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Power Sample Point Slide Show
Copyright Eastwood Harris Pty Ltd 1
THIS SLIDE REQUIRES NEW PICTURE
Page 2
Welcome to theEastwood Harris Pty Ltd
Primavera P6Versions 8, 15 and 16
EPPM Web Tool2 day training course
“Enterprise Portfolio Project Management”
Page 4
Administration Evacuation
Facilities, timings and meals
Mobile phones & Emails
Introductions: Your name,
The types of projects you are involved in,
Your experience in scheduling software and
What you seek from this course,
Course attendance sheet,
Course conduct.
Page 5
Course ObjectivesThis course objectives are to teach participants:
Introduction to the user interface,
How to create and plan projects without resources including creating the WBS, adding activities, relationships and constraints,
Formatting, filters, layouts and printing,
Assigning Baselines and updating an un-resourced project,
Adding and assigning Roles and Resources,
Updating a Resourced project,
Successful completion of the workshops is required to complete the course.
Page 6
6
Course AgendaDAY 1
1 - Introduction
2 - Creating a Project Plan
3 - Starting Up and Navigation
4 - Creating a New Project
5 - Defining Calendars
6 - Creating a Primavera Project WBS
7 - Adding Activities and Organizing Under the WBS
8 - Formatting the Activity Window and Views – Classic View
9 - Formatting the Standard View
10 - Adding Relationships
11 - Activity Network View
12 – Constraints
continued…
Page 7
7
Course AgendaDAY 2
13 - Printing and Reports
14 - Scheduling Options and Setting a Baseline
15 - Updating an Unresourced Schedule
16 - Administer Menu
17 - Creating Roles and Resources
18 - Assigning Roles, Resources and Expenses
19 - Resource Optimization
20 - Updating a Resourced Schedule
21 - Other Methods of Organizing Project Data.
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Page 8
1 - INTRODUCTION 1.1 - Software Installation and Configuration
1.2 - Purpose of the Course
1.3 - Required Background Knowledge
1.4 - Purpose of Planning
1.5 - Project Planning Metrics
1.6 - Planning Cycle
1.7 - Levels of Planning
1.8 - Monitoring and Controlling a Project.
Page 9
1.1 - SOFTWARE INSTALLATION
This book does not cover software installation.
Web based technologies often require specialist knowledge to implement to ensure the software functions as designed.
Page 10
1.2 – Purpose of the Course Provide a method for planning, scheduling and
controlling projects using Primavera,
Within an established Enterprise Project database or a blank database,
Up to an intermediate level.
Page 11
1.3 - Required Background Knowledge The ability to use a personal computer and
understand the fundamentals of the operating system,
Experience using application software such as Microsoft Office and
An understanding of how projects are planned, scheduled and controlled, including understanding the project management processes applicable to your projects.
Page 12
1.4 - Purpose of Planning The ultimate purpose of planning is to build a model
that allows you to predict which activities and resources are critical to the timely completion of the project,
Strategies may then be implemented to ensure that these activities and resources are managed properly, thus ensuring that the project will be delivered both On Time and Within Budget.
Page 13
Planning aims to: Identify the total scope and stakeholders
Plan to deliver the scope and understand the risks
Evaluate different project delivery methods
Identify the deliverables under a logical breakdown of the project, often called WBS or PBS
Identifying activities required to produce the deliverables
Identify and optimize the use of resources
Evaluate if target dates may be met
Identify risks and plan to minimize them
Provide a baseline plan
Assist in stakeholders’ communication
Assist management to think ahead and make informed decisions.
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Page 81
3.14 - Find and Replace Option In P6 R8.3 users can find and replace any text that is
being displayed in the columns of the EPS, Activities, and Resources Assignments windows:
Page 82
3.15 - Global Search and Replace The Global Search and replace was improved in
Version 16.1 with the addition of functions like nested Groupings and modification of Resource Assignments.
To access the Global Search and Replace select the EPS window Classic View and select Actions, Global Search and Replace:
Page 83
3.16 - Closing a Project There are two methods for closing a project:
From the Projects, Open Projects menu, leaving one project open to use this form,
Selecting Projects, EPS, Actions, Close All icon will close all projects.
Page 84
3.17 – Pop-Up WindowsThere are two types of popup windows you may be presented with:
A web browser window when the browser requires the user to allow pop-ups or to load further software to operate, such as a Java script,
P6 popups, which once you understand how the software operates, you should disable by selecting the Do not show again option.
Page 85
3.18 - Closing Down Select Logout from the top right hand side of the
screen to close down the application.
Page 86
3 - STARTING UP AND NAVIGATION - SUMMARY3.1 - Special Note Regarding Web Based Project
Management Tools
3.2 – New Interface Features In P6 EPPM 16
3.3 - Increased Functionality in Standard View
3.4 - Logging In
3.5 - Primavera P6 Architecture
3.6 - P6 Web Functionality Areas and Interface
3.7 - Viewing Project Data
3.8 - Understanding the Projects Window
3.9 - Right-clicking with the Mouse
3.10 - Full Screen Mode Icon Continued…
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Page 153
7.1.6 - Price/Unit Like Microsoft Project an activity may be assigned a
Unit (hours or work) without a resource being assigned,
This value is used to calculate a cost when a Unit has been assigned to an activity without a resource assignment.
Page 154
7.1.7 - Auto-numbering Defaults Each Activity ID is unique and is not change when
activities are reordered,
The Auto-numbering Defaults decides how new activities are numbered,
The first activity added to a new project will be based on the defaults set in this form,
NOTES:
Activity IDs do not change like Microsoft Project when activities are reordered,
There is no function of Increment Activity ID based on selected activity found in the Client,
There are no Activity ID Codes allowing logic to be automatically embedded into the Activity IDs, which are a powerful features of both P3 and SureTrak.
Page 155
7.2 - Adding New Activities To add an Activity:
From the Activities window,
Select the appropriate WBS Node and then either: Press the Insert key on the keyboard, or
Click on the Add icon on the Actions toolbar.
Page 156
7.3 - Default Activity Duration The default activity duration for newly created
activities is specified in the Administer, Application General tab Activity Duration cell.
Page 157
7.4 - Copying Activities from other Programs Activity data may be updated from other programs
(such as Excel) by using the Excel Import and Export function.
Page 158
7.5 - Copying Activities Activities may be copied from another project when
both projects are open at the same time or copied from within the same project using the normal Windows commands of: Copy and Paste, by using the menu commands Right
click, Copy and Right click, Paste, or
By using Ctrl+C and Ctrl+V,
There is no Copy Activity Options form Renumber Activity ID based on selected activities form as in the Client and all data including relationships are copied.
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Page 225
Critical Path The Critical Path is the chain of activities where any
delay causes an immediate delay in the project end date,
It is in the top row of activities.
Page 226
11 - ACTIVITY NETWORK VIEW -SUMMARY
11.1 – Introduction to the Activity Network View
11.2 - Early Date, Late Date and Float Calculations
11.3 - Workshop 8 – Scheduling Calculations and Activity Network View.
Page 227
11.3 - Workshop 8 - Scheduling Calculations and Activity Network View We want to practice calculating early and late dates
with a simple manual exercise.
Page 228
12 - CONSTRAINTS 12.1 - Assigning Constraints
12.2 - Project Must Finish By Date
12.3 - Activity Notebooks
12.4 - Workshop 9 – Constraints.
Page 229
Activity Constraint TypesConstraints are used to impose logic on activities that may not be realistically scheduled with logic links,This module will deal with the following constraints in detail:
Start On or After more commonly called an Early Start constraint and affects the activities Early Start date,
Finish On or Before more commonly called an Late Finish constraint and affects the activities Late Finish date,
These are the minimum number of constraints that are required to effectively schedule a project, There are many other types that may be used but we will not cover them in detail.
Page 230
Activity Constraint Types continuedOther Constraint Types: Start On initially sets the Early and Late
Start to the constraint date and therefore has no Total Float, but may develop Negative Float,
Start On or Before more commonly called an Late Start constraint and affects the activities Late Start date,
Finish On and initially sets the Early and Late Finish to the constraint date and therefore has no Total Float, but may develop Negative Float,
Finish On or After more commonly called an Early Finish constraint and affects the activities Early Finish date calculation,
continued…..
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Page 299
Understanding % Complete Types The Default % Complete Type is assigned in the
Project Preferences, Defaults tab,
Activity % Complete, displayed on the % Complete Bar, may be linked to only one of the three % Complete following three fields: Physical % Complete
Duration %Complete
Units % Complete
The Activity % Complete is also linked the % Complete Bar and shown on the % Complete Bar.
Page 300
15.3 - Updating the Schedule The schedule Actual Dates and Remaining Durations
may be updated: In the Status are area of General tab in the lower
pane Details form by checking the Started and Finished boxes and adjusting the dates, or
Using the Actual Start and Actual Finish Columns:
Page 301
15.4 - Progress Spotlight The function titled Progress Spotlight highlights the
activities that should have been worked on in the period highlighted,
Click on the Spotlight icon to move the Spotlight forward or backwards one minor timescale increment.
Page 302
15.5 - Suspend and Resume Suspend and Resume dates enables the work to be
suspended and the activity resumed at a later date,
Display the Suspend and Resume date columns,
NOTE: This enables only one break in an activity.
Page 303
15.6 - Scheduling the Project At any time, but usually after some or all the activities
have been updated, the project is scheduled:
Open the Schedule Project form by either: Select Scheduler (F9) icon or
Press the F9 key,
Select the revised Current Data Date and Time from the Data Date box and click the Schedule button.
The software will recalculate all the early finish dates fromthe remaining durations andthe new Current Data Date, taking into account the relationships and the Schedule Options.
Page 304
15.8 - Comparing Progress with Baseline You may view any variance using bars or columns:
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Page 371
18.14 - Workshop 14 – Assigning Resources and Expenses to Activities The Resources must now be assigned to their specific
activities.
Page 372
19 - RESOURCE OPTIMIZATION 19.1 - Reviewing Resource Loading
19.2 - Assignments View – Classic View
19.3 - Assignments View – Basic View
19.4 - Resources, Analysis, Role Usage Window
19.5 - Methods of Resolving Resource Peaks and Conflicts
19.6 - Workshop 15 – Resources Optimization.
Page 373
19.1 - Reviewing Resource Loading There are a number of facilities for reviewing
resource loading which consist of either displaying a View or running a report. The Timescale interval affects the displays. Views will not be covered in detail, as they are self-explanatory,
It is important that the data to be reviewed is Summarized before any resource analysis is undertaken by setting a Projects, Project Scheduled Service or by running the Projects, EPS, Summarize Projects,
The instructor will lead you through the: Resource Usage Window and
Resource Analysis Window.
Page 374
19.2 - Assignments View – Classic ViewThis view allows the display of Resource Assignments,
This window is displayed by selecting the Resources, Assignments tab.
The picture below shows the OzBuild Workshop resources only.
This window has three panes as indicated by the arrows:
Page 375
19.3 - Assignments View – Basic View The Basic View is new to Version 16.1 allows the
display of basic Resource Assignment information, This window is displayed by selecting the Resources,
Assignments tab and selecting Switch to Basic View if it is not displayed by default.
The default view is in Administer, My Preferences.
The picture below shows the OzBuild Workshop resources only, Resources Assignments View:
Page 376
19.4 - Methods of Resolving Resource Peaks and ConflictsMethods of resolving resource overload problems are:
Revising the Project Plan,
Duration Change,
Resource Substitution,
Increase Working Time,
Split an activity around peaks in demand,
Leveling the schedule,
Resource Curves.
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Page 377
19 - RESOURCE OPTIMIZATION -SUMMARY
19.1 - Reviewing Resource Loading
19.2 - Assignments View – Classic View
19.3 - Assignments View – Basic View
19.4 - Resources, Analysis, Role Usage Window
19.5 - Methods of Resolving Resource Peaks and Conflicts
19.6 - Workshop 15 – Resources Optimization
Page 378
19.6 - Workshop 15 – Resources Optimization We will look at some of the options for reviewing
resource loading.
Page 379
20 - UPDATING A RESOURCED SCHEDULE 20.1 - Understanding Planned Values and Baseline Projects
20.2 - Understanding the Current Data Date
20.3 - Information Required to Update a Resourced Schedule
20.4 - Project Preferences Defaults for Updating a Resourced Schedule
20.5 - Activities Window – Percent Complete Types
20.6 - Using Steps to Calculate Activity Percent Complete
20.7 - Updating the Schedule
20.8 - Updating Resources
20.9 - Updating Expenses
20.10 - Updating Using Progress Reporter
20.11 - Workshop 16 – Updating a Resourced SchedulePage 380
Updating a Resourced Schedule It is often considered best practice to update a
project between 10 and 20 times in its lifecycle. Some companies update schedules to correspond with accounting periods, which are normally every month. This frequency is often too long for projects that are less than a year in duration, as too much change may happen in one month. Therefore, more frequent updating may identify problems earlier,
Updating a project with resources employs a number of preferences and options, which are very interactive and will require a significant amount of practice by a user to understand and master them,
It must be decided if the software will calculate the Actual costs and units from the percentage complete or if this data is to be collected and entered into the software.
Page 381
Preparing to Update a Resourced Schedule
After this course and before working on a live project, inexperienced users should gain confidence with the software by:
Creating a new project and setting the Defaults,Preferences and Options to reflect the method you wish to enter information and how you want Primavera to calculate the project data,
Creating two or three activities and then assigning two or three resources to each activity,
Update the Activities and Resources as if you were updating a schedule and observe the results,
Alter the preferences and defaults if you are not receiving the result you require. Re-update and note the preferences and defaults for future reference.
Page 382
Updating a Resourced ScheduleUpdating a project with resources takes place in two distinct steps:
1. The dates, durations and relationships are updated using the methods outlined in the Updating an Un-resourced Schedule chapter, and
2. The Resource, Expenses Units (hours and quantities) and Costs, both the Actual to Date and To Complete, are then updated. These values may be automatically updated by Primavera from the % Complete or imported from accounting and timesheet systems or updated by the Primavera Timesheet system.
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Page 383
20.1 - Understanding Planned Values and Baseline Projects20.1.1 - Cost and Units Planned Values The Planned Values in Primavera are assigned to both
Units and Costs for each Resource and Expense at the time the Resource or Expense is assigned to an Activity,
Planned Values reside in the current project and in all Baseline Projects,
The Planned values normally by default are linked to the At Completion values when an activity has not commenced but after the activity is in-progress by being marked as Started or having a % Complete these values become unlinked.
Page 384
20.1.2 - Baseline Project and ValuesA Baseline project is a complete copy of a project including the relationships, resource assignments and expenses:
Baseline Dates are also known as Target Dates and are normally considered to be the approved Project Early Start and Early Finish dates of an unprogressed project,
Baseline Duration is the original planned duration of an activity,
Baseline Costs are also known as Budgets and represent the original project cost estimate,
Baseline Units are also known as Budgeted Quantity and represents the original estimate of the project quantities.
Page 385
20.2 - Understanding the Current Data Date The Current Data Date is the date that divides the
past from the future in the schedule. It is not normally in the future but is often in the recent past due to the time it may take to collect the information required to update the schedule,
Actual Costs and Quantities/Hours or ActualWork occur before the data date,
Costs and Quantities/Hours to Complete or Work to Complete are scheduled after the Data Date,
Actual Duration is calculated from the Actual Startto the Current Data Date,
Remaining Duration is the duration required to complete an activity. The Early Finish date of an in-progress activity is normally calculated from the Current Data Date and the Remaining Duration.
Page 386
20.3 - Information Required to Update a Resourced ScheduleThe following information is required to update a resourced schedule:
Activities completed in the update period: Actual Start and Finish date of the activity,
Actual Costs and Quantities (Units) consumed,
Activities commenced in the update period: Actual Start date of the activity,
Remaining Duration or Expected Finish date,
Actual Costs and/or Actual Quantities,
Quantities to Complete and Costs to Complete,
% Complete.
Page 387
Information Required to Update a Resourced ScheduleActivities Not Commenced: Changes in Logic, Constraints, or Duration, or
Changes in estimated Costs, Hours or Quantities a
Add or remove tasks to represent scope changes,
Other Considerations
Primavera normally by default calculates:
The Units to Complete and in turn the Actual Units by the relationship between the Remaining Duration and Resource Units,
The Costs to Complete and the Actual Costs by the relationship between the Resource Unit Rate and Resource Units,
These calculations may be turned off. Page 388
20.4 - Project Preferences Defaults for Updating a Resourced Schedule The Project Preferences settings affect all activities
in a project that is being updated,
When more than one project is open, the Scheduling Options of the project at the top of the list of opened projects are used to calculate all open projects when they are scheduled or leveled,
NOTE: There is not the Default Project function found in the Windows Client in the Web,
The Calculations and Defaults tab in the Projects Preferences tabs sets some important resource defaults.
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Page 389
20.4.1- Project Preferences Calculations Tab The instructor will explain these functions:
Page 390
20.4.2 - Project Preferences Defaults Tab The instructor will recap the Duration Type and
Price/Unit functions:
Page 391
20.5 - Activities Window – Percent Complete TypesThere are three % Complete types which may be assigned to each activity. The default is adopted from the setting in the Project Preferences, Defaults tab:
Physical
Duration
Units
These have been covered before and the Units % Complete become active after a resource has been assigned.
Page 392
20.5.4 - Units Percent Complete TypeWhen Units Percent Complete type is selected:
This option creates a link between the Activity % Complete and the activity Units % Complete, and
The Units % Complete is calculated from the relationship between the Actual Units and At Completion Units.
Page 393
20.6 - Using Steps to Calculate Activity Percent CompleteAn activity percent complete may be defined by using steps. A Step is a measurable or identifiable task required to complete an activity.
In summary, to use steps:
A Step template may be created by selecting Administer, Enterprise Data, Activities, Step Templates to open the Activity Step Templates form,
Add as many steps as required and assign their weight which will be used to apportion the percent complete of an activity,
The Calculations and Defaults tab in the Projects Preferences tabs has a check box titled Calculate Activity percent % from activity steps which must be checked to allow Steps to be used.
Page 394
20.7 - Updating the ScheduleThis takes place in two steps:
Firstly the Dates and Durations are updates in the same way as an un-resources schedule, then
The Resources and Expenses Units and Costs are updated,
It must be decided how this operation is completed as there are many options.
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Page 401
20.11 - Workshop 16 – Updating a Resourced Schedule We now need to update the activities and resources
as of 14 Dec 18.
Page 402
21 - OTHER METHODS OF ORGANIZING PROJECT DATA 21.1 - Understanding Project Breakdown Structures
21.2 - Activity Codes
21.3 - User Defined Fields
21.4 - Workshop 17 – Activity Codes and User Defined Fields (UDF)
Page 403
21.1 - Understanding Project Breakdown StructuresThe Work Breakdown Structure – WBS function was discussed earlier as a method of organizing projects and activities under hierarchical structures.
There are alternative features available in Primavera for grouping, sorting and filtering activities, resources, and project information:
Activity Codes
User Defined Fields (UDF)
WBS Categories – not covered
Resource Codes – not covered
Cost Accounts – not covered.
Page 404
21.2 - Activity CodesActivity Codes may be used to Group, Sort, and Filter activities from one or more open projects,
Activity Codes, such as Phases, Trades, or Disciplines, are often defined in the Activity Codes Definition form,
Activity Code Values are defined in the in theAdminister, Enterprise Data, Activities, Activity Codes tabs, such as: Phases of Design, Procure, Install and Test,
Trades of Brickwork, Plumbing and Electrical, and
Disciplines of Concrete, Mechanical, Pipework,
Activity Codes are assigned from the Activities Window using the Codes tab in the lower pane or displaying the appropriate Activity Code column,
The instructor will demonstrate.
Page 405
21.3 - User Defined Fields User Defined Fields are similar to Custom Data Items
in P3 or Custom Fields in Microsoft Project and provide the ability to assign additional information to database records,
They may be used for recording information about the data field as an alternative to Activity Codes and other predefined Primavera fields,
The type of data that may be assigned to User Defined Fields would be equipment number, order number, variation or scope number; road, railway or pipeline changes; address and additional costs data,
continued…
Page 406
User Defined Fields Activity data may be filtered, grouped, and sorted
using these User Defined Fields in a similar way to Activity Codes,
Data may be imported into the fields and, unlike Activity Codes, the data item does not have to exist in the database before importing,
There are a number of predefined fields that may be renamed and new ones may be created.,
The instructor will demonstrate UDFs.
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Page 407
21 - OTHER METHODS OF ORGANIZING PROJECT DATA-SUMMARY 20.1 - Understanding Project Breakdown Structures
20.2 - Activity Codes
21.3 - User Defined Fields
21.4 - Workshop 17 – Activity Codes and User Defined Fields (UDF)
Page 408
21.4 - Workshop 17 – Activity Codes and User Defined Fields (UDF) This workshop will look at creating an Activity Code
and some UDFs,
We will create an activity code to represent the departments’ responsibilities for the Project.
Page 409 TCC0205-TRG-TM-SP10\A2
Review Expectations
Any questions,
Complete Feedback Sheet,
Have we met your expectations?
Page 410
Database Cleanup at end of course, if required:Please could you delete all:
User Filters
User Layouts
The resources created but NOT your Resource node
Your projects.
Page 411
411
Thank you for attending