkey,Right-clickandselectLinkActivities.Theywillbelinkedfromtobottomirrespectiveoftheordertheactivitiesareselected.

RelationshipsTherearetwotypesofdependenciesthatarediscussedinscheduling:

•HardLogic,alsoreferredtoasMandatoryorPrimaryLogic,aredependenciesthatmaynotbeavoided:forexample,afootingexcavationhastobepreparedbeforeconcretemaybepouredintoit.

•SoftLogic,alsoreferredtoasSequencingLogic,DiscretionaryLogic,PreferredLogic,orSecondaryLogic,mayoftenbechangedatalaterdatetoreflectplanningchanges:forexample,determininginwhichorderthefootingholesmaybedug.

Thereisnosimplemethodofdocumentingwhichishardlogicandwhichissoftlogicasnotesoratype(availableinAstaPowerproject)maynotbeattachedtorelationships.Aschedule

withalargeamountofsoftlogichasthepotentialofbecomingverydifficulttomaintainwhentheplanischanged.Asaprojectprogresses,softlogicconvertstohardlogicduetocommitmentsandcommencingactivities.

MicrosoftProjectallowsonerelationshipbetweentwoactivities,SureTrakandP3tworelationshipsbetweentwoactivitiesandP6fourrelationshipsbetweentwoactivities.

9.1ConstraintsConstraintsareappliedtoActivitieswhenrelationshipsdonotprovidetherequiredresultandareoftenaresultofExternalDependencies.Typicalapplicationsofaconstraintaretoconstrainanactivitytoadatefor:

•Theavailabilityofasitetocommencework,

•Thesupplyofinformationbyaclient,or

•Therequiredfinishdateofaproject.

ConstraintsareoftenenteredagainstMilestoneactivitiestorepresentcontractdatesandmaybedirectlyrelatedtocontractitemsusingNotebookTopicsandarecoveredintheCONSTRAINTSchapter.

9.2UnderstandingRelationshipsTherearefourtypesofdependenciesavailableinPrimaveraP6:

•Finish-to-Start(FS)(alsoknownasconventional)•Start-to-Start(SS)•Start-to-Finish(SF)•Finish-to-Finish(FF)Twoothertermsyoumustunderstandare:

•Predecessor,anactivitythatcontrolsthestartorfinishofanotherimmediatesubsequentactivity.

•Successor,anactivitywherethestartorfinishdependsonthestartorfinishofanotherimmediatelyprecedingactivity.

ThefollowingpicturesshowhowthedependenciesappeargraphicallyintheBarChartandActivityNetwork(alsoknownasPERT,NetworkDiagramandRelationshipDiagramViews):TheFS(orconventional)dependencylookslikethis:

WhiletheSSdependencyislookslikethis:

TheSFdependencylookslikethis:

TheFFdependencylookslikethis:

9.3UnderstandingLagsandLeadsALagisadurationthatisappliedtoadependencytomakethesuccessorstartorfinishearlierorlater.

•AsuccessoractivitywillstartlaterwhenapositiveLagisassigned.Therefore,anactivityrequiringa3-daydelaybetweenthefinishofoneactivityandstartofanotherwillrequireapositivelagof3days.

•Conversely,alagmaybenegativewhenanewactivitymaybestartedbeforethepredecessoractivityisfinished.ThisiscalledaLeadorNegativeLag.

LeadsandLagsmaybeappliedtoanyrelationshiptype.AnexampleofaFSwithpositivelag:

AnexampleofaFSwithnegativelag:

HerearesomeimportantpointstounderstandaboutLags:

•ThelagdurationiscalculatedonthelagasinMicrosoftProjectandotherPrimaveraproducts.AlagisnotassignedtooneorbothofthePredecessorandSuccessoractivitiesasinAstaPowerproject,whichismorelogical.

LagsmaybeassignedoneoffourcalendarsfromtheCalendarforSchedulingRelationshiplagdropdownboxintheSelectprojectschedulingoptionsform.Thisformisopenedby:•Clicking Scheduler(F9)icontoopentheScheduleProjectform:

•Thenclickingonthe tabtoopentheSelectprojectschedulingoptionsform.

9.4UnderstandingtheLagCalendarThefourLagCalendaroptionsareatthebottomoftheform:

•PredecessorActivityCalendar,

•SuccessorActivityCalendar,

•24-HourCalendar,and

•ProjectDefaultCalendar.LagsarecalculatedbyPrimaveraP3andSureTraksoftwareusingthePredecessorCalendar.MicrosoftProject2003to2010usestheSuccessorCalendarormayhaveanElapsedDurationLag.EarlierversionsofMicrosoftProjectusedtheProjectCalendar.AstaPowerprojectassignsthelagtoeitheroreitherthepredecessororsuccessorthusallowingeitherthePredecessororSuccessorCalendartobeselectedforeachrelationship.YoumustbecarefulwhenusingalagtoallowfordelayssuchascuringconcretewhentheLagCalendarisnotaseven-daycalendar.Becausethistypeofactivitylapsesnonworkdays,theactivitycouldfinishbeforePrimaveracalculatedfinishdate.YoumustbeextremelycarefulwhenopeningmultipleprojectswhentheLagCalendaroptionisdifferentforeachproject.Thisisbecausealltheprojectschedulingoptionsareadoptedfromtheprojectatthetopofthelistofopenedprojectandthereforesomeofyourprojectsmaynotcalculatethesamewayastheydidbeforeopeningtheprojectstogether.ThisisdifferenttothewaytheWindowsClientcalculatesmultipleprojects;theWebdoesnotrecognizetheWindowsClientDefaultProjectfunction,pleaseseeProfessionalandOptionalClientbookformoredetailsonthistopic.

Theexamplebelowshowtheeffectofchangingacalendarfromapredecessortoasuccessorontwoactivities:Thelagbelowis5daysor40hours:SuccessorActivityCalendaristhedefault:

PredecessorActivityCalendaristhedefault:

9.5FormattingtheRelationshipsRelationshiplinesmaynotbeformattedlikeinSureTrak,butunlikeMicrosoftProjecttheydonotadoptthecolorofthepredecessoractivitywhichisoftenmisleading.

•Therelationshipsmaybedisplayedorhiddenbyclickingonthe iconontheActivityWindow,Viewtoolbar.

•Relationshiplinesmaynotbeformatted:

DrivingCriticalandDrivingNonCriticalaresolidblack,andNonDrivingaredottedblack.

9.6AddingorRemovingRelationships

9.6.1GraphicallyAddingandDeletingaRelationshipTographicallyaddarelationship,thisprocessisdifferenttotheWindowsClient:

•Movethemousetotheendofthepredecessoractivitybar,whichwillchangethemousearrowtoa ,DONOTSELECTtheactivity,

•Thenleftclickwiththemouse,

•Movethemousetothestartofthesuccessoractivityandclickthemousebuttonagain:

TocreateotherrelationshipssuchasStarttoStart,dragfromthebeginningofthepredecessortothebeginningofthesuccessorbar.

Toconfirmoreditthelinkafteralinkhasbeenadded,theEditRelationshipformmaybeopenedby:

•Selectarelationshiplinebyclickingattheendsoftherelationshipwilldisplayasquareboxindicatingtherelationshiphasbeenselected,

•Right-clicktodisplayamenu,

•SelectEditRelationshiptoopentheEditRelationshipformandedittherelationship,andtheclickonDeleteor

•ClickonDeleteRelationshiptodeletearelationship.

9.6.2Adding,DeletingandEditingRelationshipswiththeActivityDetailsFormTheActivityDetailsforminthelowerpanemaybeusedforaddinganddeletingrelationships.

OpeningtheForm•SelecteitherthePredecessorortheSuccessortab(theyalloperateinasimilarway).The

Predecessortabisdisplayedinthefollowingpicture:

EditingtheFormThePredecessorandSuccessortabsmaybothbeformattedandthecolumnsyourequiremaybedisplayed:

•SelectthePredecessororSuccessortab,and•Select CustomizeColumnsicontoopentheColumnsmenu,

•Thefollowingpicturedisplaysthefieldsthatareavailable:

•Thedatafieldsyourequiremaybedisplayedorhidden.

AddingandDeletingaRelationshipToAddapredecessororsuccessor:•Clickonthe AssignicontoopentheSelectPredecessorActivityformtoassigna

predecessor:

•EntertheRelationshipTypefromtheRelationshipTypedropdownlistandthelag,ifrequired,fromtheLagdropdownlist.

•Toenteranotherrelationship,clickthenextactivityline.TheSelectPredecessorActivityorSelectSuccessorActivitySuccessorformwillremainopen.

•Deletearelationshipbyselectingarelationshipandclickingonthe Deleteicon.

•ItispossibletofollowthenetworkpathbyjumpingtoanactivityhighlightedinthePredecessororSuccessorformbyclickingonthe Gotoicon.

•Moveupanddownthelistofactivitiesbyclickingonthe iconsinthetopleftsideofthePredecessororSuccessortabs.Thisiconexistsineverylowerpanetab.

EditingaRelationshipVersion8.4allowstheeditingofarelationshipbyenteringadifferentActivityIDinthePredecessororSuccessordetailswindow:

9.6.4AddingandDeletingRelationshipsUsingColumnsToassignrelationshipsusingcolumns:

•DisplaythePredecessorand/orSuccessorcolumns,

•Double-clickinthePredecessororSuccessorcolumnofanactivitytoopentheAssignPredecessororSuccessordetailsforminthelowerwindow,and

•Proceedasabove.

9.6.5ChainLinkingActivitiesmayalsobelinkedbyselectingtwoormoreactivitiesusingtheCrtlkeyandclickingonthe LinkSelectedActivitiesicon:

•ThisoptionwillonlycreateFinish-to-Startrelationships.

•ThisoptiondoesnotenabletheusertoChainUnlink.

•TheactivitiesareNOTlinkedintheorderthattheyareclickedonasintheWindowsClient.

9.7DissolvingActivitiesWhenanactivityisdeletedachainoflogicalactivitiesmaybebroken.

The DissolveiconwilldeleteanactivitybutjointhepredecessorsandsuccessorswitharelationshipwhichisahybridofthetwoexistingrelationshipsandmaynotbeaFinishtoStart.

9.8CircularRelationshipsACircularRelationshipiscreatedwhenaloopiscreatedinthelogic.WhenyourescheduleyouwillbepresentedwiththeErrorform,whichidentifiesthereisaprobleminthelogic,butnotspecificallyidentifiesaloop.

Ifanerrorisdetectedwhenschedulingaproject,theScheduleProjectLogreportshouldbedisplayedwhichwillidentifyanyproblems:

TodisplaytheScheduleProjectLogreportafterscheduling:•PressF9orclickonthe SchedulericontoopentheScheduleProjectform,

•ClickontheDisplayschedulingloguponcompletionicontodisplaythereportaftertheprojecthasbeenscheduled.

Toremoveacircularrelationshipeitherselectthefirstactivityinthelistandremovetheoffendingpredecessor,whichisthelastActivityinthelist,orgotothelastactivityinthelistandremovetheoffendingsuccessor,whichisthefirstactivityinthelist.

9.9RelationshipsDetailWindowontheActivitiesPageP6R8.3hasintroducedanewRelationshipsdetailwindowontheActivitiespagethatallowsuserstocreateandadministertherelationshipbetweenpredecessorsandsuccessorswithinthesamewindow.ThiswindowprovidesthesamecapabilitiesastheseparatewindowsforPredecessorsandSuccessors.

Tousethisfeature:

•OpentheViewmenuontheActivitieswindowandselectCustomizeDetailWindows;•SelecttheRelationshipscheckboxandthenSave.

9.10SchedulingtheProjectAfteryouhaveyouractivitiesandthelogicinplace,Primaveracalculatestheactivities’dates/times.Morespecifically,PrimaveraSchedulestheprojecttocalculatetheEarlyDates,LateDates,FreeFloatandtheTotalFloat.ThiswillenableyoutoreviewtheCriticalPathoftheproject.(MicrosoftProjectusesthetermSlackinsteadofthetermFloat.)Toscheduleaproject:

•PressF9orclickonthe SchedulericontoopentheScheduleProjectform,

•ChecktheCurrentDataDate,whichbeforeascheduleisprogressedshouldbethestartdateoftheproject.

•Clickonthe icon.

ThereisnoautomaticcalculationavailablewithP6Web.

9.11Workshop7–AddingtheRelationships

BackgroundYouhavedeterminedthelogicalsequenceofactivities,soyoumaynowcreatetherelationships.

Assignment1.CreateanewViewnamedWorkshop7–AddingRelationshipsbysavingyour

Workshop6–Dates&Durationsview.2.DisplaythePredecessorcolumnfromtheListssectionoftheColumnsform,tothe

rightoftheActivityName.

3.Inputthelogicbelowusingthemethodsdetailedinthischapter.

ThepicturebelowisfromtheWindowsClientastheWebwillnotdisplayPredecessorsasActivityIDsonlyasActivityName.

4.PressF9orclickonthe icontoscheduleyourproject.

5.HideanddisplaytheLogicLinksusingthe iconandleavethemdisplayed.

AnswertoWorkshop76.AddthePredecessorcolumnandcheckyourdata:

7.Nowformatthecolumnsperthefollowingpictureandcheckyourdata:

10ACTIVITYNETWORKVIEW

10.1IntroductiontotheActivityNetworkViewTheActivityNetwork,alsoknownasthePERT(ProjectReviewandEvaluationTechnique)View,displaysactivitiesasboxesconnectedbytherelationshiplines.Seethefollowingpicture:

Thischapterwillnotcoverthissubjectindetailbutwillintroducethemainfeatures.

ManyfeaturesavailableintheGanttChartViewarealsoavailableintheActivityNetworkView.SomeofthefunctionsoftheActivityNetworkVieware:

Topic MenuCommandViewingaProjectUsingtheActivityNetworkView. Clickonthetoolbar icon.

Toshowdrivingrelationshipsonly. Clickthe icon.

Tomagnifyanarea.Clickthe iconandmovethemouseovertheareatobemagnified.

Toselectanactivitysotheinformationinthebottomwindowisrelevanttotheselectedactivity.

Clickthe icon.

Changethesizeorzoomtofit. Clicktheappropriate icon.

FormattingtheActivityBoxes.

NOTE:FormattingtheActivityNetworkboxesalsoformatstheTraceLogicboxesasintheWindowsClient.

Selectthe CustomizeicontoopentheCustomizeActivityViewform,

SelecttheActivityNetworkformtab.

TomovetheNetworkViewpicturearoundonthe Clickthe iconandthenclickand

screen. dragthepicture.

ShowProgressonactivityboxes.

Selectthe CustomizeicontoopentheCustomizeActivityViewform,

SelecttheActivityNetworkformtab.

10.2EarlyDate,LateDateandFloatCalculationsTohelpunderstandthecalculationoflateandearlydates,floatandcriticalpath,wewillnowmanuallyworkthroughanexample.Theboxesbelowrepresentactivities.

•Theforwardpasscalculatestheearlydates:EF=ES+DUR–1

Startthecalculationfromthefirstactivityandworkforwardintime.

•Thebackwardpasscalculatesthelatedates:LS=LF–DUR+1

Startthecalculationatthelastactivityandworkbackwardsintime.

TotalFloatisthedifferencebetweeneithertheLateFinishandtheEarlyFinishorthedifferencebetweentheLateStartandtheEarlyStartofanactivity.Thelower2days’activityhasfloatof9–7=2days.Noneoftheotheractivitieshasfloat.

TheCriticalPathisthepathwhereanydelaycausesadelayintheprojectandrunsthroughthetoprowofactivities.FreeFloatisthedifferencebetweenthePredecessorEarlyFinishandtheSuccessorEarlyStart.

AnactivitymaynotbeontheCriticalPathandmayhavemorethanonepredecessor.ADrivingRelationshipisthepredecessorthatdeterminestheActivityEarlyStart.

10.3Workshop8–SchedulingCalculationsandActivityNetworkView

BackgroundWewanttopracticecalculatingearlyandlatedateswithasimplemanualexercise.

Assignment1.ApplytheActivityNetworkViewofyourOzBuildschedulebyclickingonthe icon.

2.ClickoneachnodeoftheWBSandnoticehowonlyactivitiesassignedtoeachnodearedisplayed.

3.ClickonthethreeZoomicons andnoticetheireffectontheschedule.

4.CalculatetheEarlyDates,LateDates,andTotalFloatforthefollowingactivities,assumingaMonday-to-Fridayworkingweekandthefirstactivitystartingon01Feb16.

4.Seeoverthepagefortheanswer:

AnswertoWorkshop8

ForwardPassEF=ES+DUR–1

BackwardPassLS=LF–DUR+1

FloatCalculationTF=LS–ES

TheEarlyBaristheupperbar,theLateBarthelowerbarandtheendoftheTotalFloatbar,whichisthethinbar,endsattheLateFinishdate.

11CONSTRAINTSConstraintsareusedtoimposelogiconactivitiesthatmaynotberealisticallyscheduledwithlogiclinks.Thischapterwilldealwiththefollowingconstraintsindetail:

•StartOnorAfter•FinishOnorBeforeThesearetheminimumnumberofconstraintsthatarerequiredtoeffectivelyscheduleaproject.

StartOnorAfter(alsoknownasan“EarlyStart”or“StartNoEarlierThan”constraintasitonlyaffectstheEarlydatescalculation)isusedwhenthestartdateofanactivityisknownanddoesnothaveapredecessor.Primaverawillnotcalculatetheactivityearlystartdatepriortothisdate.

FinishOnorBefore(alsoknownas“LateFinish”or“FinishNoLaterThan”constraintasitonlyaffectstheLatedatescalculation)isusedwhenthelatestfinishdateisstipulated.Primaverawillnotcalculatetheactivity’slatefinishdateafterthisdate.

ThefollowingtablesummarizesthemethodsusedtoassignConstraintstoActivitiesorhowtoaddnotestoactivities:

Topic NotesforCreatingaConstraintSettingaPrimaryandSecondaryconstraintwiththeActivityDetailsform.

OpentheGeneraltabontheActivityDetailsform.

SettingConstraintsusingcolumns.

Thefollowingcolumnsmaybedisplayedandtheconstraintsassignedoredited:

•PrimaryConstraint

•PrimaryConstraintDate

•SecondaryConstraint

•SecondaryConstraintDate

•ExpectedFinishDate

DragginganActivityintheGanttChart.

DragginganActivityintheGanttChartwillopentheConfirmationformwheretheuserisabletoconfirmthesettingofaStartOnorAfterconstraint.

AddingNotes,thesecouldbeaboutconstraintsorotheractivityinformation.

TheActivityDetailsformhasaNotebookstab,whichenablesNotestobeassignedtoNotebookTopics.

Primaverawillpermittwoconstraintstobeassignedtoeachactivity.AstaPowerproject,P3,andSureTrakalsoallowtwoconstraintsbutMicrosoftProjectonlypermitsoneexceptwhenaDeadlineconstraintisapplied.

AfulllistofconstraintsavailableinPrimavera:

<None> Thisisthedefaultforanewactivity.AnactivitybydefaultisscheduledtooccurAsSoonAsPossibleanddoesnothaveaConstraint.

StartOnAlsoknownasMustStartOnandsetsthedatetheactivitywillstart.Therefore,theactivityhasnofloat.TheearlystartandlatestartdatesaresettotheConstraintDate.

StartOnorBefore

AlsoknownasStartNoLaterThanorLateStart,thisconstraintsetsthelatedateafterwhichtheactivitywillnotstart.

StartOnorAfter

AlsoknownasStartNoEarlierThanorEarlyStart,thisconstraintsetstheearlydatebeforewhichtheactivitywillnotstart.

FinishOnAlsoknownasMustFinishOn,thisconstraintsetsadateonwhichtheactivitywillfinishandthereforehasnofloat.TheearlyfinishandthelatefinishdatesaresettobethesameastheConstraintDate.

FinishOnorBefore

AlsoknownasFinishNoLaterThanorLateFinish,thissetsthelatedateafterwhichtheactivitywillnotfinish.

FinishOnorAfter

AlsoknownasFinishNoEarlierThanorEarlyFinish,thissetstheearlydatebeforewhichtheactivitywillnotfinish.

AsLateAsPossible

AlsoknownasZeroFreeFloat.Anactivitywillbescheduledtooccuraslateaspossible.ItconsumesFreeFloatonlyanddoesnothaveanyparticularConstraintDate.TheEarlyandLatedateshavethesamedate.

MandatoryStart

Thisrelationshippreventsfloatbeingcalculatedthroughthisactivityandeffectivelybreaksascheduleintotwoparts.ThisisalsosometimescalledaHardConstraint.

MandatoryFinish

Thisrelationshippreventsfloatbeingcalculatedthroughthisactivityandeffectivelybreaksascheduleintotwoparts.ThisisalsosometimescalledaHardConstraint.

ExpectedFinish

AnExpectedFinishsetstheEarlyFinishtotheExpectedFinishconstraintdateandcalculatestheRemainingDurationfromtheEarlyStartdateforanun-startedactivity,orDataDateiftheactivityisin-progresstotheExpectedFinishdate.

EarlierThanconstraintsoperateontheEarlyDates,andLaterThanconstraintsoperateonLateDates.ThefollowingpicturedemonstrateshowconstraintscalculateTotalFloatofactivities(withoutpredecessorsorsuccessors)againstaprojectof15daysdurationwithaProjectFinishdateset:

AnactivityassignedanAsLateasPossibleconstraintinPrimaveraP6,PrimaveraContractor,PrimaveraP3,andSureTraksoftwarewillscheduletheactivitysoitabsorbsonlyFreeFloatandwillnotdelaythestartofanysuccessoractivities,thisisnormallycalledaZeroFreeFloatconstraint.InMicrosoftProject,anactivityassignedwithanAsLateasPossibleconstraintwillbedelayedtoabsorbtheTotalFloatanddelayallitssuccessoractivitieswhichhavefloat,notjusttheactivitywiththeconstraint.

11.1AssigningConstraintsWhensettingconstraintssometimestheconstrainttimewillnotbesetatthestartorfinishoftheactivitycalendarbutsetat00:00orsomeotherirrelevanttime.ThereforewhensettingconstraintsyoushouldalwaysdisplaythetimebyselectingAdminister,MyPreferences,DateFormatheadingtoensuretheconstrainttimeiscompatiblewiththeactivitycalendar.

11.1.1NumberofConstraintsperActivityEachactivitymaybeassignedtwoconstraintswhicharetitledPrimaryandSecondaryConstraint.AfterthePrimaryhasbeenset,aSecondarymaybesetonlywhenthecombinationislogicalandthereforeareducedlistofconstraintsisavailableafterthePrimaryhasbeenset.

11.1.2SettingaPrimaryConstraintUsingtheActivityDetailsFormToassignaconstraintusingtheActivityDetailsform:•Selecttheactivityrequiringaconstraint,

•OpentheGeneraltabontheActivityDetailsform,

•SelectthePrimaryConstrainttypeandDatefromthedownlisttotherightofPrimaryConstraint:

11.1.3SettingaSecondaryConstraintUsingtheActivityDetailsFormASecondaryConstraintmayonlybesetafteraPrimaryConstrainthasbeenset.ToassignaconstraintusingtheActivityDetailsform:•Selecttheactivityrequiringaconstraint,

•OpentheGeneraltabontheActivityDetailsform,•SelecttheSecondaryConstrainttypeandDatefromthedownlisttotherightofthe

SecondaryConstraint:

ThepictureaboveshowsthatafteraPrimaryStartOnorAfterconstraintissetthereareonlytwoSecondaryConstraintsavailable.

AfteraconstraintissettheStartdateorFinishdatewillhaveanasterisk“*”nexttothedatewhendisplayedinActivityViewcolumns.

11.1.4ExpectedFinishConstraintThisconstraintisNOTsetinthedatesStatusareaasintheWindowsClientandacolumnmustbedisplayedtosetanExpectedFinishConstraint.

11.1.5SettingConstraintsUsingColumnsThefollowingconstraintcolumnsmaybedisplayedandtheConstraintseditedorassignedusingthesecolumns:

•PrimaryConstraint

•PrimaryConstraintDate

•SecondaryConstraint

•SecondaryConstraintDate

•ExpectedFinish

11.1.6SettingConstraintsbyDragginganActivityAnactivitymaybedraggedtosetaconstraint.

WhendraggedyouwillbepresentedwiththeActivityConstraintformtoconfirmyourintension:

11.2ProjectMustFinishByDateAnabsolutefinishdatemaybeimposedontheprojectusingtheEPSWindow,Generaltab:

ImposingaprojectMustFinishBydatemakesPrimaveracalculatethelatedatesfromtheMustFinishBydateratherthanthecalculatedearlyfinishdateofthelastactivity.ThiswillintroducepositivefloattoactivitieswhenthecalculatedEarlyfinishdateispriortotheMustFinishBydate:

Thiswillalsocreatenegativefloatwhentheactivity'scalculatedearlyfinishdateisaftertheMustFinishBydate,butitisnotobviouswherethenegativefloatisbeingdrivenfromastherearenoconstraintsassignedtoactivities:

ToremoveaProjectMustFinishBydate,highlightthedate,presstheDeletekeyandthentheEnterkeyortaboutofthecelltoensurethedateisremoved.ThisfunctionissimilartotheP3andSureTrakfunctionbutverydifferentfromthewayMicrosoftProjectFinishDateoperates.AfteraFinishDateissetinMicrosoftProjectallnewTasksaresetwithanAsLateAsPossibleconstraintandtheStartDateiscalculated.PrimaveradoesnotsetAsLateAsPossibleconstraintsafteraMustFinishBydateissetandtheProjectStartDateisstilleditable.

ItisnotobviouswherethefloatisbeinggeneratedafteraMustFinishBydateisimposedonaproject.ThisisoftenconfusingtopeoplenewtoschedulinganditisrecommendedthatyoudonotuseaMustFinishBydate.Instead,tieallactivitiestoaFinishMilestonewhichhasaLatefinishconstraint.

11.3ActivityNotebooksItisoftenimportanttonotewhyconstraintshavebeenset.Primaverahasfunctionsthatenableyoutonoteinformationassociatedwithanactivity,includingthereasonsassociatedfor

establishingaconstraint.

TheActivityDetailsformhasaNotebookstab,whichenablesNotestobeassignedtoNotebookTopicsandhassomewordprocessing-typeformattingfunctions.

11.3.1CreatingNotebookTopicsNotebookTopicsarecreatedbyselectingAdminister,EnterpriseData,Projects,NotebookTopicstab.Afteratopichasbeencreatedthistopicmaybemadeavailabletothefollowingdatafieldsbycheckingtheappropriatebox:

•EPS

•Project

•WBS

•Activities

11.3.2AddingNotesToaddanotetoanactivity:

•SelecttheNotebookstabintheActivityDetailsform,•AssignaNotebooktopicusingthe Assign(Insert)icon,and

•ClickontheEditingNotebooksTopic icontoeditthetopic:

11.4Workshop9–Constraints

BackgroundManagementhasprovidedfurtherinputtoyourscheduleastheclienthassaidthattheyrequirethesubmissiononorbefore27Jan2014.

Assignment1.GototheActivitiesWindowandobservethecalculatedfinishdateandthecriticalpath

oftheprojectbeforeapplyinganyconstraints.

2.DisplaytheFloatBar(TotalFloatBar)bymakingthesecondarybarblackandtypeinaheightof4usingtheCustomizeGanttChartOptionsform.

3.DisplaythecolumnsasthepicturebelowandsaveyourViewasWorkshop9–Constraints.

4.Theclienthassaidthattheyrequirethesubmissionon27Jan2014.ApplyaFinishOnorBeforeconstraintandassignaconstraintdateof27Jan201416:00totheBidDocumentSubmittedactivityfromtheGeneraltab.

NOTE:Theauthorhasinthepastfoundthatconstrainttimeshavenotalwaysmatchedtheactivitycalendarstarttimes(e.g.,08:00)andfinishtimes(e.g.,16:00)andhavebeenset

to00:00.IfyoufindthefloatsdonotcalculatecorrectlythenopentheMyPreferencesformanddisplaythetime.Reviewifthetimesarecorrectandifnoteditthemtosuityourcalendar.

5.Scheduletheprojectandreformatthetimescale.ThereshouldbenochangeintheTotalFloatasaFinishOnorBeforeconstraintwillnotdevelopPositiveFloat.

6.RemovetheFinishOnorBeforeconstraintfromtheBidDocumentSubmittedactivity.7.NowmovetotheProjects,EPSWindow,Generaltab,selectyourprojectandassigna

projectMustFinishByconstraintof27Jan201416:00.ReturntotheActivitiesWindowandreschedule.Allactivitiesnowhavetheirfloatcalculatedtothisdateandhavepositivefloat.

8.RemoveprojectMustFinishByconstraintof27Jan201416:00(byhighlightingthedateandpressingtheDeletekeyandtaboutofthecelltoensurethedatehasbeendeleted.

9.ScheduletheprojectandtheCriticalPathshouldreturn.

10.ApplyaFinishOnorBeforeconstraintandassignaconstraintdateof27Jan201416:00totheBidDocumentSubmittedactivityandschedule,theCriticalPathwillremain.

11.DuetotheproximitytoChristmas,managementhasrequestedthatyoudelaytheObtainQuotesfromSuppliersuntilfirstthingintheNewYear(02Jan2014).ConsensusisthatabetterresponseandsharperpriceswillbeobtainedaftertheChristmasrush.

Toachievethis,setaStartOnorAfterconstraintdateof02Jan201408:00ontheObtainQuotesfromSuppliersactivity.

Nowreschedule.

Observetheimpactonthecriticalpathandenddates.

YouwillnoticethattheFinishConstraintontheBidDocumentSubmittedactivityhascreatedsomenegativefloat,whichisdisplayedintheTotalFloatcolumnandtheNegativeFloatbar.

DisplaytheNotebooktabintheActivitiesWindow.12.AddaNotebookTopicagainsttheObtainQuotesfromSupplieractivityindicatingwhy

thereisaconstrainton02Jan2014.

13.OpentheGroupandSortformbyclickingonthe iconandgroupbyTotalFloatandclosetheform.

14.Sortonduration(byclickinginthePlannedDurationcolumn)tobringthelongestactivitytothetop.Itisnormallythelongesttaskthatmaybeshortened.Thechangefrom-2dto-3dandbackto-2disduetochangeofcalendarsfrom5-dayto6-dayperweek.NOTE:Notalltheactivitiesaredisplayedinthetwopicturesbelow:

15.Afterreview,itisagreedthat2daysmaybedeductedfromReviewBidDocumentactivity.Changethedurationofthisactivityto2days,

16.Reschedule:

17.NowGroupbyWBS,donotShowfieldtitleandsortbyActivityID:

18.Noticethatactivitieswithconstraintshavean“*”bytheirdates.

19.SaveyouView.

12PRINTINGANDREPORTSThisisthestageatwhichthescheduleisprintedsopeoplemayreviewandcommentonit.Thischapterwillexaminesomeoftheoptionsforprintingyourprojectschedule.

Thereareseveraltoolsavailabletooutputyourscheduletoaprinter:

•ThePrintingfunctionprintsthedatadisplayedinthecurrentView.•TheReportingfunctionprintsreportswhichmaybeaccessedfromtheDashboards.These

areindependentofthecurrentView.Primaverasuppliesanumberofpredefinedreportsthatmaybetailoredtosuityourownrequirements.Reportswillnotbecovereddetailinthispublication.

•TheProjectWebSitePublishertopublishthescheduletoawebsite.ThisfunctionisaccessedfromtheWindowsClientversionandisnotcoveredinthispublication.

ItisrecommendedthatyouconsiderusingaproductsuchasAdobeAcrobattooutputyourscheduleinpdfformat.Youthenwillbeabletoe-mailhighqualityoutputsthatrecipientsmayprintorreviewonscreenwithoutneedingacopyofPrimavera.

12.1PrintingtheGanttChartPrintsettingsareappliedtotheindividualViewsandthesettingsaresavedwiththatView.TherearethreecommandsundertheActionmenuwhichmayalsobedisplayedontheActiontoolbar:

Eachtimeyoureporttotheclientormanagement,itisrecommendedthatyousaveacopyofyourprintoutorreport.Apdfisanexcellentmethodofsavingthisdata.Thisenablesyoutoreproducethesereportsatanytimeinthefutureandkeepanelectroniccopyavailablefordisputeresolutionpurposes.

Itisgoodpracticetokeepacopyoftheprojectaftereachupdate,especiallyiflitigationisapossibility.AprojectmaybecopiedeitherbycreatingaBaseline,byexportingtheprojectasanXMLfileintheclientorbyusingtheprojectcopyfunction,thenmakingtheStatusinactiveintheGeneraltaboftheProjects,EPSWindow.Itisimportanttonotethatalthoughtheprojectmaybemarkedasinactiveitmaystillbeopenedandmodified.

12.2PrintPreview

Clickthe PrintPreviewicontopreviewtheprintout:

TheauthorfoundthatthePrintPreviewformwasopenedasanewwindowinthebrowserbehindtheworkingviewandthereforehidden,youwillneedtochangewindowstoseetheprintpreview.UsetheAlt+Tabkeystochangewindows.

The followingparagraphsdescribe the functionsof the iconsat the topof thePrintPreviewscreenfromlefttoright:

•The iconopensthePrintformwheretheprinter,thepagestobeprinted,papersizeandthenumberofcopiestobeprintedmaybeselected.

•The iconopensthePageSetupformtobecoveredinthenextparagraph.

•The iconsallowscrollingwhenaprintouthasmorethanonepage.

•The and settheprintouttoportraitorlandscape.

•Themagnifyingglass iconszoominandout.YoumayalsoclickinthePreviewscreentozoomin.

•The buttonclosesthepreviewscreen.

12.3PageSetupToopenthePageSetup…form:

•Clickthe PageSetupicononthePrintPreviewtoolbar:

ThePageSetupformcontainsthefollowingtabs:•PageLayout

•Header/Footer

•Sheet

12.3.1PageLayoutTabThePrimaveraoptionsinthePageLayouttabare:•OrientationenablestheselectionofPortraitorLandscapeprinting.•Marginsenablesthemarginsaroundtheedgeoftheprintouttobeadjusted.•Paperallowstheselectionofthepapersize.Itisbesttoallowawidermarginforanedge

thatistobeboundorholepunched.1”(25mm)isusuallysufficient.

ItisoftenbesttoprinttoapdffileinA3formatasitisusuallysimplertofitallthedatatoonepagewhenmanycolumnsarebeingprint.

Metricmeasurementswerenotavailableonanyoftheauthors’printers.

12.3.2HeaderandFooterTabsHeadersappearatthetopofthescreenaboveallscheduleinformationandfootersarelocatedatthebottom.BoththeHeadersandFootersareformattedinthesameway.Wewilldiscussthesetting-upofFootersinthischapter.

TherearetwooptionstosettheHeadersandFooters:

•Youmayeitherclickonthedropdownboxandselectcontentfromthedropdownbox,or

•Toclickonthe or buttonsandselectthedataandfontsizeusingtheoptionsintheforms.

12.3.3CustomHeaderandCustomFooterTabsTheCustomHeader&CustomFootertabsoperateinthesamewayandclickingonthe

or buttonswillopenuptheappropriateform:

Thebuttonsworkasfollows:

• isusedaftertexthasbeenenteredtoformatthetext,asusedintheLeftsection:above,

• aretoenterpagenumberas&[Page]andnumberofpagesas&[Pages].TheCentersection:formattingabovewilldisplayas“Page1of8”.

• willdisplaythedateas&[Date],timeas&[Time]andprojectnameas&[File].

Thesettingsabovewillbedisplayedasperthepicturebelow:

TherearelesspredefinedfieldsthatmaybeshownthatfoundintheWindowsClient.

TheauthorfoundthePrintPreviewwasoftenunclearbuttheprintoutwasclear.

AnyfreefromtexttypedintotheHeaderorFooterformwereavailablewhenreturningtotheformatalaterdate.

12.3.4SheetTabPrintRange•SelectingaSpecificdaterangewillenablepartsofthescheduletobeprintedorallowa

gapatthestartandendofthebarsintheGanttChartsotextattheendofthebarsisnottruncated.

•Fitto:specifiesthenumberofpageswidetheprintoutwillfitontoandadjuststhetimescaleasrequired.

Table•Print?tablecolumns(s)selectshowmanyofthedisplayedcolumnsaretobeprinted,•Scaleasrequiredtofitthereportonthepage;increasingthescalewillchangethetextfont

sizeandshrinktheGanttCharthorizontalscale.

•Printtableonallpages.Whenuncheckedallowsjoiningofprintoutsthatarewiderthanonepagetobejoinedupasitwillonlyprintcolumnsonthelefthandsheet.

PageOrder•Pagesarenumberedintheorderselected.

12.4EnhancedPrintingfromtheEPSandActivitiesWindowsUnlikeolderversionsofP6,theVersionR8.3allowstheusertoprintfromeithertheEPSorActivitieswindowandprintonlytheProjectorActivityTableexcludingtheGanttChart,addingflexibilitytoproducetabularreports.Itisalsopossibletospecifyadaterangewhenprinting(orpreviewing)theGanttchart.

OntheActivitiespage,it’sallowedtochoosedatesoruserollingoptionstodefineadaterange.Moreover,thesamefunctionalityhasbeenaddedtothePrintPreviewwhereispossibletoexcludetheGanttChart.InP6R8.3,bothPrintPreviewandPrintincludeonlywhatisdisplayedonthescreen.

AvailableDateOptions:

•EarliestProjectStart

•EarliestProjectBLStart

•LatestProjectFinish

•LatestProjectBLFinish

•EarliestDataDate

•CurrentDate

•CustomDate

Rollingoptions:

•Days

•Weeks

•Months

•Quarters

•Years

Tousethisfunctionality:

•FromtheActionsmenuintheActivitiesorEPSwindowintheProjectssection,selectPageSetupor;

•Clickonthe PrintPreviewbuttononthetoolbarandthenclickonthe PageSetupbuttonintheform;

•UsethePrintRangeoptionslocatedintheSheettab.

12.5ReportsReportsarerunfromthedashboardandarenotpartofthisbook:

12.6OtherPrimaveraReportingOptionsThereareseveralotherseveralothertoolsavailablefromOraclethatmaybeusedgeneratePrimaverareports.

TheseincludeVisualizer,P6AnalyticsandBIPublisherwhicharenotcoveredinthisbook.

12.7Workshop10–Printing

BackgroundWewanttoissueareportforcommentbymanagement.

AssignmentOpenyourOzBuildBidprojectfromthepreviousworkshoptocompletethefollowingsteps:1.CreateaWorkshop10–Printingviewasperthepictureoverthepage.GroupbyWBS

anddisplaythefollowingcolumns:

ShowfirstcolumnasActivityName

ActivityID

PlannedDuration

Start

Finish

TotalFloat

2.Adjustyourtimescaletoweekandmonths.

3.Clickthe iconorselectActions,PrintPreviewtopreviewtheprintout:

TheauthorfoundthatthePrintPreviewforwasopenedasanewwindowinthebrowserbehindtheworkingviewandthereforehidden,youwillneedtochangewindowstoseetheprintpreview.UsetheAlt+Tabkeystochangewindows.

4.InthePageLayouttabselectLandscapeandpapersizetobeLetterorA4.

5.IntheHeader/Footertabsetasperthepictures:TheHeaderformisopenedwiththe button.

TheHeadertitleiscreatedusingthe&[File] option,

Theheaderissettoalargerfont,say16Bold,

TheFooterformisopenedwiththe button,

ThecentersectioniscreatebytypingPage of ,

Therightsectioniscreatebyclickingofthetwoicons :

6.IntheSheettabsetdaterangefromweekbeforetheprojectstarttotheweekaftertheprojectfinishtoallowsomespaceattheendsofthebars.

7.Compareyourresultwiththepicturebelow.

AnswerstoWorkshop9

13SCHEDULINGOPTIONSANDSETTINGABASELINETrackingProgressisusedafteryouhavecompletedtheplan,orhavecompletedsufficientiterationstoreachanacceptableplan,andtheprojectmaybeprogressing.Nowtheimportantphaseofregularmonitoringandcontrolbegins.Thisprocessisimportanttohelpidentifyproblemsasearlyaspossible,andthusminimizetheirimpactonthesuccessfulcompletionoftheproject.Themainstepsformonitoringprogressare:

•SavingaBaselineschedule,alsoknownasaTarget.Thisscheduleholdsthedatesagainstwhichprogressiscompared.Thecurrentprojectmaybecopiedandusedasabaselineoranexistingprojectmaybeassignedasabaseline.

•Recordingormarking-upprogressasofaspecificdate,titledtheDataDate.ThisdateisalsoknownastheStatusDate,UpdateDate,CurrentDate,ReportDate,andAs-Of-Date.

•UpdatingorProgressingtheschedule.

•SchedulingtheprojectandatthesametimemovingtheDataDatetothenewDataDateandrecalculatingalltheactivitiesdates.

•ComparingandReportingactualprogressagainstplannedprogressandrevisingtheplanandschedule,ifrequired.

Comparingthestatusofanactivityagainstmorethanonebaselineisuseful;forexample:

•TheoriginalplancouldberepresentedasoneoftheBaselines,toseetheslippageagainsttheoriginalplan.

•LastPeriod,whichcouldbeanotherBaseline,toseethechangessincethelastupdate.

Primaverahasthefollowingfunctions:

•Primaveraallowsanunlimitednumberofbaselineprojectfilestobesavedwithaproject.

•Abaselineprojectmaynotbeopenedandviewed.Itmustberestoredtothedatabasetoopenandeditwhereitwillthereforenolongerbeabaseline.

•ThetwoBaselinesmaybeshownagainstacurrentscheduleatonetimeeitherasbarsontheGanttChartorincolumnsofdata.

•BaselinecomparisonisdisplayedatActivitylevelintheActivitiesWindow,notatresourcelevel.

Onlysomebaselinedatamaybedisplayedincolumns.

TheWindowsClientallowsfourBaselinesbars,theWebClientonlytwo.

Shortcuts:

Topic MenuCommand

TosaveaBaseline,clickonthe DefineBaselineicontoopentheBaselinesform,then

SavingandDeletingandSettingaBaseline

Clickonthe Addicontocreateacopyofthecurrentproject,or

Clickonthe ConvertaProjecttoaBaselineiconwhichwilltakeanotherprojectandmakeitintoaBaseline.

Clickonthe DeletetodeleteaselectedBaseline.

SettingaBaselineproject ThebaselinesareassignedfromBaselinesform.

13.1UnderstandingDateFieldsPrimaverahasmanymoredatefieldsforthecurrentschedulethanP3,SureTrak,AstaPowerprojectorMicrosoftProject.Thissectionexplainshowthesedatefieldscalculate.

Thereisverylittledocumentationavailableonhowthesedatesarecalculatedandtheauthorhasascertainedtheinformationcontainedinthischapterbytrialusinganunresourcedschedule.

Afteryouunderstandthesedatefields,youshouldlookagainattheBarTimescaleoptionsintheBarsformanditwillbeeasierforyoutounderstandhowthebarformattingworks.

13.1.1EarlyStartandEarlyFinishThesearealwaystheearliestdatesthatun-startedactivitiesortheincompleteportionsofin-progressactivitiesmaystartorfinishbasedoncalendars,relationshipsandconstraints.

•TheEarlyStartofthecompletedactivityA1000issettotheDataDatedateandtimeaftertheactivityhascommenced,nottotheActualStart,asinmostothersoftware,

•TheEarlyFinishofthecompletedactivityA1000issettotheDataDatedateandtimewhentheactivityiscomplete,nottotheActualFinish,asinmostothersoftware,

•TheEarlyStartofanin-progressactivityA1010issettotheActivityRemainingstartaftertheactivityhascommenced,nottotheActualStart,asinmostothersoftware.

NOTE:Lookcarefullyatbarsandthenthedates:•A1000,theEarlyStartandEarlyFinishareequaltotheDataDate,and

•A1010,theEarlyStartissettotheActivityRemainingEarlyStart:

ThustheEarlyStartandEarlyFinishdatesofcompletedactivitiesandEarlyStartofin-progressactivitiesisnotdisplayedinothersoftwareinthiswayandoftenleadstoconfusionwhenusersareconvertingfromothersoftware.

13.1.2LateStartandLateFinish•Thesearethelatestdatesthatun-startedactivitiesortheincompleteportionsofIn-progress

activitiesmaystartorfinishbasedoncalendars,relationships,andconstraints.

•TheCompleteactivityhastheLateDatessetthedatethatisequivalenttothelatestpointintimethatthetaskcouldberestarted.

•TheTotalFloatontheCompleteTaskis“Null”butitstillshowsaFloatBar.

TheendoftheTotalFloatbaristhesamedateandtimeastheLateFinishandusedtocalculateTotalFloat.

13.1.3ActualStartandFinishThesedatesaremanuallyapplied,representingwhenanactivitystartedorfinished,andoverrideconstraintsandrelationships.ThesedatesshouldbesetinthepastinrelationtotheDataDate.

ActualdatesshouldneverchangeaftertheyareassignedbutboththeApplyActualswhenactivitiesaresettoAutoComputeActuals,andtheWindowsClientUpdateProgressfunctionsmaychangeActualDates.Thesefunctionsmustbeusedwithextremecaution.

13.1.4StartandFinishTheStartissettotheEarlyStartwhentheactivityhasnotstartedandtheActualStartwhenithasstarted.

TheFinishissettotheEarlyFinishwhentheactivityhasnotstartedorisin-progressandtheActualFinishwhenitiscomplete.•An“A”isplacedafterthedatewhenanActualStartorActualFinishhasbeenset,•An“*”isplacedafterthedatewhenastartconstrainthasbeenappliedtotheactivity,

•ThesedatefieldsallowtheEarlyandActualStartandFinishdatestobedisplayedasexpectedwhentheactivityhasnotstarted,isin-progress,orcomplete:

UsersconvertingfromP3andSureTrakwillbeusedtodisplayingtheEarlyStartandEarlyFinishdates,buttheEarlyStartandEarlyFinishdatesshouldnotbedisplayedwhenaschedulehasprogress,asthiswillgivemisleadinginformation.TheStartandFinishdatesshouldalwaysbedisplayedundernormalschedulingconditions.

13.1.5PlannedStartandFinishThePlannedFinishiscalculatedfromthePlannedStartplusthePlannedDuration.ThePlannedDurationislabeledOriginalDurationinsomeWindowsClientIndustryVersions.Thesefieldsarealwayslinked,therefore:

•AchangetothePlannedStartwillchangethePlannedFinishviathePlannedDuration,•AchangetothePlannedFinishwillchangepermanentlythePlannedDuration,and•AchangetothePlannedDurationwillchangethePlannedFinish.

WhenanactivityhasNOTstarted:•ThePlanneddatesAREnormallylinkedtotheStartandFinishwhenanactivityhasnot

started.ThePlannedandAtCompletiondurationsareONLYlinkedwhenanactivityhasnotstartedandwhenLinkplannedandatcompletionfornotstartedactivitiesboxintheProjectsPreferences,Calculationstabischecked.

•TheyareNOTlinkedtotheEarlyDates.•APlannedStartmaybemanuallyeditedandastheStartdateislinkeditisalsochanged,

buttheEarlyStartisNOTchanged.ThePlannedStartandStartareresettotheEarlyDateswhenaprojectisscheduled.

•ThePlannedFinishmaybeeditedandislinkedtotheFinishdateandthePlannedDuration.AchangetothePlannedFinishwillchangetheFinishdateandPlannedDuration.ReschedulingwillrecalculatethescheduleusingthenewPlannedDurationandsetthePlannedFinish,Finish,andEarlyFinishtothesamedate.

•ThusachangetothePlannedStartisreversedbyrescheduling,butachangetothe

PlannedFinishaffectsthePlannedDurationandisnotreversedbyrescheduling.Whenanactivityisin-progress:•ThePlannedStartdateremainsunchangedwhenanActualStartdateissetwhichis

differentfromthePlannedStart.ThereforethePlannedStartremainsthesameastheStartDatebeforetheActualStartwasset.

•ThePlannedFinishiscalculatedfromthePlannedStartDateplusthePlannedDuration.•Afteranactivityhascommenced,theRemainingDurationmaybeeditedindependently

fromthePlannedDuration.ThePlannedFinishmayhaveadifferentdatefromtheFinish,whichisnowsettoequaltheEarlyFinish.

Whenanactivityiscomplete:•ThePlannedDatesareunlinkedfromallotherdatefields.

13.1.6PlannedDatesIssuesThisisoneofthemostimportantparagraphsinthisbookandyoumustbecertainthatyouunderstandthePlanneddatesandhowtoavoidtheissuesassociatedwiththem.

ThePlannedDatesareverycomplextoexplainandunderstand,sopleasereadcarefully.Tosummarizethestatementsabove:

•WhenanactivityhasNotStartedthePlannedDatesmatchtheEarlyStartandEarlyFinish.

•WhenanactivityisCompleteorIn-progressthePlannedDuration,StartandFinishDatesaresettothestatusoftheactivityimmediatelybeforeitwasmarkedasStarted.

Inthesituationwhereascheduleisintheprocessofbeingupdated:

•AssumetheDataDatehasbeenmovedtothenewDataDateandtheprojectscheduled,

•Nowallun-startedactivitieswillhavetheirStartandFinishdatesinthefuture,

•AtthispointeveryactivitythatismarkedIn-progressbyassigninganActualStart(whichshouldbeinthepastinrelationtotheDataDate)willhavePlannedDatesthatNEITHER:MatchthestatusoftheactivitybeforetheactivitywasmarkedasStarted,nor

MatchthestatusoftheactivityaftertheactivitywasmarkedasStartedandpossiblyFinished.

ThusinthissituationandatthispointintimethePlannedDatesarenowholdingirrelevantdatesthatshouldneverbedisplayedorusedforanypurpose.

UnfortunatelythePlannedDatesareusedbydefaultinseveralplacesandDatabaseAdministratorsandUsersmustbeawareofwheretheyareusedandhowtoavoiddisplayingthem.

•ThePlanneddatesaredisplayedastheProjectBaselinebarsandPrimaryUser’sBaselinebarswhennobaselinehasbeenassigned,

NeverdisplayaBaselineBarorcolumnsunlessabaselineprojecthasbeencreatedandassigned,otherwisetheBaselinebarandcolumnsmayrepresentirrelevantdata.

•ThesePlanneddatesareusedbytheApplyActualsfunction,whenactivitiesaresettoAutoComputeActuals,andtheWindowsClientUpdateProgressfunction.ThusActualStartdatesandEarlyFinishdatesofin-progressactivitieswillbechangedtothePlannedDatevalueswithoutwarning.

EnsureyounevereverusetheApplyActualsfunctiononaschedulethathasbeenprogressed,otherwiseActualStartdatesandEarlyFinishdatesofin-progressactivitieswillbechangedtothePlannedDatesvalueswithoutwarning.

•ThePlannedDatesfromaBaselineschedulewillbedisplayedastheBaselineBarswhentheAdminister,ApplicationSettings,EarnedValuetabissettoPlannedvalueswithplanneddates.ThustheBaselineBarsfromanin-progressschedulewillbeincorrect.

EnsureAdminister,ApplicationSettings,EarnedValuetabhasthisvaluesetasAtCompletionvalueswithcurrentdatesorPlannedValueswithcurrentdates.Whenthescheduleisnotresourceorcost-loadeditdoesnotmatterwhichofthesetwoyouuse.

13.1.7RemainingEarlyStartandFinishThesearetheearliestdatesthattheincompleteportionsofun-startedorin-progressactivitiesmaystartandfinish.

•Theyareblank(null)whenanactivityiscomplete.

•TheymaybeeditedinthesamewayasPlannedDates.

WhenaRemainingEarlyStartiseditedtoadatelaterthanscheduleddate,thereisanoptionforconstrainingtheRemainingEarlyStartwithaStartonorAfterConstraint.Ifthisisnotsetthentheactivitywillmoveforwardtoitsoriginalpositionwhenscheduling.

WhenaRemainingEarlyFinishisedited,theRemainingDurationisalsoeditedandthechangeispermanent.Schedulingdoesnottaketheschedulebacktotheoriginalposition.

13.1.8RemainingLateStartandFinishThesearethelatestdatesthattheincompleteportionsofactivitiesmaystartandfinish.

•Theyareblankwhenanactivityiscompleteandmaynotbeedited,

•TheyaresettoequaltheLateDates.

13.2SchedulingOptions–GeneralTabWhenaprojectisrescheduledtherearesomeoptionsavailableintheScheduleProject,Optionsform,GeneraltabwhichisopenedbyselectingScheduler,Options:

•Thereisno iconthatwillsettheoptionsbacktotheP6defaultsasintheWindowsClient.

•Thedefaultoptionsareusuallygooddefaultsbutsomeneedtobechangedtosuitspecificsituations.

•Theseoptionsapplytoallactivitiesinthecurrentlyopenedschedule.WhenopeningmultipleprojectsintheWebitcalculatesdifferentlytotheWindowsClient.TheWindowsClienthasaDefaultProjectoptionthatdoesnotexistintheWeb.

•IntheWebtooltheScheduleOptionsoftheprojectlistedatthetopoftheopenedprojectslist(whichwillrearrangewhenyouclosetheformtoanalphabeticallist)isusedtocalculateallprojectsand(unliketheWindowsClient)willnotchangetheScheduleOptionsoftheotheropenedprojects.ThusachangetoyourProjectIDopenedwithotherprojectsmayresultinaprojectcalculatingdifferentlyiftheprojectispusheddownthelistofopenedprojectsand

whentheprojectatthetopofthelisthasdifferentSchedulingOptions.

•IntheWindowsClienttheScheduleOptionsoftheDefaultProjectareusedtocalculatealltheopenprojectsandtheScheduleOptionsfornon-defaultprojectsarethenchangedpermanentlytothoseoftheDefaultProject,sotheywillnevercalculatethesamewaywhenopenedontheirown.

•ChangingtheScheduleOptionsmaychangethewaytheschedulecalculatesandusersmustbeverycarefulifconsideringchanginganyofthem.Youmaywishtocopytheschedule,baselineit,andthenchangetooptionstoseewhattheeffectisontheschedulecalculation.

SettingaProjectScheduleServicetoschedulemultipleprojectsallowsthenominationofUsethisproject’ssettingsoption.

13.2.1Ignorerelationshipstoandfromotherprojects(&IgnoreExternalDates)Checkthistoignorerelationshipswithotherprojectsthatarecurrentlynotopen.

Theserelationshipsmaybecreatedbetweentwoprojectswhentwoormoreprojectsareopenedtogether.

ThisoptionwillalsoignoreExternalDates,whicharetheExternalEarlyStartandExternalLateFinishdates.ExternalDatesareconstraintscreatedwhenaprojectisexportedfromPrimaveraContractorand/oranotherP6databaseandimportedintoP6.TheyactlikeEarlyStartandLateFinishConstraintsandareusedtorepresenttherelationshipsthatwouldhaveoriginallyprovidedtheEarlyStartandLateFinishdatestotheCriticalPathcalculationsoftheimportedschedule.

Thesedatescanbeveryconfusingifoneisnotawarethattheyhavebeencreatedorhowtheyoperate.Thenegativefloatinthepicturebelowiscreatedbythesedatesafteranactivity’sdurationwasincreasedby34days:

WhenyouimportaprojectfromanotherdatabaseensureyouALWAYScheckforExternalDatesandunderstandhowtheyoperate.IfyouexportandthenimportbackintothesamedatabasethenExternaldatesarenotnormallycreatedbuttherelationshipsarere-establishedwiththeoriginalscheduletheywerelinkedwith.

Ontheotherhand,iftheoriginalscheduleshavebeendeletedthentheseExternalDatesmaybecreated.

13.2.2Makeopen-endedactivitiescriticalAnopen-endedactivityisanactivitywithoutasuccessorandwhichhasfloattotheendoftheproject.Checkingtheboxmakestheseactivitiescriticalwithzerototalfloatwhentheydonothaveasuccessor.

•Open-endsNotCritical:

•Open-endsCritical:

Thisalsoallowstheusertodisplaymultiplecriticalpathsinoneprojectwithouttheuseofconstraintsandisusefulshouldyouwishtoseetheindividualcriticalpathsforeachareaofaproject.Inorderforthisfunctiontoworkthelastactivityineachchainoreventsmustnothaveasuccessor:

•Open-endsNotCritical:

•Open-endsCritical:

13.2.3UseExpectedFinishDatesTheintentionofthisoptionisforpeopleusingtimesheetstobeabletosetanExpectedFinishconstraintforanactivity.

OnceanExpectedFinishdateissetthenthesoftwarecalculatestheRemainingDurationfrom:

•TheEarlyStartwhenanactivityhasnotstarted,or

•TheDataDatewhenanactivityhasstarted,or

•AResumedateifaSuspendandresumedatehasbeenset.

ThereforeExpectedfinishdatesmaybeassignedfromtheTimesheetsmoduleandthisoptionallowstheprojectmanagertoignorethesedatessubmittedwiththetimesheets.

ThisisalwayscheckedbydefaultandwilldisableorenableExpectedFinishconstraintsassignedintheGeneraltaboftheActivitiesDetailstaborfromacolumn.ThisisusuallynotturnedoffandthepicturesbelowshowtheeffectofthisconstraintbeforeandafterschedulinganactivitywithanExpectedFinishConstraintassigned:

•Beforescheduling:

•Afterscheduling:

13.2.4Scheduleautomaticallywhenachangeaffectsdates–NotintheWebClient

ThisissimilartoautomaticrecalculationinotherproductsandthisrecalculatestheschedulewhendatathataffectsthetimingofthescheduleischangedandisnotavailableintheWebClient.

P6isadatabaseproductandScheduleAutomaticallyintheWindowsClientwillresultintheschedulerecalculatingeverytimeyoumakeachange.Thismayslowdownyourworksignificantly;thisoptionisusuallyleftoff.

13.2.5LevelresourcesduringschedulingLevelingascheduledelaysactivitiesuntilresourcesbecomeavailable.Thisisaformofresourceoptimizationandthisoptionlevelstheprojectresourceseachtimeitisscheduled.ResourcelevelingiscoveredintheProfessionalandOptionalClientbook.

ThisisNOTrecommendedasitslowsdowntheschedulecalculationandthescheduleoftenchangeseachtimeitisscheduled.

Itisusuallybettertousesequencingrelationshipstolevelaschedule.

13.2.6RecalculateassignmentcostsafterschedulingResourceUnitRatesmaybesettochangeovertimeintheUnitsandPricestaboftheAdministration,ResourcesWindowlowerpane:

Thisoptionrecalculatesaresourcecostwhenaresourceisscheduledintoadifferentcostratestimebracket.

13.2.7Whenschedulingprogressedactivitiesuse“OutofSequenceProgress”occurswhenanactivitystartsbeforeapredecessordefinedbyarelationshiphasfinished.Thereforetherelationshipshavenotbeenacknowledgedandthesuccessoractivityhasstartedoutofsequence.TherearethreeoptionsinP6forcalculatingthefinishdateofasuccessorwhenthesuccessoractivityhasstartedbeforethepredecessoractivityisfinished:

•RetainedLogic

•ProgressOverride

•ActualDates

Theselectedoptionisappliedtoallactivitiesinaschedulewhenitiscalculated.OpentheScheduleOptionsform,GeneraltabbyselectingSchedulerandclickingonthe,Options

iconwheretheoptionsarefoundunderWhenschedulingprogressedactivitiesuse:

Thepicturebelowrepresentsthestatusoftheactivitiesbeforeupdatingtheschedule:

•RetainedLogic.Intheexamplefollowing,therelationshipismaintainedbetweenthepredecessorand

successorfortheunworkedportionoftheactivity(theRemainingDuration)andcontinuedafterthepredecessorhasfinished.Therelationshipformspartofthecriticalpathandthepredecessorhasnofloat.

NOTE:Thisistherecommendedoption:

TheWindowsClientpictureisclearerinshowingtheresult:

•ProgressOverride.

Intheexamplefollowing,theFinish-to-Startrelationshipbetweenthepredecessorandsuccessorisdisregarded,andtheunworkedportionoftheactivity(theRemainingDuration)continuesbeforethepredecessorhasfinished.NOTE:TherelationshipisnotadrivingrelationshipandDOESNOTformpartofthecriticalpathintheexamplebelowandthepredecessorhasfloat:

TheWindowsClientpictureshowsasimilartheresult:

•ActualDates.ThisfunctionoperateswhenthereisanactivitywithActualStartDatesinthefuture,whichisnotlogical.Withthisoptiontheremainingdurationofanin-progressactivityiscalculatedaftertheactivitywithactualstartandfinishinthefuture:


WhentherearenoActualDatesinthefuturethisoptioncalculatesasRetainedLogic.

ThissituationwithActualsinthefuturemayhappenwhentwoprojectsopentogetherandhavedifferentDataDates.ThissituationisbestavoidedanditisbettertomakealltheDataDatesofallprojectsthesame.

RetainedLogicandProgressOverridearenottermsusedbyMicrosoftProjectbutareusedinP3andSureTrakandoperateinthesamewayinPrimavera.MicrosoftProjectusesthetermSplitinProgress.

RetainedLogicproducesamoreconservativeschedule(alongerduration

schedule)andismorelikelytoplaceanout-of-progressrelationshiponthecriticalpathandadjustmentsmaybemadeasrequired.

IfyourschedulehasActualdatesinthefutureoftheDataDate(whichmayoccurwhentheupdateinformationiscollectedatdifferenttimesandtheearlierdateisusedastheDataDateormultipleprojectsareopen)thentheuseofActualDateswouldcalculatethemostconservativeschedule.

13.2.8Calculatestart-to-startlagfromThesuccessorofanactivitywithaStart-to-Startandpositivelagwouldstartafterthelaghasexpired.WhenthepredecessorcommencesoutofsequencethelagmaybecalculatedfromthepredecessorcalculatedEarlyStartortheActualStart.

•TheActualStartgivesalessconservativeschedule:


•TheEarlyStartgivesamoreconservativeschedule:


13.2.9DefinecriticalactivitiesasCriticalActivitiesDefinitioncriteriaisdefinedintheScheduleProject,Optionsform:

Theseoptionsareusedforanalyzingschedulesthatutilizemultiplecalendarswhichmayresultinactivitiesonthecriticalpathpossessingfloat.

•TotalFloatlessthanorequalto–Activitiesmaybemarkedascriticalandwithachosenfloatvalue.Sometimesasmallpositivevalueisusedtoisolatethenearcriticalactivitiesonschedulesordisplayingthefullcriticalpathonmultiplecalendarschedules.

•LongestPath–Thisoptionisolatesthelongestchainofactivitiesinascheduleandshouldbeusedwhenmultiplecalendarsareinuseandsomeactivities,whichformpartofthecriticalpath,stillhavefloatwhenthesuccessorisassignedacalendarwithfewerordifferentworkingdays.

•IntheexamplebelowtheTotalFloathasbeensettoTotalFloatlessthanorequaltozeroandthecriticalpathhasdisappeared:

•WhentheTotalFloatisthensettolessthanorequalto1dayresultsinthepicturebelow:

•WhentheTotalFloatisthensettoLongestPathresultsinthepicturebelow:

Longestpathisrecommendedforprojectswithmultiplecalendars.

13.2.10CalculatefloatbasedonfinishdateThisisanewfunctiontoVersion6.2.WhenmorethanoneprojectisopenedtheTotalFloat

maybecalculatedbasedoneachindividualprojectorthelongestproject:

•Eachproject–usedwheneachproject’scriticalpathisrequired:

•Openedprojects–usedwhenalltheP6projectsarerelatedandfloatisrequiredtobebasedonthelongestproject:

13.2.11ComputeTotalFloatasTherearethreeoptionsforthecalculationoftheFloatvaluedisplayedintheTotalFloatcolumnofWBSandLOEactivitiesonly:

•StartFloat=LateStart–EarlyStart

•FinishFloat=LateFinish–EarlyFinish

•SmallestofStartFloatandFinishFloatItcanbeseenfromthepicturesabovethattheTotalFloatbaronlydisplaystheFinishFloat.

TheSmallestofStartFloatandFinishFloatisthemostconservativebuttheFinishFloatwillalwaysgiveananswerthatisthesameastheTotalFloatbar.

13.2.12CalendarforschedulingRelationshipLagTherearefourcalendaroptionsforthecalculationofthelagforallactivities:

1.PredecessorActivityCalendaristhedefault.Theexamplebelowhasa40-hourlag,or5daysasthelagcalendaris8hourperday:

2.SuccessorActivityCalendar,notethechangeinthesuccessorstartdateasthelagcalendaris24hoursperdaysor1.66day:

3.24-Hour,or4.ProjectDefaultCalendar.

P3andSureTrakusethepredecessorcalendar,MicrosoftProject2000and2002usestheProjectBasecalendar,andMicrosoftProject2003to2010usesthesuccessorcalendar.MicrosoftProjectalsohastheoptionofanElapsedlagduration.AstaPowerprojectdoesnotassignlagstotherelationshipbutarelationshipmaybeassignedalagonthepredecessoractivityandalagonthesuccessoractivity,whichismorelogical.

13.2.13SchedulingOptions–AdvancedTabThistabselectstheoptionsforcalculatingmultiplecriticalpathsandiscoveredindetailintheUtilitieschapteroftheProfessionalandOptionalClientbook.

13.3SettingtheBaselineSettingtheBaselinemakesacompletecopyofaproject,includingrelationships,notebookentriesandcodes.Youarethenabletocomparethecurrentproject’sprogressagainstthebaseline.

TherearetwotypesofBaselinesthatareoftensavedwithschedulingsoftwaresuchasP6–

ManagementandLastPeriodStatus:

ManagementBaselinesTheseareusuallyacopyofanoriginalunprogressedschedulethathasbeencontractuallyagreedtoastheBaselineorTargetscheduleandareusedto:

•EvaluateprogressandreportprogresstoaClientorcustomer,

•ProvideabaseforExtensionofTimeclaimsandothercontractualclaimsthatmaybemadebasedontheseBaselineschedules.

LastPeriodStatusBaselinesThesearecopiesofascheduleatapointintimeandareusedforthemanagementofaproject:

•Usuallytheyareusedtomeasurethelossintimefromonereportingperiodtoanother,

•Theyallowmanagementtoascertainperformanceandmakedecisionsonhowtomanagetheproject,

•TheyaredisplayedinexactlythesamewayasManagementBaselineswiththesoftware,

•TheseBaselinesusually,afterthefirstperiodupdate,haveprogress.

Upto50baselinesperprojectmaybesavedinadatabaseinearlierversionsbutinVersion6.0andlateranunlimitednumbermaybesaved.

Thereisstillarestrictionofcopyingamaximumof50Baselineswhencopyingaproject.

•ThenumberofbaselinesthatmaybesavedissetintheAdminister,ApplicationSettings,DataLimitsformbyselectingAdminister,ApplicationSettings,DataLimitsandsettingthenumberintheMaximumbaselinesperprojectbox.

•ThenumberofbaselinesthatmaybecopiedwhencopyingaprojectissetintheDataLimitsformbyselectingAdminister,ApplicationSettings,DataLimitsandsettingthenumberintheMaximumbaselinescopiedwithprojectbox.

•Twobaselines,oneProjectBaselineandoneUserBaselines,maybedisplayedandcomparedtothecurrentproject.TheWindowsClientmaydisplay4Baselines.

Ifanotheruseropenstheproject,theywillonlyseetheoneProjectBaselineandnottheUser’sBaselinesetbyanotheruser.

•Abaselineprojectmayberestoredbackintoadatabaseasanormalproject.Thenitmaybeeditedandresavedasabaselineproject.

AftertheBaselineisset,itispossibletocomparetheprogresswiththeoriginalplan.Youwillbeabletoseeifyouareaheadorbehindscheduleandbyhowmuch.TheBaselinescheduleshouldbeestablishedbeforeyouupdatethescheduleforthefirsttime.

13.3.1CreatingaBaselineTocreateaBaseline,ensuretheprojectisopenandselectProject,ActivitiesWindow,selectActions, DefineBaselinestodisplaytheBaselinesform:

•Tocreateanewbaselineclickthe Addicon,•Clickthe CopyicontocreateacopyoftheselectedbaselineprojectasanewBaseline,

•Clickthe ConvertaprojecttoBaselinewillopentheSelectProjectformwhereanotherprojectmaybeselectedtobeabaseline.ThisprojectwillthenmovefromthecurrentprojectswindowintotheBaselinesformandisnotavailabletobeopenedfromtheProjects,EPSWindow.

•Clickthe Saveicontosaveallchanges,

•Clickthe Cancelicontoignoreallchanges.

Youmayhavetoclosetheformandreopentorefreshthedatainthisform.

13.3.2DeletingaBaselineTodeleteaprojectbaselinefromthedatabase:

•OpentheBaselinesform,•Selectthebaselineprojecttobedeleted,and

•Clickthe DeleteicontodeleteaBaseline.

13.3.3RestoringaBaselinetotheDatabaseasanActiveProjectTorestoreaprojectbacktothedatabasesoitmaybeeditedorusedasacurrentproject:

•OpentheBaselinesform,•EnsurethebaselineisnotassignedasanybaselineintheBaselinesform,•Selectthebaselineprojecttoberestored,and

•ClickontheRestore icon.

13.3.4UpdateBaselinesTheWindowsClientUpdateBaselinefunctionwasaddedtotheWebinVersion8.4.ThisallowsthemodificationofanexistingBaselinewithnewofchangeddatafromthecurrentscheduleasanalternativetocreatinganewbaseline.

ToUpdateaBaseline:

•SelecttheEPSorActivitiesPage,ActionsmenuDefineBaselines,•SelectabaselineBaselinesform,and

•ClickontheUpdateBaselineicon.

13.3.5CopyingaProjectwithBaselinesYoumaycopybaselineswhenaprojectiscopiedintheEPSWindowusingCopyandPastebytickingtheappropriateboxes.

13.3.6SettingtheBaselineProjectToassignaProjectBaselineorUser’sPrimaryBaseline:•OpentheBaselinesform,•Selectthebaselineprojecttobeassigned,

•SelecttherequiredProjectBaselineorUser’sPrimaryBaselinefromtheappropriatecolumnsdropdownbox,

•BaselineTypesareoptionalandaredefinedintheAdminister,EnterpriseDataform,BaselineTypetab:

•TheProjectBaselineorUser’sPrimaryBaselinemaybeusedforcalculatingEarnedValue.SeeAdminister,ApplicationSettings,EarnedValuetabforotherEarnedValueoptions.ThisBaselineisseenbyanyUserwhoopenstheproject.

SecondaryandTertiaryUserBaselinesintheWindowsClientarenotavailableintheWeb.

TheUser’sPrimaryBaselineareonlyseenbytheUserwhohassettheBaseline.Sootheruserswhoopenaprojectandapply,forexample,aProjectViewthatdisplaysaUserBaseline,willhavetoalsomakesurethattheysetthesamebaselineastheoriginaluser.

•EarnedValuecalculationsmaybeperformedusingeitherthePrimaryBaselinevaluesortheUser’sPrimaryBaselinevaluesfromthecurrentproject.SelecttheSettingstabintheProjects,EPSWindow,Actions, SetProjectPreferences:

•TheAdminister,ApplicationSettings,EarnedValuetab,Earnedvaluesectionhasthreeoptions.ThisoptiondecideswhichBaselineschedulevaluesarereadtocalculatetheEarnedValuefieldsandwhichbarsaredisplayedasBaselineBars.TheAtCompletionvalueswithcurrentdatesistheauthor’spreferredoptionwhenresourcesareassigned.

WhenthePlannedvalueswithplanneddatesisselected,whichisoftenthedefaultvaluewhenthesoftwareisloaded,thenthePlannedDatesaredisplayedasabaselinebar.Thisisundesirablewhenaprogressedscheduleisdisplayedasa

Baseline,say,forcomparingthisperiod’sdatevalueswithlastperiod’sdatevalues.ThisisbecausethePlannedDatesoftenholdirrelevantdatawhenaBaselineschedulehasprogress.

13.3.7Understandingthe<CurrentProject>BaselineBecausePlannedDatesaredifficulttounderstandandmayleadtomisinterpretationoftheschedulebaselines,itisimportantthatyouunderstandthefollowingpoints:

•ThePlannedDatesareusedbythe<CurrentProject>BaselineintheDefineBaselineform.

•The<CurrentProject>BaselineisthedefaultbaselineforboththeProjectBaselineandPrimaryUser’sBaseline.

•WhenNObaselinehasbeensetbyauserthenthe<CurrentProject>BaselineandthereforethePlannedDatesaredisplayedastheBaselineBars.

•The<CurrentProject>Baselineisnotatruebaseline,thedatesmaychangeeachtimeascheduleisupdatedandmayholdirrelevantdatainaschedulethathasbeenprogressed.

•ThetermCurrentProjectisnormallyusedtodescribetheactivitiesastheyarecurrentlyscheduled,andtheterm<CurrentProject>BaselineisconfusingasitisnottheCurrentProjectbutthePlannedDates,whichmaybedifferentfromthenormallyacceptedCurrentProject.

Thefollowingpicturehasthreebars:

•TheupperbarrepresentstheStartandFinishdates:

TheStartdateissettotheEarlyStartwhenanactivityhasnotstartedandActualStartwhentheactivityhasstarted.

TheFinishdateissettotheEarlyFinishwhenanactivityhasnotfinishedandActualFinishwhentheactivityiscomplete.

•Themiddlebaristhe<CurrentProject>baseline,thePlannedDates,and•ThelowerbarisaproperProjectBaselinemadebycopyingtheun-progressedproject.Withnoprogressallbarsarethesame,seepicturebelow:

Inthefollowingpicture:

•Activity1hasbeenmarkedcompleteandtheDataDatemoved.•ThePlannedDatesforActivity1equaltheStartandFinishdatebeforetheactivitywas

markedasstarted.

•Theun-startedactivities,Activity2and3,inthe<CurrentProject>baselinewhichrepresentthePlannedDateshavechangedtheirdatestoequaltheStartandFinish,seepicturebelow:

Inthefollowingpicture:

•Activity2hasnowbeenmarkedin-progressandtheDataDateNOTmoved.

•NowActivity2PlannedDates(representedbythe<CurrentProject>baseline)matchthestatusoftheactivitybeforeitwasmarkedStarted,notaBaseline.ThisactivityPlannedDatesnowdisplayirrelevantdata,

•Activity3PlannedDatesrepresentedbythe<CurrentProject>baselinebarshavechangedasecondtimeandmatchthenewStartandFinish:

WhennoBaselineissetbytheuser,theprojectwillDISPLAYthe<CurrentProject>fromthePlannedDates,notthecurrentprojectStartandFinishdates)astheBaselinebarsand,ineffect:

Allun-startedactivitiesareeffectively“re-baselined”ateachscheduleupdate,and

StartedandCompleteactivitiesPlannedDatesmatchtheStartandFinishdatesoftheactivityjustbeforeanactivitywasmarkedasstarted.Therefore,thePlannedDatesoftheseactivitiescouldcontainirrelevantdata.ThishappenswhenaprojecthasbeenrescheduledandtheDataDatemovedforwardandthenactivitiesmarkedasStarted.AtthispointthePlannedDatesnowdonotrepresentaBaseline,thelastperiodstatusorthenextperiodstatusofanactivity.Theycontainirrelevantdatathatshouldneverbedisplayed,asperthepictureabove.

Thisisgenerallynotacceptedasagoodpractice.Therearesomesignificantissuesherethatneedtobecarefullymanaged:

•IfnoBaselineissetandaviewthatdisplaysabaselinebarisapplied,thenabaselinebarmaycontainirrelevantdatesfromthePlannedDateswillbedisplayed.Thismaycreateconfusionandthesebarsmaychangeoneachscheduleupdate.

•IfoneusersetsaPrimaryUser’sBaselineandthereforeonlyseenbythatuser,andadifferentuseropensaproject,thenthisseconduserwillseeonlythe<CurrentProject>baselineandnottheotherPrimaryUser’sBaseline.Thiswillresultinoneuserseeingsomethingdifferentfromanotheruserwhentwousersopenaproject.

Youmaywishtorestricttheaccesstoaprojectscheduletopreventthe<CurrentProject>baselinebeingdisplayedinadvertently.

13.3.8DisplayingtheBaselineDataTheBaselineDatesmaybedisplayedby:

•DisplayingtheBaselinecolumns:

BListheProjectBaselineBL1istheUserPrimaryBaseline

•ShowingabaselinebarontheBarChartbyselectingtheappropriatebarsintheCustomizeGanttChartOptionsform,Barstab:

TheWindowsClientBL2,theSecondaryUserBaselineandBL3,theTertiaryUserBaselinemaynotbedisplayedintheWebClient.

13.4AdditionalBaselineFields

P6R8.3hasaddedextrabaselinefieldsintheCustomizeColumnsformtobedisplayedontheActivitieswindowafterabaselinehasbeenassignedtoaproject.

Thenewfieldsareavailablefortheprojectbaseline(BL)anduser'sprimarybaseline(BL1):

•ActualExpenseCost

•ActualLaborCost

•ActualMaterialCost

•ActualNonlaborCost

•ActualTotalCost

•ActualStart

•ActualFinish

•EarlyStart

•EarlyFinish

•LateStart

•LateFinish

•ActualDuration

•RemainingDuration

•FreeFloat

•TotalFloat

•ActivityStatus

•Activity%Complete

•Cost%Complete

•Duration%Complete

•%CompleteType

•Units%Complete

•ActualLaborUnits

•ActualNonlaborUnits

Toaccessthisfunctionality:

•IntheActivitieswindowontheProjectssection,gotoViewandselectColumnsor;•Clickonthe Columnsbuttonlocatedinthetoolbar.

13.5Workshop11–WBS,LOEsandSettingtheBaseline

BackgroundWewillfirstlookathowWBSandLOEactivitiesworkandthensetaBaseline.

Assignment–WBSActivityOpenyourOzBuildBidprojectfileandcompletethefollowingsteps:1.ApplytheWorkshop6Dates&Durationview,checkthecolumnsareasperthepicture

below,

2.DisplaytheFloatBarastheSecondbar,inblackwithaheightof4,3.CreateanewactivityundertheBidDocumentWBSNode,IDOZ1140titledWBS

Activity,4.AssignitanActivityTypeofWBSSummaryusingtheActivitiesWindow,Generaltab.5.SaveandpressF9toScheduletoseehowitcalculates.

6.MovetheWBSActivitytotheDeliveryPlanWBSNodebycopyingandpastingandscheduletoseehowitoperates.

7.MovetheWBSActivityusingCutandPastetotheTechnicalSpecificationWBSNodeandschedule:

8.GototheScheduler(F9),OptionsformandchangetheComputeTotalFloattoStartFloat:

9.ScheduleandyouwillseethatthefloatvalueisnowthesamevalueastheStartFloat,buttheFloatBarstillshowstheFinishFloatValue:

10.GototheSchedulingOptionsformandchangetheComputeTotalFloattoFinishFloatandschedule.

Assignment–LOEActivity11.ChangetheWBSActivityTypetoaLevelofEffortandrenameittoLOEActivity,12.DonotschedulewithaLOEactivityunlessithasrelationships.Ifyoudoscheduleitwill

calculatetoazerodurationandbemarkedasCompleteontheDataDate.YouwillthenhavetomarkitasnotstartedintheActivitiesWindow,GeneraltabandassignadurationsoyoucanseeitontheGanttChart.

13.MoveOZ1140totheDeliveryPlanWBSNodeandsortonActivityID,

14.AddOZ1060SSOZ1140predecessorandOZ1140FFOZ1070successorrelationshipsandseehowitcalculates.

EnsureyouopenthePredecessorandSuccessorwindowsandthereareonlyonepredecessorandonesuccessor.

15.AddOZ1050SSOZ1140predecessorandOZ1140FFOZ1110successorrelationshipsandseehowitcalculates.

16.DeletetheLOEactivity.

Assignment–SettingaBaseline17.SelectProject,ActivitiesWindow,selectActions, DefineBaselinestodisplaythe

BaselinesformandclickonAddtosaveacopyofthecurrentprojectasaBaselineandtitleitBidforFacilityExtension–Baseline.

18.AssignanappropriateBaselineType,suchasCustomerSign-Off,(theoptionsmayvarydependingonyourdatabase).

19.MakethisyourProjectBaselineandUser’sPrimaryBaselineandclosetheBaselinesform.BysettingbothBaselines,thisensuresthatanybaselinebarwillshowarealbaselineandnotthePlannedDates.

20.SaveandclosetheBaselinesform.

21.HidetheFloatBaranddisplaytheProjectBaselinebar,sayinyellowand8high.22.Displaythefollowingcolumns:

Showfirstcolumnas–ActivityName

ActivityID

Activity%Complete

PlannedDuration

RemainingDuration

Start

Finish

TotalFloat

VarianceBL–ProjectFinishDate

23.MakesuretheTimescaleisMonth/Week.24.Showthetimein24-hourformat,butdonotshowtheminutesbyselectingAdminister,

MyPreferences,Datestab.25.SaveyourviewasWorkshop11–BaselineComparison.26.Checkyouranswerbelow:

14UPDATINGANUNRESOURCEDSCHEDULENowthattheBaselinehasbeensetwecanstarttrackingprogressandtheimportantphaseofregularmonitoringandcontrolbegins.Thisprocessisimportanttohelpcatchproblemsasearlyaspossible,andthusminimizetheirimpactonthesuccessfulcompletionoftheproject.Themainstepsformonitoringprogressare:

•SavingaBaselineschedule,coveredinthelastchapter,•Recordingormarking-upprogressattheDataDate.•UpdatingorProgressingtheschedule:

CompletedactivitiesareassignedActualStartandActualFinishdates,In-progressactivitiesareassignedActualStartdates,andtheactivity’sRemainingDurationsandPercentCompletesareadjusted,

Adjustmentsaremadetoun-startedworkbasedontheproductivityto-date,and

Projectscopechangesshouldbeaddedasnewactivities.

•SchedulingtheprojectandatthesametimemovingtheDataDatetothenewDataDateandrecalculatingalltheactivitiesdates.

•TheDataDatemayalsobemovedbeforeupdatingtheactivitiesfromtheEPSWindow,DataDatecolumnintheupperpaneortheEPSWindow,Generaltabinthelowerpane.

•ComparingandReportingactualprogressagainstplannedprogressandrevisingtheplanandschedule,ifrequired.

Comparingthestatusofanactivityagainstmorethanonebaselineisuseful;forexample:

•TheoriginalplancouldberepresentedasoneoftheBaselines,toseetheslippageagainsttheoriginalplan.

•LastPeriod,whichcouldbeanotherBaseline,toseethechangessincethelastupdate.

Bythetimeyougettothisphaseyoushouldhaveaschedulethatcomparesyouroriginalplanwiththecurrentplan,showingwheretheprojectisaheadorbehind.Ifyouarebehind,youshouldbeabletousethisscheduletoplanappropriateremedialmeasurestobringtheprojectbackontarget.

Shortlistofcommands:

Topic MenuCommand

ProgressSpotlight ClickontheSpotlight icontomovetheSpotlightforwardorbackwardsoneminortimescaleincrement.

SuspendandResume YoumustdisplaytheappropriatecolumnstoentertheSuspendandResumedates.

SettingtheCurrentDataDateOpentheSchedulerformby:

andSchedulingtheproject •SelectingScheduler iconor

•PressingtheF9key.

14.1PracticalMethodsofRecordingProgressNormallyaprojectisupdatedonceaweek,bi-weekly,ormonthly.Veryshortprojectscouldbeupdateddailyorevenbytheshiftorhour.Asaguide,aprojectwouldtypicallybeupdatedbetween12and20timesinitslifetime.Ahighriskprojectshouldbeupdatedmoreoftenthanalowriskproject.ProgressisrecordedonorjustaftertheDataDateandtheschedulerupdatesthescheduleuponthereceiptoftheinformation.

Thefollowinginformationistypicallyrecordedforeachactivitywhenupdatingaproject:

•Theactivitystartdateandtimeifrequired,

•Thenumberofdaysorhoursrequiredtocompletetheactivityorthedateandtimetheactivityisexpectedtofinish,

•Thepercentagecomplete,and

•Ifcomplete,theactivityfinishdateandtime.

Aprintoutoftheschedulemaybeusedforrecordingtheprogressofthecurrentscheduleandisoftenproducedpriortoupdatingtheproject.Ideallyprogressshouldberecordedbyaphysicalinspectionoftheworkorbyapersonwhointimatelyknowsthework,althoughthatisnotalwayspossible.Itisgoodpracticetokeepthismarked-uprecordforyourownreference.EnsurethatyounotetheDataDateofthemark-upand,ifrelevant,thetime.

OftenaStatusReportormark-upsheet,suchasthefollowingillustration,whichhasa4-weeklook-aheadfilterapplied,isdistributedtothepeopleresponsibleformarkinguptheprojectprogress.Themarked-upsheetsarereturnedtotheschedulerfordataentryintothesoftwareandthenfiledfordisputeresolution.

Apagebreakcouldbeplacedateachresponsibleperson’sbandintheCustomizeGroupingform,andwhenthescheduleisprintedeachpersoncouldhavetheirownpageofactivitiesthatareeitherin-progressorduetocommence.Thisisparticularlyusefulforlargeprojects.

Otherelectronicmethods,discussednext,maybeemployedtocollectthedata.Irrespectiveofthemethodused,thesamedataneedstobecollected.

Thereareseveralmethodsofcollectingdatafortheprojectstatus:

•Bysendingaprintedsheettoeachresponsiblepersontomarkupbyhandandreturntothescheduler.

•ByexportingthedatafromPrimaveraintoanotherdocument,suchasExcel,andE-mailingthedocumenttothemasanattachment.

•Bygivingtheresponsiblepartydirectaccesstotheschedulesoftwaretoupdateit.Thisapproachisnotrecommended,unlesstheprojectisbrokenintosub-projects.Byusingmultipleprojectswithonescheduleraccessingeachproject,orassigningaccessthroughWBSNodes,onlyonepersonupdateseachpartoftheschedule.

•WhenthePrimaveratimesheetshavebeenimplementedthisprocessmaybeusedtoupdatetheactivitiesorotherelectronicmethods.

Someprojectsinvolveanumberofpeople.Insuchcases,itisimportantthatproceduresbewrittentoensurethattheupdateinformationiscollected:

•Inatimelymanner,

•Consistently,

•Completely,and

•Inausableformat.Itisimportantforaschedulertobeawarethatsomepeoplehavegreatdifficultyincomprehendingaschedule.Whenthereareanumberofpeoplewithdifferentskilllevelsinanorganization,itisnecessarytoprovidemorethanonemethodofupdatingthedata.Youevenmayfindthatyouhavetositdownwithsomepeopletoobtainthecorrectdata,yetothersarewillingandcomfortabletoe-mailyoutheinformation.

14.2UnderstandingtheConceptsTherearesometermsandconceptsusedinschedulingandsomethatarespecifictoPrimaverathatmustbeunderstoodbeforeupdatingaprojectschedule.

Usersmustalwaysdisplaythetimewhenupdatingaproject,otherwisethetimeof00:00issometimesselectedbyP6astheStartorFinishtimewhichisusuallynotdesirable.

14.2.1ActivityLifecycleTherearethreestagesofanactivitylifecycle:

•NotStarted–TheEarlyStartandEarlyFinishdatesarecalculatedfromthePredecessors,Constraints,andActivityDuration.

•In-Progress–TheactivityhasanActualStartdatebutisnotcomplete.AssigninganActualStartdateoverridestheStartConstraintsandStartRelationshipswhichareusedtocalculatetheEarlyStart.

TheenddatemaybecalculatedfromtheRemainingDurationoraFinishConstraintoraFinishRelationship.

•Complete–Theactivityisinthepast,theActualStartandActualFinishdateshavebeenenteredintoPrimavera,andtheyoverridealllogicandconstraints.

14.2.2AssigninganActualStartDateandTimeofanActivityThissectionwillexplainhowPrimaveraassignstheActualStartofaCompleteoranIn-Progressactivity.ThisdateoverridestheEarlyStartdate.•ActualStartdateisassignedintheActualStartfieldbycheckingtheStartedcheckbox,

or

•EnteringadateintheActualStartcolumn.

•TheactivityActualStartdateissettoequaltheStartdatewhenthisboxischecked.•TheActualStartdatecalendarisopenedbyclickingonthe icontotherightofthe

Startedcheckboxandadifferentstartdatemaybeassigned.ThisdateshouldnotbeinthefutureoftheprojectDataDate.Itwouldnotbelogicaltohaveanactivityactualstartsetinthefuture.

•AnActualStartmayalsobeassignedinanActualStartcolumn.

14.2.3AssigninganActualFinishDateandTimeofanActivityThisisassignedinthesamewayasanActualStartandthisshouldbeinthepast.AnActualFinishdateoverridesanEarlyFinishdateandfinishdateconstraintsandfinishrelationshipsareignored.

14.2.4CalculationofDurationsofanIn-ProgressActivityDurationsThePrimaverahasmanydurationsfields,wewilldiscussfourdurationsfieldsbelow:

•AnactivityPlannedDuration(OriginalDurationinsomeWindowsClientIndustryVersions)isthedurationfromtheEarlyStarttotheEarlyFinishcalculatedovertheActivityCalendarandiscalculatedwhenanactivityhasnotyetstarted.WhenanActualStartisentered,thisdurationisnolongerrecalculatedordirectlyusedforscheduling,butmaybeedited.

•TheActualDurationistheactivity’sworkeddurationandiseitherthedurationfrom:TheActualStarttotheDataDateofanIn-progressactivity,or

TheActualStarttotheSuspendDateofasuspendedIn-progressactivity,orTheActualStarttotheActualFinishofaCompletedactivity.

•TheRemainingDurationistheunworkeddurationofanIn-progressactivityandisthedurationfromtheDataDateorResumeDatetotheEarlyFinishdateofanactivity.

•TheAtCompletionDuration=ActualDuration+RemainingDuration.Beforeanactivityhasstarted,theActualDurationiszeroandtheRemainingDurationequalsthePlannedDuration.

•ThePlannedDurationislinkedtotheRemainingDurationwhen:Anactivityisun-startedandTheProject,EPS,Actions,SetProjectPreferences…,Calculationstab,Linkplannedandatcompletionfornotstartedactivitiesischecked.Thein-builtproportionallinkbetweenPlannedDuration,ActualDuration,RemainingDuration,and%CompletethatexistsinMicrosoftProjectdoesnotexistinPrimavera.

PercentCompleteAsdiscussedintheADDINGACTIVITIESANDORGANIZINGUNDERTHEWBSchapter,thissectionisrepeatedforcompletenessofthischapter.

ThePercentCompletetypeshouldbeunderstoodifitisintendedtoupdate(statusorprogress)aschedule.InPrimaverathisoptionmaybesetforeachactivityindividuallyandthedefaultfornewactivitiesissetinthePercentCompleteTypedropdownbox.PrimaverahasmanyActivityPercentCompletefieldsthatmaybedisplayedincolumnsandwewilldiscussfourofthemnow:

IntheWebClienttheDuration%Completeisdisplayedasthe%CompleteBar.Activity%Complete,displayedonthe%CompleteBarintheWindowsClientonly,maybelinkedtoonlyoneofthethree%Completefollowingthreefields,Physical%Complete,Duration%Complete,orUnits%Complete.

TherearethreePercentCompleteoptions;eachnewactivityisassignedtheprojectdefaultPercentCompleteTypeandthenthismaybeeditedforeachactivityasrequired.ThereforeiftheoptionofPhysical%CompleteisselectedforanactivitythentheActivity%CompleteandthePhysical%Completearelinkedandachangetoonewillchangetheother.

Default%CompleteTheDefaultPercentCompleteTypeforeachnewactivityineachprojectistheProjectPreferences,Defaultstab:

•EachnewactivityPercentCompleteTypeissettotheDefaultPercentCompleteandmaybechangedatanytime.

PercentCompleteTypes•Duration%Complete–ThisfieldiscalculatedfromtheproportionofthePlanned

DurationandtheRemainingDurationandtheyarelinkedandachangetoonevaluewillchangetheother.WhentheRemainingDurationissettogreaterthatthePlannedDurationthispercentcompleteisalwayszero.ThisissimilartothewayP3andSureTrakcalculatesthe%CompletewhentheLinkRemainingDurationandPercentCompleteoptionisselected

•Physical%Complete–Thisfieldenablestheusertoenterthepercentcompleteofanactivityandthisvalueisindependentoftheactivitydurations.ThisissimilartothewayP3andSureTrakcalculatesthe%CompletewhentheLinkRemainingDurationandPercentCompleteoptionisNOTselected.

•Units%Complete–ThisiswherethepercentcompleteiscalculatedfromtheresourcesActualandRemainingUnits.AchangetoonevaluewillchangetheotherandwhenmorethanoneresourceisassignedthenalltheActualUnitsforallresourceswillbechangedproportionally.ThiswillbecoveredfurtherinTheUPDATINGARESOURCEDSCHEDULEchapter.ThisissimilartotheMicrosoftProject%WorkComplete.

TheUnits%CompleteiscalculatedfromthevalueofalltheLabor,Non-LaborResources,sobecarefulwhenmorethanontypeofresourceisassignedtoanactivity.Forexamplethesoftwarecouldbeaddingconcretevolumeswithlaborhoursandexcavatorhours.

Activity%CompleteTheActivity%CompletefieldislinkedtothePercentCompleteTypefieldassignedtoanactivityintheActivitiesWindow,Detailsform,Generaltaborthe%CompleteTypecolumn:

•TheActivity%CompleteisNOTlinkedtothe%CompleteBarandtheDuration%Completeisdisplayedonthe%CompleteBar,inthesamewayasMicrosoftProject’sdefault%Completebar.

IntheWindowsClienttheActivity%CompleteisdisplayedontheBar:

14.2.5SummaryBarsProgressCalculationSummarybarssuchasWBSNodebarsmaynotbeupdated,astheyarevirtualactivitieswiththeirdatacreatedfromsummarizingtheactivitiesintheWBSband.

14.2.6UnderstandingtheDataDateTheDataDateisalsoknownastheCurrentDataDateintheWindowsClient,UpdateDate,StatusDate,ProgressDate,AsAtDate,TimeNow,ReportDateandtheProjectDataDate.PrimaverahasoneDataDate,titledCurrentDataDate,whichoperatesinasimilarwaytotheDataDateinP3andSureTrak.ThePrimaveraDataDateisdisplayedasaverticallineontheschedule;thisDataDateverticallinemayNOTbeformatted,onlyhiddenordisplayed.UnlikeAstaPowerproject,whichallowsalltheReportDatestobesetupatthestartofaproject,P6onlyhasoneDataDatethatismovedoneachupdate.

InP6thefunctionoftheDataDateisto:•Separatethecompletedpartsofactivitiesfromincompletepartsofactivities.

•Calculateorrecordallcostsandhoursto-datebeforetheCurrentDataDate,andto

forecastcostsandhourstogoaftertheCurrentDataDate.

•CalculatetheFinishDateofanin-progressactivityfromtheCurrentDataDateplustheRemainingDurationovertheActivityCalendar,whentheSuspendandResumefunctionhasnotbeenused.

14.3UpdatingtheScheduleThenextstageistoupdatetheschedulebyenteringthemark-upinformationagainsteachactivity.

Whendealingwithlargeschedulesitisnormaltodevelopalook-aheadschedulebycreatingafiltertodisplayincompleteandun-startedactivitiescommencinginthenearfutureonly.

Theschedulemaybeupdatedusingthefollowingmethods:

•UsingthefieldsintheStatusareareaofGeneraltabintheDetailsform,or•Displayingtheappropriatetrackingcolumnsby:

Creatingyourownview,or

Insertingtherequiredcolumnsinanexistingview.

14.3.1UpdatingActivitiesUsingtheGeneralTaboftheDetailsFormEnsureyouareshowingthetimeandthenopentheGeneraltab:

UpdatingaCompleteactivity:•ChecktheStartedboxandentertheactualStartDateandTimeifdifferentfromthe

displayeddate.

•ChecktheFinishedboxandentertheactualFinishDateandTimeifdifferentfromthedisplayeddate.

UpdatinganIn-progressactivity:•ChecktheStartedboxandentertheactualStartDateandTimeifdifferentfromthe

displayeddate.

•WhentheDurationTypeisDurationthe%DurationCompleteandRemainingDurationare

linkedtoeither:

TheRemainingDurationiseditedandthe%Completeiscalculated,orThe%CompleteisenteredandthesoftwarecalculatestheRemainingDuration,orARemainingDurationgreaterthanthePlannedDurationmaybeenteredandthe%Durationwillremainatzero,untiltheRemainingDurationislessthanthePlannedDuration.

IrrespectiveofthemethodusedtocalculatetheRemainingDuration,afterthescheduleisrecalculatedtheenddateoftheactivityiscalculatedfromtheCurrentDataDateplustheRemainingDurationovertheActivityCalendar.

Becarefulthatthe%DurationCompletedoesnotchangetheRemainingDurationtoanon-rounddayandthatactivitythenfinisheshalfwaythroughaday.Thisresultsinallsuccessoractivitiesstartingandfinishinthemiddleoftheday.

UpdatinganUn-startedactivity:•ThePlannedDuration,RelationshipsandConstraintsofanun-startedactivityshouldbe

reviewed.

14.3.2UpdatingActivitiesUsingColumnsAnefficientmethodofupdatingactivitiesisbydisplayingthedataincolumnsby:

•Insertingtherequiredcolumnsinanexistingview,orbetter:

•CreatingaViewwiththerequiredcolumnsandupdatingthescheduleusingthesecolumns.

14.4ProgressSpotlightThefunctiontitledProgressSpotlighthighlightstheactivitiesthatshouldhavebeenworkedonintheperiodhighlighted.ClickontheSpotlight icontomovetheSpotlightforwardorbackwardsoneminortimescaleincrement.

14.5SuspendandResumeYoumustdisplaytheappropriatecolumnstoentertheSuspendandResumedates.ThisfunctionworksinasimilarwaytotheP3andSureTrakfunctionandenablesonlyonebreakinanactivity.

ThefollowingexampleshowsanactivitywithaSuspenddateandResumedate:•ThisfeatureworkswhenanactivityhascommencedandnormallytheSuspenddateisin

thepastandtheResumedateinthefuture.

•TheactivitymusthaveanActualStartdatebeforeyoucanrecordaSuspenddate.

•OnlyResourceDependentandTaskDependentactivitiesmaybesuspendedandresumed.

•Thesuspendedperiodisnotcalculatedaspartoftheactivitydurationandresourcesarenotnormallyscheduledinthisperiod.

UnliketheProfessionalandOptionalClientyoumaynotupdatethesedatesinanylowerwindowtab,youmustdisplaythecolumns.

TheSuspendandResumetimemaybesetattheincorrecttimeoftheday.TheauthorhasfoundthattheSuspendisusuallysetatthestartofthedayandResumeusuallyattheendoftheday;thereforethedefaultsforbothareillogical.ThereforeyouSHOULDALWAYSdisplaythetimewhensettingSuspendandResumedatestoensurethattheyarecorrect.

14.6SchedulingtheProjectAtanytime,butusuallyaftersomeoralltheactivitieshavebeenupdated,theprojectisscheduled:

•OpentheScheduleProjectform:SelectScheduler(F9) iconor

PresstheF9key,or

•DataDate

AllprojectusetheirowndatadatewillnotchangeanyDataDates,

ApplyselecteddatadatetoopenprojectswillchangetheDataDateofalopenprojects,andselecttherequirednewDataDatefromtheDataDatebox,

•Clickthe Schedulebutton.•Thesoftwarewillrecalculatealltheearlyfinishdatesfromtheremainingdurationsandthe

newCurrentDataDate,takingintoaccounttherelationshipsandtheScheduleOptions.

14.7UpdateProjectThereisnoUpdateProjectfunctionasfoundintheWindowsClient.

14.8ComparingProgresswithBaselineTherewillnormallybechangestothescheduledatesandmoreoftenthannottherearedelays.ThefullextentofthechangeisnotapparentwithouthavingaBaselinebartocomparewiththeupdatedschedule.

TodisplayoneormoreoftheBaselineBarsintheBarChartyoumustopentheBarsformintheCustomizeGanttChartformandmodifyasrequired.

IfyouwanttoseetheStartandFinishDatevariances,theyareavailablebydisplayingtheVariance–BLStartDate,Variance–BLFinishDate,Variance–BL1StartDate,andVariance–BL1FinishDatecolumns.

Asdiscussedearlierinthischapter,whenaProjectBaselineoraPrimaryUser’sBaselinebarisdisplayedwithoutabaselinebeingsetandthe<CurrentProject>(whichisbasedonthePlannedDates)willbedisplayed.The<CurrentProject>/PlannedDatesofanin-progressprojectsarenotBaselinesandmayholdirrelevantdata.

14.9ProgressLineDisplayontheGanttChartAprogresslinedisplayshowfaraheadorbehindactivitiesareinrelationtotheBaseline.

EithertheProjectBaselineorthePrimaryUser’sBaselinemaybeusedandtherearefouroptions:

•DifferencebetweentheBaselineStartDateandActivityStartDate,•DifferencebetweentheBaselineFinishDateandActivityFinishDate,•ConnectingtheprogresspointsbasedontheActivity%Complete,•ConnectingtheprogresspointsbasedontheActivityRemainingDuration.

ThepicturebelowisusingtheoptionsinthepictureabovebutalltheactivitiesaresetasaPhysical%CompletebuttheWebtoolonlydisplaystheProgressonthebarsandActivity%CompleteonthebarsasintheWindowsClient.

14.10CorrectiveActionDateslippageoccurswhenanactivityisrescheduledtofinishlaterthanoriginallyplanned.Therearetwocoursesofactionavailable:

•Thefirstistoaccepttheslippage.Thisisrarelyacceptable,butitistheeasiestanswer.

•Thesecondistoexaminethescheduleandevaluatehowyoucouldimprovetheenddate.

Solutionstoreturntheprojecttoitsoriginalcompletiondatemustbeauthorizedbythepersonresponsiblefortheproject.

Suggestedsolutionstobringtheprojectbackontrackinclude:

•Reducingthedurationsofactivitieson,ornear,thecriticalpath.Whenactivitieshaveappliedresources,thismayincludeincreasingthenumberofresourcesworkingontheactivities.Changinglongeractivitiesisoftenmoreachievablethanchangingthelengthofshortdurationactivities.

•Providingmoreworktimeandchangingcalendars,sayfromafive-daytoasix-daycalendar,sothatactivitiesarebeingworkedonformoredaysperweek.

•Reducingtheprojectscopeanddeletingactivities.

•Changingactivityrelationshipssoactivitiestakeplaceconcurrently.ThismaybeachievedbyintroducingnegativelagstoFinish-to-Startrelationships,whichmaintainsaClosedNetwork.Anegativelagwillallowthesuccessoractivitytostartbeforethepredecessoriscomplete,whichisoftenwhathappensinreality.

•ReplacingFinish-to-StartrelationshipswithStart-to-Startrelationships.Activitiesarenowprogressinginparallelandthereforeatthesametime.Thishasthepotentialofcreatinganopennetworkasthepredecessoractivitymaynolongerhaveafinishsuccessorandanextensioninthedurationofthisactivitymaynotaffectthecriticalpath.TomaintainthecriticalpaththenthisoptionshouldbeavoidedoraFinish-to-Finishsuccessoraddedtocompleteaclosednetwork.

•Changingtheplanandthereforechangingthelogictoreducetheoveralllengthofthecriticalpath.

14.11CheckListforUpdatingaScheduleBeforeupdatingascheduleyoushouldcheckthefollowingitems:

•EnsureyouareshowingthetimefromtheAdminister,MyPreferences,DateFormatsectionandcheckthatallStartandFinishdatesandtimesarelogical.Youcanseethatthesetimesmakesensewhenyouareupdatingaproject.

•Checkthe%CompleteTypeforalltheactivities;theauthorrecommendsthatthisbesettoPhysical.

•ChecktheScheduler,Options.Thedefaultsareusuallygood,butifyouhavemultiplecalendarsyoushouldconsiderusingtheLongestPathoption.

•CheckthattheAdminister,ApplicationSettings,EarnedValuetabisNOTsettoPlannedvalueswithplanneddates,soyouwillnotreadthePlannedDatesfromaBaselineSchedule.

•AftercreatingaBaseline,ensurethatyouhavenotlefta<CurrentProject>astheProjectBaselineorPrimaryUser’sBaseline.

•EnsureallActualDatesareinthepastastheyareassigned.•TakeacompletecopyofyourscheduleincludingallBaselineprojectsafterupdateforclaim

analysisatalaterdate.

14.12Workshop12–ProgressingandBaselineComparison

BackgroundAttheendofthefirstweekyouhavetoupdatethescheduleandreportprogressandslippage.

Assignment1.Wearenowgoingtoupdatethescheduleattheendofthefirstweek.

2.EnsureyourOzBuildprojectisopenandyouhavetheWorkshop11BaselineComparisonviewapplied.

3.UpdatetheprojectactivitiesintheActivities,bottompaneGeneraltabwiththefollowing:NOTE:Greyhighlightedcellsmaynotbeedited.

4.F9toopentheScheduleProjectform:SelectApplyselecteddatadatetoallprojects,ChangetheCurrentDataDateto9-Dec-1308:00,thatwillbeMondaymorning,

OpentheSchedulerOptionsformbyclickingonthe OptionsiconandensureRetainedLogicisselected,andthenclosetheSchedulerOptionsform,

Clickonthe Schedulebuttontorescheduleandchecktheanswer

NOTE:ThelowerbaristheBaselineanddelaystoactivitiescreatedbythelateschedulingoftheCreateTechnicalSpecificationactivityisclearinthepictureabove.

5.OpentheGeneraltaboftheCreateTechnicalSpecificationactivityandchangethe%CompleteTypetoDuration,

6.SaveandscheduleandtheActivity%Completewillchangeto0%.Alinkisnowestablishedbetweenthe%CompleteandRemainingDurationandthereforethe%CompleteandRemainingDurationmaynotbeenteredindependentlyfromtheActivity%Complete.TheActivity%CompletevalueiszerobecausetheRemainingDurationisgreaterthanthePlannedDuration.

7.IfyouturnonShowneckingforthefirstbarintheCustomizeActivityViewformBarstabyouwillseetheneckingofthebarsoverthenon-workperiods.

8.Enter20%CompleteagainsttheCreateTechnicalSpecificationactivityintheGeneraltabandschedule.TheRemainingDurationwillreduceto4daysandyouwillnoticethelinkbetweentheActivity%CompleteandRemainingDuration.

9.Nowchangethe%CompletefortheCreateTechnicalSpecificationactivityto50%andSave.

10.Reschedule.

11.EnsureyouareshowingtheDurationSub-unitofHoursbyopeningtheAdminister,MyPreferences…TimeUnittabandcheckthesettingareasperbelow:

12.ThishasresultedintheRemainingDurationnolongerbeingexpressedinwholedaysandactivitieswhicharetwodayslong,forexampleActivityOZ1030,nowspanningthreedaysbecausetheystartandfinishatmidday.

13.ThesituationofhavingdurationsthatarenotrounddaysisoftennotdesirableandmaybepreventedbyusingPhysical%CompleteandenteringtheRemainingDurationinwholedays.

15ADMINISTERMENU

15.1AdministerMenuTheAdminmenuisavailableintheP6ProfessionalClient.WhentheWebisinstalledandtheP6OptionalClientisusedtheAdminmenuisnolongeravailableandalladministrationfunctionsmustbeaccessedthroughtheWebmodulewhenusingtheOptionalClient.

P6ProfessionalTheAdmincommandopenstheAdminform.DependingonhowPrimaverahasbeeninstalledandyouraccessrightsset,youmayormaynothaveaccesstosomeorallofthesemenus.

P6WebThewebAdministermenuiswheretheOptionalAdmincommandsarelocatedandtheseareallverysimilartotheProfessionalClient.

TheWebcommandswillnotbecoveredindetailinthisbookbuttheyoperateinexactlythesamewayastheWindowsProfessionalClient.

ThischapterwilllookatthefollowingtopicsundertheAdministermenu:

•MyCalendar

•MyPreferences,calledUserPreferencesintheProfessionalandOptionalClients•AdministerSettings

•EnterpriseData

•GlobalScheduleServices

•UserAccess

•UserInterfaceViews

•UserSessions

15.2MyCalendarWhenauserisalsocreatedasaresourceinadatabaseandhasaPersonalCalendarcreatedthentheusermayedittheirowncalendarinthisareatoreflecttheirpersonalavailabilityandmayaddtheirholidaysetc.intheircalendar.

Thisoptionworksinthesamewayaseditinganyothercalendar.

AresourcecalendarwillONLYbeusedtocalculateactivitydurationswhenanactivityisassignedanActivityTypeofResourceDependent.

15.3MyPreferencesSelectAdminister,MyPreferencestoopentheMyPreferencesform.Thisformisusedtosetupanumberofuserdefinedparameters,whichwilldeterminehowdataisdisplayed:

TheMyPreferencesformhasthreetabs:•Global–wheretheMyPreferencesoptionsthatcontrolhowdataiscalculatedareedited,•View–wheretheuserformatsmanyoftheirViews,allowingtheusertohideordisplay

dataand

•Password–wheretheuserchangestheirpassword.

15.3.1Global,GeneralTab

MaximumnumberorrowsdisplayedineachsectionandMaximumnumberofrowsdisplayedintreesandpicklistsrestricttheamountofdataavailableinlists.Anexampleofthistypeofrestrictionisdisplayedinthepicture.

Itisrecommendedthathighvaluesaresetheresoasnottohidedata.

Sende-mailtoresourcesuponaddingorremovingassignmentsandPromptbeforesendingemailareself-explanatory.CalculateperformanceandearnedvalueinformationbyCostsorLaborUnitsaffectsEVcalculationsandthisisaninterestingfeatureasthisallowsdifferentuserstoreportdifferentdataforthesameprojects.

15.3.2Global,General,TimeUnitsFormatTabTheDisplayTimeUnitsinsectionofthetabisusedtodefinetheUnitofTimeformatthatresourceinformationandresourceassignmentsaredisplayedwith,e.g.daysorhours.

TheDisplayDurationsFormatinsectionofthetabisusedtodefinetheUnitofTimeformatthatactivitydurationsaredisplayedwith,e.g.,daysorhours.

Thepicturetotherightshowstheauthor’srecommendedsettings.ItisbesttoshowboththeDurationsubunitsandlabelthenyouwillseeifyouhavedurationsthatarenotrounddays.

TheUnits/TimeFormatsectionoftheformenablestheMicrosoftProject-typeformattingoptionsofResource/TimeFormattoshowResourceutilizationasapercentage(50%)orasunitsperduration(4h/d).Thereforethereareseveraloptionshere;forexample,threepeopleassignedtoanactivitymaybedisplayedinmanyformatsincludingthefollowingwhichallcalculatethesamevalueofthreeresources:

•300%

•24h/d

•3d/d

•3h/h

15.3.3Global,ResourcesTab,ResourceStaffingAutomaticallysummarizeprojectafterassigningresourcesensuresthatsummarydatadisplayedinotherviewshasbeenrecalculatedbythesystem.

DisplayResourceAssignmentsUncheckingthesedoesnothidethesedataitemsintheProject,Activitiesbottomwindowbutwillhidethisdatainsomeotherviews.

DisplayNotebookUncheckingthesedoesnothidethesedataitemsintheProject,Activitiesbottomwindowbutwillhidethisdatainsomeotherviews.

DisplayStepsUncheckingthesedoesnothidethesedataitemsintheProject,Activitiesbottomwindowbutwillhidethisdatainsomeotherviews.

15.3.4Global,ResourcesTab,ResourceAssignmentsWhenaddingorremovingmultipleresourceassignmentsonactivitiessectionhastwooptions:

PreservetheUnits,Duration,andUnits/Timeforexistingassignments.Withthisoption,asResourcesareaddedordeletedthetotalnumberofhoursassignedtoanActivityincreasesordecreases.Thehoursassignedforeachresourcearecalculatedindependently.

RecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationType.Thetotalnumberofhoursassignedtoanactivitywillstayconstantas

secondandsubsequentresourcesareaddedorremovedfromanActivity,exceptwhentheActivityTypeisFixedDurationandUnits/Time.RecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationTypeissimilartomakinganactivityEffortDriveninMicrosoftProject.ThereisnosimilarfunctioninP3andSureTrak.

WiththeRecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationTypeoptionasyouassignorremoveresourcestoorfromanactivitythetotalnumberofhoursofworkstayconstantandtheworkisdividedamongstalltheresources.Thus,assigningresourceswillreducetheworkforeachresourceandeithertheactivitydurationwillreduceortheUnitsperTimePeriodforeachresourceassignmentwillreduce.ThiscalculationisdependentontheDurationType.TheauthorprefersasadefaultPreservetheUnits,Duration,andUnits/Timeforexistingassignments.Inthissituationeachresourceworkisindependentonotherresourcesassignedtoanactivity.

Whenassigningaresourcetoanexistingactivityassignment:Theoptionsallowausertodecide what Units/Time are assigned to a resource when a resource is assigned to anexistingassignment.

When a resource and role share an activity assignment: The options allow a user todecidewhatPrice/Unitisassignedtoaresourcewhenaresourceisassignedtoanexistingassignment.

Displaytherole limitbasedon:Primavera introducedRoleLimits inVersion6.0and thisenablesoptionsfordisplayingtheRoleLimitsinResourceProfiles.Arolemayhavebeendefineda limitofsix resourcesbutonlyhave fourPrimaryResourcesassigned.Thisoptionallowsyoutodecideifyouwishtodisplayalimitoffourbasedontheresourcesavailableorsixbasedonthelimitassignedtotherole.

NumberofavailableitemstosearchforRoles,Resources,andResourceCodesThissetsthelinesavailableintheOpenarequestforaresourceform,inthepicturetheoptionissetto2:

15.3.5Global,ProjectScoreTabTheseoptionsareusedforProjectandPortfolioreportingandareoutofscopeofthisbook.

15.3.6Global,PerformanceThresholdTabThissectionisusedtocustomizethedashboards:

15.3.7Global,CurrencyTabTheCurrencyOptionstabselectsthecurrencysymbolusedtodisplaycosts.

TheCurrenciesform,availablefromtheAdminister,EnterpriseData,Globalsectionmenuitem,isusedtodefinetheBaseCurrency.AllcostsarestoredintheBaseCurrencyandallotherCurrenciesarecalculatedvaluesusingtheBaseCurrencyvalueandconversionrate.

Itispossibletohavetwocurrencieswiththesamesymbolandifauserselectsadifferentcurrencythenallcostsdisplayedbytheuserwillbeconvertedtoadifferentvalue.Thisoptionmustbecarefullymonitoredandifyoudonotneedmultiplecurrenciesthenitissuggestedthatyoushoulddeleteallbutonecurrency,toavoidany

possibleproblems.Ifyouareusingmultiplecurrenciesthenmakesurethatallhaveadifferentsignsothereisnoconfusion.

15.3.8Global,DateFormatTabTheDateFormattabisself-explanatoryandisusedtoformatthedisplayofdatesandtime.NOTE:Itisnotpossibletohidetheyearandtherealwayshastobeadateseparator,thusleadingtowiderdatecolumnsthanotherwisecouldbeachieved.ItisalsonotpossibletodisplaythedaysincharacterssuchasMonorMondaywiththedate.

Thepicturetotherightshowstheauthor’srecommendedsettings.PeopleintheUSmaywishtousetheirlocalDateFormat.

TheauthorrecommendsthattheTimeshouldalwaysbedisplayedsoausermayseewhattimePrimaverahasselectedwhenassigningActualdates,Constraintdates,SuspendandResumedates.OftenPrimaveraselects00:00,whichismidnightonthemorningoftheselecteddate.TheauthorrecommendsthattheMonthnameshouldalwaysbedisplayedtoavoidconfusionbetweentheUSdateformatofmm/dd/yyandtheROW(RestofWorld)dateformatofdd/mm/yy.

15.3.9Global,IssuesTabThisiswhereauserspecifieswhichIssuestheyareinformedabout.

15.3.10ViewTabTheViewtabisusedtodisplayorhideP6windows:

15.3.11SettingaDefaultStartPageInP6R8.3itispossibletospecifythedefaultstartpagethatauserwillbepresentedwithuponlogginginby:

•Settingthedefaultstartpage;

•ThenselectingaP6sectionintheStartPagelistand;

•Ensuringthatthestartpageisthetop-mostpageselectedfordisplay.

Toaccessthisfeatureeither:

•GotoAdminister,MyPreferencesandselectViewtab;or•GotoAdministerandselectUserInterfaceViewsand•ClickontheContenttaboftheGeneralsection.

15.3.12PasswordTabTheUserPasswordtabisusedtochangetheuserpassword.

15.4ApplicationSettingsThisiswheresomedatabaseparametersarecreatedandedited:

15.4.1DataLimitsTheDataLimitstabspecifies:•Themaximumnumberoflevelsallowedinallhierarchicalcodestructures,

•ThemaximumnumberofActivityCodesperproject,

•ThemaximumnumberofBaselinesperproject,

•PrimaveraVersion6.0addedtheMaximumbaselinescopiedwithproject,whichislimitedto50.

15.4.2EarnedValueSeetheEarnedValuechapterintheProfessionalandOptionalClientbookformoreinformation.

ThistabsetstheWBSdefaultsforcalculatingEarnedValueandmaybechangedindividuallyforeachWBSandapplytoallactivitieswithineachWBSNode.

•TheTechniqueforcomputingperformancepercentcompleteselectstheformulaforcalculatingtheEarnedValue.

•TheTechniqueforcomputingEstimatetoComplete(ETC)selectstheformulaforcalculatingtheETC.TheETCisacalculatedfieldandisindependentoftheAtCompletionFieldsbutmaycontainthesamevalue.

EarnedvaluecalculationsselectssomeoptionsforcalculatingtheEarnedValueanddisplayingtheBaselineBar.ThePrimaveradefaultisusuallysettoPlannedValueswithPlannedDates.ThissettingshouldNEVERbeusedandpleasereadthewarningbelow.

ItisveryimportantthatusersreadthesectionsonPlannedDatesasleavingthesettingatPlannedValueswithPlannedDateswillresultintheriskthatallin-progressBaselinesmaydisplayirrelevantdatesasBaselinedates.

15.4.3General•CodeSeparatorsetsthedefaultseparatorfornewprojectWBSCodesandothercodes

suchasCostAccounts.TheCodeSeparatormayalsobesetforeachindividualprojectintheProjectWindow,Settingtab.

•StartingDayoftheWeeksetstheFirstdayofweekthatisshownonthetimescaleandtheleftcolumnofcalendars.

•ActivityDurationsetsthedefaultActivitydurationfornewactivities.•PasswordPolicy,introducedinVersion6.2,allowstherequirementforapasswordofa

minimumof8charactersincludingaletterandnumber.ThedefaultisusuallySundayandshouldbechangedtoaMonday,whichresultsinthecalendardayinthetimescalerepresentingaworkingday,whichisoftenalotmoreusefulthanthedateofanon-workdaydisplayed.

InP6R8.3thePasswordSecurityPolicyisenabledbydefault.

ToEnable/Disablethis:

•GotoAdminister,ApplicationSettingsandselectGeneral,•Enable/DisablethecheckboxtitledPasswordPolicy.

•IndustrySelectionallowstheselectionofanindustrytypewhichonlyaffectshowsomedatalabelsaredisplayedintheWindowsClient,seetheWindowClientbookformoredetails.

15.4.4IDLengthsTheIDLengthstabspecifiesthemaximumnumberofcharactersintheCodeIDfields,nottheCodeDescription.

15.4.5ServicesServicesallowpublicationandsummarizationtohappenautomatically.

15.4.6TimesheetsThisiswheresomeofthetimesheetrulesaresetbytheadministrator.

15.4.7TimePeriods

CheckingUseassignedcalendartospecifythenumberofworkhoursforeachtimeperiod(titledAllowuserstospecifythenumberofworkhoursforeachtimeperiodintheWindowsClient)enablesuserstoedittheHoursperTimePeriodineachcalendar.WhenthisisnotcheckedthentheHoursperTimePeriodvaluesinthisformareusedtoconvertfromonetimeperiodUnittoanotherforallcalendars,forexamplefromdaystohours.Therefore,a40hoursactivitywouldbealwayscalculatedas5dayswiththesettingdisplayedinthepictureaboveirrespectiveoftheactivitycalendarHours/Day.

Itisimportantthattheseconversionsareunderstood.PleaserefertotheDEFININGCALENDARSchapterformoredetails.ItisveryimportantwhenmultiplecalendarswithdifferenthoursperdayarebeingusedthatthischeckboxischeckedandtheusercorrectlysetstheHoursperTimePeriodineachcalendar.

TimePeriodAbbreviationsareusedtoindicatethedurationabbreviationseverywhereinthesoftwareforallusers.

15.5EnterpriseDataThisiswhereGlobalCodes,Calendarsandotherdatabasefieldsarecreatedandedited:

Thissectionofthesoftwareisnormallymanagedbythedatabaseadministerandtheintentionofthisbookistointroduceuserstothesefunctionssowhentheyareunabletouseafunctionthentheyareabletoasktheadministratorforaccesstospecificfunctions.

15.5.1UnderstandingUDFsandActivityCodesAUDFisaUserDefinedField.ThesemaybecreatedinadatabaseforanydatatablesuchasActivities,ResourcesandExpensesandthenvaluesassignedforeachactivity.TheyareusedtoholdadditionaldatathatmaynotbeheldbythestandardPrimaverafields.ThesearesimilartoMicrosoftProjectCustomFields.AUDFmaybecreatedforoneofthefollowingDataTypes:

•Text

•StartDate

•FinishDate

•Cost

•Number

•Integer

•Indicator,4graphicaliconsonly

ToassignaUDFtheappropriatecolumnisDisplayed.ThereforeanActivityDeadlineUDFisassignedfromtheProjects,ActivitiesviewbydisplayingtheDeadlineUDFcolumn,seetheexamplebelow:

AUDFmaybeassignedanyvalidvalueanditissimpletoentertwosimilarvalues,suchas“Bookshop”and“Bookshop”intoacolumnasUDFvaluesarenotdrawnfromalookuptable.Whenthishappensthesedonotfilterandsortproperly,whichisadisadvantageofUDFs.

AnActivityCodeorResourceCodeiscreatedinatableandhaveaValueandDescription.Thevalueisassignedtoanactivityandthedescriptionislookedupfromthetable.

AnactivityCodemustexistinthetablebeforeitisassignedbutmaybecreatedwhenassigningacode:

TheactivitycodemaybeusedtoGrouporFilteractivitiesandallowsahigherlevelofdisciplineandcontrolthanUDFs.

15.5.2Currencies

TheCurrenciesformopenedfromtheAdminister,EnterpriseData,Globalsectionmenuitemisusedtodefinesystemcurrencies.Currencyfieldsare:

•CurrencyID•CurrencyName•CurrencySymbol•ExchangeRateTomaketheBasecurrencyintoyourcountry’scurrencyyouwillneedtoedittheCurrencyIDandCurrencySymbolasthefirstcurrencyispermanentlychecked.

Itispossibletohavetwocurrencieswiththesamesymbolandifauserselectsadifferentcurrencythenallcostsdisplayedbytheuserwillbeconvertedtoadifferentvalue.Thisoptionmustbecarefullymonitoredandifyoudonotneedmultiplecurrenciesthenitissuggestedthatyoushoulddeleteallbutonecurrency,toavoidanypossibleproblems.Ifyouareusingmultiplecurrenciesthenmakesurethatallhaveadifferentsignsothereisnoconfusion.

15.5.3FinancialPeriods

ThisiswheretheFinancialPeriodsassociatedwithStoringPeriodPerformancearecreated.

FordetailsonthisfunctionseethesectiononStorePeriodPerformanceintheEarnedValuechapterintheProfessionalClientbook.

FinancialPeriodshavetobeusedwhenitisimportanttohavedatathatreflectshowmuchworkwascompletedorcostsspentineachperiodandnotjustaveragedovertheperiodstodate.PerioddataisoftenusedtocreateS-Curves.

15.5.4GlobalCalendarsThesewerecoveredintheDEFININGCALENDARSchapter.

15.5.5Locations

Thisiswherethelocationtableisedited.

15.5.6OverheadCodes

ThisiswheretheOverheadCodesthatmaybeusedwithtimesheets.

15.5.7TimesheetPeriods

ThisiswhereTimesheetPeriodsarecreated,

15.5.8ProjectsThisiswherethefollowingtablesaremanaged:

•BaselineTypes UsedtoidentifyBaselines.

•FundingSources Usedtoidentifyprojectfundingsources

•NotebookTopics TopicunderwhichNotebookTopicsarecreated.

•ProjectCalendars CoveredintheDEFININGCALENDARSchapter.

•ProjectUDFs UserDefinedFieldsmayholdspecificdataaboutaproject.

•WBSCategories UsedtoGroupandSortWBSNodes

•WBSUDFs UserDefinedFieldsmayholdspecificdataaboutaWBSNode.

15.5.9Activities

Thisiswherethefollowingtablesaremanaged:

•ActivityCodes–EPS

ActivitiesCodescreatedhereareonlyavailabletoprojectsunderthespecifiedEPSNode.ThisfunctionallowsActivityCodesthatareonlysuitableforcertainprojecttypestoonlybeavailabletothoseprojects.ForexampleRailProjectsmayallbekeptunderaRailwayEPSNodeandallrailwayEPSActivityCodessuchasBallast,OverheadWiresandSwitchesetc.wouldbemadeasEPSCodes.

•ActivityCodes–Global

ActivitiesCodescreatedhereareavailabletoallprojects.

•ActivityCodes–Project

ActivitiesCodescreatedhereareONLYavailabletotheprojecttheyarecreatedfor.

•ActivityUDFs ToassignaUDFtheappropriateActivityColumnisDisplayed.

ActivitiesmaybeFilteredorGroupedbyaUDF.

DatamaybeimportedfromExcelintoaUDF.

•CostAccounts

CostaccountsarenormallycreatedandassignedtoResourceand/orExpenseassignmentssocostsofaspecifictypemaybeaddeduptocreateAccountingBudget.

ThisareaiswhereCostsAccountsaremanaged.

NormallyadefaultCostsaccountisassignedtoaResourceandthenwhenaresourceisassignedtoanactivitytheResourceAssignmentadoptsthedefaultCostsAccountassignedtotheResource.InPrimaverathedefaultCostsAccountisassignedtotheProjectandallResourceAssignmentsadoptsthedefaultCostAccountwhichmakestheCostsAccountfieldinP6lessusefulaseveryRecourseassignmentwillhavetobeeditedifthedefaultisnotvalid.

•ExpenseCategories

ExpenseCategoriesaremanagedhere.ThesecategoriesmaybeassignedtoExpensesandallowExpensetobesummedupbyaCategory.ThisfunctionmaybeusedtosetafinancialbudgetsbyexportingthetotalcostperExpenseCategorytoafinancialmanagementsoftwarepackage.

•StepTemplates

AnactivitymaybebrokenintoStepsallowingprogresstobemeasuredagainstanactivityinameasurableway.Stepsforadocumentcouldbeforexample:

•Start–10%

•FirstDraft–40%

•InternalReview–30%

•Complete–20%

AStepTemplateallowsforStepstobeassignedtoactivitiesquicklyandaremanagedhere.

•StepUDFs AStepUDFmaybecreatedforStepsandvalues,textordatesmaybeassignedtotheStepUDF.

15.5.10Resources

AssignmentUDFsTheseareUDFsthatmaybeassignedtoaResourceAssignment.IfyouwishtomakeanoteofwhythisresourcehasbeenassignedtoanactivityandyoumaychoosetouseanAssignmentUDF.

RateTypesPrimaverahasfiveresourceratestypesandtheResourceRateTypesformenablesyoutorenamethetitlesoftherates.Youmayhave,forexample,ratesfor:

•Standardrate

•Internalconsulting,

•Externalconsulting,

ResourceCalendarsThesewerecoveredintheDEFININGCALENDARSChapter.

ResourceCodesResourcesmaybeassignedResourceCodesandmaybeusedtorecordinformationaboutaresourcethatmaybetakenfromapicklistsuchastheoffice,employmenttype(fullorparttime),gender(MaleorFemale)etc.

ResourceCurvesResourceCurvesenableanon-linearassignmentofresourcestoschedulesinthesamewayasP3andMicrosoftProject.Theseareoftenusedonlongactivitieswherethereisnotarequirementforalinearassignmentofresources.

ResourcecurvesareassignedintheCurvecolumnintheAssignmentstaboftheActivitieslowerpane.

ResourceUDFs

ResourcesmaybeassignedResourceUDFstorecordpersonaldetailsthatarenotsuitedtousingResourceCodessuchasaddress,nextofkinnameetc.

UnitsofMeasure

Thesearecreatedhereandareusedinconjunctionwithmaterialresources,butnorExpenses.

15.5.11Risks

ThefollowingRiskcodesaresetuphere:

•RiskCategories•RiskScoringMatrices•RiskThresholds•RiskUDFs

15.5.12Issues

ThefollowingIssuescodesaresetuphere:

•IssuesCodes•IssuesUDFs

15.5.13Documents

ThefollowingDocumentscodesaresetuphere:

•DocumentCategories•DocumentStatuses•DocumentUDFs

15.6GlobalScheduleServicesAGlobalScheduleServicemaybescheduledtoberunbytheadministratorhere.

Version8.4nowallowsthestatusofservicestobereviewedintheEPS,EnterpriseProjectStructure,Actionsmenu,ViewServiceStatus….

15.7UserAccessThisiswhereusersarecreatedandassignedaccesstothesoftwareandprojects:

15.7.1UsersTheUsersformisusedtoaddanddeletesystemusers.Theinformationmayberecorded

suchasthePersonalName(theperson’sname),LoginName,telephonenumber,emailaddressandtheUsersAssociatedResource.

•ProjectAccesstab-thisiswheretheUserisassignedtooneormoreOBSNodesandmayonlyaccessProjectsassociatedwiththoseOBSNodes.ThelevelofuseraccesstoprojectscontrolledbythedesignatedSecurityProfile.

•ModuleAccesstab-thisiswhereapersonisassignedalicense.Alicenseneedstobeassignedbeforethepersonmayoperatethesystem.

•UsersareassignedaResponsibleMangerwhoapprovestimesheets.•Version8.4allowstheoptionofassigningmultipleResponsibleManagerstoaResource.

ThisallowsaresourcetohaveadifferentResponsibleManagefordifferentprojects.

15.7.2OBSTheOBS–OrganizationalBreakdownStructureisanEnterprisehierarchicalstructurethatisintendedtorepresentthecompany’sOBS.

TheOBSfunctionisthesecuritygatewayanddoesnothavetomirroryourcompany’sOBS.AnystructurethatenablesyoutoassignuseraccesstoprojectsisusuallysatisfactoryandsomecompaniesjustduplicatetheirEPSastheOBSand

useaprojectcodefortheOBS.

•AusermaybeassignedtoprojectsornodesintheEPSortoaWBSNode.

•AuserassignedanEPSisnormallyresponsibleforallprojectsassociatedwithallelementsoftheEPS.

•TheOBSmayalsobeusedtoassignaccessbyindividualpeopletoprojectsandWBSNodes.

•AresourceassignedtoanOBSNodeisassignedtheDefaultProjectSecurityProfile.InVersion8.4theSecurityProfileofmultipleResourcesassignedtoaOBSNodemaybechangedatthesametimebyselectingmultipleResourcesandthenassigningthenewSecurityProfile.

15.7.3GlobalSecurityProfilesGlobalProfilemaybeestablishedinthisform.GlobalProfilesarecreatedand/oreditedtoenableaccesstospecificEnterprisefunctionsandareassignedtousers.

15.7.4ProjectSecurityProfilesProjectProfilesarecreatedand/oreditedtoenableaccesstospecificProjectfunctions.AProjectProfileisassignedtoauserwhentheyareassignedtooneormoreOrganizationBreakdownStructureNodes.AdifferentProjectProfilemaybeassignedtoeachuserforeachOBSNode,allowingaUserdifferentaccessrightstodifferentprojects.ProjectsandEPSNodesmayonlybeassignedtooneOBSNode.

ItiscriticalthattheSecurityProfilesbecarefullyevaluatedandeachpersonassignedanappropriatelevel.

NooneexcepttheAdministrator/sshouldbeabletodeletecriticaldatasuchasprojectandEPSNodes.

UserInterfaceViews

AUserInterfaceViewdictateswhatscreensausermayaccessaftertheyhaveloggedintoP6.Thisareaallowsanadministratortodesigntheseviews.

DoubleclickingonanexistingUserInterfaceViewwillopenuptheView,Detailsformwheretheviewisdesigned.

TheUserInterfaceViewisassignedtotheUserintheAdminister,UserAccess,Usersform:

15.7.5CopyUserViewswhenCopyingaUserInP6R8.3whenacurrentuseriscopied,theuser-levelviewsandmulti-userviewsarecopiedtoo.

Toaccesstheviews:

•GotoAdminister,UserAccessandthenselectUserstocopyanuserandcreateanew

one;

•Todisplaytheviewsthatwerecopiedalongwiththeuser,gototheViewlistontheEPS,ActivitiesorResourceAssignmentswindow.

15.8UserSessions

Thisallowstheidentificationofalluserswhoareusingthesystem.

15.9MiscellaneousDefaults

15.9.1DefaultProjectThereisnoDefaultProjectasintheWindowsClientandyoushouldreadthesectionintheSchedulingOptions–GeneralTabtounderstandthewaymultipleopenedprojectscalculateintheWeb.

16CREATINGROLESANDRESOURCESTraditionally,planningandschedulingsoftwaredefinesaResourceassomethingorsomeonethatisrequiredtocompletetheactivityandsometimeshaslimitedavailability.Thisincludespeopleorgroupsofpeople,materials,equipmentandmoney.

PrimaveraisabletoassignUnitRates,aCalendar,oneormoreRoles,aUserandsomepersonalinformationtoaResource.PrimaverahasafunctiontitledRoles.ARoleisnormallyusedattheplanningstageofaprojectandrepresentsaskillorposition.Later,andbeforetheactivitybegins,aRolewouldbefilledbyassigningaspecificindividualwhowouldbedefinedasaResource.RolesmaybeassignedtobothResourcesandActivities.AsearchbyRolemaybeconductedonalltheResourceswhenitisrequiredtoreplaceanActivity-AssignedRolewithanindividualfromtheResourcepool.PrimaveraallowsratestobeassignedtoRoles.

TherearelargenumbersofresourcefunctionsavailableinPrimavera.Withoutgettingintotoomuchdetail,thispublicationwilloutlinetheimportantresource-relatedfunctionsthatwillenableyoutocreateandassignRolesandResourcestoyourschedules.

ThischapterwillconcentrateonResourcesandRoles.ThefollowingstepsshouldbefollowedtocreateanduseresourcesinaPrimaveraschedule:

•CreatetheResourcesintheResourceManagement,Resourcestab,•CreatetheRoles,ifrequired,intheResourceManagement,Rolestab,•AssignResourcestoRoles,

•ManipulatetheResourceCalendarsifresourceshavespecialtimingrequirements.

ThefollowingcommandsareusedwhenmanagingRoles,ResourcesandTeams.

Topic MenuCommandCreatingResources OpentheResources,Administration,Resourcestab.

CreatingRoles OpentheResources,Administration,Rolestab.

CreatingResourceTeams

OpentheResources,Administration,ResourceTeamstab.

CreatingRolesTeams

OpentheResources,Administration,RoleTeamstab.

EditingResourceCalendars

SelectAdminister,EnterpriseData,Resources,ResourceCalendarstoopentheOpentheResources,Administration,Resourcestab.Calendarform.

ResourceGlobalDatamaybeeditedusingthe:

•Administer,EnterpriseDataor•ByselectingtheResources,EnterpriseResourceDatamenu:

16.1UnderstandingResourcesandRolesTherearetypicallytwomethodsofusingtheResourcefunctionforresourceplanning:

•IndividualResources,and

•GroupResources

16.1.1IndividualResourcesTheseresourcesareindividualpeoplewhoareoftenresponsibleforcompletingtheactivityortasksassociatedwithactivitiestowhichtheyhavebeenassigned.TheyareidentifiedbytheirnameinP6andcouldalsobeauser.

Thisistypicallyworkundertakeninanofficeenvironment,suchasanITdevelopmentproject,wheretimesheetsareoftencompletedbythepeopleundertakingtheworkandthetimesheetsystemisdirectlylinkedtotheschedulingsystem.

Inthissituation,theupdatingofActivitiesthatarein-progressiscompletedbythepersonassignedasaResourcetoanActivity,oftenviathetimesheetsystem,andtheschedulerhasareviewfunctionintheprojectupdating.

16.1.2GroupResourcesTheseresourcesrepresentgroupsofpeople,suchastradesordisciplinesonaconstructionsite.Verylargeprojectsgangsorcrews,whichwouldbemadeupofequipmentandanumberofdifferenttrades,couldalsobeconsidered.Thepersonresponsiblefortheworkisnotaresourceassignedtoanactivityandindividualpeopledoingtheworkwillnotbeassigningtheirtimesheetsdirectlytoactivitiesintheschedule.

Also,inthisenvironmenttheschedulernormallyupdatestheactivitiesandtheresources.Inthissituationitisrecommendedthataminimumnumberofresourcesbeassignedtoactivities.Thisisbecauseeveryresourceaddedtotheschedulewillneedtobeupdatedandasmoreresourcesareadded,thescheduler’sworkloadwillincrease.

Resourceminimizationsimplifiesascheduleandmakesiteasiertomanagelargeschedules.Thisisachievedbynotclutteringtheschedulewithresourcesthatareinplentifulsupplyorareoflittleimportance,andbygroupingtradesordisciplinesintocrewsandgangsonlargeprojects.

WhenGroupResourcesareusedtheRolefunctiontendstobecomeredundantbutcouldbeusedtoplanthecontractortypeortheactualcontractortobeusedontheproject.

16.1.3InputandOutputResourcesWhenyoucreateyourresources,youmayalsoconsiderthemwithinthecontextofthefollowingheadings:

•InputResources–Theseresourcesarerequiredtocompletetheworkandrepresenttheprojectcosts:

Individualpeoplebyname.

Groupsofpeoplebytrade,discipline,orskill.

Individualequipmentormachinerybyname.

Groupsofequipmentormachinerybytype.

GroupsofresourcessuchasCrews,Gangs,orTeamsmadeupofequipmentandmachinery.

Materials.

Money.

•OutputResources–Thesecouldbetheprojectdeliverablesoroutcomesandcouldhaveadirectrelationshiptotheprojectincome:

Specificationscompleted.

Brickslaid.

Tons/Tonnesofmaterialloadedwithanexcavator.

Linesofcodewritten.

Testscompleted.

Thistypeofresourceisoftenusedintheminingenvironmentwheretheoutputintons/tonnesorvolumeisscheduledand/orleveled.

TheanalysisofanddifferencebetweentheInputandtheOutputresources’valueandtimingmaybeusedtorepresenttheCashFlow,CashPositionandProjectProfit(orloss).

ThetypeofcontractthattheworkisbeingconductedunderwouldoftendetermineiftheclientismoreinterestedintheInputorOutputResources.

16.1.4UnderstandingRolesAnevaluationatprojectorenterpriselevelinordertounderstandthelongtermdemandforresourcesmaybemadebyacombinationofRolesforlongtermplanningandResourcesforshorttermplanning.

RolesareassignedtoactivitiesforlongtermplanningandResourcesrepresentindividualpeopleareassignedtorolesforshorttermplanningandwouldrepresentactivityassignment.

•Thelight(green)areatotherightofthehistogrambelowshowstheunsatisfieddemandof

therolestitledUnstaffedUnits,•Thesatisfieddemandfromtheassignedresourcesinthedarkarea(blue)aretotheleftand

aretitledStaffedRemainingUnits.•Thedark(red)areaabovethehorizontal(red)lineshowsOverloadedUnitswherethere

arenotsufficientrolesorresourcesavailabletocompletealltheplannedwork.

Ifyouareaconstructioncontractorandnotassigningworktoindividualpeoplethenyoumayconsiderusingresourcesonlyastheyhavemorefunctionsthanroles.

16.1.5UnderstandingResourceTeamsandRoleTeamsATeamisagroupingofResourcesorRolesthatmaybeusedforreportingandresourceloadinganalysis.

TeamsmaynotbeusedforassigningresourcesandtherearetwotypesofTeams:

•GlobalTeams–availabletoallusers.•UserTeams–availabletoonlytheuserwhocreatedtheteam.TeamsarecreatedintheResources,Administration,ResourceTeamstabandRoleTeamstab.Theseareverysimpletocreateandwillnotbecoveredindetail.

16.2CreatingRolesToview,create,edit,ordeleteaRole,opentheResources,Administration,Rolestab:

TheRoleWindowhasatopandbottompane:•Thebottompaneisopenedbyclickingonatabatthebottomand

•Closedbyclickingonthe MinimizeDetailsbutton:

RolesmayhaveahierarchicalstructureinasimilarwaytoaWBSorEPSandare:

•Createdusingthe Addor AddSiblingicons,

•Deletedusingthe Deleteicon,

•Movedaroundinthehierarchicalstructureusingthe Moveicons

AsummaryRolemaybeusedaseither:

•PlaceholdertogroupRolesofasimilartype,suchasalldesignersmaybeplacedunderaDesignRole,buttheDesignRolemayneverbeassignedagainstanactivity,or

•Arolethatmaybeassignedtoactivities.

TheotherToolbariconshavesimilarfunctionstootherToolbarsandwillnotbecoveredhere.

EachRolewhenitiscreatedisassigneda:

•RoleID,auniquecodeusedtoassigntheRoletoanActivity,and•RoleName,thenameoftheSkillorTrade.

16.2.1DescriptionTabAroledescriptionmaybeenteredhereasinthepictureabove.

16.2.2ResourcesTab

IntheResourcestab:•EachRolemaybeassignedtooneormoreResources.

•TheResourceisassignedbydefaultaProficiencyof“3–Skilled”whichmaythenbechangedtoanyoftheoptionsshowninthelist.

•TheResourcemaybeassignedaPrimaryRolewhichwouldrepresentthetaskorjobtheywouldnormallybeassigned.

ThePrimaryRolealsolinkstoRoleavailabilitywhentheoptionintheAdminister,MyPreferences,Global,General,TimeUnitsFormatTab,DisplaytheRoleLimitbasedonissettoCalculateprimaryresources’limit.

16.2.3PricesTabUpto5rates(thesamenumberofratesasresources)maybeassignedtoroleswhichmaybeusedforestimatingandcashflowforecastingofprojectsbeforetheactualresourcecompletingtheworkisassignedtotheactivity.Differentratesmayberequiredfordifferent

clientssuchasinternalprojectratesandratesfordifferenttypesofexternalclients.

•ClickonthePricestabtoedittheRolePrice/Unit.•TheRoleRateTypedescriptionisadoptedfromtheResourceRateTypesetinthe

Administer,EnterpriseData,Resources,RateTypestab.•Differentratesmayberequiredfordifferentclientssuchasinternalprojectratesandrates

fordifferenttypesofexternalclients.

•ThedefaultrateforaprojectisselectedwhenaprojectiscreatedandmaybechangedintheProjectsWindow,EPStab,SelectProjectPreferences,Defaultstab,NewAssignments,RateTypedropdownbox.

Fiveresourceandroleratesmaynotbesufficientwhenacompanyhasanumberofclients.Therearesomeoptionswhichincludecreatinganewsetofresourcesfor

eachproject,oranewdatabaseforeachproject,ornotselectingtheoptionoflinkingcostsandunits.

Roleratesmaynotbevariedovertimeorleveled.

16.2.4LimitsTab

Thistablesetthelimitsforthenumberofrolesthatareavailableforassignment.

ThiswillnotstopyoufromassigningRolesbutwillindicateoverloadinhistogramsandtables.

TheAdminister,MyPreferences,Global,Resources,ResourceAssignments,DisplaytherolelimitbasedonsectionspecifiesforeachuserifthislimitisusedorifthenumberofResourcesassignedtoaRoleisusedtocalculatetheRoleLimit.

Thusdifferentusersmaydisplaydifferentvaluesinreportswhentheyselectdifferentoptionsintheformabove.

16.2.5RoleTeamsTabThisiswhereaRolemaybeassignedtoateamforreportingpurposes:

16.3CreatingResourcesandtheResourcesWindowOpentheResources,Administration,Resourcestabtoview,create,edit,ordeleteresources:

ResourceswouldnormallyhaveahierarchicalstructureinasimilarwaytoaWBSorEPSandare:

•Createdusingthe Addor AddSiblingicons,

•Deletedusingthe Deleteicon,

•Movedaroundinthehierarchicalstructureusingthe Moveicons

TheResourceWindowhasatopandbottompane:•Thebottompaneisopenedbyclickingonatabatthebottomand

•Closedbyclickingonthe MinimizeDetailsbutton:AsummaryResourcemaybeusedaseither:

•PlaceholderorheadingwhichisusedtogroupResourcesofasimilartype,suchasdesignersandthesemaybeplacedundera“Design”resource,buttheDesignresourceneverassignedtoanactivity,or

•AResourcethatmaybeassignedtoactivitiesandtheResourcescreatedundertheparentresource,theparentresourcethencouldrepresenttheirsupervisor.

16.3.1ResourcesGeneralTab

Thefieldsinthistabaremostlyself-explanatory:

•TheResourceIDhastobeuniquewithinadatabaseand•AResourceNameismandatory.

ResourceTypesTherearethreetypesofResources:

•Labor,intendedforpeople,•Nonlabor,intendedforequipmentusedtoperformprojectwork,•Material,intendedformaterials/supplies.

MaterialResourcesMaybeleveledandhavethefollowingdifferencesfromotherresources:

•TheymaybeassignedaUnitsofMeasure,whichiscreatedinAdminister,EnterpriseData,Global,Resources,UnitsofMeasuretab.

LaborandNonlaborresourcesaremeasuredinunitsoftimesuchashoursordaysanddependoneachuser’sindividualUserPreference,thereforebecarefulasdifferentusersmaydisplaydifferentresultsforthesamedata.

•TheymaynotbeassignedaRole.

•TheymaynotlogOvertime.Materialresourcesdonotdisplayunits(quantities)inanActivitiesWindowcolumn,aswithmanyotherproductslikeP3,SureTrak,andAstaPowerproject.Thesevaluesmaybedisplayedinotherviewsandinreports.

•TheEmployeeID,E-MailAddress,TitleandOfficePhoneareoptional,and

•WhentheActiveboxisunchecked,theResourceisinactiveandindicatesthattheresourceisnotavailable.WhenassigningResourcestoActivitiesthereisafiltertodisplayonlyactiveResources.Aresourcewouldbemadeinactivewhenhe/shehaslefttheprojectteambutisassignedtoactivitieswithactuals.

16.3.2ResourceTeamTabThisiswhereresourcesareassignedtoteamsandtheTeamfunctionisusedforreporting:

16.3.3ResourcesRolesTabThisiswhereaResourceisassignedtooneormoreRolesandtheRolesfunctionisusedforreporting:

•AResourcemaybeassignedmorethanoneRole,andtheirProficiencyfortheRole,issetinthistab.

•WhenmultipleRolesareassigned,oneisassignedasthePrimaryRole.

16.3.4ResourcesCodesTab

ResourceCodesareassignedtoResourcesandtheseallowadditionalfacilitiestogroup,sortandreportresourcesandtorecordinformationsuchaspersonaldetailsorofficelocation.

•ResourceCodesmaybedefinedintheResourceCodeDefinitionform,whichisopenedbyselectingAdminister,EnterpriseData,Resources,ResourceCodessection.

•TheyareassignedfromtheSelectResourceCodeformbyclickingonthe AssignResourceCodeicon.

•ResourceCodesmaythenbeselectedinaViewtosortandgroupResources.

16.3.5ResourcesUnitsandPricesTab

EffectiveDateandRatesEachResourcemayhaveuptofiverates(Price/Unit)andtheseratesmaybevariedovertime.

•TheEffectiveDaterepresentsachangeinRateoravailabilityatthatpointintime.•ThecolumntitlesofPrice/Unit1toPrice/Unit5mayhavetheirdescriptionseditedinthe

Administer,EnterpriseData,Resources,ResourceRateTypessection.ThesetitlesaresharedwithRoles.

•Whenarateisaddedtheeffectivedateisthedatefromwhichtherateisapplied.

ShiftsResourceShiftsareusedinconjunctionwithlevelingandshouldnotbeassignedunlesstheyarebeingused.ResourceShiftsarecoveredintheLevelingchapteroftheProfessionalandOptionalClientbook.

16.3.6ResourcesSettingsTab

CalendarTheResourceisassignedaGlobalorResourceCalendarinthisform.•ASharedCalendarmaybecreatedandassignedtomorethanoneResource.Thistopicis

coveredinmoredetailinthenextsectionofthischapter.

•APersonalCalendarforaresourceasoutlinedintheDEFININGCALENDARSchapter.TheResourcecalendarisusedtodisplaytheresourcelimitsirrespectiveofthecalendarassignedtoanactivity.

DefaultUnits/Time

TheDefaultUnits/Timeisthevaluethataresourceadoptswhenitisfirstassignedtoanactivity.InasimilarwaytoMicrosoftProject,theUnitsperTimePeriodmaybedisplayedasaPercentageorinUnits/Time.•SelectAdminister,MyPreferences,TimeUnits,Unit/Timesectiontabandselectthe

preferreddisplayfromtheUnits/TimeFormatsection:

Forexampleyoumayhaveafleetof12trucksandyouusuallyassignfourtruckstoeachloader.InthissituationyouwouldassigntheDefaultUnits/Timeas400%,or4d/d,32h/dor4h/hifthetrucksareworking8hoursperday.

OvertimeALaborResourcemaybeallowedtorecordOvertimeinthePrimaveratimesheetsystemwhentheOvertimeboxischeckedandthecostsderivedfromtheUnitRatesaremultipliedbytheOvertimeFactor.

ResourceandActivityAutoComputeActualsWhenthisoptionischecked,PrimaveracalculatestheActualUnitsbysubtractingtheRemainingUnitsfromthePlannedUnitswhentheApplyActualsfunctionisselected.Thisshouldbeswitchedoffifyouareusingtimesheets.

TheoptionmayONLYbeswitchedonoroffagainstaresourceintheResourcesSettingstabandifchangedintheResourcesSettingstabitwillaffectallresourceassignmentsforallprojectsforthisresource.

TheActivityAutoComputeActualsfieldmaybedisplayedasacolumnintheActivitiesWindow.Whenthisoptionischecked,allResourcesassignedtotheactivityAutoComputeActualsirrespectiveofhowtheyarecheckedintheResourcesWindow:

CurrencyAnalternateCurrencymaybeassociatedwitharesource.ThiswillnotaffecthowtheResourceUnitRatescostsareenteredbutprovidesafurthertaggingmechanismforsortingandreporting.Thecostsarestoredinthedefaultcurrencybutaredisplayedusingtheconversionrateinthecurrencyselectedfortheresource.

CalculateCostsfromUnitsWiththisoptionchecked,thecostsforaresourcearecalculatedfromtheResourceUnit/Timewhenaresourceisassignedtoanactivity.Whenunchecked,thecostsremainatzerowhenaresourceisassignedtoanactivity.ThiswascalledCostUnitsLinkedinearlierversionsofP6.

Whenaresourcehasbeenassignedtoanactivity,thereisaResourceAssignmentfieldavailableintheAssignmentstaboftheActivitiesWindowtitledCalculateCostsfromUnits.ThisischeckedtomatchtheCalculateCostsfromUnitsfieldintheResourcesWindow.TheActivitiesWindowfieldtitledCalculateCostsfromUnitsisnotlinkedtotheCalculateCostsfromUnitsfieldintheResourcesWindowandonlyadoptsthesettingwhenaresourceisassignedtoanActivity.

16.3.7NotesTabNotesmaybeaddedherebuttherearenoNotebookstopicsavailabletoResources.

16.4Workshop13–AddingResourcestotheDatabase

BackgroundThisworkshopwillonlyuseResourcesandthesemustnowbeaddedtothedatabase.

Wehaveupdatedourcurrentproject,butweneedaprojectthathasnotbeenupdatedforthenexttaskofassigningresources.Therefore,wewillhavetorestoretheBaselineschedulesavedpriortoupdatingthecurrentscheduletoprovideanunprogressedscheduleforthisexercise.

NOTE:Ifyouareworkinginadatabasewithotherpeoplecompletingthisworkshoptheneachperson’sResourceIDwillhavetobeunique,saybyaddingyourinitialsattheendofeachResourceID.Atrainingcourseleaderordatabaseadministratorshouldadvisehere.

Assignment1.SelectProject,Activities,Actions,DefineBaselines…andremoveallprojectBaselines

bysettingtheBaselinestothe<CurrentProject>.2.NOTE:BaselineBarswillnowdisplaythePlannedDatesandtheseshouldnotbe

displayed.

3.Clickonyouprojectandrestoretheprojectusingthe RestoreaBaselineicon.4.GototheProjects,EPSwheretherestoredbaselinefilewillbevisible.5.RenametherestoredBaselineprojectBidforFacilityExtension–ResourcedSchedule

andchangetheProjectIDtoOZB-R.NOTE:UserssharingadatabasewillneedtouseuniqueProjectIDs.

6.SaveyourchangesandopenONLYtherestoredBidforFacilityExtension–ResourcedScheduleproject.

7.OpentheMyPreferencesform,settheResourcesandTimeUnitstabasperthefollowing.Continued…

8.NowopentheResource,Administration,Resourcestab.9.FormatthecolumnsintheResourcesWindowasinthefollowingpicture.10.Addtheresourcesinthepicturebelowusingthe Addresourceor Addchild

icons:NOTES:Ifyouareworkinginadatabasewithotherpeoplewhencompletingthisworkshopthenyour

administratorshouldhavecreatedaResourceNodeforyoutocreateyourresourcesunder.

Eachperson’sResourceIDwillhavetobeunique,saybyaddingyourinitialsattheendofeachResourceID.

TheUnitsofMeasuremaynotbeavailableinyourdatabase,so:EitheradditinAdminister,EnterpriseData,Global,Resources,UnitsofMeasuretab,or

Ifyouhaveaccess,ordonotassignaUnitofMeasure.

11.Youmayneedtousethearrowsonthe Moveiconstomovetheresourcestothecorrectindentlocation.

12.EnsurethattheresourceEffectiveDateintheUnits&Pricestabissetto2December2013orearlierotherwisetheResourcewillbedelayedbeyondthisdatewhenlevelingtheresources.

13.UsetheResourcedefaultPrice/UnitintheUnits&Pricestabasperthetablebelow,whichisnormallyPrice/Unit1orStandardRate:

NOTES:YouwillneedtosavetheresourcesbeforeyoumayaddtheUnitRates.Youshould

useyourdatabasecurrency.

ProjectManager 120.00/h

SystemsEngineer 90.00/h

ProjectSupport 80.00/h

PurchasingOfficer 70.00/h

ClericalSupport 50.00/h

ReportBinding 100.00/Each

14.SettheDefaultUnits/Timeto8hoursperdayforalltheresources.15.SetthecalendarforallresourcestobeaGlobal5-DayWorkweek,with8hoursperday,

yourcalendarmaybecalledaStandard5Day/Weekorsimilar.

16.CheckCalculateCostsfromunitsandAutoComputeActualsforeachresource.

17ASSIGNINGROLES,RESOURCESANDEXPENSES

17.1UnderstandingResourcesDuringtheplanningstage,RolesmaybeassignedtoActivitiestogainanunderstandingofthelong-termresourcedemandandtheyarelaterreplacedbyaResourcewhenitisknownwhowillbeundertakingthework.IfyouarenotusingnamedresourcesthenyoushouldconsidernotusingRoles,asResourceshavemorefunctionalitythanRoles.AResourcemaybeassigned:

•DirectlytoanActivity,or

•ToaRolewhichhasbeenassignedtoanActivity.

Therearethreetypesofresources,Labor,NonlaborandMaterial,asdiscussedinthepreviouschapter.ALaborResourcehasadditionalfunctionalityincludingOvertime,ResourceCalendars,ShiftsanduserdefinedAutocostrules.TheLaborandNonlaborresourcesaresimilartotheMicrosoftProjectWorkResources.AMaterialresourceissimilartoMicrosoftProjectMaterialResources,butmaynothavetheunitsdisplayedinActivitiesWindowcolumns.

PrimaveraalsohasafunctiontitledExpenses,wherecostsmaybeassignedtoactivitieswithoutresourcesandmaybeassignedaquantityandthedefaultquantityisone.ThisfunctionissimilartotheCostResourcefunctioninMicrosoftProject.Astheprojectprogresses,ActualandToCompleteUnitsandCostsmaybeassignedtoExpensesinthesamewayasresources.ExpenseunitsmaynothavetheunitsdisplayedinActivitiesWindowcolumns,maynotbeassignedResourceCurves,butmayhavecostsassignedbeforetheactivityhasstarted,mayhaveRemainingCostswhentheactivityiscomplete,andmaybeassignedtoMilestones.

Thefollowingarethemorecommonlyusedfunctions:

Topic MenuCommands

•SetUnits/TimeFormatandResourceAssignments

SelectAdminister,MyPreferencestoopentheMyPreferencesformandselecttheTimeUnitsFormattabandResourcestab.

•SetDefaultDurationTypeandDefaultActivityType

SetthesedefaultsintheProjectPreferencesformbyselectingProjects,EPS,selectyourproject,SetProjectPreferences…,Defaultstab.

•AssignaRoletoanActivity

SelecttheAssignmentstabintheProjects,Activitydetailsformandclickonthe AssignRoleicononthetoolbartoopentheSelectRolesform.

•Toassigna

ResourcetoaRolethathasbeenassignedtoanactivity

SelecttheRoletobeassignedaResourcefromtheAssignmentstabandclicktheResourceNamefieldtheSelectResourceformandViewbyAssignedResource.

•ToassignaResourcetoanactivitywithoutaRole

SelecttheActivitytobeassignedtheResourceandclicktheiconontheAssigntoolbartoopentheSelectResourceform.

•ToassignRequestResourcesforanactivitywithaRoleassignment

SelecttheRoletobeassignedaRequestedResourcefromtheAssignmentstabandclickthe RequestResourcesicontheSelectResourceformandopentheOpenarequestforaresourceform.

17.2UnderstandingResourceCalculationsandTerminologyAResourcehasthreeprincipalcomponentsafterithasbeenassignedtoanActivity:

•Quantity,intermsofWorkinhoursordaysorMaterialquantitiesrequiredtocompletetheactivity,whicharereferredtoasUnitsbyPrimavera,

•TheResourceUnitRateistermedPrice/UnitinPrimavera,and•Cost,whichiscalculatedfromtheResourceUnitRatexUnits.

EachResourceandExpensehasthesamefourfieldsforCostsandUnits,whichare:•Planned,

•Remaining,

•Actualand

•AtCompletion.

TherelationshipamongthesefieldschangesdependingonwhethertheactivityisNotStarted,In-ProgressorComplete.

•WhenanactivityisNotStartedandthe%Completeiszerothen:

PlannedisnormallylinkedtoRemainingandAtCompletionandthereforeachangetoonewillchangetheothertwoandtheywillalwaysbeequal,and

Actualwillbezero.•WhentheactivityismarkedStartedandwouldnormallybeIn-Progressandthe%

Completeisbetween0.1%and99.9%then:

PlannedbecomesunlinkedfromRemainingandAtCompletion,thusallowingprogressandtheAtCompletionvaluetobecomparedtothePlannedvalue(ofthecurrentproject),oraBaselinePlannedvalueoraBaselineAtCompletionvalue,and

AtCompletion=Actual+RemainingandhavealinktotheUnit%Complete,whereachangeinvaluetoonewillresultinachangetotheothervalues.

•WhentheactivityisCompleteandtheUnits%Completeis100%then:

Remainingissettozero,andAtCompletion=Actual.

ThePlannedvaluesforCostsandUnitsarelinkedtotheAtCompletionvaluesuntil:

•AnActivityhasbeenmarkedasStartedorhasa%Complete,or

•TheLinkplannedandatcompletionfornotstartedactivitiesintheProjectWindowCalculationstabisunchecked,seethefollowingpicture:

InP3onewouldoftenunlinkBudget(Planned)andAtCompletionwhenaprojecthasbeenapprovedandare-estimateisrequiredwhilemaintainingtheBudget.

ThisfunctioninP6alsounlinksthePlannedDurationfromtheAtCompletionDurationforun-startedactivitieswhichaddsanothercomplicationthatshouldbeavoided.

ThecomparisonofthecurrentAtCompletionCostsisnormallymadewiththeBaselineprojectAtCompletionvalues.ThereforetheBudgetvalueinthecurrentscheduleiseffectivelyaredundantvalueandprobablyshouldnotbedisplayed.

SomepeopleconsiderthePlannedValueintheCurrentScheduletorepresenttheEstimatedValueofwork,orpossiblythevalueofunapprovedscopechangesandwhenaBaselineissetthePlannedValueorAtCompletionValueintheBaselineschedule.

17.3ProjectPreferencesForm,ResourceDefaultsPreferencesanddefaults(whichmaybechangedforeachresourceassignment)thataffecthowallresourcesinaprojectarecalculatedaresetintheProjectPreferencesformandpertaintoallactivitiesandresources.

TheDefaultstabintheProjectsPreferenceshassomeoptionsthatmustbeunderstood.

17.3.1RateTypeTherearefiveResourceRatesavailableinPrimavera.Oneratemaybesetasaprojectdefault.Afterassignmenttoanactivity,theResourceRatemaybechangedusingtheRateTypefieldintheAssignmentstaboftheActivitiesWindow.

17.3.2ResourcescanbeassignedtothesameactivitymorethanonceCheckingtheResourcescanbeassignedtothesameactivitymorethanonceboxenablesaresourcetobeassignedtoanactivitymorethanonce.Thisisusefulifitisrequiredtoassignaresourceatthebeginningofanactivityandlaterattheendofanactivitywithalag.

Forexample,onemaywanttoassignacraneonthefirstdayoftheactivitytoassistinerectingandonthelastdaytoassistindismantling.Thischeckboxneedstobecheckedforaresourcetobeassignedtwicetoanactivity.

TheWebClientdoesnotallowtheassignmentofaresourcelag,butresourcesmaybesetuphereforuseintheWindowsClient.

17.3.3UnderstandingResourceOptiontoDriveActivityDatesByDefaultAresourcehasthefollowingfields:

•PlannedDuration.Thedurationthataresourceisworking,•Start.Thedatetheresourcestartswork,and•Finish.ThisdateiscalculatedbytheadditionoftheActivityStartDate+thePlanned

Duration.

WhentheDriveActivityDatesoptionisswitchedoffitispossibleforaresourcetocalculateoutsidetheactivityduration.Inthefollowingexampletheactivitiesare5dayslongandtheresourcesassignedtoeachactivityareworkingfor10days.Thishasresultedintheresourcebeingoverloaded.TheResourcesacknowledgetheactivityStartdatebutnottheFinishDate.

TheWindowsClientscreenshotsareclearer:

NowtheDriveActivityDatesoptionhasbeencheckedagainsteachactivity,theactivitiesarenow10dayslong,andtheresourceisnotoverloaded.

TheClientscreenshotsareclearer:

ItisrecommendedthattheDriveactivitydatesbydefaultboxisalwayschecked,thusResourceswillbeassignedasDriveActivityDatesandthisensuresthatallworkiscontainedwithinthedurationofanactivity.TheActivityStartiscontrolledbytheActivityCalendar,thereforewhenanactivityisResourceDrivenitisimportanttosetanActivityCalendarthatwillallowtheresourcetostartworkwhenitisrequiredtostart.Thusifthereisamorningshiftstartingat4:00am,theActivityCalendarshouldstartat4:00amorearlier.InscheduleswithcomplexresourcecalendarsyoumaywishtoconsiderplacingalltheResourceDrivenactivitiesona24x7calendarandthenallresourceworkwillbecontrolledbytheresourcecalendars.

17.3.4Price/UnitThisrateisalsousedtocalculatetheresourcecostswhenanactivityisnotassignedrolesorresourcesbutisassignedaquantityintheActivitieslowerpane,Generaltab.•LaborUnitsenteredinthePlannedLaborUnits:

•LaborCostcalculatedinthePlannedLaborCost:

TheotherfunctionsinthistabaffecttheupdatingofresourcedactivitiesandarecoveredintheUPDATINGARESOURCEDSCHEDULEchapter.

ThisisknowninWindowsClientasthePrice/UnitforactivitieswithoutresourceorrolePrice/Units.

17.3.5ActivityTypeTherearefiveActivityTypesthatmaybesetasadefaultintheDefaultstabintheProjectsPreferenceschangedintheGeneraltabintheActivitiesWindow:

ActivityType Notes

TaskDependent

ActivitiesassignedasTaskDependentacknowledgetheirActivityCalendarwhenschedulingandtheFinishDateiscalculatedfromtheActivityCalendar.Resourcesignoretheirowncalendarsforcalculationpurposes

ThisActivityTypeisusedtoindicatethecommencementofaPhase,Stage,or

StartMilestone

amajoreventinaproject.

•IthasonlyaStartDateandnoDuration,

•TheFinishDateissettobethesameastheStartDateandnotblankasintheP6WindowsClient.

•ItmayonlyhaveStartConstraintsassigned.•Itmaynothavetime-dependentresourcesassignedbutmayhave:

AnOwnerassignedfromthelistofuserstoindicatewhoisresponsiblefortheactivity.“Owner,”thenewactivityfieldinPrimaveraVersion6.0,enablesauserwhoisNOTaresourcetobeassignedresponsibilityforanactivity.

APrimaryResourceassignedfromtheActivitiesWindow,GeneraltabwhomayupdatetheMilestone,butnoeffortisassignedorrecorded.

FinishMilestone

ThisActivityTypeisusedtoindicatethecompletionofaPhase,Stage,oramajoreventinaproject.

•IthasonlyaFinishDateandnoDuration.

•TheStartDateissettobethesameastheFinishDateandnotblankasintheP6WindowsClient.

•ItmayonlyhaveFinishConstraintsassigned.•Itmaynothavetime-dependentresourcesassignedbutmayhave:

AnOwnerassignedfromthelistofuserstoindicatewhoisresponsiblefortheactivity.“Owner,”thenewactivityfieldinPrimaveraVersion6.0,enablesauserwhoisNOTaresourcetobeassignedresponsibilityforanactivity.

APrimaryResourceassignedfromtheActivitiesWindow,GeneraltabwhomayupdatetheMilestone,butnoeffortmaybeassignedorrecorded.

ResourceDependent

ActivitiesassignedasResourceDependentacknowledgetheirResourceCalendarwhenbeingscheduled.ThisissimilartoanIndependentActivityTypeinP3andSureTrakandtheresourcesworkindependentlyanddonothavetobeavailableatthesametime.

TheActivityFinishDateiscalculatedbasedonthelongestResourceDurationwhentheresourceoptionofDriveActivityDatesischeckedagainsttheresourceassignment.

Theactivitystartdatecalculatedontheactivitycalendar,nottheresourcecalendar,maydelaythestartofanactivitywhentheresourcecalendarhaslongerworkinghoursthantheactivitycalendar.

ThisActivityTypespansotherActivities.ThereforetheStartDate,FinishDate,

LevelofEffort(LOE)

andDurationsmaychangeasthestartorfinishdateofactivitiesthatitisdependentuponchangeduringschedulingorupdating.

LOEActivityTypeissimilartoaHammockinP3andSureTrak,butmorerelationshipsmaycontroltheStartandFinishDates.ThereisnoequivalentinMicrosoftProject.ALevelofEffortactivitydoesnothavetheAstaPowerprojectHammockoptiontodisplaytheactivitiesitspansbelowtheLOEactivity.

Thistypeofactivitydoesnotcreateacriticalpathirrespectiveofthefloatcalculationsthataredisplayed.

TheStartDatemaybecontrolledbythefollowingrelationships:

•Finish-to-Startpredecessors

•Start-to-Startpredecessors

TheFinishDatemaybecontrolledbythefollowingrelationships:

•Finish-to-Finishpredecessors

•Start-to-Finishpredecessors

ResourcesassignedtoaLevelofEffortactivityarenotconsideredincalculationswhenascheduleisLeveled.LevelofEffortactivitiesmaynotbeassignedaConstraint.ThepicturebelowshowsthreedifferentwaysaLOEactivitymaycalculateandthetwoTaskDependentactivitiesareheldinplacebyconstraints

NOTE:DonotschedulewithaLOEactivityunlessithasrelationships.IfyoudoscheduleitwillcalculatetoazerodurationandbemarkedasCompleteontheDataDate.YouwillthenhavetomarkitasnotstartedintheActivitiesWindow,GeneraltabandassignadurationsoyoucanseeitontheGanttChart.

ThenewPrimaveraVersion5.0WBSSummaryActivityisanactivitythatspansthedurationofallactivitieswhichareassignedexactlythesameWBSCodeand,unlikeaLevelofEffortActivity,donothaveanypredecessorsorsuccessors.

WBSSummaryActivity

ThereforeaWBSactivitywillchangedurationwheneithertheearlieststartorlatestfinishofactivitiesthatitspansischanged.Thismayhappenastheprojectprogressesandactivitiesdonotmeettheiroriginalscheduleddates,orthedurationofanactivityischanged,orlogicischanged,orthescheduleisleveled.

ThisfunctioncalculatestheWBSActivityDurationinthesamewayasWBSactivitiesinP3orSureTrak,orTopicactivitiesinSureTrak.ItissimilartothewaySummaryactivitydurationsarecalculatedinMicrosoftProject,excepttheactivitiesdonotneedtobedemotedbelowthedetailedactivitiesasinMicrosoftProject.

WBSactivitiesmaybeusedfor:

•ReportingatsummarylevelbyfilteringonWBSactivities,

•EnteringestimatedcostsatsummarylevelforproducingcashflowtableswhilethedetailedactivitiesareusedforcalculatingtheoveralldurationfortheWBSandday-to-daymanagementoftheproject,and

•Recordingcostsandhoursatsummarylevelwhenisitnotdesirableorpracticaltorecordatactivitylevel,especiallywhenthedetailedactivitiesareliabletochange.

ItdoesnotmatterhowactivitiesareGroupedastheyalwaysspanactivitieswiththesameWBSCode.

17.3.6DurationTypeTheDurationTypebecomeseffectiveafteraresourcehasbeenassignedtoanactivity.TheDurationTypeforallnewactivitiesissetinintheProjectPreferencesformbyselectingProjects,EPS,selectyourproject,SetProjectPreferences…,Defaultstab:

TheDurationTypeforeachnewactivitymaybechangedintheActivitiesWindow,GeneraltaborbydisplayingtheDurationTypecolumn:

TheDurationTypedetermineswhichofthefollowingvariableschangewhenoneoftheothersischangedintheequation:

•ResourceUnits=ResourceUnitsperTimePeriodxDuration

Forexample,a40-houractivitywith2peopleworking8hoursperdaywilltake20hoursor2.5days:

•40hoursofwork=2peopleperhourx20hours

Whenanactivityisin-progressthisequationismodifiedto:

•RemainingResourceUnits=ResourceUnitsperTimeperiodxRemainingDuration

PrimaverahasfouroptionsforDurationType,MicrosoftProjecthasthreeoptions,andP3andSureTrakhavetwooptions(whicharealoteasiertounderstand).

ThePrimaveraterminologythatdescribesthewaythesoftwaretreatstherelationshipbetweenDurations,ResourceUnitsandResourceUnits/TimePeriodisdifferentfromMicrosoftProject,P3,andSureTrak.Primaverahasmoreoptionsthanalltheotherproductsandthisgivestheproductmoreflexibility.Thefollowingtableshouldclarifytheseoptions:

PurposeoftheDurationTypes

DurationType Purpose

Option1ThisoptionisusedwhentheDurationofanactivityshouldnotchangewhenResourcesareaddedorremovedorUnits/Timechanged.

Forexample,whenthetimetocompleteanactivityisfixed,theresourcesmaybemanipulateduntilasatisfactoryresourceloadingisestablishedwithouttheactivitydurationchanging.

•FixedDuration&Units

Option2AchangetotheDurationwillchangetheUnits/Time;however,theUnitswillremainconstant.

Ifonepersonisassignedtoanactivityfor8hoursperdayandtheactivityisdoubledinduration,therewillbenowbeonepersonworkingontheactivityfor4hoursperdayandtheactivitywillrequirethesamenumberofhourstocomplete.

IMPORTANTPOINT:TheEstimateatCompletionWILLNOTchangewhentheactivitydurationischangedandthenumberofresourcesWILLchange.

•FixedDuration&Units/Time

ThisDurationTypedisablestheMyPreferences,CalculationstaboptionRecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationType.Option1ThisoptionisusedwhentheDurationofanactivityshouldnotchangewhenResourcesareaddedorremovedorUnits/Timechanged.

Forexample,whenthetimetocompleteanactivityisfixed,theresourcesmaybemanipulateduntilasatisfactoryresourceloadingisestablishedwithouttheactivitydurationchanging.

Option2AchangeintheDurationwillchangetheUnits;however,theUnits/Timewillremainconstant.

Forexample,whentherearetwopeopleassignedtoanactivityandtheactivityisincreasedinduration,therewillstillbetwopeopleworkingbutforalongerperiodoftime.

IMPORTANTPOINT:TheEstimateatCompletionWILLchangewhentheactivitydurationischangedandthenumberofresourcesWILLNOTchange.

•FixedUnits

Thisoptionisusedwhentheamountofworkrequiredtofinishanactivityisconstant.

Forexample,ifthereare8,000brickstobelaidandabricklayerisabletolay100bricksperhour,thereare80hoursofworkforonebricklayer,40hoursfor2bricklayersand20hoursfor4bricklayers.ChangingtheDurationortheUnits/Timewillnotchangethenumberofhoursrequiredtocompletetheactivity.

•FixedUnits/Time

Thisoptionisusedwhenthesamenumberofpeoplearerequiredtocompleteanactivityirrespectiveoftheactivityduration.

Forexample,ifamachinerequirestwopeopletooperateitandthereforea

ResourceisassignedtotheActivityat200%,changingeithertheUnitsortheDurationwillnotchangetheUnits/Timeandtherewillalwaysbetwopeopleoperatingthemachine.

ThedurationofbothFixedUnitsandFixedUnits/TimeactivitieswillchangeiftheresourceUnits/TimePeriodorRemainingUnitsarechanged.Itistheauthor’spreferencetouse:

•FixedDuration&Unitswhentheestimateatcompletionmustnotchange,and•FixedDuration&Units/Timewhenthecrewsizemustremainconstant.

Thefollowingtabledisplayswhathappenstotherelationshipineachofthefouroptionswhenonevariableischangedand

•TheMyPreferences,CalculationstaboptionPreservetheUnits,Duration,andUnits/Timeforexistingassignmentsisselected:

DurationType

LaborUnitsChangeinGeneralTab

ActivityDurationChange

ResourceUnitsChange

Units/TimePeriodChange

AddorRemoveResources

FixedUnits/Time

DurationChange

UnitsChange

DurationChange

DurationChange

ActivityUnitsChange,ResourceUnitsConstant,DurationConstant

FixedDuration&Units/Time

Units/TimeChange

UnitsChange

Units/TimeChange

UnitsChange


FixedUnits

DurationChange

Units/TimeChange

DurationChange

DurationChange


FixedDuration&Units

Units/TimeChange

Units/TimeChange

Units/TimeChange

UnitsChange


Thefollowingtabledisplayswhathappenstotherelationshipineachofthefouroptionswhenonevariableischangedand

•TheMyPreferences,CalculationstaboptionRecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationTypeisselected:

LaborUnits Activity Resource Units/Time

DurationType

ChangeinGeneralTab

DurationChange

UnitsChange

PeriodChange

AddorRemoveResources

FixedUnits/Time

DurationChange

UnitsChange

DurationChange

DurationChange

ActivityUnitsConstant,ResourceUnitsChange,DurationChange

FixedDuration&Units/Time

Units/TimeChange

UnitsChange

Units/TimeChange

UnitsChange


FixedUnits

DurationChange

Units/TimeChange

DurationChange

DurationChange

ActivityUnitsConstant,ResourceUnitsChange,DurationChange

FixedDuration&Units

Units/TimeChange

Units/TimeChange

Units/TimeChange

UnitsChange

ActivityUnitsConstant,ResourceUnitsChange,DurationConstant

•Bolddescriptionsintherightcolumninthetableindicatethedifferencesfromtheuppertable.

•TheMyPreferences,CalculationstaboptionPreservetheUnits,Duration,andUnits/TimeforexistingassignmentswillnotfreezetheActivityUnitswhentheDurationTypeofFixedUnitsisselected.

17.4MyPreferencesApplicabletoAssigningResourcesSelectAdminister,MyPreferencestoopentheMyPreferencesform:

17.4.1Units/TimeFormatTheUnits/TimeFormatenablesMicrosoftProject-styleformattingofResource/TimeFormatshowingResourceutilizationasapercentageorasunitsperduration.

17.4.2ResourceAssignmentsThistabhastwoResourceAssignmentoptions:

•PreservetheUnits,Duration,andUnits/Timeforexistingassignments.Withthisoption,asResourcesareaddedordeletedthetotalnumberofhoursassignedtoanactivityincreasesordecreases.EachResource’shoursarecalculatedindependently.

•RecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationType.Thetotalnumberofhoursassignedtoanactivitywillstayconstantassecondandsubsequentresourcesareaddedorremovedfromanactivity.

NOTE:ThisfunctiondoesnotworkwhentheActivityTypeisFixedDurationandUnits/Time.

TheRecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationTypefunctionissimilartotheMicrosoftProjectEffortDrivenfunction.PreservetheUnits,Duration,andUnits/TimeforexistingassignmentsfunctionissimilartotheMicrosoftProjectNonEffortDrivenfunction.ThereisnosimilarfunctioninP3andSureTrak.

ItisrecommendedthatPreservetheUnits,Duration,andUnits/Timeforexistingassignmentsbeusedasadefaultaseachindividualresourceassignmentdoesnotchangeasresourcesareaddedorremovedfromanactivity.

17.4.3ResourceAssignmentsTheResourceAssignmentsoptionisself-explanatoryandshouldbeconsideredcarefullywhenresourcesandroleshavedifferentrates.IfitisnotunderstoodandsetincorrectlytheresourcemayendupwiththeincorrectunitratewhenassignedtoaRoleorexistingResource.

Whentwousershavedifferentsettingsthismayresultinaschedulehavingtwodifferentratesforthesameresource.

17.5ActivitiesWindowResourceInformation

17.5.1DetailsGeneralFormThisformhasasectiontitledLaborUnitsattherightsideasseeninthefollowingpicture.Thedropdownmenuenablesyoutoselectwhichdataistobedisplayedinthissectionoftheform.

Thereisalinkbetweentheentriesinthisformandthevaluesthatareassignedtoresources:

•ThevaluesinthisformarethesumofthevaluesassignedtoResourcesandRoles.

•Whenthesevaluesareedited,theywillchangethevaluesassignedtoResourcesandRoles.

ItispossibletoenteraLaborUnitvalueintheActivities,Generaltabandnotassignaresource.WhenaresourceisassignedtheresourcewilladoptthisvaluefromtheGeneraltab.ThisrateissetintheDefaultstabintheProjectsPreferencesform.

17.6AssigningandRemovingRolesToassignaRoletoanactivity:

•SelecttheoneormoreactivitytobeassignedtheRole,either

Clickonthe AssignRolesiconontheToolbar,orWhenonlyoneactivityhasbeenselectedclickonthe AssignRolesiconintheAssignmentstab,

•TheSelectRolesformwillopen:

•UsetheViewRolesBy:menutoselecthowtheRolesareorganized,•Clickonthe AssignicontoassigntheRolestotheactivities.

Atthispoint,theRoleshoursandcostsmaybeeditedasrequired.ToremoveaRole:

•SelecttheRole,and

•Clickonthe icon.

17.7AssigningandRemovingResourcesResourcesmaybeassigneddirectlyto:

•AnactivitythathasanAssignedRole,or

•AnActivitywithoutaRole.

17.7.1AssigningaResourcetoanAssignedRole

ToassignaResourcetoaRoleassignedtoanactivity:

•SelecttheactivitytobeassignedaResource,

•SelecttheRoletobeassignedaResourcefromtheAssignmentstab,•ClickintheResourceNamefieldintheAssignmentstab,•Thiswillcreatea OpenDropDownBoxiconintheResourcesfield,clickonthe

icontoopentheSelectResourceform,•UsetheViewResourcesby:dropdownboxandselectingAssignedRolewilldisplayonly

theresourcesthatareassignedtherole,

•SelecttherequiredresourceandclickOK:

Version8.4hasadditionalsearchingfunctionswhenassigningresourcesasperthepicturebelow:

17.7.2AssigningaResourcetoanActivityWithoutaRoleToassignaResourcetoanactivity:

•SelecttheactivitytobeassignedtheResource,

•Clickonthe AssignResourceicontoopentheSelectResourceform,•UsetheViewResourcesby:dropdownboxtoselectwhichresourceyouwishtoassign,•Clickonthe Assignicontoassigntheresource.

17.7.3RemovingaResourceorRoleBeforeyouremoveaResourceorRolefromanactivitythathasmorethanoneresourceassignedtoit,youmustbeawareofyourResourceAssignmentpreferences.ThesepreferencesdetermineifthetotalnumberofUnitsassignedtotheactivity(orwork)willbereducedorremainconstantasresourcesaredeleted.

Toremovearesource,selectoneormoreResourcesinthebottompaneResourcetabandeither:

•StriketheDelkey,or•Clickonthe DeleteiconontheAssignmenttoolbaratthebottomofthescreen,notthe

atthetopofthescreenwhichwilldeleteanactivity,

•YouwillbepresentedtheconfirmationboxbelowaseachresourceisremovedandclickYes:

Whenthelastresource(s)is(are)removedtherewillbethesamemessage:

•Ifyouselect Yesthentheresourcewillbedeleted,•ButtheresourceUnitsvaluesintheActivitiesWindow,Generaltabwillbeleftatthe

samevalueasbeforeyoudeletedthelastresource.

•YouwillnotreceivetheoptionfoundintheWindowsClienttoResetlaborunitstozeroandyouwillhaveunitsActivitiesWindow,GeneraltabandcostsagainsttheactivitywillbecalculatedfromthevalueenteredinthePrice/Unitfield.

•YouwillnowhavetodeletetheunitsfromtheActivities,Generaltabanddeletetheunitsifyouarenotgoingtoassignmoreresourcestothisactivity.

AtthispointyouwillhaveUnitsandpossiblyCostsassignedtoanactivitythatmaybeseenintheActivitiesWindow,Generaltabwithoutanyassignedresources,whichmaynotbedesirable.WhenyouassignaresourcetoanactivityinthisconditiontheresourcewilladopttheUnitsvaluefromtheActivitiesWindow,Generaltab,ignoringtheDefaultUnits/TimePeriodsetintheResourceWindow,butnormallycalculatetheresourcevaluefromtheresourceRate.

17.7.4AssigningaResourcetoanActivityMoreThanOnceTheoptionintheDefaultstabintheProjectsPreferencesundertheNewAssignmentsheadingenablesaresourcetobeassignedmorethanoncetoanactivity.

AresourcecouldbeassignedtoworkatthestartofanactivityandtheninconjunctionwithResourceLagworkagainattheendofanactivity.

Forexampleyoumayneedacraneonthefirstdayofanactivitytoliftupsomeformworkandonthelastdaytoremovetheformwork.

ThismaybeachievedintheWindowsClientbuttheWebdoesnothavetheoptiontoassignalagtoaresourceassignmentsothistypeofresourcemodelingmaynotbeachievedintheWeb

17.7.5SelectingMultipleItemsinAssignDialogForms

P6R8.3providestheabilitytoassignmultipleresources,roles,predecessorsandsuccessorsatthesametime.

Todothis:

•GototheActivitieswindowintheProjectssection,•OpenanAssignformbyclickingononeoftheiconslocatedonthetoolbarofthe

appropriatetabie..AssignmentstabintheActivityDetailswindowwillhave whilePredecessors/Successorswillhave ;

•SelectseveralitemsbypressingCtrl+ClickorShift+Clicktoselectarange;•Clickonthe buttontoassignallofthemtoanactivitysimultaneously.

ThisfeaturewillnotworkfromtheResourceAssignmentswindowortheResourcePlanningwindow.

17.8RequestResourcesARequestResourceisarequestforaresourceandinsummarycalledDemandResourcesintheProfessionalversion:

•AresourceorRoleisrequestedbythe RequestResourcesfunctionintheActivitieswindow,Assignmenttab.

•ThisResourceRequestmaybeviewedbythemanagerinaDashboard:

•Themanagerthenassignsaresourcefromthedashboard.

17.9ResourceandActivityDurationCalculationandResourceLags

17.9.1ActivityDurationAnactivityPlannedDuration(oractivityRemainingDurationofanIn-Progressactivity)isadoptedfromthelongestResourceDuration(orResourceRemainingDurationofanIn-Progressactivity)whenmorethanoneresourcehasbeenassignedtoanactivity.

InasituationwheremorethanoneResourcehasbeenassignedtoanactivitywithdifferentUnitsand/orUnits/Time,theResourcesmayhavedifferentdurations.

InthefollowingexampletheActivityDurationis10days,whichiscalculatedfromProjectSupportresourcePlannedDurationof10days:

ThisiscalculatedinasimilarwaytoP3andSureTrakwhenallResourcesaresettoDriving.

17.9.2ResourceLag–WindowsClientOnlyIntheWindowsClientaResourcemaybeassignedaLag,thedurationfromthestartoftheactivitytothepointatwhichtheResourcecommenceswork.

InthefollowingexampletheActivityDurationis20days,whichiscalculatedfromtheProjectSupportresourceOriginal(Planned)Lagof10daysplustheresourceOriginal(Planned)Durationof10days:

IntheWebitisnotpossibletoaccesstheResourceLagfield,butifwhenlagisassignedtoaresourceintheWindowsClientthentheincreaseddurationwillbeseenintheWebbuttheuserwillhavenoideafromwheretheincreaseddurationhasbeenderived.

Thepicturebelowdisplaysaresourcewitha10daydurationandtheactivitywitha20dayduration.

17.10Resource,PlanningWindowTheResource,PlanningwindowisoutofthescopeofthisbookbutitallowshighlevelresourceplanningbyallowingresourcesorrolestobeassignedatWBSNodelevel:

17.11ExpensesExpensesareintendedtobeusedforoneoffnon-resourcetypecostsandcouldinclude:

•Purchaseofofficeequipmenttosetupaprojectoffice,

•Travelcosts,

•Paymentforaconsultant’sreport,

•Insurancecosts,and

•Trainingcourses.

ExpensesmaybecreatedusingtheExpensestabofanactivity.

AnExpenseItemhasthefollowingfields:

•CostsandUnitsaremainlyself-explanatory.Thefollowinginformationisentered:PlannedUnits,ActualUnits,RemainingUnitsandAtCompletionUnits–thequantityoftheExpenseitem.WhenanExpenseiscreateditissetadefaultvalueof1.Ifsettozerothenthecostsaresettozeroandcostsmaynownotbeentered.Price/Unit–thecostperExpenseitem,

ThePlannedCosts,ActualCosts,RemainingCostandAtCompletionfieldsarecalculatedfromtheUnitsandPrice/Unit.

CheckAutoComputeActualstoallowthesoftwaretocalculatetheActualandRemainingCostsandUnits(quantities)basedontheRemainingDuration,whenApplyActualsisused,

AccrualType–thisenablesyoutoselectifthecostsareaccruedorcashflowedatthebeginning,end,oruniformlyoverthedurationoftheactivity.

•FieldsCreatedinAdminister,EnterpriseDataExpenseCategory–SelecttheExpenseCategory.CostAccount–SelectaCostAccountshouldyouwishtoseeorreportthecostsagainstaCostAccount.

•Otherfields

Vendor–Afreeformfieldtoenterthevendororsuppliername.DocumentNumber–AfreeformfieldtoenterthedocumentnumberthatcouldrepresentthePurchaseOrder,Contract,orInvoiceNumber.

UnitsofMeasure–thisisafreefromfieldwhereyoucantypeinformation.ItdoesnotreadfromtheMaterialResourceUnitsofMeasurelist.Description,PlannedUnitsandPlannedCostsintheWebaretheBudgetedUnitsandBudgetedCostsintheWindowsClientforsomeIndustryversions.

17.12SuggestedSetupforCreatingaResourcedScheduleTheorderthattopicsareintroducedinthischapterisalsoasatisfactoryorderofactionsthatshouldbeconsideredwhenpreparingtoassignresourcestoactivities.

Thesimplestcalculationoptionsshouldbeusedasadefault,andmorecomplexoptionsconsideredonlywhenthereisaspecificschedulingrequirement.

Thetablefollowinglistsprocessesandsuggestedoptionsthatcouldbeconsideredwhencreatingaresourcedschedule.Itisimportanttosetalltheparametersbeforetheactivitiesareaddedotherwisealotoftimeiswastedchangingparametersonanumberofactivities.Thesearenotintendedtosuiteveryprojectbutareastartingpointforlessexperiencedusers.

Step SuggestedSettings

•SettheUnits/TimeformatbyselectingAdminister,MyPreferencestoopentheMyPreferencesformandselecttheTimeUnitsFormatsection.

Thereisachoiceofpercentage(50%)orunits/duration(4h/d).Thisshouldbesetonpersonalpreference.Theauthorprefers(4h/d)asthisreducestyping.

•SettheResourceAssignmentsoptionbyselectingAdminister,MyPreferencestoopentheMyPreferencesformandselecttheResources

ItissuggestedthatthePreservetheUnits,Duration,andUnits/Timeforexistingassignmentsisselected.WiththisoptionasResourcesareaddedordeletedthetotalnumberofhoursassignedtoanActivityincreasesordecreases.EachResource’shoursarecalculatedindependently.

TheoptionsunderAssignmentStaffingneedtobecarefullyconsideredandunderstoodsothatwhenResourcesareassignedtoRolesandresource

section. assignmentsarechangedthattheuserunderstandswhichUnitRateandwhichUnitCostwillremainagainsttheactivity.

•IntheProjects,EPS,SetProjectPreferences…,DefaultstabsetthedefaultActivityType.

ItissuggestedthatTaskDependentisused,aswiththisoptionResourcecalendarsarenotusedmakingtheschedulesimpler.

ResourceDependentshouldbeusedwhenPersonalCalendarsareinuse.

•IntheProjects,EPS,SetProjectPreferences…,DefaultstabsetthedefaultDurationType.

ItissuggestedthatFixedDuration&Unitsisused.WiththisoptiontheActivityDurationdoesnotchangewhenresourceassignmentsarealtered,andwhenanActivityDurationischangedtheUnitsdonotchange,soyourestimateofhoursandcostswillnotchange.

•IntheProjects,EPS,SetProjectPreferences…,DefaultstabsetthedefaultPercentCompleteType.

TheauthorpreferstousePhysicalasthisenablestheActivityPercentCompletetobeindependentoftheActivityDurations.

•IntheProjects,EPS,SetProjectPreferences…,Defaults:

UnlessmultipleRatesarebeingusedthenPrice/UnitorStandardshouldbeselected.

CheckDriveactivitydatesbydefault.

17.13Workshop14–AssigningResourcesandExpensestoActivities

BackgroundTheResourcesmustnowbeassignedtotheirspecificactivities.

AssignmentOpentheOzBuildwithResourcesprojectandcompletethefollowingsteps.

1.EnsureyouhaveonlytheBidforFacilityExtension–ResourcedScheduleopen.2.ApplytheWorkshop6-Dates&DurationsViewandsaveasWorkshop16–

AssigningResourcesView.3.SetyourMyPreferencesasbelow,useyouowncountriescurrencyifyouwish:

4.IntheActivitiesWindowselecttheCreateTechnicalSpecificationactivity,5.DisplaytheExpensestabinthebottomwindow.6.AssignanExpensetotheCreateTechnicalSpecificationactivityperthepicture

below:

7.FormattheAssignmentstabwiththecolumnsshowninthefollowingpicture:

Continued…

8.SaveyourViewasWorkshop14–AssigningResources.9.AddtheResourceNamescolumntotheGanttChartperthepicturebelow.10.AssignthefollowingResourcestotheActivitiesusingtheAssignmentstab

AssignResourceicon:

11.Enter3asthePlannedUnitsandAtCompletionUnitsfortheReportBindingassignment.

12.Addthecolumnsasperbelowandyouranswershouldlooklikethis:

13.ChangetheMyPreferences,TimeUnits,UnitsFormat,UnitsperTimetoDaysandviewthedifference:

14.YouwillnoticethatthereisnocolumntodisplaytheMaterialsquantityatcompletion.

Inamulti-userenvironmentitisimportantthatallusershavethesameMyPreferencesotherwiseeachpersonmaydisplaydifferentQuantitiesatcompletion.

15.ChangetheMyPreferences,TimeUnits,UnitsFormat,UnitsofTimetoHours.16.SaveyourViewasWorkshop14–AssigningResources.

18RESOURCEOPTIMIZATIONTheschedulemaynowhavetoberesourceoptimizedto:

•Reducepeaksandsmooththeresourcerequirements,thusreducingthemobilizationanddemobilizationcosts,ortoreducethedemandforsitefacilities,or

•Reduceresourcedemandtotheavailablenumberofresources,or

•Reducedemandtoanavailablecashflowwhenaprojectisfinancedonincome.

18.1ReviewingResourceLoadingThereareanumberoffacilitiesforreviewingresourceloadingwhichconsistofeitherdisplayingaVieworrunningareport.TheTimescaleintervalaffectsthedisplays.Viewswillnotbecoveredindetail,astheyareself-explanatory.

ItisimportantthatthedatatobereviewedisSummarizedbeforeanyresourceanalysisisundertakenbysettingaProjects,ProjectScheduledServiceorbyselectingProjects,EPS, SummarizeProjects.

18.2AssignmentsViewThisviewallowsthedisplayofResourceAssignments,

•ThiswindowisdisplayedbyselectingtheResources,Assignmentstab.•ThepicturebelowshowstheOzBuildWorkshopresourcesonly.Thiswindowhasthree

panesasindicatedbythearrows:

ThelefthandpanethatjustdisplaystheActivityName.Thecenterpanehascolumnsofdataand

TherighthandpanemaydisplayTimePhasedDataoraGanttChartorbehiddenandthereforecapableofdisplayingalargertable:

ResourcesAssignmentsViewsViewsmaybecreatedinthesamewaysasActivityViewsusingtheViewicondisplayedbelow:

LeftHandPane•ThisonlydisplaystheActivityName.

•The GroupandSortandtheFiltericonswillallowausertoformattherowsofdatabygrouping,sortingandfilteringtheactivitiesfromthedatabase.

CenterPane•Datacolumnstobedisplayedmaybeselectedusingthe Columnsicon.

RightHandPaneTimePhasedDataTodisplaytimephaseddataincolumns:

•Clickonthe UsageSpreadsheeticon,•Clickonthe UsageOptionsicon(whichisthesameastheUsageSpreadsheeticon)to

opentheCustomizeUsageOptionsform,andselectwhichrowofdataistobedisplayedinthetable.

RightHandPaneGanttChartTodisplayaGanttChart:

•Clickonthe GanttCharticon,asperthepicturebelow,and•Thebarsareformattedwiththe GanttChartOptions iconinthesamewayasthe

GanttChartintheProjects,Activitiesview.

RightHandPaneHiddenTohidetherighthandpaneanddisplayalargercentertable:

•Clickonthe Tableicon:

FiltersFiltersshouldbeusedtoreducetheamountofdatathatisdisplayedonthescreenandassignmentfiltersarecreatedinasimilarwaytothewayfilteringactivitieswasoutlinedintheFORMATTINGTHEACTIVITYWINDOWANDVIEWSchapter.ThepicturebelowisfilteringontheOzBuildProjectIDOZB-R:

GroupingGroupingshouldbeusedtodisplaytheresourceassignmentdatainthewayyouwouldlikeitformatted.GroupingassignmentdataiscreatedinasimilarwaytothewaygroupingactivitieswasoutlinedintheFORMATTINGTHEACTIVITYWINDOWANDVIEWSchapter.ThepicturebelowisfilteringontheOzBuildProjectIDOZB-R:

18.3Resources,Analysis,RoleUsageWindowThiswindowallowsdisplayby:

•RoleHierarchyorRoleTeam,

•SpreadSheetorHistogram:

•Customizeallowssomeformattingoptions:

18.3.1Resources,Analysis,ResourceUsageWindowThiswindowallowsdisplayby:

•ResourceHierarchy,ResourceTeam,ResourceCodes,ResourceCodes(enablingviewingbyanofficeorlocation)orPrimaryRole,

•SpreadSheetorHistogram:

IntheSpreadsheetDisplayyoumaydoubleclickonaprojecttoseetheactivitiestheresourceisassigned:

AfterclickingonArcadia–AutomatedSystemsprojecttitleinthepictureabove:

18.3.2Resources,Analysis,ResourceAnalysisWindowThiswindowallowsHistogramdisplayby:

•ResourceHierarchy,ResourceTeam,ResourceCodes,ResourceCodes(enablingviewingbyanofficeorlocation)orPrimaryRole,

•ThereareoptionsofHistogram,StackedHistogram,AreaChartorPieChart,

•ThepicturebelowdisplaystheStackedHistogram:

•ThepicturebelowdisplaystheAreaChart:

•ThepicturebelowdisplaysthePieChart:

Tobeabletoviewdatainchartsyouwillhavetoperformsomeformattingbyfilteringoutthedatayouwishtoview,changingthetimescaleandsettingthedisplayunits.

TheCustomizebuttonwillopenuptheSelecttheinformationtodisplayinthechartform:

18.4MethodsofResolvingResourcePeaksandConflictsMethodsofresolvingresourceoverloadproblemsare:

•RevisingtheProjectPlan.Reviseaprojectplantomitigateresourceconflicts,suchaschangingtheorderofwork,contractingworkout,orusingoff-sitepre-fabrication,etc.

•DurationChange.Increasetheactivitydurationtodecreasetheresourcerequirements,soa5-dayactivitywith10peoplecouldbeextendedtoa10-dayactivitywith5people.

•ResourceSubstitution.Substituteoneresourcewithanotheravailableresource.•IncreaseWorkingTime.Thismayreleasetheresourceforotheractivitiesearlierandis

createdbyworkingmoredaysperweekorhoursperday.

•Splitanactivityaroundpeaksindemand.Somesoftwareenablesthesplittingofactivities,whichinturnenablesworktobesplitaroundpeaksinresourcedemand.ThesplitfunctionisnotavailableinPrimavera,however,anactivitymaybesplitintwoindividualactivitiestoallowtheworktoceaseintimesofpeakdemand.Ifoneneedstorelatebacktoabaselinethentwonewactivitiesmaybecreatedtorepresentthesplitandtheoriginalactivitymadeintoahammocktospanthetwonewactivities,butremembertodisplaythe

LOEBaselineBar.

•Levelingtheschedule.Thistechniquedelaysactivitiesuntilresource(s)areavailable.•ResourceCurvesmayassistinsomeinstances.

18.5Workshop15–ResourcesOptimization

Assignment1.BeforeanyUsageorAnalysisdatawillbedisplayedaprojectmustbeSummarized.Go

toProject,EPS,selecttheOZB-R–BidforFacilityExtension–ResourcedScheduleproject,rightclickandselectSummarizeProjects,

2.DisplaytheAssignmentsWindowbyselectingtheResources,Assignmentstab.3.CreateanAssignmentsviewtitledOzBuildAssignmentsthatissimilartothepicture

below:

CreateafilterthatselectonlyyourBidforFacilityExtension–ResourcedScheduleproject:

CreateagroupingbyProjectandthenResource:

DisplaytheGanttChart:

4.DisplayaResourceUsageHistogramfortheOzBuildResourcesintheResources,Analysis,ResourceAnalysiswindow:SelecttheOzBuildresourcesProjectManager:

ClickontheCustomizebuttontoopenuptheSelecttheinformationtodisplayinthechartformandsettheoptionasperbelow:

Createafilterasperbelow:

GroupbyProjectandyourpictureshouldbeasperbelow:

NowtrytheAreaChartandotheroptionssuchasselectingotherresources.

19UPDATINGARESOURCEDSCHEDULEItisoftenconsideredbestpracticetoupdateaprojectbetween10and20timesinitslifecycle.Somecompaniesupdateschedulestocorrespondwithaccountingperiods,whicharenormallyeverymonth.Thisfrequencyisoftentoolongforprojectsthatarelessthanayearinduration,astoomuchchangemayhappeninonemonth.Therefore,morefrequentupdatingmayidentifyproblemsearlier.

Updatingaprojectwithresourcesemploysanumberofpreferencesandoptions,whichareveryinteractiveandwillrequireasignificantamountofpracticebyausertounderstandandmasterthem.

Afterreadingthischapterandbeforeworkingonaliveproject,inexperiencedusersshouldgainconfidencewiththesoftwareby:

•CreatinganewprojectandsettingtheDefaults,Preferences,andOptionstoreflectthemethodinwhichyouwishtoenterinformationandhowyouwantPrimaveratocalculatetheprojectdata.

•Creatingtwoorthreeactivitiesandthenassigningtwoorthreeresourcestoeachactivity.

•UpdatingtheActivitiesandResourcesasifyouwereupdatingascheduleandobservetheresults.

•Alteringthepreferencesanddefaultsifyouarenotreceivingtheresultyourequire.Re-updateandnotethepreferencesanddefaultsforfuturereference.

Someofthesesettingsmayhavebeensetbyyourorganizationandyoumaynotbeassignedaccessrightstochangethesettings.Youshouldstillgothroughtheupdatingprocessinatestprojectwithdummydatasimilartoyourrealprojectdataandbepreparedtochangethosesettingstowhichyoudohaveaccess,asrequired.

Updatingaprojectwithresourcestakesplaceintwodistinctsteps:

•Thedates,durationsandrelationshipsareupdatedusingthemethodsoutlinedintheUPDATINGANUNRESOURCEDSCHEDULEchapter,and

•TheResource,ExpensesUnits(hoursandquantities)andCosts,boththeActualtoDateandToComplete,arethenupdated.ThesevaluesmaybeautomaticallyupdatedbyPrimaverafromthe%CompleteorimportedfromaccountingandtimesheetsystemsorupdatedbythePrimaveraTimesheetsystem.

Adecisionneedstobemadeaboutwhatdataistobeenteredorimportedintothescheduleandwhatdataistobecalculatedbythesoftwareandthesoftwareoptionssetappropriately.

Thischaptercoversthefollowingtopics:

•UnderstandingPlannedvaluesandBaselineProjects•UnderstandingtheCurrentDataDatewithrespecttoresources•Informationrequiredtoupdatearesourcedschedule

•ProjectPreferencesandActivitiesDefaults

•UpdatingResourcesandExpenses

•Reviewingtheupdatedschedule.

19.1UnderstandingPlannedValuesandBaselineProjects

19.1.1CostandUnitsPlannedValuesThePlannedValuesinPrimaveraareassignedtobothUnitsandCostsforeachResourceandExpenseatthetimetheResourceorExpenseisassignedtoanActivity.

PlannedValuesresideinthecurrentprojectandinallBaselineProjects.

ThePlannedvaluesnormally,bydefault,arelinkedtotheAtCompletionvalueswhenanactivityhasnotcommencedbutaftertheactivityisin-progressbybeingmarkedasStartedthesevaluesbecomeunlinked.

Shouldyouwishtore-estimatethecostofaprojectandcompareittoapreviousvaluewhenactivitieshavenotstartedyoucouldeither:

1.CreateaBaselineProjectbeforere-estimatingtheprojectandcompareyourrevisedcoststotheBaseline,or

2.UnchecktheProjects,EPS,SetProjectPreferences…,CalculationstabandunchecktheLinkplannedandatcompletionfornotstartedactivitieswhichwillunlink:

PlannedCostsfromAtCompletionCostsPlannedUnitsfromAtCompletionUnitsPlannedDurationsfromAtCompletionDurations

ThisoptiontounlinkOriginalandAtCompletionDurationsmaynotbedesirable,butthisoptiondoesnotinvolvesettingabaseline.Thisthereforeaddsfurthercomplicationsanditisrecommendedthatitisnotused.

19.1.2BaselineProjectandValuesABaselineprojectisacompletecopyofaprojectincludingtherelationships,resourceassignmentsandexpenses.

ThecreationandassignmentofaBaselineProjectwascoveredintheUPDATINGANUNRESOURCEDSCHEDULEchapter.•BaselineDatesarealsoknownasTargetDatesandarenormallyconsideredtobethe

approvedProjectEarlyStartandEarlyFinishdatesofanunprogressedproject,whicharerecordedbysavingaBaselineproject.

•BaselineDurationistheoriginalplanneddurationofanactivity,calculatedfromtheEarlyStarttotheEarlyFinishofanActivity.ThisisnottheP6PlannedDurationValue.

•BaselineCostsarealsoknownasBudgetsandrepresenttheoriginalprojectcostestimate.ThesearethefiguresagainstwhichtheActualCostsandCostatCompletion(orEstimateatCompletion)maybecompared.

•BaselineUnitsarealsoknownasBudgetedQuantityandrepresentstheoriginalestimateoftheprojectquantities.Thesearethequantitiesagainstwhichtheconsumptionof

resourcesmaybecompared.

TheBaselinevaluesarevaluesagainstwhichprojectprogressismeasured.Allthesevaluesmaybereadbyandcomparedwiththecurrentprojectvaluesandshowvariancesfromtheoriginalplan.

ABaselinewouldnormallybecreatedpriortoupdatingaprojectforthefirsttime.

ThePrimaveraVariancecolumnsuseBaselinedatafromBaselineProjectstocalculatevariances.

19.2UnderstandingtheCurrentDataDateTheDataDateisastandardschedulingterm.ItisalsoknownastheReviewDate,StatusDate,ReportDate,AsofDate,TimeNow,andUpdateDate.•TheDataDateisthedatethatdividesthepastfromthefutureintheschedule.Itisnot

normallyinthefuturebutisoftenintherecentpastduetothetimeitmaytaketocollecttheinformationrequiredtoupdatetheschedule.

•ActualCostsandQuantities/HoursorActualWorkoccurbeforetheDataDate.•CostsandQuantities/HourstoCompleteorWorktoCompletearescheduledafterthe

DataDate.

•ActualDurationiscalculatedfromtheActualStarttotheCurrentDataDateorSuspendDate.

•RemainingDurationisthedurationrequiredtocompleteanactivity.ItiscalculatedforwardfromtheCurrentDataDate.TheEarlyFinishdateofanin-progressactivityiscalculatedfromtheCurrentDataDateusingthe:

ActivityCalendarwhentheActivityTypeisTaskDependentorisResourceDependentbutnoResourceshavebeenassigned,or

ResourceCalendarwhentheActivityTypeisResourceDependentandusesthelongestResourceDuration.

PrimaverahasoneDataDate,theCurrentDataDate,whichoperatesinthesamewayastheP3andSureTrakDataDate.MicrosoftProjecthasfourdatesassociatedwithupdatingaschedule.TheMicrosoftProjectStatusDateissimilarinfunctiontothePrimaveraCurrentDataDate.P6doesnothaveafeaturelikeAstaPowerprojectwherealltheReportDatesmaybeestablishedinthesoftwareatthestartoftheproject.

19.3InformationRequiredtoUpdateaResourcedScheduleAprojectscheduleisusuallyupdatedattheendofaperiod,suchaseachday,week,ormonth.Onepurposeofupdatingascheduleistoestablishdifferencesbetweentheplan,whichisusuallysavedasaBaseline,andthecurrentschedule.

Thefollowinginformationisrequiredtoupdatearesourcedschedule:

Activitiescompletedintheupdateperiod:

•ActualStartdateoftheactivity,•ActualFinishdateoftheactivity,•ActualCostsandQuantities(Units)consumedorspentonLaborResources,Material

ResourcesandExpense.Thesemaybecalculatedbythesoftwareorcollectedandenteredintothesoftware.

Activitiescommencedintheupdateperiod:•ActualStartdateoftheactivity,•RemainingDurationorExpectedFinishdate,•ActualCostsand/orActualQuantities.Onlywhenthesearetobeenteredintothe

software,

•QuantitiestoCompleteandCoststoComplete.Onlywhenthesearetobeenteredintothesoftware,

•%Complete.ActivitiesNotCommenced:•ChangesinLogic,Constraints,orDuration,or

•ChangesinestimatedCosts,HoursorQuantitiesand•Addorremoveactivitiestorepresentscopechanges.

Theschedulemaybeupdatedafterthisinformationiscollected.

OtherConsiderationsPrimaveranormallybydefaultcalculates:

•TheUnitstoCompleteandinturntheActualUnitsbytherelationshipbetweentheRemainingDurationandResourceUnits.

•TheCoststoCompleteandtheActualCostsbytherelationshipbetweentheResourceUnitRateandResourceUnits.

WhentheserelationshipsareturnedoffthentheUnitsandCostsmaybeenteredmanually.

Amarked-upcopyoftheschedulerecordingtheprogressofthecurrentscheduleisoftenproducedpriortoupdatingthedatawithPrimavera.Ideally,themark-upshouldbepreparedbyaphysicalinspectionoftheworkorbyapersonwhointimatelyknowsthework,althoughthatisnotalwayspossible.Itisgoodpracticetokeepthismarked-uprecordforyourownreference.Ensurethatyounotethedateofthemark-up(i.e.,thedatadate)and,ifrelevant,thetime.

OftenaStatusReportormark-upsheetisdistributedtothepeopleresponsibleformarkinguptheproject’sprogress.Apagebreakcouldbeplacedateachresponsibleperson’sband,andwhenthescheduleisprinted,eachpersonwouldhaveapersonallistingofactivitiesthatareeitherin-progressorduetocommence.Thisisparticularlyusefulforlargeprojects.Themarked-upsheetsarethenreturnedtotheschedulerfordataentryintothesoftwaresystem.

Otherelectronicmethods,suchasthePrimaveraTimesheetsystemorane-mailbasedsystemwithspreadsheetorpdfattachments,maybeemployedtocollectthedata.

Irrespectiveofthemethodused,thesamedataneedstobecollected.

Itisrecommendedthatonlyonepersonupdateeachschedule.Thereisahighprobabilityforerrorswhenmorethanonepersonupdatesaschedule.

19.4ProjectPreferencesDefaultsforUpdatingaResourcedScheduleTheProjectPreferencessettingsaffectallactivitiesinaprojectthatisbeingupdated.Whenmorethanoneprojectisopen,theSchedulingOptionsoftheprojectatthetopofthelistofopenedprojectsareusedtocalculateallopenprojectswhentheyarescheduledorleveled.(ThereisnoDefaultProjectfunctionfoundintheWindowsClientintheWeb).

TheCalculationsandDefaultstabintheProjectsPreferencestabssetssomeimportantresourcedefaults:

19.4.1ProjectPreferencesCalculationsTab

•ThetwooptionsResetplanneddurationsandunitstoremaining(authorspreferred)andResetremainingdurationandunitstoplanneddeterminehowthePlannedDurationandUnitsareresetwhenprogressisremovedfromactivities.

•CalculateActivity%fromactivitysteps.ThePrimaveraStepfunctionenablesactivitiestobebrokendownintoelementscalledSteps.Eachelementearnsadesignated%CompletewhentheStepismarkedascomplete.Physical%CompleteTypemustbeselectedtouseSteps.

•UncheckingLinkplannedandatcompletionfornotstartedactivitiesenablestheusertore-estimatethecostorquantitiesofun-startedactivitieswhilepreservingtheoriginalPlannedValueofanactivity.ThisalsounlinksthePlannedDurationfromtheAt

CompletionDurationforun-startedactivitiesanditsuseisnotrecommended.•WhenupdatingActualUnitsorCosts.Therearetwooptions,whicharethesameasthe

P3AutocostRuleNumber3:

AddActualtoRemaining.WhenActualCostsareentered,theAtCompletionincreasesbytheamountoftheActualCosts.

SubtractActualfromAtCompletion.WhenActualCostsareentered,theAtCompletedoesnotchangeandtheToCompleteisreducedbythevalueoftheActual.Thisistheauthor’spreferredoption,astheAtCompletiondoesnotchangeuntiltheAtCompletionisexceededbytheActual.

•RecalculateActualUnitsandCostwhenduration%completechanges.ThisoptionlinkstheDuration%CompletetothePlannedandToComplete,thusanincreaseinDuration%CompletewillincreasetheActualanddecreasetheToCompletevalueskeepingtheAtCompletionconstant.ThisisusedwhenyouwantthesoftwaretoestimateActualcostsandunits.

•Linkactualtodateandactualthisperiodunitsandcost.ThisisthesameastheP3AutocostRuleNumber6.Withthisoptionchecked,whenyouenteranActualthisperiod,theActualtodatewillbecalculatedbyincreasingtheoriginalvaluebythevalueoftheActualthisperiod.Alternatively,youmayentertheActualtodateandPrimaverawillcalculatetheActualthisperiod.Whenunchecked,thetwofieldsareunlinkedandyoumayenteranyfigureineachfield.Thisoptionisgrayedoutiftheprojectisnotopenandisusedtofixerrorsindataentry.ThisallowsthefixingupofdataerrorswhentheStorePeriodPerformancefunctionisbeingused.

19.4.2ProjectPreferencesDefaultsTab

•DurationType.ThiswillaffecthowaresourceremainingunitscalculatewhenaremainingdurationischangedandhasbeencoveredindetailintheASSIGNINGROLES,RESOURCESANDEXPENSESchapter.

•Price/Units.ThisisthesameasthePrice/UnitforactivitieswithoutresourceorrolePrice/UnitsintheWindowsClient.WhenanactivityisassignedaquantityintheActivities,Generaltabbutnoresourceisassigned,thenthisrateisusedtocalculatethecostagainstLaborandNonlaborunits.

19.5ActivitiesWindow–PercentCompleteTypesTherearethree%Completetypeswhichmaybeassignedtoeachactivity.ThedefaultisadoptedfromtheselectionintheDefaultstabintheProjectsPreferencesform:•Physical•Duration•Units

19.5.1AssigningtheProjectDefaultPercentCompleteTypeTheDefaultPercentCompleteTypeforeachnewactivityineachprojectisassignedintheProjectPreferences,Defaultstab:

•EachnewactivityPercentCompleteTypeissettotheDefaultPercentCompleteandmaybechangedatanytimeintheintheActivitieswindow,Generaltab:

EachPercentCompleteTypehasitsowndatacolumnandisalwayscalculated.ThereisalsoanActivity%CompletecolumnwhichislinkedtoanddisplaysthevaluefromthePercentCompleteTypecolumnthathasbeenassignedtotheactivity.Seethefollowingpicture:

IntheWindowsClienttheActivity%CompleteisdisplayedontheBarbutintheWebonlytheDuration%Completeisalwaysdisplayedonthebar.

19.5.2PhysicalPercentCompleteTypeAnactivityassignedPhysicalPercentCompleteTypemayhavethe%PhysicalCompleteenteredinthePhysical%CompleteortheActivity%Complete.ThisfieldhasnoimpactonschedulecalculationsandisnotlinkedtoeithertheResourceUnitsortheActualandRemainingDurationsoftheActivity.

Physical%CompletemustbeusedwhenStepsarebeingusedtorecordprogress.ThePhysicalPercentCompletetypeisoftenusedwhentheprogressofanActivityisbeingmeasuredoutsidePrimavera.Forexample,anactivityrepresentingtheinstallationcablethatismeasuredbylengthofcableinstalledwouldhavethepercentcompletecalculatedby:

•%Complete=Qty.ofCableInstalled/TotalQty.ofCabletobeInstalled

Forexample,theactivitymayonlyhavetheinstallationlaborassignedtoit,andthereforetheinstallationlaborparametermaynotbeusedforthemeasurementoftheActivity%Complete.Inaddition,becausethepercentcompleteoftheactivityisbasedonthelengthofcableinstalled,theActivity%Complete(theprogressofthework)maybecomparedtotheresourceUnits%Complete(theamountoflaborused)whichiscalculatedfromtheformula:•Units%Complete=ActualUnits/AtCompletionUnits

Thisexampleisdemonstratedinthefollowingpicture:

•ThePhysical%Completeissetat50%.

•TheUnit%Completeof20%iscalculatedfromtheAtCompletionUnitsof12.00hrsandAtCompletionUnitsof60.00hrsandnotthePlannedUnitsof48.00hrs.

Afterasecondresourceisadded,theActivityUnits%Completeof40%iscalculatedfromtheadditionofthetworesourceActualUnitsandAtCompletionUnits:

•ActivityUnit%Complete=ActualLaborUnits/AtCompletionLaborUnits

•Therefore,40%=(12+36)/(60+60)

19.5.3DurationPercentCompleteTypeWithDurationPercentCompletethereisalinkestablishedbetween:

•Duration%Complete•PlannedDuration•RemainingDurationADuration%CompletemayonlybeenteredafteranActualStartDatehasbeenassignedandshouldbeinthepastwithrespecttotheCurrentDataDate.

Achangeinoneparameterwillchangeoneother:

•AchangeintheDuration%CompletewillchangetheRemainingDuration,and•AchangeinthePlannedDurationorRemainingDurationwillchangetheDuration%

Complete:

TheActualDurationisalwayscalculatedfromthedurationofActualStarttotheCurrentDataDate,orSuspendDatewhenset.TheActivityUnitsPercentCompleteisstillcalculatedfromtheResourceUnits.

19.5.4UnitsPercentCompleteType

WhenUnitsPercentCompletetypeisselected:•ThisoptioncreatesalinkbetweentheActivity%CompleteandtheactivityUnits%

Complete,and•TheUnits%CompleteiscalculatedfromtherelationshipbetweentheActualUnitsand

AtCompletionUnits.

19.6UsingStepstoCalculateActivityPercentCompleteAnactivitypercentcompletemaybedefinedbyusingsteps.AStepisameasurableoridentifiableactivityrequiredtocompleteanactivity.Insummary,tousesteps:

•ASteptemplatemaybecreatedbyselectingAdminister,EnterpriseData,Activities,StepTemplatestoopentheActivityStepTemplatesform.

•AddasmanyStepsasrequiredandassigntheirweightwhichwillbeusedtoapportionthepercentcompleteofanactivity.

•TheCalculationsandDefaultstabintheProjectsPreferencestabshasacheckboxtitledCalculateActivitypercent%fromactivitystepswhichmustbecheckedtoallowStepstobeused:

•YoumaydisplaytheActivitypercentcompletebasedonstepscheckboxintheProjects,EPSWindow,anddisplaytheCalculateActivitypercent%fromactivitystepsdatacolumn:

•SelectthePhysicalinthe%CompleteTypeforeachactivitythatistobemeasuredbystepsintheGeneraltabofActivitiesWindow,

•SelecttheStepstabintheActivitiesWindow,•Formatthecolumnsyouwishtodisplay,

•AddthenumberofstepsyourequireorimportfromaStepTemplate,•Editthedescriptionsasrequired,

•EdittheStepWeightsotheStepWeightPercentreflectsthedesiredvalueoftheStep,•ChecktheCompletedcheckboxaseachstepiscompletedandthiswillupdatethepercent

complete.

•TheRemainingDurationmaybeupdatedfromtheStep%CompleteviathePhysical%CompleteusingaGlobalChange.

19.7UpdatingtheScheduleThistakesplaceintwosteps:

•FirstlytheDatesandDurationsareupdatesinthesamewayasanun-resourcesschedule,then

•TheResourcesandExpensesUnitsandCostsareupdated.Itmustbedecidedhowthisoperationiscompletedastherearemanyoptions.

19.7.1Preferences,DefaultsandOptionsforUpdatingaProjectSomePrimaveraoptionsaregood,buttherearesomethatshouldbechanged.Theoptionsto

beconsideredandcheckedbeforeupdatingascheduleare:

Function Discussion

•%CompleteType

Itistheauthor’spreferencetousePhysical%CompletewhentheresourcesareInputresources,i.e.,thosedoingthework.Thisallowsthe%ofdeliverablescompletetobemeasuredindependentlyoftheresource(s)doingthework,thusallowingacomparisonofthedeliverablescompletedagainsttheresourcesconsumed.

•ActivityType

ActivitieswithknowndurationsshouldbesetasTaskDependentandwillusetheActivitycalendar(nottheResourceCalendar)forcalculatingthefinishdateoftheactivity.

ResourceDependentactivitiesshouldonlybeusedifthereareresourceavailabilityissueswhichmayonlyberesolvedbytheuseofResourceCalendars.

LevelofEffortandWBSactivitiesareusefulbutshouldbeavoidedbythenoviceuserastheseaddanadditionallevelofcomplexitythatisnotrequired.

Milestonesmaynotbeassignedresources.

•Linkactualtodateandactualthisperiodunitsandcost

TheLinkactualtodateandactualthisperiodunitsandcostoptionfoundintheCalculationstaboftheSetProjectPreferencesformshouldbecheckedifitisintendedtoStorePeriodPerformance.

•DurationType

Itistheauthor’spreferencetouseFixedDurationandUnitsbecausetheestimatetocompleteisnotalteredbychangingtheActivityDurationorUnits/Time.

ThisdurationtypealsosetstheResourceAssignmentsoptionintheMyPreferences,Global,ResourcesectiontoRecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationType.

•Timesheets

Timesheetsmaybeusedtoupdateactualsfornone,some,orallresources.Organizationsusingtimesheetsshouldhaveproceduresmanagingtheiruse.Timesheetsareoutofthescopeofthispublicationbutiftheyarebeingusedtheactualvaluesshouldbecarefullycheckedbeforebeingappliedtoensuretheyarelogical.

ResourceCostsmaybecalculatedfromtheResourceUnitRatesforeachindividualresourceassignment.

EachresourceassignmenthasafieldtitledCalculatecostsfromunits.

•ResourcesCostCalculation

Whenthisischeckedtheresourcecostsarecalculatedfromtheresourceunits.

TheCalculatecostsfromunitscheckboxintheResourceWindow,DetailstabsetsthedefaultvalueforCalculatecostsfromunitsfornewresourceassignments.

Thetwofieldsarenotlinkedandtheresourceassignmentsettingmaybechangedatanytime.

•AutoComputeActuals

Thisfieldislinkedtoallresourcesassignments.WhenthisoptionischeckedforaresourcePrimaveracalculatestheRemainingUnitsbasedontheRemainingDurationandtheActualUnitsbysubtractingtheRemainingUnitsfromBudgetedUnitswhenusingtheApplyActualsfunction.

AnuncheckedresourceassignmentoptionmaybeoverriddenbyapplyingtheActivityAutoComputeActualsoption

•CalculateCostsfromUnits

ThereisafieldavailablewhenaresourceisassignedtoanactivitytitledCalculatecostsfromunits.WiththisoptioncheckedthecostsforaresourcearecalculatedfromtheResourceUnit/TimewhenaresourceisaddedtoanactivityandwhenevertheResourceUnitsarechanged.

•ScheduleOptions

OneofthemoreimportantoptionstoreviewistheWhenschedulingprogressedactivitiesuseoptions,astheseaffecthowout-of-progresssequenceishandled.Theseoptionsshouldbereviewedtoensurethatwhenthescheduleisrecalculatedyouwillunderstandwhatishappening.

TheauthorprefersRetainedLogicasthisgivesamoreconservativescheduleandthoserelationshipsthatneededitingmaybeeditedtoreflectretainedlogicasrequired.

•Steps

ShoulditbedecidedtouseStepstoupdateascheduletheSetProjectsWindowPreferences,CalculationstabshouldhavetheActivitypercentcompletebasedonactivitystepsoptioncheckedand

TheActivitymustbeassignedPhysical%CompleteTypeintheGeneraltaboftheActivitiesWindowforeachactivity.

•Earnedvaluecalculation

TheAdminister,ApplicationSettings,EarnedValuetab,MUSTNOTBESETTO“Plannedvalueswithplanneddates”whenaBaselinehasprogress,otherwisethePlannedDateswillbedisplayedintheBaselineandthesemaycontainirrelevantdatawhentheschedulehasprogress.

19.7.2UpdatingDatesandPercentageCompleteThescheduleshouldbefirstupdatedasoutlinedintheUPDATINGANUNRESOURCEDSCHEDULEchapter.Insummary,thisiscompletedbyentering:•TheActualStartandActualFinishdatesofCompleteactivities.•TheActualStart,%Completeand/orRemainingDurationofIn-Progressactivities.

•AdjustLogic,ConstraintsandDurationsofUn-startedactivities.Beforeupdatingthe%Complete,the%CompleteTypeshouldbecheckedtoensurethattheActualandRemainingDurations,Costs,andUnitscalculateasrequired.Thisideallyshouldbedonebysettingtheprojectdefaultsatthetimetheprojectiscreatedandadjustingthesettingsasactivitiesareaddedandresourcesassigned.

19.8UpdatingResourcesTherearemanypermutationsavailableforcalculatingresourcedata.DuetothenumberofoptionsavailableinPrimavera,itisnotfeasibletodocumentallthecombinationsavailableforresourcecalculation.

Resourceunitsandcostsmaybeupdatedusingoneofthefollowingmethods:

•EnteringthedatausingtheAssignmentstabintheActivitiesWindow,or•EnteringthedatausingtherightsectionoftheGeneraltabintheActivitiesWindow,or•EnteringProgressAutomaticallyfromthetimesheets,aprocesstitledApplyingActuals,or•ImportingfromExcel.ActualdatesandRemainingDurationsmaybeimportedbutSuspend

andResumemaynot.

19.8.1AssignmentsTabTheAssignmentstabmaybeusedtoupdatetheresourceUnits(andCostsiftheUnitsandCostshavebeenunlinkedwiththeCalculatecostsfromunitsfield).AnupdatingViewcouldbecreatedandthecolumnsintheAssignmentstabformattedtoyourupdatingmethod;seethefollowingpicture:

19.8.2GeneralTabTherightwindowmaybeusedforupdatingtheresources.

•Whenthereisoneresourcetherewillbeadirectlinkbetweenthisformandthevaluesassignedtotheresource.

•Whenthereismorethanoneresourcetherewillbeaproportionalchangetoalltheresourcevalueswhenachangeismadeinthisform.

19.8.3ApplyingActualsThisfunctionsmaybeusedintwoverydifferentways:

•Updatesactivitieswithresources,whenassignedwithAutoComputeActuals,asiftheywentaccordingtothePlannedDates(thismaychangeActualDatesandcurrentscheduledates)andonlyupdatesactivitiesintheperiodfromtheoldtotheNewDataDate,or

•AppliesApprovedactualsenteredinthePrimaveraTimesheetsystem.

ToApplyActuals:

•ClickontheProjects,Activities ApplyActualsicontoopentheApplyActualsform,

•EntertheNewDataDateandclick icon.

•Ifmorethanoneprojectisopenadifferentdatadatemaybeselectedforeachproject.

•TheActivityrequirestheAutoComputeActualsfieldcheckedforthisfunctiontoapplytoanActivityandalltheResourcesassignedtoanactivity.

•WhentheAutoComputeActualsfieldisnotcheckedonlytheresourcesthathavetheResourceAutoComputeActualsfieldcheckedintheResourceWindowwillbeupdated.Ifoneresourceischeckedandonenot,thenthecheckedresourcewillbeupdatedandtheuncheckedresourceworkwillbedelayeduntilaftertheCurrentDataDate.

TherearesomeimportantissueswithusingApplyActualsthatmustbeunderstood:

•ThisfunctionusesthePlannedDates,notthecurrentscheduledates,toprogressaschedulesoActualStartDatesandtheEarlyFinishdatesmaybechangedbythisfunction.Thiscalculationprocessmakesthisfunctionoflittleusetomostschedulers.

•TheApplyActualsfunctiondoesnotworkinthesamewayastheP3/SureTrakfunction“UpdateProgress”ortheMicrosoftProjectfunction“UpdateProject”whichbothupdateallactivitiesandresourceassignmentsasiftheprojectprogressedexactlyaccordingtocurrentschedule.TheydonotchangeanyexistingActualDatesinthewaythePrimaveraUpdateProgressandApplyActualfunctionschangedatestothePlannedDateswhichmayholdirrelevantdata.

•WhentheActivityAutoComputeActualsISNOTcheckedonlyactivitieswithresourcesthatareassignedAutoComputeActualswillhavetheirdatesupdatedtotheirPlannedDatesandresourceassignmentsrecalculated.UnresourcedactivitiesarescheduledaftertheDataDate.

•WhentheActivityAutoComputeActualsIScheckedthentheseactivitieswillhavetheirdatesupdatedtotheirPlannedDatesandresourceassignmentsrecalculated.

•IntheWindowsClient,aGlobalChangemayberunfirsttosetthePlanneddatestotheStartandFinishdatesbeforeApplingActualsorUpdatingProgress,butthisresultsinachangetotheOriginalDurationandthereforethe%DurationwillcalculateincorrectlyandthereisariskthattheuserwillforgettoruntheGlobalChange.

19.9UpdatingExpensesExpensesareupdatedinasimilarwaytoresourcesintheActivitiesWindow,Expensetab.Expenseswillnotbecoveredindetail,butherearesomenotesaboutExpensesthatyoumayfinduseful:

•Expensesdonotautomaticallyupdatefromany%Completeandhavetobemanuallyupdated.

TheExpenseAutoComputeActualsonlyworkswiththeApplyActualsfunction.

•Expensesmayhaveacostassignedbeforetheiractivityismarkedstartedorcomplete;resourcesmaynot.Thisisusefultorepresentcontractor’smobilizationcosts.ThesearescheduledontheDataDate.

•ExpensesmayhaveacosttocompletebeforetheiractivityisNOTmarkedstarted;resourcesmaynot.Thisisusefultorepresentcontractorbackchargesorretention.ThesearescheduledonthePlannedDates:

•Expensesmustbeassignedaquantityandunitrate.Thequantityisbydefaultavalueofone.

•Expensequantitiesmaynotbedisplayedinthe:

ActivitiesWindowcolumns,orResourceUsageViews.

•ExpenseQuantitiesmaybedisplayedin:Reports,orActivityDetails,Expensestab.ThusitissimpletogetExpenseDataintothesystembutdifficulttogetExpenseQuantitydataoutofthesystem.

19.10UpdatingUsingProgressReporterProgressReporteristhePrimaveratimesheetapplication.WhenusingProgressReporter:

•InP6aresourceisdefinedasusingatimesheet,associatedwithaUserIDandgivenProgressReportermoduleaccess.

•Timesheetperiodshavetobesetupinthedatabase.

•CreatingaresourceassignmentagainstanactiveprojectwillcreateanentryinUserIDtimesheetassociatedwiththeresource.

•ThatactivitywillappearintheusertimesheetwhentheyopenthePrimaveraTimesheet.

•ThentheuserthroughtheProgressReporterrecordsthehoursworkedontheactivity.

•Dependingonthesystemconfigurationthetimesheetwillgothroughanapprovalprocess.

•ThehoursfromtheapprovedtimesheetswillbeconsolidatedandpostedwhenApplyActualsprocessisrunfromP6.

•Seethepicturebelowforanexampleofatimesheetbeingupdated:

WhenApplyActualsisrunthenthesubmittedandapprovedtimesheethourswillbeconsolidatedandpostedtotheresourcesassignment.

19.11Workshop16–UpdatingaResourcedSchedule

BackgroundWenowneedtoupdatetheactivitiesandresourcesasof09Dec13.

Assignment1.CreateandassignabaselineanddisplaytheBaselinebarbyselectingDefineBaseline

andcreateaBaselinebysavingacopyoftheexistingproject:

2.SelectthisasbothyourProjectBaselineandPrimaryUser’sBaseline,thusensuringthebaselinebarwilleitherbeblankordisplaytheBaselineandnotthePlannedDates.

3.GototheProjects,EPS,selectyourprojectandselectSetprojectpreferences…,Calculationstabandensureyoursettingsareperthefollowingpictureasthiswillmakeitsimplertoupdateyourschedule.TheseareNOTthestandardsettings:

4.ApplyyourWorkshop11–BaselineComparisonViewandtheBaselinebarshouldbedisplayed.

5.SavetheViewasWorkshop16–UpdatingResourcesandformatthecolumnsasinthefollowingpicturesanddisplaytheProjectBaselinebar.

6.GotoProjects,ActivitieswindowandassigntheProjectManagertotheCreateTechnicalSpecificationtaskasthisresourcewasmissedoutattheestimatingstageandwillgiveanimmediatedifferencebetweentheCurrentScheduleandtheBaselineUnitsandCosts.

7.UpdatethisschedulebyenteringthefollowingdataintheActivitiesWindow,Generaltaborthecolumns:

8.ScheduleandmovetheDataDateto09Dec1308:00.

9.OZ1010iscompletesotherearenoRemainingCostsorRemainingUnitsandtheActualshavebeensettoequalthePlanned,butmaybemanuallyadjusted.SelectOZ1010andopentheAssignmentstabandformatthecolumnsasperbelow:

10.OZ1020isinprogressandtheRemainingUnitsandCostshavebeencalculatedfromtheRemainingDurationandtheRemainingUnits/Time,butmaybemanuallyadjusted.

11.Displaycolumnsinthepictureaboveandcheckyouranswer:

12.SelectOZ1020,opentheExpensestabfortheSpecialistConsultantassignment.Expensesdonotautoupdate.AdjustcolumnsasrequireandupdatetheActualCoststo

$2,000.00andtheremainingto$4,500.00.

13.NowcreateaWorkshop16–PercentagesViewanddisplaythePercentCompletecolumnsperthefollowingpicture.EnsureGroupTotalsaredisplayed:

14.Enter80%againsttheActivity%CompleteofCreateTechnicalSpecification,ScheduleorSaveandseethePhysical%Completechangeto80%astheactivity%CompleteTypeisPhysical:

15.SelecttheCreateTechnicalSpecificationactivity,opentheGeneraltab,andchange:TheActualLaborUnitsfrom48hto24hintheUnitsandCostsboxontherightside,and

TheRemainingLaborUnitsto56.

SelectSaveandnoticetheUnits%Completechangeto30%asfewerhourshavebeenused,buttheRemaininghasincreasedto56hours:

16.NowlookattheAssignmentstab,adjustcolumnsasrequiredandbothresourcesnowshow12hActualand28hremainingeach.TheRemainingUnits/Timeisnow14hours/daybecausetheActivityTypeisFixedDurationandUnits:

17.NowchangetheRemainingUnitsofCreateTechnicalSpecificationintheGeneraltabto24,ScheduleorSave.NotethechangeintheUnitsandCostsagainsttheresources.

18.CreateanewViewtitledWorkshop16–BaselineComparisonandeditthecolumnssoyouareabletoseetheAtCompletionVariancesagainstactivityOZ1020,theTechnicalSpecificationWBSNode,andtheProject:

20OTHERMETHODSOFORGANIZINGPROJECTDATATheWorkBreakdownStructure–WBSfunctionwasdiscussedearlierasamethodoforganizingprojectsandactivitiesunderhierarchicalstructures.TherearealternativefeaturesavailableinPrimaveraforgrouping,sortingandfilteringactivities,resources,andprojectinformation:

•ActivityCodes

•UserDefinedFields(UDF)

•WBSCategories–notcoveredinthisbook

•ResourceCodes–notcoveredinthisbook

•CostAccounts–notcoveredinthisbookTherearenoActivityIDCodesinPrimaveralikethefunctionfoundinP3andSureTrak.InPrimaveraP6eachactivitymusthaveauniqueActivityIDbutnologicalcodemaybeassociatedwiththeActivityID.Someusersdouble-codeactivitiessosomeActivityIDcharactersarethesameasanActivityCode.

20.1UnderstandingProjectBreakdownStructuresAProjectBreakdownStructurerepresentsahierarchicalbreakdownofaprojectintologicalfunctionalelements.Someorganizationshavehighlyorganizedanddisciplinedstructureswith“rules”forcreatingandcodingtheelementsofthestructure.SomeclientsalsoimposeaWBScodeonacontractorforreportingand/orclaimingpayments.Thefollowingareexamplesofsuchstructures:

•WBS WorkBreakdownStructurebreaksdowntheprojectintotheelementsofworkrequiredtodeliveraproject.

•COACodeofAccounts,alsoknownasCostBreakdownStructure.Oftenthiscontainscoststhatarenotincludedinaschedule,suchasinsurancesandoverheads.TheWBSwouldinthissituationrepresentpartoftheCOA.

•OBSOrganizationBreakdownStructureshowsthehierarchicalmanagementstructureofaproject.Primaverahasapredefinedfieldforthisbreakdownstructure.

•CBS ContractBreakdownStructureshowsthebreakdownofcontractsintoelements.

•SBS SystemBreakdownStructure,aSystemEngineeringmethodofbreakingdownacomplexsystemintoelements.

•PBSProductBreakdownStructure,aPRINCE2termusedforthebreakdownofprojectdeliverablesundertwoheadingsofProjectManagementandSpecialistsproducts.

20.2ActivityCodes

ActivityCodesmaybeusedtoGroup,Sort,andFilteractivitiesfromoneormoreopenprojects.

•ActivityCodes,suchasPhases,Trades,orDisciplines,areoftendefinedintheActivityCodesDefinitionform.

•ActivityCodeValuesaredefinedintheAdminister,EnterpriseData,Activities,ActivityCodestabs,suchas:

PhasesofDesign,Procure,InstallandTest,

TradesofBrickwork,PlumbingandElectrical,and

DisciplinesofConcrete,Mechanical,Pipework.

•ActivityCodesareassignedfromtheActivitiesWindowusingtheCodestabinthelowerpaneordisplayingtheappropriateActivityCodecolumn.

20.2.1UnderstandingActivityCodesTherearethreetypesofActivityCodes:

•GlobalActivityCodesthatmaybecreatedatanytimeandappliedtoanyproject.•EPSwhicharecreatedforprojectsassociatedwithoneEPSNodeandmayonlybe

assignedtoprojectactivitiesthatareassociatedwiththatEPSNode.ThusyoumaywishtocreateRailwayEPSActivityCodesforprojectsintheRailwayEPSandSoftwareDevelopmentEPSActivityCodesforprojectsintheSoftwareDevelopmentEPS.

•ProjectActivityCodesthatmayonlybecreatedwhenaprojectisopenedandappliedonlytotheprojecttheywerecreatedfor.ThesemaybemadeGlobalbyclickingthe iconintheActivityCodes–Projectform.

Activity Codes may be added, deleted, or modified in the Activity Codes tabs in theAdminister,EnterpriseData,Activities,ActivityCodestabs,•SelecteitherGlobal,EPSorProjecttabdependingonwhetherthecodesareforaspecific

projectoravailabletoallprojects,

•ThefirstindentistheActivityCodeandmayhaveoneormoreActivityCodeValuesandassociatedActivityCodeDescriptionandoneONLYmaybeassignedtoanactivity,unlikeAstaPowerprojectthatmayhavemultiplecodesvaluesfromonecodesassignedtoanactivity.

•ThelengthoftheCodeisdefinedwhenthecodeiscreated;seethenextsection.

20.2.2ActivityCodeCreationThisprocesscreatesafieldinthedatabasewheretheActivityCodesmaybeadded.

•OpenanActivityCodestabandselect:Global,orEPS,orProject.

EachformisslightlydifferentandActivityCodesmaybecreated,deleted,ormadeintoGlobalandreorderedintheseforms.

•ClicktheAddCode icontoaddanewCode.

•TheMaximumLengthisthemaximumnumberofcharactersacodemaybeassignedwhenitiscreatedintheActivityCodes.

•TheSecureCodeallowsaccesstobecontrolledthroughtheUsersSecurityProfile.•TheActivityCodes–Projectformhasthefollowingicons:

MovetoGlobal iconmakesaProjectActivityCodeaGlobalActivityCode,andMovetoEPS iconmakesaProjectActivityCodeanEPSActivityCode.

•ThepicturebelowshowsthecreationofaProjectActivityCodetitledBranch/Department.

20.2.3DefiningActivityCodeValues,DescriptionsandColorsToDefineanActivityCodeValue:

•SelecttheappropriateActivityCode,

•Clickonthe AddActivityCodeValueicon(whichlooksthesameastheAddActivityCodeicon),

•EntertheNamewhichisnormallycalledacodeandthedescription,•The ArrowiconsmaybeusedtoreorderCodes,and

•SelectcolorsforcoloringGanttChartBars:

20.2.4AssigningActivityCodeValuestoActivitiesActivityCodesmaybeassignedtoanactivityfromtheProjects,Activitieswindow:•SelecttheCodestabinthelowerpanebyclickingthe Assigncodeicontoopenthe

SelectCodeValueformandassignanActivityCode,or•Displaytheappropriateactivitycodecolumn.

20.2.5AddActivityCodesWhenAssigningCodesActivityCodesmaybeaddedontheflybyclickingonthe AddCodeValueiconontheSelectActivityCodesformthatallowsActivityCodestobecreatedastheyareassigned:

20.2.6Grouping,SortingandFilteringwithActivityCodesWhenmorethanoneprojectisopenanActivityCodemaybeusedtogroupactivitiesfromalltheopenprojectsunderonecodestructure.

ActivityCodesareGroupedandFilteredinthesamewayasWBScodes,TheexamplebelowisusingtheOzBuildProjectGroupedbyBranch/Department:

20.2.7ImportingActivityCodeswithExcelIfanActivityCodeistobeimportedwithactivitiesusingthePrimaveraExcelImportfunction,itmustexistinthedatabasebeforeitisimported;otherwise,thecodewillnotbeimported.

ActivityCodesmaybeimportedbyloadingtheSoftwareDevelopmentKit(SDK)andusinganExcelspreadsheetavailablefromtheOraclePrimaveraKnowledgebase.InstructionsforloadingtheSDKareavailablefromtheAdministrationGuide.

TherearealsoanarticleontheauthorswebsiteabouttheSDK.

20.3UserDefinedFieldsUserDefinedFieldsaresimilartoCustomDataItemsinP3,orCustomFieldsinMicrosoftProject,orUserfieldsinAstaPowerprojectandprovidetheabilitytoassignadditionalinformationtodatabaserecords.TheymaybeusedforrecordinginformationaboutthedatafieldasanalternativetoActivityCodesandotherpredefinedPrimaverafields.ThetypeofdatathatmaybeassignedtoUserDefinedFieldswouldbeequipmentnumber,ordernumber,variationorscopenumber;road,railwayorpipelinechanges;addressandadditionalcostsdata.

Activitydatamaybefiltered,grouped,andsortedusingtheseUserDefinedFieldsinasimilarwaytoActivityCodes.

Datamaybeimportedintothefieldsand,unlikeActivityCodes,thedataitemdoesnothaveto

existinthedatabasebeforeimporting.

Thereareanumberofpredefinedfieldsthatmayberenamedandnewonesmaybecreated.UserDefinedFieldsmaybedefinedfor:

•Activities

•ActivityResourceAssignments

•ActivitySteps

•Issues

•ProjectExpenses

•Projects

•Resources

•Risks

•WBS

•WorkProductsandDocuments

ThefieldsareassignedaDataTypefromthefollowinglist:•Text–maximumof255characters

•StartDateandFinishDate–whichmaybeusedtocreatebars

•Cost

•Indicator–selectfrom

•Integer

•Number

Aftersomedatahasbeenenteredagainstafieldinanyproject,theDataTypemaynotbechanged.

OneadvantageofUserDefinedFieldsoverNotebooksisthattheymaybealsodisplayedincolumnsandbecutandpastedintootherprogramslikeExcel.AlsoUserDefinedFielddatamayeasilybeimportedfromExcelandwillnotchangeyourprojectdata.YoumayconsiderimportingdataintoUserDefinedFieldsandthenGlobalChangetheinformationintotheappropriatelocationasasecondstep.

•ThusResourcedataneedstobeimportedintoResourceUserDefinedFields,and

•ActivitydataneedstobeimportedintoActivityUserDefinedFields.YoumustbecarefulthatyoudonotmakeaUserDefinedFieldwiththesamenameasaP6field,otherwiseyouwillnotknowwhichiswhichwhencreatingfilters.YoumayconsideraddingafullstopattheendofeachUserDefinedFieldnamesoitisclearwhichisaUserDefinedfieldandwhichisaP6field.

TocreateormodifyUDFs:

•SelectAdminister,EnterpriseDataandlocatetherequiredUDFfield,suchasActivityUDFsorExpenseUDFs.

•SelecttheSubjectAreainthedropdownboxinthetopright-handsideoftheform.•Usethe Addand Deleteiconstocreateanddeletefields.•SelecttheDataTypefromthedropdownlist.

ThelistofUserDefinedfieldswillre-sortassoonasanewfieldisaddedorthetitleeditedandyoumayhavetoscrollupordowntofinditinthelist.

•TodisplayoreditdatainaUserDefinedFieldthecolumnshouldbedisplayedintheappropriatewindow.

•Forexample,ifanActivityUserDefinedFieldhasbeencreatedthentheActivitiesWindowshouldbeselectedandthefieldwillbedisplayedunderaUserDefinedcolumn.

•TheexamplebelowhasaSafetyandaNotesUDFdisplayedandpopulated:

20.4Workshop17–ActivityCodesandUserDefinedFields(UDF)

BackgroundThisworkshopwilllookatcreatinganActivityCodeandsomeUDFs.

Wewillcreateanactivitycodetorepresentthedepartments’responsibilitiesfortheProject.

IfyouareusingashareddatabaseyouradministratorwillcreatetheActivityCodesandyouwillstartthisassignmentatpara4.

Assignment–ActivityCodes1.SelectintheAdminister,EnterpriseData,Activities,ActivityCodes–Projecttab,2.AddaBranch/DepartmentcodeasperthepicturebelowwiththreeDepartments,3.EnsureyouassignadifferentcolortoeachCode.

4.CreateaviewWorkshop17–ActivityCodesandaddtheBranch/Departmentcolumn.

5.AssigntheBranch/DepartmentusingtheCodestabandcolumnasperthepicturebelow:

6.GrouptheActivityCode:Branch/Department,sortbyActivityID.TheMilestonesarenowatthetopofthescreen.

7.OpentheCustomizeGanttChartOptionsform,BarstabandcolorthebarsbyBranch/Department:

8.YourpictureshouldlooklikethiswithadifferentcolorbarforeachDepartment:

9.NowgroupWBS,sortbyActivityId.10.SavetheView.

Assignment–UDFs11.Ifyouareworkinginashareddatabasethenyoushouldbeabletodisplaysome

existingUDFfieldsandpopulatethem,yourinstructorshouldadvisehere.

12.IfyouareworkinginastandalonedatabasethencreatetwoactivityUDFsbyselectingAdminister,EnterpriseData,Activities,ActivityUDFs:SafetyasanIndicator,andNotesasText.

13.DisplayWorkshop6-Dates&DurationsviewandsaveasWorkshop17–UDFs,14.DisplaytheUDFsascolumnsandassignsomedataasshownintheexamplebelow:

21INDEXAccrualType,282ActiveProject,87Activity

Add,93AssigningCalendars,104AutoComputeActuals,257Calendar,69,303Codes,83,322Codes–EPS,236Codes–Global,236Codes–Project,236CodesDefinitionform,322Codesform,322,323CodesMaximumNumber,229Constraintform,156Copy,100Detailsform,93,135,140,153,155,158Dissolving,142Duration,280Hierarchy,40ID,102Information,101In-Progress,207,208Lifecycle,207Networkform,149Notebooks,158PercentComplete,96,210Recording,105Sorting,105Summarizing,88Type,21,65,69,97Type-ResourceDependent,69UDFs,236Window,307

ActualCostsandQuantities,303Dates(similartoRetainedLogic),186Duration,208,303Finish,60,205,210

Start,60,205,207,208,210ActualStartandFinish,177Actualthisperiod,306Actualtodate,306Actualsform,314Add

NewActivities,93,99NewActivityDefaults,94NotebookTopics,158Notes,158Relationships,135SiblingWBS,85WBS,85

AddChildWBS,85AddProjectform,52,54AdditionalProjectInformation,61ADM,12Adminform,221Administer

Defaultstartpage,227Administration,30Administrationtab,29AdvancedScheduleOptionsform,137Allappliedfilters,121Allofthefollowing,123Allowuserstospecifythenumberofworkhoursforeachtimeperiod,231Analysistab,29ANP,55AnticipatedDates,84

Project,60WBS,87

AnticipatedFinish,60AnticipatedStart,60Anyappliedfilters,121Anyofthefollowing,123ApplicationSettings,30ApplyaView,112,113ApplyActuals,314ApproveTimesheets,26ArrowDiagramming,12

AsOfDate.SeeCurrentDataDate.Assign

ActivityCodesform,324CalendarstoActivities,104Constraints,155MultipleItems,279Resourceform,277Resources,283Rolesform,275Successorform,135

Assignmentstab,29AtCompletionDuration,208AutoComputeActuals,257,314AutomaticCalculation,145Automaticallysummarizeprojectafterassigningresources,223Auto-numberingDefaults,93,99BandsWBS,107Barcolors,323Bartab,197Barsform,176,213BaseCalendar,74Baseline,4,19,175,205

Additionalfields,198Bars,213ComparingtoProgress,213Costs,302Dates,302Define,175Delete,192Duration,302MaximumNumber,191,229Restoring,192Saving,192Setting,194Type,194Types,235Update,193Work,302

Baselinesform,175,192BottomPane,101

BrowserWindows,42Budget

Log,87Quantity,302

BudgetLog,84CalculateActivitypercent%fromactivitysteps,305,310Calculatecostsfromunits,257,312Calculateperformanceandearnedvalueinformationby,222Calculatestart-to-startlagfrom,187Calculation

Automatic,145form,224,272Manual,145

Calendar,256Activity,69,303Assigning,104Copy,72Create,68,69DatabaseDefault,66,127DefaultActivity,67,98Delete,73ForSchedulingRelationshipLag,190form,70Global,66,72,98Lag,138Personal,65Project,66,67,68,98Renaming,73Resource,65,69,303ResourceDependent,65Shared,65,69View,129

CalendarUsedByform,75Cancel(Ecs),58Cancle(Ecs),106CBS(ContractBreakdownStructure),321ChainLinking,142Changetheuserpassword,227,228CheckOut,59CircularRelationships,142

ClosedNetwork,13ClosingDown,45COA,321CodeActivity,83CodeofAccounts,321CodeSeparator,230Codes

Activity,322Codestab,322CollapseAll,104,107Columnwidth,115Columns

Sortmultiple,106Columnsform,104,114Commandtoolbar,107ComparingProgressWithBaseline,213ComputeTotalFloatas,189Constraint,136,153

AsLateAsPossible,154ExpectedFinish,154FinishConstraint,153FinishOn,154FinishOnorAfter,154FinishOnorBefore,154MandatoryFinish,154MandatoryStart,154MustFinishBydate,157None,154Primary,153PrimaryStart,155Secondary,153,155StartNoEarlierThan,153StartOn,154StartOnorAfter,154StartOnorBefore,154Types,15

ContingentTime,18ContractBreakdownStructure,321Copy

Calendar,72

Activity,100ActivityOptionsform,100Calendar,72fromexistingprojectortemplate,53,54,64Options,101ProjectOptionsform,53

CostAccount,98,236,282CostandUnitsPlannedValues,302CostBreakdownStructure,321CostUnitsLinked,257Create

ActivityCodes,322,323Filterform,122Roles,248,249

CreatingaBlankProject,53CriticalPath,14,145,150Currenciesform,233Currency,257CurrencyID,233CurrencyName,233CurrencyOptionsform,226CurrencySymbol,233CurrentDataDate,175,210,213,301,303CustomizeActivityViewform,105,113,125,149CustomizeColumns,87,140CustomizeColumnsform,111CustomizeFiltersform,120Customizeform,113CustomizeGanttChartOptionsform,111,159CustomizeGroupingform,111CustomizeViewform,114,115Dashboardmenu,26Dashboards,26DashboardsFunctionalityArea,25DataDate,19,60,205,303DataDateformatting,175,205DataLimitsform,191DataType,327Database

MicrosoftSQLServer,54

Oracle,54DatabaseDefaultCalendar,66,79,127Databases,24DateCheckedOut,59DateFormat,37DayView,129Default

ActivityCalendar,67,98ActivityDuration,99,230Auto-numbering,99NewActivities,94Price/UnitforactivitieswithoutresourceorrolePrice/Units,266,306Project,67,244Units/Time,256

Defaults,51Defaultsform,65DefineBaseline,175Definecriticalactivitiesas,187Delete

Baseline,192Calendar,73WBS,85

Dependencies,135Detailsform,95DetailsGeneralform,274Discretionarydependencies,13DisplayDurationsin,37Displayschedulingloguponcompletion,143DissolvingActivities,142DocumentCategories,239DocumentStatuses,239DocumentUDFs,239Documents,41,84,87Driveactivitydatesbydefault,265DrivingRelationships,150Duration

Actual,208,303AtCompletion,208Elapsed,101,137Format,223

In-ProgressActivity,208Original,208PercentCompleteType,309Planned,208Remaining,208Type,94,270,271

EarlyFinish,150EarlyStart,150EarnedValue,87,194Earnedvaluecalculation,312Edit

Relationshipform,135WorkingDays,75WorkingHours,75

EditDayform,77,79EditHoursperPeriod,82EditRelationshipform,139EditingNotebooksTopic,158ElapsedDuration,101,137E-MailAddress,254EmployeeID,254Enterprise

ProjectManagement,9ProjectStructure(EPS),9,34

EnterpriseData,30EnterpriseDataform,194EnterpriseProjectStructure,30EPS-EnterpriseProjectStructure,9,30,34ERP,55EstimatetoComplete,87ETC(EstimateToComplete),87ExceptionPlan,6ExchangeRate,233ExpandAll,104,107ExpectedFinishConstraint,154,156ExpenseCategories,236ExpensesWindow,282Export,55ExternalDates,181Externaldependencies,13

ExternalEarlyStart,181ExternalLateFinish,181F9,137Feedback,102FileANP,55FileTypes,55

ERP,55MSProjectXML,56PCF,55PLF,55XER,55xml,55

FillDown,104FilterParameter,122Filters,119

ProjectIDfiltering,124Filtersform,120FinancialPeriods,233Find,43FindingtheBarsintheGanttChart,101FinishConstraint,153FinishMilestone,97,267FinishNoLaterThanConstraint,153FinishVariance,213Finish-to-FinishRelationship,136Finish-to-StartRelationship,136FirstColumn,115Firstdayofweek,230Fitto,167FixedDuration&Units,271FixedDuration&Units/Time,271FixedUnits,271FixedUnits/Time,271Float,14

FreeFloat,15,145TotalFloat,14,145

ForeignLanguage,23Form

ActivityCodes,322,323ActivityCodesDefinition,322

ActivityConstraint,156ActivityDetails,93,135,140,153,155,158ActivityNetwork,149Actuals,314AddProject,52,54Admin,221AdvancedScheduleOptions,137,184AssignActivityCodes,324AssignResource,277AssignSuccessor,135Bars,176,213Baselines,175,192Calculations,224,272Calendar,70CalendarUsedBy,75Column,104,113Columns,114CopyActivityOptions,100CopyProjectOptions,53CreateFilter,122Currencies,233CurrencyOptions,226CustomizeActivityView,105,113,125,149CustomizeColumns,111CustomizeFilters,120CustomizeGanttChartOptions,111,159CustomizeGrouping,111CustomizeView,114,115DataLimits,191Defaults,65Details,95,211DetailsGeneral,274EditDay,79EditDay,77EditRelationship,135,139EnterpriseData,194Filters,120Grouping,117MergeorDeleteWBSElement(s),85MyPreferences,222,273,283

Notebooks,61Openarequestforaresource,225PageSetup,164Predecessor,140Print,164ProjectInformation,104ProjectPreferences,60,67,94,261,270RenumberActivityIDbasedonselectedactivities,100ResourceRateTypes,237Schedule,205ScheduleOptions,184ScheduleProject,137,145,213ScheduleProjectOptions,67,180SecurityProfiles,242SelectCalendar,67SelectCalendarToCopy,69,72SelectCode,324SelectProject,192SelectProjectorTemplate,53Selectprojectschedulingoptions,137SelectResource,70SelectWBS,93SetTimePeriods,78Sort,105StandardWorkWeek,75TimePeriods,79UserPassword,227,228Users,240

FormatColumnWidth,115Durations,223Units,223

FreeFloat,15,145FullScreenMode,41,111Funding,84FundingSources,235Generaltab,211,313Global

Calendar,66,72,98,256Dashboards,26

Profile,241ResourceTeam,248RoleTeam,248ScheduledServices,30

GroupResources,246Grouping,83Groupingform,117HardLogic,13,135HeaderandFooter,165Help,42

Online,43Histogram:,292HoursperPeriod,78HoursperTimePeriod,37,231IDLengths,230Ignorerelationshipstoandfromotherprojects,181Import

XMLdatacontrol,57ImportingaProject,54ImportingActivityCodeswithExcel,325InactiveProject,87IndividualResources,246Industry,177,208,282InheritHolidaysandExceptionsfromaGlobalCalendar,74In-ProgressActivities,12,207InputResources,246Issues,41,87,102IssuesCodes,239IssuesUDFs,239Jelen'sCostandOptimizationEngineering,6Jumpingtoanactivity,141Lag,13,137

Resource,264LagforCalendar,138Landscape,165Language,23LateFinish,150LateStart,150Lead,13,137LevelofEffort,97,268

LevelofPlans,6Licensing,240Limits,251LinkActivities,135,142Linkactualtodateandactualthisperiodunitsandcost,306,311Linkplannedandatcompletionfornotstartedactivities,178,208,262,302,305Links,135LOE,97LoggingIn,23Logic,135

Hard,135Links,12Looping,14Preferred,135Primary,135Secondary,135Sequencing,135Soft,135

Login,23,240Logout,45LongestPath,187LoopingLogic,14Makeopen-endedactivitiescritical,182ManageDashboards,26ManagePortfolios,28ManagePortfoliosViews,28ManageScenarios,28Mandatorydependencies,13ManualCalculation,145Margins,165Mark-upSheet,206,304MaterialResources,253Maximumnumberofrowsdisplayedintreesandpicklists,222Maximumnumberorrowsdisplayedineachsection,222MergeorDeleteWBSElement(s)form,85MergeWBS,85MethodologyManager,53MicrosoftSQLServerDatabase,54Milestones,12,97

Finish,97

Start,97MoveToolbar,85MSProjectXML,56MultipleBrowserWindows,42MustFinishBy,52MustFinishBydate,52,60,157MustFinishDate,16MyCalendar,221MyPreferences,30,37MyPreferencesform,222,273,283NegativeLag,13,137NewActivityDefaults,94NodeSeparator,85Notebook,84,87

Activity,158AddNotes,158form,61TopicEditing,158Topics,158,235

Notestab,257OBS,30OfficePhone,254Openarequestforaresourceform,225OpenExclusively,36OpenPortfolio,28OpenProject,35OracleDatabase,54OrganizationBreakdownStructure,30,242,321Orientation,165OriginalDuration,208Outlining,321OutputResources,247OverheadCodes,234Overtime,256Page

Layout,165Numbering-Printing,167Order,167Setup,165Setupform,164

ParameterFilter,122Password,23,222PasswordPolicy,230

Enable/Disable,230Passwordtab,227,228PBS-ProjectBreakdownStructure,11PCF,55PDM,12PercentComplete,94,208

Activity%Complete,96,210Default%Complete,95,209Duration%Complete,95,209Physical%Complete,95,209Type,94Units%Complete,95,209Updating,313

PercentCompleteTypeDuration,309Physical,308Units,309

PersonalCalendar,65,70PERT,135,136Phases,5PhysicalPercentCompleteType,308PieChart,294PlannedDates,195PlannedDuartion,177,208PlannedDuration,Resource,264PlannedFinish,177PlannedProject,87PlannedStart,52,60,177PlanningCycle,4Planningtab,29PLF,55PMBOK®Guide,5Portfolios,27Portlets,25,26Portrait,165PrecedenceDiagrammingMethod,12Predecessor,136

Predecessorform,140PreferredLogic,135PreservetheUnits,Duration,andUnits/Timeforexistingassignments,224Price/Unit,98,266Price/UnitforactivitieswithoutresourceorrolePrice/Units,264,266PrimaryLogic,135PrimaryRole,249PrimaryStart,155PrimaveraPrime,24PrimaveraUnifier,24Prime,24PRINCE2,5,6,321PrintPreview,165PrintRange,167Printtableonallpages,167Printing,163

Enhancement,167form,164HeaderandFooter,165Options,167PageNumbering,167PageSetup,163,164,165Preview,164PrintPreview,163Zoom,164

Proficiency,21,249,254Profile

Global,241Project,242

ProgramPlan,6Progress

CalculationSummary,210Overide,185Override,184Recording,206Spotlight,212Tracking,19

ProgressReporter,24,316ProgressSpotlight,111Project

Access,240Baseline,194BreakdownStructure,11,83,321Calendar,66,67,68,98,235FinishDate,60Hierarchy,40ID,52,59Information,104Must,16,52,157MustFinishBydate,157MustFinishByDate,52Name,52Owner,59Phase,88Planned,16Preferences,60,67Preferencesform,94,261,270Profile,242Savinginformation,57settingup,59Status,59,87Toolbar,84UDSs,235WBS,83Web,163

ProjectIDFiltering,124

ProjectsFunctionalityArea,25ProjectsWindow,38Promote,72Promptbeforesendingemail,222RateType,263Recalculateassignmentcostsafterscheduling,184RecalculatetheUnits,Duration,andUnits/Timeforexistingassignmentsbasedontheactivity

DurationType,224RecordingActivities,105Relationship

administer,144Detailwindow,144

Relationships,136

Add,135ChainLinking,142Colors,15Driving,150LinkActivities,142Predecessor,136Successor,136

RemainingDuration,208RemainingEarlyStartandFinish,179RenameCalendar,73RenumberActivityIDbasedonselectedactivitiesform,100Replace,43ReportScheduleProjectLog,143Reporting,163Reports,169RequestResource,280RequestResources,261,280Resetplanneddurationsandunitstoremaining,305Resetremainingdurationandunitstoplanned,305Resource

Assigning,277,283Assignments,274AssignmentsWindow,175Calendar,65,69,256,303Codes,237,255Cost,262DependentActivityType,97,267DependentCalendar,65Group,246Individual,246Input,246Labor,261Lag,264,281Nonlabor,261Output,247PlannedDuration,264Proficiency,254Quantity,262RateType,263RateTypesform,237

Removing,277Shifts,255tab,263,267,278Teams,248Types,253UDFs,238Updating,313

Resource/TimeFormat,223Resources

tab,313Resourcescanbeassignedtothesameactivitymorethanonce,264ResourcesFunctionalityArea,25ResourcesWindow,245ResponsibleManager,36,52,59,87ResponsibleManger,241RestoringaBaseline,192Resume,205,212RetainedLogic,184,185Right-clickingwiththeMouse,41RiskAnalysis,18RiskCatogories,238RiskScoringMatricies,238RiskThresholds,238RiskUDFs,238Risks,41,102,238RoleHierarchy,292RoleTeam,292RoleTeams,248Roles,21RollingWave,5Saving

AdditionalProjectInformation,61Baseline,192

Scale,167Scheduleautomaticallywhenachangeaffectsdates,183ScheduleOptionsform,184ScheduleProjectform,137,145,213ScheduleProjectLog,143ScheduleProjectOptionsform,67,180ScheduleUpdating,211

Scheduler,143Schedulerform,205SchedulingtheProject,145SDK,325Search,42SecondaryConstraint,155SecondaryLogic,135SecurityProfilesform,242SelectCalendarform,67SelectCalendarToCopyform,69,72SelectCodeform,324SelectProjectform,192SelectProjectorTemplateform,53Selectprojectschedulingoptionsform.,137SelectReplacementCalendar,73SelectResourceform,70Selecttheinformationtodisplayinthechart,295,298SelectWBSform,93Sende-mailtoresourcesuponaddingorremovingassignments,222SequencingLogic,13,135Services,230Setdayas,76SetProjectPreferences,86SetTimePeriodsform,78SettingBaseline,194SetupFilterstab,228SharedCalendar,65,69,256SharingViews,129Shifts,255ShowDurationlabel,37Showfirstcolumnas,115Slack,14SoftLogic,135SoftwareDevelopersKit,325Sortform,105Sortfunction,105Sorting

MultipleColumns,106SortingActivities,105Specificdaterange,167

SpellCheck,107SpreadSheet,292StaffedRemainingUnits,247StagePlan,6StakeholderAnalysis,10StandardWorkWeekform,75Start

Milestone,97,267NoEarlierThanConstraint,153Variance,213

StartandFinishDates,177StartMilestone,97StartingDayoftheWeek,230Start-to-FinishRelationship,136Start-to-StartRelationship,136Status,175,205StatusDate,60,175,301StatusingReport,206,304StepTemplates,236StepUDFs,236Steps,102,305,308,310StorePeriodPerformance,233,306Sub-projects.,5Sub-units,37Successor,136Successorform,140SummaryActivities,107SummaryProgressCalculation,210SuspendandResume,212SystemBreakdownStructure,321Tab

Administration,29Analysis,29Assignments,29Codes,322General,313Notes,257Password,227,228Planning,29Resources,263,267,278,313

SetupFilters,228Target,4,175TaskDependent,97,267TeamMember,24TeamPlan,6TechniqueforcomputingEstimatetoComplete(ETC),229Techniqueforcomputingperformancepercentcomplete,229Templates,53TimePeriods,230TimePeriodsform,79Timesheets,183,230Title,254Toolbar

Command,107Move,85Project,84

Toolbars,39Top-DownBudgeting,21TotalFloat,14,145,150TotalFloatlessthanorequalto,187Totalworkhours,75TraceLogic,103TrackingProgress,19,175,205TrackingWindow,88,89Type

Activity,21,69,97Duration,94PercentComplete,94,208

UDF,231UNCEFACT

XML,57Unifier,24UnitsFormat,223UnitsofMeasure,238,253UnitsPercentCompleteType,309Units/TimeFormat,223UnstaffedRemainingUnits,247Update,175,205

Activity,211Baselines,193

Schedules,211UpdateProject,213UpdatingaCompleteactivity,211UpdatingaResourcedSchedule,303Updatinganactivitythathasnotstarted,212UpdatinganIn-progressactivity,211UpdatingExpenses,315UpdatingtheSchedule,311Useassignedcalendartospecifythenumberofworkhoursforeachtimeperiod,78,231UseExpectedFinishDates,183Usethisproject’ssettings,181UserAccess,30Userdashboards,26UserDefinedField,30,231,326UserInterfaceViews,30,242UserPasswordform,227,228UserPreferences,221UserResourceTeam,248UserRoleTeam,248UserSessions,30,244Username,23Usersform,240View

Calendar,129Day,129Sharing,129

Views,112WBS,5

Activity,269Add,85Bands,107Categories,88,235CodeSeparator,86Copy,85Delete,85Merge,85Milestones,87Name,87Node,87NodeSeparator,85

OrganizingActivities,83Project,83Reordering,107Summary,97UDFs,235Window,84WorkBreakdownStructure,11

WebSitePublisher,163What-ifProject,87Whenschedulingprogressedactivitiesuse,184Window

Resources,245Tracking,88WBS,84

WorkAfterDate,301WorkBreakdownStructure,5,11WorkPackage,5WorkProductsandDocumentsWindow,102WorkingHours,75WP&Docs,84XER,55XML,56

Granulardatacontrol,57Import/Export,56UN/CEFACT,57

xmlFileType,55ZoomPrinting,164Zoomtofit,127