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Course 102
Version 6.0
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Topics
Introduction to Primavera
The Project Management Life Cycle
Data, Navigating, and Layouts
Enterprise Project Structure
Creating a Project
Creating a Work Breakdown Structure
Adding Activitiescontinued...
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Topics (cont.)
Creating Relationships
Scheduling
Assigning Constraints
Maintaining the Project Documents Library
Formatting Schedule Data
Roles and Resources
Assigning Rolescontinued...
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Topics (cont.)
Assigning Resources and Costs
Analyzing Resources
Optimizing the Project Plan
Baselining the Project Plan
Project Execution and Control
Reporting Performance
Project Web Site
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Introduction to Primavera
Lesson 1
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Describe Primavera solutions Describe P6
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Primavera Systems Inc. is the world's leadingproject and portfolio management softwarecompany, providing the software foundation thatenables all types of businesses to achieveexcellence in managing their portfolios,
programs, projects, and resources. It isestimated that projects totaling more than $5trillion in value have been managed withPrimavera products.
Primavera began in 1983 with the launch of PC-based software for engineering and construction.
Today Primavera is a diversified softwarecompany that provides both desktop and
enterprise-class solutions that enable companiesto rioritize, lan, mana e, and measure the 2
Introduction to Primavera
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Primavera Solutions The graphic below lists Primavera solutions and
the industries served by Primavera. P6 - An enterprise-wide project planning,
management and control solution that enablesorganizations to meet budget and deadlinecommitments by managing schedules,resources, and costs across all of their projectsand programs. P6 is the solution covered in thiscourse.
ProSight - A portfolio management and analysissolution that enables organizations to delivermaximum value by identifying and prioritizing
strategic projects and investments, as well as2
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Primavera Solutions Evolve - An enterprise resource management
solution that enables services organizations toimprove utilization and profitability by ensuringthe right person is assigned to the right projectat the right time.
Cost Manager - A solution that reduces the worknecessary to track earned value. Graphicrepresentations are automatically generated
using the latest project information from acentralized database. Download cost data fromyour accounting system by using a flexibleinterface module to ensure a consistent and
complete view of project performance.3
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Primavera Solutions Contract Manager - This solution, formerly known
as Expedition, enables the tracking of contractsfrom original estimate to buy-out. Track allproject submittals and automate the approvalprocess via workflow management.Comprehensive change managementfunctionality assures that changes are resolved,payments are made, and claims are avoided.
PertMaster - A risk analysis and mitigationsolution that enables organizations to overcomeproject and portfolio uncertainty by modelingrisks and analyzing the cost and schedule
impacts of mitigation scenarios.3
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P6 is used for planning, monitoring, andcontrolling projects. Project data is stored in acentral database and can be accessed via client-server and the Web.
Among P6's capabilities: Enterprise-wide project management, resource
management, and portfolio analysis.
Personalized role-based dashboards provide quickvisual indicators of the health and status metrics of
projects and programs, and help determine whichprojects need help to get back on track.
Extensive project reporting, including industry-standard templates and a customization wizard.
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Scorecards that contain project scores, scheduleperformance, cost performance, earned valuemetrics, milestone dates, WBS summaries, RFIstatus, and change control documents.
Capacity analysis and resource planning to
anticipate resource usage requirements in futureprojects.
Collaborative workspaces to initiate projects anddocument workflows; manage and approvedocuments; and communicate with the project team.
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Primavera P6 (cont.)
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Methodology Management An integrated process improvement platform for
delivering best practices, lessons learned, andorganizational standards in the form of projecttemplates, work product templates, and estimation
metrics. Create, capture, organize, and improve reusable
components for building future project plans.
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Timesheets Enables Web-based timekeeping and
communication.
Team members see all supporting information theyneed to coordinate and perform their work while
communicating directly with the central database.
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The Project Management
Life Cycle
Lesson 2
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Review the relationship between Primavera andthe Project Management Life Cycle Identify the five process groups in the Project
Management Life Cycle
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Project management is the process of achievingset goals within the constraints of time, budget,and staffing restrictions.
Lessons in your curriculum may cover some or allof the processes in the Project Management LifeCycle, as indicated below:
Each process can be broken down into thesesteps:
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Project Management Life Cycle
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Steps in the Initiating process group include: Collect project information.
Obtain organizational commitment.
Develop the team.
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Initiating Process Group
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Steps in the Planning process group include: Establish project objectives and scope of work.
Define the work.
Determine the timing.
Establish resource requirements/availability.
Establish a cost budget.
Evaluate, optimize, and create baseline plan.
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Planning Process Group
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Steps in the Executing process group include: Distribute information.
Track work in progress and actual costs.
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Executing Process Group
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Steps in the Controlling process group include: Analyze and evaluate the project.
Recommend necessary action.
Modify the current project with realistic data.
Re-forecast the schedule.
Communicate project performance to the projectteam.
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Controlling Process Group
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Steps in the Closing process group include: Document lessons learned.
Determine if project can be used as a methodology.
Deliver product to client or stakeholders.
Back-up or archive project files.
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Closing Process Group
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Data, Navigating, and
Layouts
Lesson 3
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Describe enterprise and project-specific data Log in
Open an existing project
Navigate in the Home window and Activities
window Open an existing layout Customize a layout
Save a layout
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Enterprise and Project Specific
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Before logging in to Primavera, it is important tounderstand that a project consists of acombination of enterprise data and project-specific data.
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Enterprise and Project-SpecificData
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Enterprise and Project Specific
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Enterprise Data Enterprise data provides the global structure
needed to manage multiple projects. It isavailable to all projects across the organizationand provides the structure necessary forcentralized project and resource management.Enterprise data is usually defined andmaintained by a system administrator.
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Enterprise and Project Specific
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Enterprise Data Examples of enterprise data:
Enterprise Project Structure (EPS)
Project codes
Resource codes
Admin categories and preferences
Resources
Cost accounts
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Enterprise and Project Specific
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Project-Specific Data Project-specific data is only available to the
project in which it is defined. Project managersdefine project-specific data to further controltheir projects.
Dates
Work Breakdown Structure (WBS)
Activities
Activity relationships
Baselines Expenses
Risks
Thresholds and issues
Work products and documents
Pro ect Web site 19
Enterprise and Project-SpecificData (cont.)
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Enterprise and Project Specific
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Enterprise/Project-Specific Data The following types of data are enterprise as well
as project-specific: Calendars
Reports
Activity codes
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Enterprise and Project-SpecificData (cont.)
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Type a valid Login Name and Password to log into Primavera. If you do not know your LoginName/Password, contact your systemadministrator.
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Logging In
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The Home window is the starting point fornavigation. It provides quick access to enterprisedata and project data.
To the left of the Home window is the Directorybar, which lists the 12 windows within Primavera.Each window provides specific functionality tohelp you manage projects. Click an item in theDirectory bar to access it.
The table below lists key navigation items in the
Home window. Numbers in the table correspondto those in the screenshot.
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Home Window
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Home Window
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ItemItem FunctionalityFunctionality
1. Title bar Displays current application and name of open projects.
2. Menu bar Click to perform functions in Primavera.
3. Directory bar Click to display Primavera windows.
4. Navigation bar Move between open windows, toggle theDirectory bar, and open Help.
5. Status bar Displays user's Login Name, data date of open projects, access mode, and current
baseline.
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Use the Navigation bar to move back andforward to previously accessed windows; returnto the Home window; display and hide theDirectory bar; and to access Help for the currentwindow.
The Navigation bar, which is turned on bydefault, can be toggled on/off in the View menuby clicking Toolbars, Navigation Bar.
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Navigation Bar
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The Open Project dialog box lists all the projectsyou have access to open. All projects under the node are opened.
Open multiple projects under different nodes.
Press Control-click to select more than one project.
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Opening an Existing Project
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Access Modes You have the option to select an access mode
prior to opening a project: Shared - Multiple users can view, input, and change
data. This is the default setting.
Read Only - You can view data but cannot input orchange data.
Exclusive - The current user is the only user who canedit data on these projects. Other users can accessthese projects in Read Only mode.
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Opening an Existing Project (cont.)
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Activities Window The Activities window is used to create, view,
and edit activities for open projects. The tablebelow lists key navigation items in the Activitieswindow. Numbers in the table correspond tothose in the screenshot.
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Opening an Existing Project (cont.)
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Activities Window
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ItemItem FunctionalityFunctionality
1. Toolbar Displays icons that allow you to changelook of layout.
2. Activity Table Displays activity information inspreadsheet format.
3. Gantt Chart Provides graphical display of activityprogress over time.
4. Command bar Displays options for adding or removingactivity data.
5. Layout Options
bar
Displays menu of available options for
Activities window.
6. Vertical Split bar Drag bar to hide/show more information ineach pane.
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Activities Window (cont.)
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ItemItem FunctionalityFunctionality
7. Horizontal Splitbar
Hide or show more information intop/bottom layouts.
8. Activity Details View/edit detailed information for selectedactivity.
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A layout is a customizable view of information,combining all the visual elements that appear onthe screen. Layouts are available in the Projects,WBS, Activities, Resource Assignments, and
Tracking windows.
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Layouts
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Activity Layouts
The Activities window provides the option of viewing data in top/bottom layouts.
Choose one of the following to show on top:
Activity Table
Gantt Chart
Activity Usage Spreadsheet
Activity Network
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Activity Layouts Choose one of the following to show on bottom:
Activity Details
Activity Table
Gantt Chart
Activity Usage Spreadsheet Resource Usage Spreadsheet
Activity Usage Profile
Resource Usage Profile
Trace Logic
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Layouts (cont.)
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Opening an Existing Activity Layout
A variety of layouts are available to presentactivity data from different perspectives. You cancreate user-specific layouts and project-specificlayouts, or use global layouts provided by your
company. After selecting a layout, you can click either
Apply or Open. Apply - Displays layout but keeps Open Layout
dialog box open. Open - Displays layout and closes Open Layout
dialog box.
You will select a different layout and then click
Open, which displays the layout and closes theO en La out dialo box. 28
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Gantt Chart
The Classic WBS Layout displays a Gantt Chart inthe top layout and Activity Details in the bottomlayout.
The Gantt Chart is divided into two sections:Activity Table and Bar Area:
Activity Table - Displays activity data in columns.
Bar Area - Provides a graphical display of activityprogress over the duration of the project.
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Activity Usage Spreadsheet
The Activity Usage Spreadsheet displays unit,cost, or earned value data by activity over time.Use this type of layout to review per period androlled up activity resource/cost data.
You can customize the timescale of the ActivityUsage Spreadsheet:
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Activity Network
Use the Activity Network to view therelationships between activities and the logicalflow of the activities in the project:
Left pane - Displays the WBS hierarchy.
Right pane - Shows a graphical display of activitiesand their relationships.
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Activity Table
The Activity Table enables you to see projectdata in spreadsheet format. You also can modifythe columns displayed in the Activity Table tomeet your needs.
You can display the Activity Table on the entirescreen if you want to analyze data solely in atabular format.
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C t i i L t
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The Activities window can be customized andsaved as a layout. Saving layouts for future useallows you to quickly retrieve information.
The Layout Options bar is the centralized menu forlayout customization.
The following is a list of layout elements that arecustomizable:
Bars
Columns
Timescale
Table font and colors Row height
Filters
Activity grouping and sorting
Top/bottom layouts
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C t i i L t
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Selecting Columns
The Columns dialog box enables you to selectcolumns to display in the Activity Table andspecify the order in which they appear:
Available Options section - Lists data items in groups
or in list.
Selected Options section - Lists items you havechosen to display.
Single arrows - Move highlighted data items to theother section.
Double arrows - Move all data items to the othersection.
Up/down arrows - Configure the order of the dataitems.
Click Edit Column to edit the selected item's title 35
Customizing a Layout (cont.)
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Using Hint Help in Columns Dialog Box
You can use Hint Help to view a definition for anydata item in the column list.
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Di l i A ti it D t il
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Activity Details displays detailed information forthe activity highlighted in the Activity Table orActivity Network.
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Displaying Activity Details
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Displa ing Acti it Details
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Selecting Details Tabs
The tabs displayed in Activity Details can becustomized.
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Displaying Activity Details (cont.)
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Saving Layouts
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Layouts can be saved and shared with otherusers to facilitate project communication. Usethe Save Layout dialog box to save a layout inthe Activities, WBS, Projects, Assignments, or
Tracking windows:
Layout, Save - Saves changes to the existing layout. Layout, Save As - Prompts you to save the layout
with a new name.
Current User - Only the user creating the layout willhave access to it in the future.
All Users - All licensed users will have access to thelayout (Global).
Another User - A specified user will have access to thelayout. Note, however, that the current user will nothave access to the layout.
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Saving Layouts
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Project - Apply the layout to any project that iscurrently open in Primavera. Though project-specific layouts can be applied to multipleprojects, you can only select one project at atime in the Layout Save As dialog box. After a
project-specific layout is saved, it can be viewedin the Project band in the Open Layout dialogbox. Project-specific layout offers twoadvantages:
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Saving Layouts (cont.)
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Closing a Project
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Close the project when you are finished workingwith it. You are prompted to verify that you wantto close the project.
Closing the project takes you back to the Homewindow.
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Closing a Project
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Key Concepts The Home window is a starting point for navigating
in Primavera.
Use the Navigation bar for quick access to Help, todisplay the Directory bar, and to move forward and
backward to previously accessed windows. Choose to open a project in Read Only, Shared, or
Exclusive mode.
A project consists of enterprise and project-specificdata.
View activity data in the Activities window andcustomize the top and bottom layouts.
Use layouts to easily view data specific to yourneeds. You can customize layouts by selectingcolumns and by specifying top/bottom layouts.
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Closing a Project (cont.)
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Closing a Project
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Key Concepts Activity Details, arranged in tabs, displays detailed
information for the activity highlighted in the Activity Table or Activity Network.
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Enterprise Project
StructureLesson 4
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Describe the components that comprise theEnterprise Project Structure
View the EPS
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Enterprise Project Structure
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The Enterprise Project Structure (EPS) is ahierarchy used to organize projects.
The EPS is made of roots and nodes.
Each root in the EPS can be subdivided into manynodes.
Nodes represent different levels within the structure. All projects must be included in a node.
Each node can contain an unlimited number of projects.
Projects always represent the lowest level of thehierarchy.
Placement of a project in the hierarchy determines thesummary level in which it is included.
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Enterprise Project Structure
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Opening the EPS
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You can use the Enterprise Project Structuredialog box to define the EPS.
The three fields to enter when adding an EPSnode are:
EPS ID - Identifies the selected EPS node.
EPS Name - Description of the selected EPS node.
Responsible Manager - Use this field to select anOBS (Organizational Breakdown Structure) elementto associate with the selected level of the EPS.
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Opening the EPS
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Benefits of the EPS
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The EPS offers many benefits, including theability to:
View project priorities, scope, budgets, andresources across the entire project structure orwithin a specific node.
Manage projects separately while retaining theability to roll up and summarize data across multipleprojects.
Each node acts as a master project, rolling up all"child" nodes and projects.
A node can be opened to view all detailed activityinformation from the "member" projects.
View resource allocation across projects.
Assign security at any level of the project structureto provide users with appropriate access to project
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The EPS is a hierarchy that represents the
management and organization of projects in yourcompany.
In the EPS, the root is the top level and can besubdivided into nodes. Each node represents a levelin the project structure that can hold another node
or a project. Projects represent the lowest level of the hierarchy.
The EPS enables you to view project data across theentire project structure or within a specific node.
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Creating a Project
Lesson 5
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Create a project
Navigate in the Projects window
View and modify information in Project Details
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Creating a Project
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A project can be created using a variety of methods:
Create a New Project wizard:
Create the project.
Create the Work Breakdown Structure (WBS).
Add activities.
Assign resources and costs.
Project Architect:
Create the project from a methodology (template).
Review and adjust the WBS.
Review and adjust activities. Assign resources and costs.
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Create a New Project Wizard
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The Create a New Project wizard can assist youin creating a project.
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Create a New Project Wizard (cont )
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Entering Project Name
The name of the project is Office BuildingAddition. You can shorten the name to create theProject ID, BLDG.
Project ID - Type a unique ID in this field.
Project Name - Type a new name in this field. (TheProject Name field does not require a unique name.)
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Create a New Project Wizard (cont )
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Entering Project Start and End Dates
Use the calendar to select Planned Start andMust Finish By dates for the project.
The Must Finish By field is not mandatory. Youcan assign a project Must Finish By date at anypoint in the project life cycle in the Dates tab inProject Details.
To navigate in the calendar: When you launch the calendar, the current
month/year is displayed. To navigate to a differentyear, click the Month/Year section in the calendar,and then use arrows to scroll to the desired year.
Click the desired month and date, and then clickSelect.
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Create a New Project Wizard (cont )
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Entering Responsible Manager
The Responsible Manager, selected from theOrganization Breakdown Structure (OBS), is theindividual responsible for the work.
The OBS is a hierarchical arrangement of anorganization's project management structure,either as roles or individuals. The OBS can beconfigured to represent a detailed organizationalbreakdown (with employee names) or a more
general framework where departments, teams,or types of responsibility are modeled in thestructure.
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Create a New Project Wizard (cont )
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Selecting Assignment Rate Type
Specify the Assignment Rate Type for newresource assignments. The default rate typedetermines which price/unit is set on a resourceassignment. Values in the Rate Type drop-down
list reflect rate types defined in the Rate Typestab in Admin Preferences.
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Create a New Project Wizard (cont )
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Running Project Architect
Project Architect helps you to create a projectfrom an existing methodology or projecttemplate. You will create the Office BuildingAddition project anew, without the use of a
methodology.
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Projects Window
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The project has been created and opened.
To view high-level information about the project,navigate to the Projects window, which displaysthe projects within the EPS that you can access.
You can also:
Open, create, and save project layouts.
Group projects by the Enterprise Project Structure,project codes, or other project-related items.
Filter projects.
Modify column data.
The table below lists key navigation items in theProjects window. Numbers in the tablecorrespond to those in the screenshot.
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Project Details
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Project Details is located in the bottom layout of
the Projects window. It can be used to define theproject properties and defaults that are appliedto the selected project.
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Project Details (cont.)
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General Tab
The General tab enables you to view or modifygeneral information about the selected project.Project ID, Project Name, and ResponsibleManager can be set when you create the project,
or you can change them here. The remainingfields are set by default.
Fields in the General tab: Project ID - Short, unique identifier for the project.
Project Name - Name of the project.
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Project Details (cont.)
General Tab
Status - Indicates project status based on the tablebelow:
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StatusStatus Indicates project is ...Indicates project is ...
Planned Being analyzed before establishingpermanent plan.
Active Currently being worked on.
Inactive Completed or on hold.
What-if Used as test scenario.
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General Tab Responsible Manager - Individual, selected from the
OBS, who is responsible for the project.
Risk Level - Indicates the overall risk in performingthe project. You can use the risk level to organize,filter, and report on projects within the project
structure. You can enter a value between Very Highand Very Low; the default is Medium.
Leveling Priority - User-defined rank of the projectagainst all other projects, based on its importance tothe organization. You can enter a value between 1
and 100. The highest rank is 1; the default is 10. Check-out Status - Indicates whether the project is
checked in or checked out.
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Project Details (cont.)
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General Tab Checked Out By - Displays the user that checked out
the project.
Date Checked Out - Indicates the date and time theuser checked out the project.
Project Web Site URL - Displays the project's Website address.
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Dates Tab
The Dates tab enables you to edit dateinformation for the selected project. The PlannedStart and Must Finish By dates can be set whenyou create the project, or you can change them
here. Fields in the Dates tab:
Planned Start - Planned start date of the project.
Data Date - Date used as the starting point for
schedule calculations. Must Finish By - Date indicating the desired project
end date.
Finish - Non-editable field indicating the latest earlyfinish date calculated when the project was last
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Project Details (cont.)
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Dates Tab Anticipated Start and Anticipated Finish - Expected
dates that can be entered while planning the projectat a high level.
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Project Details (cont.)
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Notebook Tab
The Notebook tab enables you to write, view, oredit project notes such as the project's purpose,core requirements, or other project-specificdetails.
Fields in the Notebook tab: Notebook Topic - List of topics assigned to the
selected node/project.
Detail - User-defined description of the selected
topic. You can use HTML editing features, includingformatting text, inserting pictures, copying, pasting,and adding hyperlinks.
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Codes Tab
The Codes tab enables you to assign projectcode values to the selected project.
Project codes allow you to group the projects inthe EPS to specific categories, such as location or
division. Unlimited hierarchical project codes are supported.
Allows for summarization of large amounts of information across projects.
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Project Details (cont.)
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Type Ahead and Search in Dialog Boxes
The Search field in dialog boxes throughoutPrimavera offers a faster alternative to scrollingthrough a long list of values:
Search - Type in the Search field and then press
Enter to search for a value. Type ahead - Type in the Search field and, as you
type, values that match begin with the letters youhave typed are displayed in the dialog box.
Below, you will type ahead to find the projectcode value Comm-Commercial.
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Defaults Tab
The Defaults tab is divided into two sections: Defaults for New Activities - Indicates the settings
that will be used when new activities are added tothe project. Note that changing these settings will
not affect existing activities. Auto-numbering Defaults - Sets how new activities
will be numbered in your project.
When the Increment Activity ID based on selectedactivity field is marked, the prefix or suffix of theselected activity is applied to the activity that is beingadded.
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Defaults Tab
For the activities in the Office Building Additionproject, you will set the prefix to BA, and verifythe suffix as 1000 and the increment as 10.When adding activities, the first activity ID will
be numbered BA1000, the second activity ID willbe BA1010, etc. This numbering structure relatesactivities to the project, which is especiallyhelpful when viewing activities from different
projects.
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Settings Tab
The Settings tab consists of three sections: Summarized Data - Identifies the date and the level
to which the project was last summarized.
Project Settings - Sets the character used to
separate WBS levels; identifies the month in whichthe fiscal year begins; and specifies the baselineused in earned value calculations.
Define Critical Activities - Identifies which activitiesare displayed as critical, either longest path or a
value of Total Float.
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Calculations Tab
Use this tab to specify how to calculate cost andresource use when you update activities. Twofields of note:
Recalculate Actual Units and Cost when Duration %
Complete Changes - Mark to calculate actual unitsand costs as Actual (units or costs) = Budgeted(units or costs) * Duration % Complete
Primavera performs these calculations whenever youupdate the Duration % complete.
Values you specify override the application'scalculated values. If you clear the checkbox, theapplication does not estimate actuals and the actualfields remain blank unless you specify values.
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Calculations Tab Link Actual and Actual This Period Units and Cost -
Mark this checkbox to recalculate actual or actualthis period units and costs when one of these valuesis updated. This option is selected by default.
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Project Details (cont.)
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Key Concepts You can create a project with the New Project
wizard, import a file, copy an existing file, or useProject Architect to create a project from an existingtemplate.
Once the project is created, use the Projects windowto view high-level information for projects you canaccess.
Use Project Details tabs in the Projects window todefine default settings and properties for theselected project, such as the anticipated start and
finish dates.
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Creating a Work
Breakdown StructureLesson 6
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Lesson Objectives
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Define a Work Breakdown Structure
Create multiple levels of a WBS hierarchy
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Work Breakdown Structure
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The Work Breakdown Structure (WBS) is a
hierarchical arrangement of the products andservices produced during, and by, a project. Itenables you to divide a project into meaningfuland logical pieces for the purpose of planning
and control. Each project has a unique WBS hierarchy.
The root level of the WBS is equal to the Project ID andProject Name.
Elements within the WBS have a child/parent
relationship, which means that you can roll up andsummarize information from the lower levels.
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Work Breakdown Structure
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Viewing WBS Elements
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When a project is created, a root level WBS
element is added with the same ID and name asthe project.
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Creating the WBS Hierarchy
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WBS elements added to the root level element
are automatically indented to form the secondlevel of the hierarchy.
When you create a new WBS element, it isindented as a "child" of the WBS element that is
currently selected. If you add a WBS element to the wrong level or
in the wrong order, you can use the indentationkeys located on the Command bar to adjust the
structure of the WBS hierarchy. The "child" WBS inherits attributes from the
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Creating the WBS Hierarchy (cont.)
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You can determine the level that WBS elements
group to by right-clicking in the WBS window andchoosing Collapse To.
Right-click in the WBS window and click ExpandAll or Collapse All to expand or collapse elements
of the WBS.
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Key Concepts
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The Work Breakdown Structure is a hierarchical
arrangement of the products and services producedduring and by a project.
The highest level of the WBS is the project, and thelowest level consists of the individual activitiesrequired for the deliverables.
Create the WBS in the Work Breakdown Structurewindow. Use the indentation keys to form variouslevels in the WBS.
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Adding Activities
Lesson 7
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Lesson Objectives
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Describe an activity and its components
Describe activity types
Add activities
Add a Notebook topic to an activity
Add steps to an activity Assign activity codes to activities
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Activities
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Activities are the fundamental work elements of
a project. They are the lowest level of a WBS andthe smallest subdivision of work that directlyconcerns the project manager.
Most detailed work unit tracked in a project
schedule. Contains all information about the work to be
performed.
Also known as a task, item, event, or work package.
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A ti it C t
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Activity Components
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Adding Activities
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Use the Activities window to create, view, and
modify activities for the selected project. To addan activity to a project, perform one of thefollowing actions:
In the Command bar, click Add.
In the Edit menu, click Add. Press Insert on the keyboard.
Right-click and click Add.
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The New Activity Wizard
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The New Activity wizard walks you through the
process of adding an activity. Once you becomefamiliar with the process, you can disable thewizard in User Preferences and manually addactivities to the project.
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Adding Activities via ActivityWizard
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While in the Activities window, you can click Add
in the Command bar to add new activities. TheNew Activity wizard appears only when you clickAdd in the Command bar.
Type a unique Activity ID and Activity Name, for
each activity that you add. You will assign theactivity to the Design and Engineering WBSelement.
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Adding Activities via ActivityWizard (cont )
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Activity Type:
Start Milestone - This type is typically used tomark the beginning of a phase or tocommunicate project deliverables.
Zero-duration activity.
Only has a start date. You can assign constraints, steps, expenses, work
products, and documents.
You can assign a primary resource.
You cannot assign roles.
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Adding Activities via ActivityWizard (cont.)
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Activity Type:
Finish Milestone - This type is typically used tomark the end of a phase or to communicateproject deliverables.
Zero-duration activity.
Only has a finish date. You can assign constraints, steps, expenses, work
products, and documents.
You can assign a primary resource.
You cannot assign roles.
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Adding Activities via ActivityWizard (cont.)
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Activity Type:
Task Dependent - This type is typically usedwhen the work needs to be accomplished in agiven time frame, regardless of the assignedresources' availability.
The activity's resources are scheduled to workaccording to the activity calendar.
Duration is determined by the assigned calendar'sworkweek.
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Example of how Primavera calculates the duration
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when activity type is task dependent.
Monday Tuesday Wednesday Thursday Friday
Resource Calendar 1
Resource Calendar 2
Resource Calendar 3
Activity Calendar
Task Dependent XX
2 Day (X) Activity
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Adding Activities via ActivityWizard (cont.)
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Activity Type:
Resource Dependent - This type is typicallyused when multiple resources assigned to thesame activity can work independently.
The activity's resources are scheduled according to
the individual resource's calendar. Duration is determined by the availability of the
resources assigned to work on the activity.
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Example of how Primavera calculates the duration
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2 Day (X) Activity
when activity type is resource dependent.
Monday Tuesday Wednesday Thursday Friday
Resource Calendar 1
Resource Calendar 2
Resource Calendar 3
Activity Calendar
Task Dependent XX
Resource Dependent X XX
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Adding Activities via ActivityWizard (cont.)
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Assigning Activity Type
Level of Effort - This type is typically used forongoing tasks dependent on other activities.
Duration is determined by its predecessor andsuccessor activities, and its assigned calendar.
Examples include clerical work, a security guard andmeetings.
You cannot assign constraints. (Constraints arediscussed in a future lesson).
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Adding Activities via ActivityWizard (cont.)
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Assigning Activity Type
WBS Summary - This type is used to summarizea WBS level.
The WBS summary activity comprises a group of activities that share a common WBS level.
The dates calculated on a WBS summary activity arebased on the earliest start date of the activities inthe group and the latest finish date of theseactivities.
The WBS summary activity duration is calculated
based on its assigned calendar. You cannot assign constraints to WBS summary
activities.
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Adding Activities via ActivityWizard (cont.)
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Completing the New Activity Wizard
You have just added your first activity. You willnot use the wizard to help you create additionalactivities.
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Adding an Activity via ActivityDetails
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You can use the Activity Details tabs to add an
activity, and then enter additional informationabout the activity. When adding an activity, firstselect either the WBS band in which the activitywill reside, or select an existing activity in the
WBS band.
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Adding an Activity via ActivityDetails (cont.)
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General Tab
Use the General tab to assign basic informationabout the activity, including Activity Type,discussed earlier in this lesson.
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Adding an Activity via ActivityDetails (cont.)
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Notebook Tab
The Notebook tab enables you to assign notes toan activity. Notebook topics are typicallyinstructions or descriptions that further describethe activity according to specific categories of
information.
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Adding an Activity via Columns
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You can use the columns in the Activity Table to
add an activity and then enter additionalinformation about it.
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Adding Steps to an Activity
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Activity steps allow you create a checklist for the
activity, and then track the completion of eachstep. Often, steps provide a list of proceduresrequired to complete the activity and provideextra guidance to resources assigned to the
activity. Assign an unlimited number of steps per activity.
Steps can be marked completed in Primavera and bythe primary resource in timesheets.
Steps do not have duration estimates or dates.
Each step can have an additional explanation in thetext area on the right side of the Steps tab.
The Review and Approve Designs activity can bebroken down into two steps.
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Step Templates
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Activity step templates enable you to define a
group of steps common to multiple activities andthen assign the step template to activities.
If a commonly used step or set of steps havealready been defined for an activity, you can
convert the steps to a template.
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Activity Codes
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Activity codes enable you to classify and
categorize activities according to yourorganizational and project needs.
You can use activity codes to view and roll upactivities in the Activity Table; build reports in
the Report wizard or Report Editor; organize alayout by grouping activities into specificcategories; and select and summarize activities.Examples of activity codes include Phase, Area,Site, and Division.
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Activity Codes (cont.)
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Activity codes can be defined in three levels:
Global-level - Available to all activities in thedatabase.
Create an unlimited number of global-level activitycodes.
Organize activities within a project or across the
project structure. EPS-level - Available to all activities within the EPS
node and its children.
Create an unlimited number of EPS-level activitycodes.
Organize activities within a project or across a portionof the EPS.
Project-level - Available to activities only in theproject in which the code is created.
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Activity Codes (cont.)
Each activity code (global, EPS, and project) may containan unlimited number of activity code values, which can beorganized in a hierarchy.
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TypeType Can be assigned toCan be assigned to NumberNumber
Global-level
Activities in all projects Unlimited
EPS-level Activities within EPS in which code
was created, and EPS children
Unlimite
d
Project-level
Activities in project in which codewas created
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Activity Codes (cont.)
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Assigning Activity Codes to an Activity
Assign activity code values in the Activitieswindow.
Add a column for the activity code in the Activity Table.
Use the Codes tab in Activity Details.
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Activity Codes (cont.)
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Assigning Activity Codes to Multiple Activities
Use the Command bar to assign an activity codeto multiple activities.
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Calendar Assignments
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Calendars can be created and assigned to each
activity and resource. Calendar assignments areused to schedule activities and level resources.
An unlimited number of calendars can be created.
The Activity Type determines whether the activitycalendar or resource calendar is used duringscheduling.
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Calendar Assignments (cont.)
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Calendar Types
There are three calendar types: Global calendar
Contains calendars that can be used by all projects inthe database.
Available for all resources and activities in thedatabase.
Resource calendar
Contains separate calendars for each resource.
Project calendar
Contains a separate pool of calendars for each project. Available for the current project only.
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Calendar Assignments (cont.)
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Calendar Assignments
Use the Select Activity Calendar dialog box toselect the calendar that is used for an activity inthe project.
For example, in this project, the default calendar
assigned to all activities is theStandard 5 DayWorkweek. You will view the available calendarson the Design Building Addition activity.
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Creating Relationships
Lesson 8
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Lesson Objectives
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Create a network logic diagram
Differentiate between the four relationship types Create relationships in the Activity Network
Create relationships in Activity Details
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Network Logic Diagram
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A network logic diagram is a logical
representation of all the activities in a projectshowing their dependency relationships.
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Network Logic Diagram (cont.)
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Precedence Diagramming Method
Precedence Diagramming Method (PDM) is atechnique for creating network logic diagrams.
A box or rectangle represents an activity.
Lines with arrows connect the boxes and represent
the logical relationships between the activities. Predecessor - Controls the start or finish of another
activity.
Successor - Depends on the start or finish of anotheractivity.
Start with either the first activity in the network andenter each successor, or start with the last activity inthe network and enter each predecessor.
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Network Logic Diagram (cont.)
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g g ( )
Precedence Diagramming Method
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Relationship Types
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There are four relationship types. In the following
diagrams, activity A represents the predecessorand activity B represents the successor.
Finish-to-Start (FS) - When A finishes, B can start.
Start-to-Start (SS) - When A starts, B can start.
Finish-to-Finish (FF) - When A finishes, B can finish.
Start-to-Finish - When A starts, B can finish.
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Relationships with Lag
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Lag specifies an offset or delay between an
activity and its successor. It can be added to anytype of relationship and have a positive or anegative value.
Lag is scheduled based on the calendar selected
in the General tab in Schedule Options dialogbox. (In the Tools menu, click Schedule, and thenclick Options to access the Schedule Optionsdialog box.)
There are four calendar options for schedulinglag: Predecessor activity calendar
Successor activity calendar
24-hour calendar
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Relationships with Lag (cont.)
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Below are two examples of relationships with
lag: Finish-to-Start with Lag - The following example
shows that the Construct Building Foundationactivity must be finished for seven days before theConstruct Building Exterior and Structure activity
can start. (FS7 indicates there is a finish-to-startrelationship with 7 days of lag.)
Start-to-Start with Lag - The following exampleshows that the Install Interior Belt Conveyors activitycan start five days after the Construct Building
Exterior and Structure activity starts. (SS5 indicatesthere is a start-to-start relationship with 5 days of lag.)
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Creating Relationships in theActivity Network
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The Activity Network is useful when sequencing
activities because it displays the activitiesgraphically as you create relationships.
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Creating Relationships in theActivity Network (cont.)
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Creating a Start-to-Start Relationship
You can create a relationship between activitiesby clicking and dragging your mouse betweenthe two activities.
The left edge of the activity represents the start of
the activity. The right edge of the activity represents the finish of
the activity.
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Creating Relationships in ActivityDetails
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You can also use the Relationships tab to create
relationships. When creating a relationship inActivity Details, the default relationship type isFinish-to-Start.
Activities in the Assign Successors dialog box can
be grouped and sorted in a variety of ways,including by EPS and by List. In the DisplayOptions bar, click Group and Sort By to viewoptions.
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Creating Relationships in ActivityDetails (cont.)
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Assigning Lag
Although the default relationship type is Finish-to-Start with zero days of lag, you can use thecolumns on the Relationships tab to makeadjustments to the relationship type or to assign
lag.
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Viewing Relationships in GanttChart
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You can also view/modify relationships in the
Activity Table and Gantt Chart. Activity Table - Displays the Predecessors and
Successors columns.
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Viewing Relationships in GanttChart (cont.)
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Key Concepts
Use the Precedence Diagramming Method to createa network logic diagram to show the relationshipsbetween activities. Build the diagram using boxes orrectangles that represent activities, and createlogical relationships between the activities,
specifying the predecessor and successor activityrelationships.
There are four relationship types: Finish-to-Start,Start-to-Start, Finish-to-Finish, and Start-to-Finish. The default relationship type is Finish-to-Start.
Use lag to specify a delay between an activity andits successor.
You can create relationships in the Activity Networkvia a graphical display, or in the Relationships tab inActivity Details.
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Scheduling
Lesson 9
121
Lesson Objectives
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Perform a forward and backward pass
Describe float and its impact on a schedule Identify loops and open ends
Calculate a schedule
Analyze the scheduling log report
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Critical Path Method Scheduling
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The Critical Path Method (CPM) scheduling
technique is utilized to calculate projectschedules. CPM uses activity durations andrelationships between activities to calculateschedule dates. This calculation is done in twopasses through the activities in a project.
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Critical Path Method Scheduling(cont.)
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Critical Path
The critical path is the series of activities thatdetermines a project's completion date.
The duration of the activities on the critical pathcontrols the duration of the entire project. A delay toany of these activities will delay the Finish date of
the entire project. Critical activities are defined by either the total float
or the longest path in the project network.
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What is the Data Date?
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The data date is the date that is utilized as the
starting point for schedule calculations. It is the dateused to schedule all remaining work.
During the Planning phase the data date shouldmatch the project Start date.
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Data DateLine
Data Date
Schedule
J AJJMAMF S
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Time
Time
Time
Resource
Cost
ResourceQuantity(person-days)
$
OPN
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Scheduling Concepts (cont.)
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Forward Pass
The forward pass calculates an activity's early dates. Early dates are the earliest times an activity can
start and finish once its predecessors have beencompleted.
The calculation begins with the activities without
predecessors. Early Start (ES) + Duration - 1 = Early Finish (EF)
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A5
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Forward pass
C
B
5
15
10
ES
EF
EF
ES
ES EF
55
1010
1111 2525
11
11
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Scheduling Concepts (cont.)
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Backward Pass
The backward pass calculates an activity's latedates.
Late dates are the latest times an activity can startand finish without delaying the end date of theproject.
The calculation begins with the activities withoutsuccessors (activity C in the graphic below).
For projects without a Must Finish By date, activitieswithout successors are assigned a Late Finish equalto the latest calculated Early Finish date (25 in the
graphic below). Late Finish (LF) - Duration + 1 = Late Start (LS)
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Backward pass
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A
C
B
5
15
10
ES 1
EF 25
EF 5
ES 11
ES 1 EF 10
LS LF
LFLS
LS LF
25251111
101011
101066
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Scheduling Concepts (cont.)
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Total Float
The amount of time an activity can slip from its earlyStart without delaying the project.
The difference between an activity's late dates andearly dates.
Activities with zero Total Float are critical.
Late date - Early date = Total Float (TF)
An activity's Total Float is automaticallycalculated each time you schedule the project.
You cannot edit an activity's float values directly.
The critical path is the series of activities thatdetermines a project's completion date. ActivitiesB and C are on the critical path in the graphicbelow.
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LFLS Total Float
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Positive float
Zero float
(critical)
Negative Float(extremelycritical)
Positive float
Negative float
ES EF
EFES
EFES
LS
LS
LF
LF
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LF 10LS 6
Backward pass
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A
C
B
5
15
10
ES 1
EF 25
EF 5
ES 11
ES 1 EF 10
LS 11 LF 25
LS 1 LF 10
TF =
TF =
TF =
Forward pass
00
00
55
C r i t i c
a l P a t
h
C r i t i c
a l P a t h
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Scheduling Concepts (cont.)
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Backward Pass with Required Finish
One of the most common project scenarios is arequired finish date for the project.
Used only during the backward pass.
Required finish date specifies when the project mustfinish regardless of the network's duration and logic.
Late Finish - Duration + 1 = Late Start
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Backward pass
Critical ActivitiesCritical Activities
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A
C
B
5
15
10
ES 1
EF 25
EF 5
ES 11
ES 1 EF 10
LS LF
LFLS
LS LF
TF =
TF =
TF =
66
55-4-4
5511
-5-5
00
-5-5
2520*20*
Must FinishBy: Day 20*
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Critical ActivitiesCritical Activities
Which activities are critical basedon Total Float?
Backward pass
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A
C
B
5
15
10
ES 1
EF 25
EF 5
ES 11
ES 1 EF 10
LS LF
LFLS
LS LF
TF =
TF =
TF =
66
55-4-4
5511
-5-5
00
-5-5
2520*20*
Must FinishBy: Day 20*
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L o n g e s
t P a t h
L o n g e s
t P a t h
Which activities are critical basedon Longest Path?
Circular Relationships (Loops)
Scheduling Concepts (cont.)
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Loops indicate circular logic between twoactivities.
Primavera will not calculate a schedule until
the loop is eliminated.
A dialog box is displayed listing the activities
in the loop
BA1010BA1010 BA1030BA1030BA1020BA1020
Circular Relationships (Loops)
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d
Scheduling Concepts (cont.)
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Open Ends
Open Ends are activities without a predecessor orsuccessor.
No predecessor - Activity uses data date as its EarlyStart.
No successor - Activity uses project finish as its Late
Finish Open-ended activities can portray an unrealistic
amount of positive total float.
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Open Ends cont.
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10 70
80 9030 50 6020
40
START
FINISH
NOTE: Primavera recommends that each project
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Open Ends cont.
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10 70
80 9030 50 6020
40
START
FINISH
Notice the relationship between activity 30 and
50 is missing, creating two additional open ends.
What will happen when this network is
Oops!Openends.
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Wh h d l j t ti it d t
Scheduling a Project
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When you schedule a project, activity dates are
calculated according to durations and logic. Mark the Log to file checkbox to record
scheduling results in a log file (.txt).
After you schedule the project, note the change
in the position of activities on the Gantt Chart.Activities are displayed according to theircalculated start and finish dates. Criticalactivities are displayed in red.
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S h d l L
Scheduling a Project (cont.)
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Schedule Log
The Schedule Log records scheduling results,including:
Scheduling/leveling settings
Statistics
Errors
Warnings
Scheduling/leveling results
Exceptions
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A ti it h l ti hi f
Driving Relationships
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An activity may have a relationship from a
predecessor that determines its Early Start. Thislogic tie is called a driving relationship.
A solid relationship line indicates a drivingrelationship.
A dashed relationship line indicates a non-driving
relationship. BA3040 and BA3050 do not drive the start of BA3070.
BA3060 drives the start of BA3070.
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Key Concepts
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After relationship logic has been defined, schedulethe project to determine when the activities will takeplace.
Schedule dates can be calculated based on thecritical path, a series of activities that determine a
project's completion date. When scheduling using the Critical Path Method,
activity Early Start and Finish dates are calculatedduring a forward pass, and the Late Start and Finishdates are calculated during the backward pass.
The data date is used as a starting point whenscheduling all remaining work for the project.
After scheduling, activities will have a total float thatrepresents the amount of time an activity can bedelayed without delaying the project.
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Ke Concepts
Driving Relationships (cont.)
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Key Concepts
After scheduling, results are recorded in a ScheduleLog.
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Assigning Constraints
Lesson 10
141
Apply an overall deadline to a project
Lesson Objectives
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Apply an overall deadline to a project
Apply a constraint to an individual activity Add notebook topics to constrained activities
Describe the available constraint types
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0
Constraints are imposed restrictions used to
Constraints
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Constraints are imposed restrictions used to
reflect project requirements that cannot be builtinto the logic.
Use constraints to build a schedule that moreaccurately reflects the real-world aspects of the
project, provide added control to the project, andimpose a restriction on the entire project or anindividual activity
Constraints are user-imposed.
Two constraints can be assigned to an activity.
After applying a constraint, the project must berescheduled to calculate the new dates.
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Must Finish By
Commonly Used Constraints (cont.)
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Must Finish By
Used when an overall project deadline must be met. Forces all activities in the project to finish by the
date (and time) specified.
By default, the time associated to the Must Finish Bydate is set to 12:00 am. This means that if the project
must finish by the end of day on 1-Nov, assign a MustFinish By of 02-Nov.
Affects the total float of the entire project.
Must be applied in the Dates tab in Project Details.
The current Early Finish of Building Addition
project is 17-Nov-10. You will apply a Must FinishBy constraint of 02-Nov-10.
The next step is to reschedule the project to seethe effect of the imposed deadline on the late
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Used to set the earliest date an activity
Start On or After
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Used to set the earliest date an activity
can begin. Forces the activity to start no earlier
than the constraint date
Pushes the early start to the constraintdate
Affects the early dates of its successors
AA
LFLFLSLS
EFEFESES
BB
LFLFLSLS
EFEFESESES *ES *
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0
Used to set the earliest date an activity
Start On or After
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Used to set the earliest date an activity
can begin. Forces the activity to start no earlier
than the constraint date
Pushes the early start to the constraintdate
Affects the early dates of its successors
AA
LFLFLSLS
EFEFESES
BB
LFLFLSLS
EFEFESES
AA
EFEFESES **
BB
EFEFESES
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Adding Notebook Topic
Commonly Used Constraints (cont.)
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Adding Notebook Topic
When a constraint is assigned to an activity, it isrecommended that you add a note to documentwhy the constraint was assigned. You can usethe Notebook tab in the Activities window to
document these reasons.
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Used to set intermediate completion
Finish On or Before
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Used to set intermediate completion
points Forces the activity to finish no later than
the constraint date
Pulls the late finish date to theconstraint date
Affects the late dates of its
predecessorsAA
LSLS
EFEFESES
BB
LFLF LSLS
EFEFESES
LFLFLF *LF *
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Used to set intermediate completion
Finish On or Before
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Used to set intermediate completion
points Forces the activity to finish no later than
the constraint date
Pulls the late finish date to theconstraint date
Affects the late dates of its
predecessorsAA
LSLS
EFEFESES
BB
LFLF LSLS
EFEFESES
LFLF
AA
LSLS
BB
LFLF LSLS LF *LF *
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Start On
Commonly Used Constraints (cont.)
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Start On
Forces the activity to start on the constraint date. Shifts both Early and Late Start dates.
Delays an Early Start or accelerates a Late Start.
Used to specify dates submitted by contractors orvendors.
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Start On or Before
Commonly Used Constraints (cont.)
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Start On or Before
Forces the activity to start no later than theconstraint date.
Shifts the Late Start to the constraint date.
Affects the late dates of its predecessors.
Used to place a deadline on the start of the activity.
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Finish On
Commonly Used Constraints (cont.)
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Finish On
Forces the activity to finish on the constraint date. Shifts both Early and Late Finish dates.
Delays an Early Finish or accelerates a Late Finish.
Used to satisfy intermediate project deadlines.
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Finish On or After
Commonly Used Constraints (cont.)
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Finish On or After
Forces the activity to finish no earlier than theconstraint date.
Shifts the Early Finish to the constraint date.
Affects the early dates of its successors.
Used to prevent an activity from finishing too early.
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As Late As Possible
Commonly Used Constraints (cont.)
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As Late As Possible
Delays an activity as late as possible withoutdelaying its successors.
Shifts the early dates as late as possible.
Also called a zero free float constraint.
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Mandatory Start and Finish
Commonly Used Constraints (cont.)
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Mandatory Start and Finish
Forces early and late dates to be equal to theconstraint date.
Affects late dates of predecessors and early dates of successors.
May violate network logic.
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Key Concepts
Commonly Used Constraints (cont.)
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Key Concepts
Assign constraints to activities and projects to reflectreal-world restrictions.
A maximum of two constraints can be assigned to anactivity.
The Must Finish By constraint is used when an
overall project deadline must be met. Use the Start On or After constraint to set the
earliest date an activity can begin.
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Maintaining the ProjectDocuments Library
Lesson 11
153
Describe the difference between a work product
Lesson Objectives
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Describe the difference between a work product
and a reference document Create a document record Link the document record to a project document
or work product
Assign the project document to an activity orWBS
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The Work Products and Documents window
Project Documents
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The Work Products and Documents window
enables you to maintain general informationabout project documents, including links to theactual document files. Documents are organizedhierarchically to enhance categorization.
You can catalog and track project-relateddocuments and deliverables, and providestandards and guidelines for performing work onan activity.
Store documents on a network file server or Web
site. Maintain general information about project
documents such as version, revision date, andauthor.
Create a link to the actual document file.154
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Documents can be designated as a work product
Project Documents (cont.)
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g p
or reference document: Work product - Includes project or activity
deliverables that will be turned over to the end useror customer. Examples: CAD files, testing plans, andblueprints.
Reference document - Includes documents that canbe referenced by a project participant to providestandards and guidelines for performing work.Examples: guidelines, policies, procedures, designtemplates, checklists, and worksheets.
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Documents do not reside in the Primavera
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database. To access documents via Primavera, adocument record must be created in the WorkProducts and Documents window.
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Files Tab
Creating a Document Record (cont.)
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After you add a document record, you mustestablish a link to the document by specifying afile path. There are two kinds of documentlocation references:
Private Location - References can be viewed only byPrimavera client/server application users. Examplesinclude invoices, purchase orders, or contracts.
Public Location - References can be viewed by allproject participants, including timesheet users.Examples include procedure guidelines or projectchecklists.
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Assigning a Project Document to an Activity
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Project documents can be assigned to both WBSelements and activities. For example, during aproject's planning phase, you may assign adocument to a WBS element. As the details of your project develop, you can assign the samedocument to activities.
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Viewing Document Details
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Use the Work Product and Document Detailsdialog box to view details about and/or open theselected work product or document. Fields in thedialog box are summarized below:
Title - The name of the selected work product ordocument.
Author - The name of the person who created theselected work product or document.
Version - The selected work product or document's
version number. Date - The entered Revision Date.
Private/Public Location - The selected work productor document's file name.
Launch Private/Public Location - Opens the work
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Viewing Document Details
Creating a Document Record (cont.)
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Description - A narrative description of the selectedwork product or document.
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Key Concepts
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y p
Documents do not reside in the Primavera database. To access documents via Primavera, a documentrecord must be created in the Work Products andDocuments window.
After adding a document record, specify its private
and/or public location. Specifying a public locationenables all project participants to view thedocument.
You can designate a document as a work product orreference document and assign it to an activity or
WBS element. Maintain general information of each project
document such as version, revision date, andauthor.
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Formatting Schedule Data
Lesson 12
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Group activities according to a specific criteria
Lesson Objectives
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Sort activities Apply a filter
Create a filter
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Grouping is a flexible way to organize data into
Grouping Data
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categories that share a common attribute. You can group data to create customized
layouts. You can also use grouping to quicklyview subtotal data in the group title bands, viewsummary bars in the Gantt Chart, andsummarize data for reporting purposes.
Grouping is available in all windows and most dialogboxes.
Each window or dialog box has its own grouping
options. Some windows have customized/pre-defined groups.
Activities can be grouped by hierarchical fields suchas WBS, activity codes, and project codes.
Activities can be grouped by data fields such as
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Group and Sort Dialog Box
Grouping Data (cont.)
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The Group and Sort dialog box is used to set upthe organization of activities on the screen.
Show Group Totals - Choose to display or hide thetotal values for grouping bands. If you mark theShow Group Totals checkbox, you have the
additional options to Show Grand Totals and ShowSummaries Only.
Show Grand Totals - Mark to display a grand total rowat the top of the layout.
Show Summaries Only - Mark to hide the activities
within each group title band. Shrink Vertical Grouping Bands - Minimize the width
of the vertical grouping bands displayed in theActivity Table. This setting is available in windowsthat have the Group and Sort by, Customize layout
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Group and Sort Dialog Box
Grouping Data (cont.)
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Group By - Lists data items used to group thecurrent display.
Indent - Available if the selected data item ishierarchical.
To Level - Indicates the number of levels to displaywhen grouping by a hierarchical data item.
Group Interval - Indicates the interval by which youwant to group the selected data item.
Font & Color - Displays the font/color for each grouptitle band.
Hide if empty - Mark to hide the group title bands
that do not contain activities.
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Group and Sort Dialog Box
Grouping Data (cont.)
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Sort Bands Alphabetically - Mark the checkbox tosort the grouping bands alphabetically rather thantheir order in their respective hierarchy. Thischeckbox is disabled for any grouping that is nothierarchical.
Show Title - Mark to display the name of the fieldthat the layout is grouped by; the value is alsodisplayed.
Show ID/Code - Mark the checkbox to display the IDor code value on the grouping band.
Show Name/Description - Mark the checkbox todisplay the name or description on the groupingband.
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Grouping by Date
Grouping Data (cont.)
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Grouping a layout by date allows you to identifyactivities that are scheduled to occur within aparticular time period.
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Collapsing/Expanding Grouped Data
Grouping Data (cont.)
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Collapse group bands to control the level of detail you are viewing. This functionality isespecially useful if you want to focus on aspecific portion of the layout.
In the Activity Table, view summary information forthe displayed columns.
In the Gantt Chart, summary bars are displayed torepresent the Start/Finish dates in each group band.
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Sorting determines the sequence in which
Sorting Activities
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activities are listed within each grouping band.Based on the data item you choose, you can sortalphabetically, numerically, or chronologically.
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Sorting by a Single Criteria
Sorting Activities (cont.)
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To sort by a single criteria, click the data item'scolumn title.
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Filtering Activities
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A series of statementswhich determine theactivities to bedisplayed on screen.
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A filter is a set of instructions that determines
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which activities should display on screen. Filters enable you to create customized layouts
by limiting the number of activities displayed -helping you to focus on critical activities, forexample.
A set of pre-defined filters is provided, as is theability to create user-defined filters of your own.
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Filters are divided into the following groupings:
Filtering Activities (cont.)
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Default
Global
User-defined
One or more filters may be applied to a layout at atime.
Multiple criteria for selection may be used within asingle filter.
Filter specifications can be saved and re-applied.
Filters can be saved as part of a layout.
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Filters Dialog Box
Filtering Activities (cont.)
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All Activities - Mark to show all activities in thecurrent layout.
Show activities that match - When more than onefilter is marked, you must select one of the followingoptions:
All selected filters - Mark to include the activities thatmeet the criteria of each selected filter.
Any selected filter - Mark to include the activities thatmeet the criteria of at least one of the selected filters.
Replace activities shown in current layout - Displaysonly the activities that meet the criteria of eachselected filter.
Highlight activities in current layout which matchcriteria - Highlights only the activities in the currentlayout that meet the criteria of each selected filter.
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Applying a Default Filter
Filtering Activities (cont.)
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To view critical activities, you can run the Criticaldefault filter.
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You can create filters based on a single line of
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criteria or multiple criteria. A convenient single-criteria filter to use
throughout the life cycle of a project is alookahead filter. It displays the activities that arescheduled to occur within a given amount of time- for example, the next month.
You will execute the new filter to display allactivities scheduled to occur within the nextmonth, and then save the layout as One Month
Lookahead.
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If you cannot achieve your goal with a single
Using Multiple Filters
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filter, you can run two filters simultaneously.
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Applying the All Activities Filter
Using Multiple Filters (cont.)
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To refresh your screen with all activities, you canrun the All Activities filter.
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Key Concepts
Using Multiple Filters (cont.)
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Use grouping and sorting to organize activities in alayout.
Grouping is available in all windows and most dialogboxes.
The Group and Sort dialog box provides options to
show grand totals and summaries, and modify thefont and color for each grouping selected. You canalso sort the groups alphabetically, numerically, orchronologically.
Use filters to customize the layout or only show
activities that satisfy the filter criteria. You can applymultiple filters to a layout.
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Roles and Resources
Lesson 13
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Describe roles
Lesson Objectives
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Views the roles dictionary Describe resources
Identify the differences between labor, nonlaborand material resources
View the resource dictionary
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Before you begin to manage resources in
Roles and Resources
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Primavera, you must understand the differencebetween a role and a resource: Role - A role is a job title or skill - for example,
Software Engineer, Project Manager, Trainer, andDatabase Administrator.
Resource - A resource is an individual (or equipmentor material) used to complete an activity.
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The Role dictionary and Resource dictionary areenterprise data available for use across all
Roles and Resources (cont.)
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enterprise data - available for use across allprojects. After roles and resources are defined,roles can be associated to resources, identifyingthe skill sets of each resource. Each resourcealso can be assigned a primary role, which
defines the core skill or responsibility in theorganization.
Some organizations use roles as placeholders inactivity assignments until specific resources are
assigned to do the work.
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The Roles dictionary contains four tabs: General tab Lists the Role ID and Role Name The
Defining Roles
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General tab - Lists the Role ID and Role Name. TheResponsibilities field lists the skills required toperform the role.
Resources tab - Lists the resources that are capableof performing the responsibilities associated with therole as well as their proficiency.
Prices tab - There are five available price per unitvalues. The title of these values can be defined inthe Rates tab in Admin Preferences.
Limits tab - Specify allocation limit(s) for a role.
Multiple limits can be established based on effectivedate.
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Limits Tab
Defining Roles (cont.)
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Use the Limits tab to specify available quantities(limits) for a role. Setting limits helps you quicklyidentify areas of role overload in Resource/RoleUsage Profiles. You can define an unlimitednumber of role limits for each role; however, theeffective date must be unique.
By default, role limits are calculated based onthe limit defined for each role's primaryresource, which may not accurately reflect a
role's planned allocation. In the ResourceAnalysis tab in User Preferences, ResourceAnalysis tab, you can choose to display rolelimits based on the custom role limits you define
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A resource is anything used to complete anactivity The Resources window contains
Defining Resources
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activity. The Resources window containsinformation about all resources within theorganization, enabling centralized resourcemanagement. Resources are divided into threecategories:
Labor (people) - Measured in units of time. Generally re-used between activities/projects.
Recorded in terms of price/unit - for example,$50.00/hour.
Nonlabor (equipment) - Measured in units of time.
Recorded in terms of price/unit - for example,$465.00/hour.
Material - Measured in units other than time - forexample, $4.50/sf.
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Use Resource Details to add, view, and editdetailed information about the selected resource
Resource Details
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detailed information about the selected resource.
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General Tab
Resource Details (cont.)
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The General tab enables you to enter generalinformation about the selected resourceincluding the resource's ID, name, employee ID,title, e-mail address, office phone number, andstatus.
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Codes Tab
Resource Details (cont.)
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The Codes tab enables you to assign resourcecode values to further categorize the selectedresource for grouping and organizing.
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Details Tab
Resource Details (cont.)
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The Details tab enables you to enter the selectedresource's labor classification, currency andovertime settings, and profile.
Labor Classification - Indicates the resource is Labor,Nonlabor or Material.
Unit of Measure - Utilized for material resources.Select to determine what unit the resource utilizes.
Currency - Indicates the currency associated withthe resource's costs.
Overtime Allowed - Mark to indicate the resourcecan enter overtime hours in Timesheets, or in theResources tab in Activity Details.
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Details Tab Overtime Factor - Indicates the value by which the
Resource Details (cont.)
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Overtime Factor Indicates the value by which theresource's standard price should be multiplied todetermine the resource's overtime price.
Calendar - Calendar used to identify resourceavailability.
Default Units/Time - Indicates the units/time that willbe applied when the resource is assigned to anactivity.
Auto Compute Actuals - Mark to automaticallycalculate the resource's actual quantity of work
according to the project plan. Calculate costs from units - Mark to calculate the
cost of an activity based on the assigned units.
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Units & Prices Tab
Resource Details (cont.)
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The Units & Prices tab enables you to set pricesand availability according to time. Effective Date - The effective start date for price and
availability.
Max Units/Time - A numeric value or percentage the
resource can perform in a single work period,according to effective date, e.g., 8 h/d (100%) = full-time or 4 h/d (50%) = part-time. Setting this limitallows you to quickly identify areas of resourceoverallocation in resource profiles/spreadsheets.
Price/Unit - Set the resource's price for a single workunit, according to the effective date.
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Key Concepts A role is a job title or skill, for example, Trainer or
Resource Details (cont.)
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A role is a job title or skill, for example, Trainer orManager.
A resource is someone - or something - used tocomplete an activity.
Roles can be assigned to resources to aid in
resource management. Multiple roles and a singleprimary role can be assigned to each resource.
Resources are divided into three categories: Labor(people); Nonlabor (equipment); Material (measuredin units other than time, e.g., $4.50/square foot).
Roles are defined in the Roles dictionary.
Resources are defined in the Resources window,where you can use Resource Details to view and editinformation about resources.
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Assigning Roles
Lesson 14
189
Assign roles to an activity
Lesson Objectives
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Assign rates on roles
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If you know which skill sets are required for eachactivity - but not the exact people who will
Assigning Roles to Activities
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y p pperform the work - you can assign roles to theactivities. Role assignments will act asplaceholders, which you can use later to assignthe resources.
To assign a role to an activity, click Add Role inthe Resources tab in Activity Details.
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If you know which skill sets are required for eachactivity - but not the exact people who will
Assigning Roles to Activities
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y p pperform the work - you can assign roles to theactivities. Role assignments will act asplaceholders, which you can use later to assignthe resources.
To assign a role to an activity, click Add Role inthe Resources tab in Activity Details.
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Assign Multiple Roles to an Activity
Assigning Roles to Activities (cont.)
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Use Control-click to select and assign multipleroles to a single activity.
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Assigning a Role to Multiple Activities
Assigning Roles to Activities (cont.)
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You can assign a single role to multiple activitiesby selecting activities in the Activity Table andthen clicking Roles in the Command bar.
To select multiple activities: If the activities you want to select are contiguous -
Select the first activity and then Shift-click to selectthe last activity.
If the activities you want to select are not contiguous- Use Control-click to select individual activities.
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Rate types are assigned to roles in the Resourcestab in Activity Details.
Assigning Rates on Roles
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y The rate type determines the price/unit used to
calculate costs for the assignment. The namesfor each rate type are defined by your systemadministrator in the Rate Types tab of Admin
Preferences. When you select a rate type, themonetary value is updated automatically in thePrice/Unit column.
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Key Concepts Role assignments can act as a placeholder, which
Assigning Rates on Roles (cont.)
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g pyou can later use to assign a specific resource.
You can assign a single role to an activity; multipleroles to a single activity; or a single role to multipleactivities.
You can also assign rates to roles. The rate typedetermines the price/unit used to calculate costs forthe assignment.
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Assigning Resources andCosts
Lesson 15
197
Assign resources by role
Lesson Objectives
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Assign labor, nonlabor, and material resources toactivities Adjust Budgeted Units/Time for a resource Assign expenses to activities
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Following are the basic steps for resourcemanagement:
Steps for Resource Management
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Define resource availability.
Set up the resource name, description, cost, roles, andattributes that control the resource's effect on theschedule.
Enter the resource name and amount of work planned.
The cost is calculated based on the resource quantityand price/unit as defined in the Resources window.
Use the Resource Usage Profile to view resourcequantity/cost information graphically. The profile helpsyou analyze when, and to what extent, a resource is
allocated. Use the Resource Usage Spreadsheet to view resource
quantity/cost information in a tabular format. Like theResource Usage Profile, the spreadsheet helps youanalyze resource allocation.
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Resource assignments can be made by replacinga role assignment with a specific resource.
Assigning by Role
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At least one role must be assigned to an activityto assign resources by role. When you assign byrole, only those resources assigned to the roleare displayed in the Assign Resources by Role
dialog box. When assigning resources by role, a confirmation
dialog box is displayed if the resource selected toreplace the role assignment has different default
quantity/cost settings. These settings includePrice/Time, Units/Time, and Overtime Factorvalues.
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In responding to the dialog box: Click No - Apply the role's quantity/cost settings.
Assigning by Role (cont.)
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Click Yes - Apply the resource's quantity/costsettings.
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Assigning By Role to Multiple Activities
Assigning by Role (cont.)
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You can select multiple activities tosimultaneously replace their role assignments. You can also assign multiple resources by rolesto multiple activities simultaneously.
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Depending on numerous factors - including thetype of activity or type of resource - you may
Assigning Resources
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need to adjust Budgeted Units or Units/Timewhen assigning a resource.
Budgeted Units - The number of units, hours forexample, that a resource is assigned to work on the
activity. Units/Time - The number of units (hours) a resource
is scheduled to work in a specific time period - forexample, 8 hours/day.
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Assigning Resource to Level of Effort Activity
h i i i hi
Assigning Resources (cont.)
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When you assign a resource to an activity, thiscalculation is performed: Duration x Units/Time =Units. Typically, a resource is not assigned towork on a level of effort activity full time.
Therefore, the Units/Time must be adjusted after
making the resource assignment.
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Assigning a Nonlabor Resource
If l i d i d l h ld i
Assigning Resources (cont.)
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If a role is not designated as a placeholder in anactivity, assign a resource directly from theResource dictionary. Resources in the dictionarycan be used on any activity. An unlimitednumber of resources can be assigned.
The Search feature can help you quickly searchthe resource dictionary for a backhoe, a nonlaborresource which is required to work on the Backfilland Compact Walls activity.
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Adjusting Resource's Budgeted Units/Time
Y dj t B d t d U it /Ti ft
Assigning Resources (cont.)
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You can adjust Budgeted Units/Time aftermaking a resource assignment. In the examplebelow, you will manually type 16h/d in theBudgeted Units/Time column, indicating that twolaborers at 8h/d will work on the activity.
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Designating a Primary Resource
Th i i th ibl
Assigning Resources (cont.)
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The primary resource is the person responsiblefor coordinating an activity's work. An activitycan have one or no primary resource.
Only the primary resource can send feedback viaPrimavera Timesheets to the project manager,
informing the project manager of the status of anactivity.
A primary resource can be assigned to a milestoneactivity to allow the milestone to be updatedthrough timesheets. This assignment is made on in
the General tab in Activity Details. A primary resource can update steps via Timesheets.
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Assigning a Material Resource
M t i l t d i it f
Assigning Resources (cont.)
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Material resources are not measured in units of time. For example, Polyform is measured inlinear feet and concrete is measured in cubicyards. Units of measure are created in AdminCategories. After the unit of measure is created,
it is assigned to the material resource in theResource dictionary.
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Costs are planned and managed at the activitylevel. There are two types of costs:
Planning Costs
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Resource - Calculated based on resourceassignments.
Expense - Lump sum costs that are manuallyentered.
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Resource
Th t f b l l t d b d
Planning Costs (cont.)
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The cost of a resource can be calculated basedon the Price/Unit defined in the Resourcedictionary and the Budgeted Units assigned tothe activity.
Budgeted Cost = Budgeted Units x Price/Unit
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Expense
E t i t d ith
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Expenses are non-resource costs associated witha project. They are typically one-timeexpenditures for non-reusable items. Examplesof expenses include facilities, travel, overhead,and training.
Expenses are manually assigned at the activitylevel. You can enter a single lump sum expenseor you can enter the number of units and thePrice/Unit.
Expense categories can be assigned to classify theexpense.
Expenses can be accrued at the start, end, oruniformly over the duration of an activity.
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Summary Tab
U th S t b t di l it t
Planning Costs (cont.)
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Use the Summary tab to display unit, cost, ordate information for the selected activity. Select Display cost at the bottom of the page to
display the itemized and total cost of theselected activity. The activity's costs are brokeninto:
Labor Cost
Nonlabor Cost
Material Cost
Expenses Total Cost
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Key Concepts Three steps in resource management are defining
resources; assigning resources; and analyzing
Planning Costs (cont.)
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resources; assigning resources; and analyzingresources.
Resource assignments can be made by replacing arole assignment with a specific resource. At leastone role must be assigned to an activity to assign
resources by role.
If a role is not designated as a placeholder in anactivity, assign a resource directly from theResource dictionary.
When you assign a resource to an activity, thiscalculation is performed: Duration x Units/Time =Units.
When you assign a resource, you can adjustUnits/Time or Budgeted Units. You can alsodesi nate a rimar resource. 211 L
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Analyzing Resources
Lesson 16
213
Display the Resource Usage Profile
Format a profile
Lesson Objectives
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Format the timescale
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The Resource Usage Profile, which can bedisplayed in the Activities window, enables you
to view resources/role unit and cost distribution
Resource Analysis Settings
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to view resources/role unit and cost distributionover time. You can specify how data is played inthe profile via the Resource Analysis tab in UserPreferences:
All Projects
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All closed projects (except what-if projects) -Displays resource/cost usage data for:
All closed projects with a leveling priority When
Resource Analysis Settings (cont.)
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All closed projects with a leveling priority - Whenelecting to show remaining values for open versusclosed projects, choose this option to include data forall closed projects with a specific leveling priority.
Opened projects only - Focus on resource/cost usage
in the projects currently opened. Time-Distributed Data
Display data based on Remaining Early or Forecastdates.
Select the time interval for displaying live resource
allocation: hour, day, week, or month.
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The Resource Usage Profile provides a graphicalview of unit/cost distributions over time. It
displays the amount of effort needed from each
Resource Usage Profile
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displays the amount of effort needed from eachresource/role on the project during each timeperiod.
Use the profile to determine how many hours
each resource is scheduled to work; identifyoverallocated resources; track expenditures pertime period; and display a "banana curve" tocompare early and late dates.
View unit/cost distributions from a specific project orall projects to which you have access.
View resource or role allocations.
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Display separate bars for one or all of thefollowing:
Budgeted units/costs
Resource Usage Profile (cont.)
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Budgeted units/costs
Actual units/costs
Remaining Early units/costs
Remaining Late units/costs
The Resource Usage Profile timescale matches thetimescale for the Gantt Chart.
Format columns, group, sort, and filterresources/roles in the profile.
Can be saved as part of a layout.
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You can use Resource Usage Profile informationto determine which resources/roles are
overallocated and which resources/roles are
Displaying the Resource UsageProfile
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overallocated and which resources/roles areunderutilized.
The table below lists the sections of the ResourceUsage Profile. Note that there are two Display
Option bars: one that controls display options forthe left pane, and another that controls displayoptions for the right pane.
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Viewing All Projects or Open Projects Only
When you select the User Preferences setting toAll closed projects (e cept hat if projects) ou
Displaying the Resource UsageProfile (cont.)
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All closed projects (except what-if projects), youcan toggle the Resource Usage Profile to displayeither:
all open projects.
all closed projects except for what-if projects.
This option is available on the right pane DisplayOptions bar.
Once you have only the open projects displayed,
you can filter the top layout by either TimePeriod or Resource.
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Formatting the Profile
The Resource Usage Profile can be modified byadjusting Data and Graph settings in the
Displaying the Resource UsageProfile (cont.)
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adjusting Data and Graph settings in theResource Usage Profile Options dialog box.
Data settings: Display - Select to display units or costs.
Show Bars/Curves - Mark to display By Date(periodic) bars and/or Cumulative curves and formattheir colors.
Show Remaining Bars As - Select a solid color todisplay early bars and a hatched color to display latebars.
Additional Data Options - Mark to display a lineindicating resource limits; resource/roleoverallocation; resource availability; or resourceovertime units. 220 L
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Formatting the Profile
Graph settings:
V ti l Li Ch t di l j / i i ht
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Vertical Lines - Choose to display major/minor sightlines based on the timescale interval.
Horizontal Lines - Choose the line style and color.
Additional display options:
Show Legend - Display the data item each colorrepresents.
3D Bars - Add a third dimension to the bars.
Background Color - Specify the color displayed in thebackground of the Resource Usage profile.
Calculate Average - Specify the values you want to useto divide the timescale interval totals.
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Formatting the Timescale
You can specify the timescale you want todisplay in the Resource Usage Profile and the
Displaying the Resource UsageProfile (cont.)
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display in the Resource Usage Profile and theGantt Chart.
Timescale Start - Specify the date from which thetimescale should start for the profile or Gantt Chart.
Date Interval - Choose the units of the timescale inyears, quarters, months, weeks, days, hours, andshifts.
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Key Concepts The Resource Usage Profile provides a graphical
view of unit/cost distributions over time It displays
Displaying the Resource UsageProfile (cont.)
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view of unit/cost distributions over time. It displaysthe amount of effort needed from each resource/roleon the project during each time period.
Use the profile to determine how many hours eachresource is scheduled to work; identify overallocated
resources; track expenditures per time period; anddisplay a "banana curve" to compare early and latedates.
You can specify settings for resource analysis in theResource Analysis tab in User Preferences.
You can further customize the profile by using thetwo Display Option bars.
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Optimizing the Project Plan
Lesson 17
229
Analyze schedule dates
Shorten a project schedule
A l il bilit
Lesson Objectives
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Analyze resource availability
Remove resource overallocation
Analyze project costs
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Analyzing the Project
Once you have created the project plan verifyh i h j k h ld d
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Once you have created the project plan, verifythat it meets the project stakeholders' date,resource, and cost requirements. If aninconsistency exists between the informationin the project plan and the projectrequirements, you will be able to identify thesource of the problem and define a solution:
Analyze schedule dates - Evaluate the schedule toensure that milestone dates and project dates are
achieved. Analyze resource allocation - Evaluate the
resources to ensure that the resources are notoverallocated.
Analyze cost budget - Evaluate project costs. 230 L e s s o n
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The most important date in the schedule is thecalculated project Finish date. If the calculated
Finish date of the project is beyond the Must
Analyzing Schedule Dates
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Finish date of the project is beyond the MustFinish By date, the project must be shortened. Inaddition, each deliverable in the project shouldbe scheduled to finish by the dates imposed by
the project stakeholders. Steps for analysis:
Compare the calculated Finish to the Must Finish Bydate.
Back up your project plan.
Focus on critical activities.
Shorten the project.
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Comparing Finish Date to Must Finish By Date
You can quickly determine whether the projectwill finish on time by viewing the Dates tab in the
Analyzing Schedule Dates (cont.)
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will finish on time by viewing the Dates tab in theProjects window.
The Office Building Addition project must befinished by 02-Nov-10 - however, the schedule
indicates that the project will not finish until 17-Nov-10. (Note that the project actually mustfinish by the close of business on 01-Nov-10 asthe Must Finish By constraint is at 12:01 am on
November 2.)
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Focusing on Critical Activities
To shorten the project, focus on critical activities.These represent the longest continuous path of
Analyzing Schedule Dates (cont.)
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These represent the longest continuous path of activities through a project that determines theproject Finish date. If you adjust a criticalactivity, the Finish is likely affected.
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If schedule analysis leads you to conclude thatthe Must Finish By date cannot be met,
concentrate your efforts on shortening the
Shortening the Project
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concentrate your efforts on shortening theschedule. Several methods can help youaccomplish this goal:
Refine duration estimates:
Break down long activities. Assign additional resources to reduce duration.
Use relationships to overlap activities.
Apply/modify constraints.
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Change calendar assignments: Put critical activities on a longer workweek.
Add exceptions to nonworktime.
Shortening the Project (cont.)
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p
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Refining Duration Estimates
Begin the analysis by reviewing the activitieswith the longest duration In general these
Shortening the Project (cont.)
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with the longest duration. In general, theseactivities offer the greatest flexibility in alteringdurations.
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Modifying Relationships
If you need to further compress the schedule,review relationships between activities on the
Shortening the Project (cont.)
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review relationships between activities on thecritical path.
Currently, there is a Finish-to-Start relationshipbetween the Site Preparation and Excavation
activities. You determine these activities can beperformed at the same time. Therefore, changethe relationship to Start-to-Start with 5 days of lag.
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Modifying Constraints
Constraints assigned earlier in the project lifecycle may need to be modified based on the
Shortening the Project (cont.)
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cycle may need to be modified based on thelatest information from the project team. If youmodify a constraint, be sure to also modify theNotebook topic that was created to document
the constraint. A resource is available to work on the Excavation
activity. You can now remove the Start On orAfter constraint from the Excavation activity.
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Verifying Project Dates
To see if the project will now finish on time,verify that no negative Total Float exists on any
Shortening the Project (cont.)
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verify that no negative Total Float exists on anyof the activities in the project.
The Total Float for the project equals 1 day andthe calculated Finish date is 29-Oct-10.
Therefore, the project is scheduled to finishbefore the Must Finish By date of 2-Nov-10.
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The project plan is now scheduled to becompleted by the deadline. Before proceeding,
verify that resources are appropriately allocated.
Analyzing Resource Allocation
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y pp p y You can use the Resource Usage Profile to
determine which resources areoverallocated/underutilized. You can then re-
assign resources to help even the workload.
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Identifying Resource Overallocation
The Resource Usage Profile allows you to run afilter to focus on the activities that are
Analyzing Resource Allocation (cont.)
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contributing to a resource's overallocation.
Using a filter in the Resource Usage Profile,identify the activities contributing to Oliver
Rock's overallocation in January throughFebruary 2010.
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Correcting Overallocation
If overallocation is identified, choose a method toremove the overallocation from the specific
Analyzing Resource Allocation (cont.)
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presource. Several methods can help youaccomplish this goal:
Replace the overallocated resource with an available
resource. Increase the resource's workweek.
Increase the hours/day that the resource works.
Assign additional resources to the activity.
After analyzing Oliver Rock's overallocation, youhave decided to use a different resource foractivities BA5010 Review and Approve BrickSamples and BA5020 Prepare and Solicit Bids forBrick Exterior. Wa lan Smithers is not allocated 242 L
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Correcting Overallocation
Assign Waylan Smithers to work on the twoactivities.
Analyzing Resource Allocation (cont.)
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Reviewing Allocation
Use the Resource Usage Profile to checkallocation for Oliver Rock, who was removed
Analyzing Resource Allocation (cont.)
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,from the activities, and Waylan Smithers, whowas assigned in his place.
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Replacing a Resource
Note that this functionality is available only whenassigning a resource directly - it is not available
Analyzing Resource Allocation (cont.)
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g g yin the Assign Resources by Role dialog box.
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There are many options for analyzing thebudget. By displaying cost columns in the
Activity Table, you can analyze the budgeted
Analyzing the Budget
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y y y gcost of the entire project, as well as eachindividual activity.
$250,000 has been allocated for the Office
Building Addition project. You will display alayout that shows budgeted cost information soyou can determine whether the project is withinthis budget.
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Key Concepts Optimizing the project plan is the last step in
planning your project. Ensure that the project planmeets its date resource and cost requirements
Analyzing the Budget (cont.)
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meets its date, resource, and cost requirements.
If the calculated Finish date of the project is beyondthe Must Finish By date, the project must beshortened. Comapare the dates in the Dates tab in
Project Details. You can use various methods to shorten the project,
such as refining durations, modifying relationships,applying constraints, and focusing on criticalactivities.
Use the Resource Usage Profile to ensure resourcesare not overallocated.
Evaluate costs to ensure that the project can becompleted within budget.
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Baselining the Project Plan
Lesson 18
249
Create a baseline plan
Display baseline bars on the Gantt Chart
Modify the bars on the Gantt Chart
Lesson Objectives
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Modify the bars on the Gantt Chart
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A baseline is a copy of a project that you cancompare to the current project to evaluate
progress. Create a baseline plan before updatingh d l f th fi t ti
Baselines
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a schedule for the first time.
Baselines provide a target against which you cantrack a project's cost, schedule, and resource
performance. Baseline functionality in Primavera enables you
to: Save an unlimited number of baselines per project.
Designate one project baseline and up to three userbaselines at a time for comparison to the currentproject.
Assign a baseline type to categorize a baseline.Examples include initial planning, what-if, or mid- 250 L
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You can create a baseline either by: Copying the currently opened project.
Converting another project into a baseline.
Creating a Baseline
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When you create a baseline, you must select theproject to which it is associated. Baselines can beassigned only to opened projects. All opened
projects are displayed in the Maintain Baselinesdialog box.
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Categorizing the Baseline
Assign a baseline type to categorize the baseline
based on how you to intend to use it. For
Creating a Baseline (cont.)
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example, the Initial Plan baseline type can beused for your initial project plan. Anotherbaseline type, Mid-Project Status, can be used
after the project is underway. Baseline types arealso useful in organizing multiple baselines in theproject.
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Assigning a Baseline
Use the Assign Baselines dialog box to choose a
project baseline and/or user baseline for the
Creating a Baseline (cont.)
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project. If no baseline is designated as active,the current project plan is used as the baseline.
Project baseline is the baseline selected by the
project manager for the project. Used for schedule, resource, and cost comparison.
Controlled by the security privilege, Maintain ProjectBaselines.
User Baseline assignments are user-specific.
Used for schedule comparison only. Each user can choose a different baseline for
comparison to the current project.
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The Bars dialog box allows you to modify thetype, size, color, row position, and shape of the
bars displayed in the Gantt Chart.Ti l B i d b d h i l
Viewing Baseline Bars
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Timescale - Bar is drawn based on the timescaleselected, for example, Actual Bar drawn from ActualStart date to Actual Finish date.
Filter - Bar is drawn for all activities that match thecriteria listed in the filter displayed.
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Bar Style Tab
The Bar Style tab enables you to specify the
shape, color, and pattern of the bars and
Viewing Baseline Bars (cont.)
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endpoints. Shape - Shape of the selected bar's start endpoint,
the bar itself, and the finish endpoint.
Color - Choose the selected bar's start endpointcolor, the color of the bar itself, and the color of thefinish endpoint.
Pattern - The fill pattern of the selected bar.
Row - Displays the position of the bar on the Gantt
Chart.
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Displaying Baseline Bars
By displaying baseline bars in the Gantt Chart,
you can visually compare the baseline plan'sh d l d h j l
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schedule dates to the current project plan'sschedule dates.
In addition to bars displayed by default, you can
create additional bars based on date fields andfilters.
Select a value in the Row field to determineplacement of a bar in the Gantt Chart.
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Customizing the Activity Table
You can further customize the layout by choosing
display options for the Activity Table. Thesei l d h f f h d h h i h f h
Viewing Baseline Bars (cont.)
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include the font of the text and the height of therows, which can be specified in the Table, Fontand Row dialog box.
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Saving the Layout
If you are pleased with the layout, save it with a
new name.
Viewing Baseline Bars (cont.)
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Bar Labels Tab
Labels can be placed on any of the bars listed in
the dialog box. By adding dates to the bars, youi kl d t i th St t d Fi i h d t
Viewing Baseline Bars (cont.)
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can quickly determine the Start and Finish datesof activities in the Gantt Chart.
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Key Concepts A baseline is a copy of a project that you can
compare to the current project to evaluate progress.Create a baseline plan before updating a schedule
Viewing Baseline Bars (cont.)
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Create a baseline plan before updating a schedulefor the first time.
You can create a baseline either by copying thecurrently opened project or converting another
project into a baseline. Assign a baseline type to categorize the baseline
based on how you to intend to use it.
A project baseline is the baseline selected by theproject manager for the project and is controlled by
a security privilege. A user-baseline can bedesignated by each user and is used for schedulecomparison only.
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Key Concepts The Bars dialog box allows you to modify the type,
size, color, row position, and shape of the baselinebars displayed in the Gantt Chart.
Viewing Baseline Bars (cont.)
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bars displayed in the Gantt Chart.
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Project Execution and
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Project Execution andControl
Lesson 19
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Once a project has started, you need to updateactual schedule information and resource usage
at regular intervals. Your company will establisha standard update procedure including how data
Updating a Project
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a standard update procedure, including how datais collected and how often it is updated.
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How Often?
You may need to update daily, weekly, or
monthly, depending on the length of your projectand how frequently you want to adjust your
Updating a Project (cont.)
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and how frequently you want to adjust yourforecasts.
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How Data is Collected Project managers manually enter the actual date,
resource, and cost information. Record actual dates and progress, actual resource
Updating a Project (cont.)
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p g ,usage and cost, and expense costs.
Approve and apply timesheets.
Team members use timesheets to update activities.
Project managers review and approve timesheets. Project managers apply timesheets to the project.
Auto compute actuals.
Progress of activities is automatically calculatedaccording to the project plan.
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When updating a project, actuals are recordedfor each activity relative to the data date. The
data date is the date up to which actualperformance data is reported and the date from
The Data Date
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performance data is reported and the date fromwhich future work is scheduled. By default, thedata date is set to the beginning of the day.
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Create a baseline plan.
Identify the new data date with the Progress
Spotlight. Enter activity progress.
Updating Process
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Report resource use and costs to date.
Use Suspend and Resume dates as necessary.
Apply actuals to the project.
Perform target analysis.
Compare the current plan to the target to analyzevariances.
Calculate the schedule.
Be sure to verify the new data date.
Monitor project progress with reports.
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Determine whether project objectives are beingmet:
Will the project finish on time? Is it within budget?
Updating Process (cont.)
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Are project resources being used effectively?
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Tips for Statusing Use Activity Details tabs or the Activity Table.
Use Progress Spotlight to identify activities to beupdated.
Updating Process (cont.)
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p
Use filters and grouping to create a statusing layout.
Use rolling dates for a time period look-ahead.
Select only activities to be updated.
Organize in a useful sequence via activity codes,resources, and dates.
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Define the statusing period before you begin toupdate activities. In general, the statusing period
begins at the current data date and ends at apoint in the future. The length of the statusing
Defining a Statusing Period
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point in the future. The length of the statusingperiod depends on the frequency of yourupdates. You could, for example, create a
statusing period that extends one week from thecurrent data date. The end of the statusingperiod will become the new data date - the dateup to which actual performance is measured.
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There are two options to define the statusingperiod in the Gantt Chart:
Activate Progress Spotlight. Drag the data date.
Defining a Statusing Period (cont.)
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Drag the data date.
Note that even as you establish a new statusingperiod, the new data date must still be manually
changed in the Schedule dialog box.
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Progress Spotlight
Progress Spotlight creates a visible statusing
period between the current data date and thenext status date It also provides a highlighted
Defining a Statusing Period (cont.)
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next status date. It also provides a highlightedlist of activities that should have progress duringthe update period.
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Dragging the Data Date
Highlight the activities to be updated by
dragging the status line to the desired date.
Defining a Statusing Period (cont.)
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Once a project is underway, you must enteractual schedule data, resource usage, and
expense costs at regular intervals. You may needto update daily, weekly, or monthly, depending
Entering Actuals
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p y, y, y, p gon the length of your project and how frequentlyyou want to adjust your forecasts.
Actual data is different than planned data -actual data is the real time and cost associatedwith an activity.
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Enter schedule, resource, and cost data in thefollowing order:
Entering Actuals (cont.)
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Completed Activities Actual Start and Actual Finish dates
Actual Regular Units/Costs Actual Cost for expenses
Entering Actuals (cont.)
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p
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Activities in Progress Actual Start date
Percent Complete and/or Remaining Duration Actual Regular Units/Costs and Remaining Units/Costs
Entering Actuals (cont.)
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g g
Actual and Remaining Costs for expenses
If activity work is temporarily halted, use
Suspend/Resume dates.
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To update a start milestone, mark the Startedcheckbox and enter the Actual Start date. You do
not need to enter data in the Finish field becausethe activity type is a Start Milestone, which has
Statusing Milestones
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y ypzero duration.
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Three steps must be performed to update anactivity to completion:
Enter Actual Start and Actual Finish dates. Enter Actual Regular Units for resources.
Statusing Activities to Completion
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g
Enter Actual Cost for expenses.
Below you will check the Actual Regular Units for
the activity. Note that in this example, data inthe Actual Regular Units field is automaticallycompleted because Recalculate Actual Units andCost when duration % complete changes isselected in the Calculations tab in the Projectswindow for the project.
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You will now status activity BA1020 - Reviewand Approve Designs, which was completed
during this status period. The activity started ontime but finished 1 day late. Resource Paul Kim
Statusing Activities to Completion(cont.)
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worked an additional 8 hours on the activity. When selecting a new date for the Started or
Finished field in the Status tab, mark thecheckbox first and then select the date.
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Statusing a Mid-Project Milestone
A Start Milestone is updated the same way
whether it occurs at the beginning of a project orin mid-project: Mark the Started checkbox and
Statusing Activities to Completion(cont.)
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p jthen enter the Actual Start date.
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Five steps must be performed to update anactivity in progress:
Enter Actual Start date. Enter Percent Complete and/or Remaining Duration.
Statusing Activities in Progress
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Enter Actual Regular Units and Remaining Units forresources.
Enter Actual Cost and Remaining Cost for expenses.
In the example below, activity BA2010 wasstarted during the status period but is now fallingbehind schedule. You will reflect this byincreasing the Remaining Duration.
Actual Regular Units is the number of units thatresource(s) actually worked on the activity.Remaining Units represents the amount of workunits that is re uired to com lete the activit . 275 L
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The formula for calculating Remaining Units is:Remaining Units = Remaining Duration *
Remaining Units/Time.
Statusing Activities in Progress(cont.)
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When an activity starts but is unexpectedlydelayed or stopped for a period of time, you may
suspend it. A suspended activity must have an Actual Start.
Suspending an Activity
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Use the Status tab to enter Suspend and Resumedates.
Suspend date - The last day that work was conducted
on the activity. Resume date - The first day that work will continue on
the activity.
The actual duration excludes suspension time.
Use the Notebook tab to document the reason for
the suspension.
In the exercise below, the Excavation activitywas started late and then was suspended due toa snowstorm. 277 L
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The Review and Submit Flooring Samples activityhas finished 1 day early.
Resource Oliver Rock worked 8 hours less than
planned on the activity. Update Actual Units to56 hours.
Statusing Activities to Completion
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The Assemble Brick Samples activity also wascompleted during this status period.
The Assemble Technical Data for Heat Pumpactivity was started and finished in this updateperiod.
The Assemble Technical Data for Heat Pump
activity has an expense that is running over itsbudgeted amount. You will update the expensesfor the activity to reflect the spending.
In the Expense tab, the field for At Completion 279 L e s s o n
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Now that actuals have been entered, it is time toreschedule the project based on the new data
date. Any activities that did not finish on timewill delay their successor activities.
Rescheduling the Project
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Viewing the Results of Rescheduling Project
After the project has been rescheduled, the
successors to the delayed activity, BA2020, havealso been delayed.
Rescheduling the Project (cont.)
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y Analyze the activities on the critical path.
Review the project's performance to date.
Develop strategies for getting the project back ontrack.
Gain agreement within your project team.
Implement the revised project plan.
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After scheduling a project, analyze scheduledates, resource allocation, and the cost budget.
Controlling the Project
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Analyzing Schedule Dates Analyze the schedule to determine if milestone
dates and project dates are being met. Compare the calculated Finish date to the Must Finish
By date to see if you will complete the project on time
Controlling the Project (cont.)
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By date to see if you will complete the project on time.
If the project is behind schedule, analyze criticalactivities.
Adjust the project to meet your project Finish date.
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Analyzing Resource Allocation After adjusting the project, determine if resources
are being used effectively.
Controlling the Project (cont.)
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Analyzing the Cost Budget After adjusting the project, view At Completion Total
Cost to determine if you are within your budget.
Controlling the Project (cont.)
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If the calculated Finish date is later than theMust Finish By date, you can use several
methods to shorten the project: Use relationships to overlap activities.
Compressing the Schedule
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Add resources to reduce durations.
Break down long activities.
Change calendar assignments:
Put critical activities on a longer workweek.
Add exceptions to non-worktime.
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You can use the following set of questions tohelp you decide how to most appropriately adjust
the schedule: Can the Finish date of the project slip?
Compressing the Schedule (cont.)
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The project may need to be delayed if no otheroptions are available.
If the delay is approved, adjust the affectedmilestones.
If the delay is not approved, find another way tomeet the project milestones and Finish date of theproject.
Can the scope of the activity/project decrease? In some cases, in order to meet the project
milestones and finish date, you can decrease thetotal amount of work that will be accomplished, i.e.,decrease the sco e of the ro ect. 287 L
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If the scope change is not approved, findanother way to meet the project milestones and
Finish date of the project. Were the budgeted hours over- or under-
Compressing the Schedule (cont.)
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estimated? You may have overestimated the number of hours to
complete activities; the scope of work can beaccomplished in fewer hours.
You can decrease the total hours worked onactivities, which decreases the duration of theactivities.
Can an additional resource be assigned? You can assign another resource to the activity to
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If a resource is available, you can assign it tomake up the hours.
Can the resource work overtime? The resource may need to work overtime to
l i i i
Compressing the Schedule (cont.)
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complete an activity on time.
If this is possible, you can decrease the duration of the activity, then enter the original remaining hours.
The hours the resource works each day will increase.
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Reporting Performance
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Reporting Performance
Lesson 20
295
Describe reporting methods
Run a schedule report
Create a resource report with the Report wizard Create a report using the current layout
Lesson Objectives
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Create a report using the current layout
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There are many methods to distribute schedule,resource, and cost performance information to
the project team, including: Printed layouts
P i t d t f th R t i d
Methods for Performance
Reporting
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Printed reports from the Report wizard
Printed reports from Report Writer
Project Web site
Timesheets
Primavera Web applications
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The Reports window displays reports forschedule, resource, and cost.
Reports Window
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You can report schedule performance using apre-defined schedule report.
Running an Existing Report
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Run Report Dialog Box
Use the Run Report dialog box to compile and
print the selected report. Print Preview - Preview the report before printing it.
Running an Existing Report (cont.)
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Directly to Printer - Compile and print the report.
HTML File - Compile and save the report as an HTMLfile.
ASCII Text File - Choose to compile and save thereport as a delimited text file (.txt).
Field Delimiter - Select the character used to separatecategories of information that you save in delimitedtext format (i.e., comma, tab, space).
Text Qualifier - Select the character used to separatecategories of data that you save in delimited textformat (.txt) if the data contains the field delimiter youspecify, such as quote marks (").
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Run Report Dialog Box Output file - If you choose HTML File or ASCII Text
File, click to specify the file name and location whereyou want to save the report.
View file when done - Mark this checkbox to
Running an Existing Report (cont.)
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e e e do e a s c ec bo oautomatically open the report in your default Webbrowser for an HTML file or your default text viewer
for an ASCII text file. Notes - Use to add a comment to the report.
Comment appears directly under the report title.
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Print Preview
Print preview allows you to make modifications
to the layout before printing.
Running an Existing Report (cont.)
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Print Preview Dialog BoxItemItem FunctionalityFunctionality
1. Page Setup Define report's header/footer, margins, andorientation.
2. Print Setup Select the default printer, print size, andpage orientation.
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3. Print Print the displayed report.
4. Publish Print the report in HTML format.
5.Left/Right/Up/Down
Display the previous or next page of thedisplayed report.
6. Last/First Page Display the first or last page of the displayedreport.
Print Preview Dialog Box (cont.)
ItemItem FunctionalityFunctionality
7. Zoom In/Out Magnify/reduce your view of the displayedreport.
8. Help Open Help.
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9. Close Close Print Preview and return to theprevious window.
Printing Reports
Printing reports is an effective way to
communicate project information with resourcesand other project managers.
The report below displays the Original Duration
Running an Existing Report (cont.)
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The report below displays the Original Duration,Remaining Duration, Percent Complete, Activity
Name, Early Start, Early Finish, Late Start, LateFinish and Total Float of all the activities in theproject.
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The Report wizard enables you to easily create awide variety of ad hoc reports. The reports can
be modified as they are built, or they can bereopened later to be modified.
To create a wizard report:
Report Wizard
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To create a wizard report: Select a base table and pertinent data fields.
Organize the data via grouping, sorting, and filteringoptions.
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Create or Modify Report
You will use the wizard to create a report that
shows the resource assignments on the projectand related Notebook topics.
Report Wizard (cont.)
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Configure Selected Subject Areas
Select the columns you would like to use in the
report.
Report Wizard (cont.)
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Adding a Filter to the Report
Select the filter you would like to use in the
report.
Report Wizard (cont.)
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Print Preview
You can preview the report before printing. To
print, click the Print icon.
Report Wizard (cont.)
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After reviewing your report, you can save it andassign it to a specific report group.
Saving a Report
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Assigning a Report to a Report Group
To easily locate a report, you can assign it to a
report group. A report can be assigned to onlyone report group.
Saving a Report(cont.)
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The Report wizard can also be used to createreports based on the layout that is currently
displayed. Reports can be modified as they arebuilt through the wizard.
Creating a Report Using the
Current Layout
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Key Concepts The Reports window displays reports for schedule,
resource, and cost. You can report schedule performance by choosing
one of the pre-defined schedule reports listed in thei d
Creating a Report Using the
Current Layout (cont.)
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Reports window.
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Key Concepts The Report wizard enables you to easily create a
wide variety of ad hoc reports. The reports can bemodified as they are built, or they can be reopenedlater to be modified. To create a wizard report:
S l t b t bl d ti t d t fi ld
Creating a Report Using the
Current Layout (cont.)
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Select a base table and pertinent data fields.
Organize the data via grouping, sorting, and filteringoptions.
The Report wizard can also be used to create reportsbased on the layout that is currently displayed.
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Project Web Site
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j
Lesson 21
317
Create and launch a project Web site
Customize the appearance of a project Web site
Publish activity layouts as HTML pages
Lesson Objectives
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The project Web site feature is used to publish aproject plan as a Web site on an intranet or as a
Web site on the Internet. Using a Web browser,the project team and other interested parties canview project documents that contain hypertext
Project Web Site
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p j yplinks to other pages, enabling them to movebetween projects and from page to page within areport.
You can browse a project plan at a high level andquickly view more detailed information aboutspecific activities, work products and documents,
resources, etc. You can also navigate a projectWeb site using the project's WBS, resourcehierarchy, reference documents outline, activitycodes and values, risks, and issues. 318 L
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Among the Web site features: Customize the Web page design.
Create a Web site that contains one or multipleprojects.
The project(s) must be opened when publishing.
Project Web Site(cont.)
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Control the level of detail published, for examplelimiting activity information and personal
information about resources.
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Control the information included: Activity layouts
Tracking layouts
Project reports
Global data dictionaries
T t j t W b it l ll i t bli hi
Project Web Site(cont.)
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Test a project Web site locally prior to publishingpublicly.
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On the General tab in the Projects window, youcan create a link to the location of the project
Web site. Use the General tab to set up the information
displayed on the Web site:
Creating a Project Web Site
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displayed on the Web site: Web Site Name, Web Site Description, and Last
Publish Date is displayed on the Web site splashscreen.
Path chosen in the Publish Directory field determinesthe location of the Web site files.
Scheme determines the fonts, colors, icons, andsplash screen that will be used for the Web site.
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You can use the default scheme or create yourown scheme by adding graphics, fonts, and
colors. Customizable features includebackground/foreground colors, icons/logos, andtext types/fonts.
Customizing the Project Web Site
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Use the Main Form tab to customize features onthe main form of the Web site.
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Splash Tab
Use the Splash tab to customize features on the
splash screen.
Customizing the Project Web Site(cont.)
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Topics Tab
Use the Topics tab to determine the detailed
data to publish to the Web site. If all checkboxesare cleared, only WBS data is published.
Customizing the Project Web Site(cont.)
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Graphics Tab
Use the Graphics tab to select existing activity or
tracking layouts to publish to the project's Website.
Define activity layouts in the Activities window and
Customizing the Project Web Site(cont.)
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y ytracking layouts in the Tracking window.
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Reports Tab
The Reports tab is used to select existing reports
to publish to the project Web site. If you do not want reports to be displayed in a
specific Web site, clear the Include in project
Customizing the Project Web Site(cont.)
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specific Web site, clear the Include in projectWeb site checkbox.
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Publishing the Web Site A project Web site cannot be published in a
subdirectory beneath the directory that containsPrimavera.
A project Web site cannot be published if thesubdirectory contains files other than the Project
Customizing the Project Web Site(cont.)
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subdirectory contains files other than the ProjectWeb site files.
If the publish subdirectory contains only project Website files, those files will be deleted and replaced withthe updated files.
If the publish subdirectory does not exist, thesubdirectory will be created.
Data is static as of the date the site is published. To
update the site with the new data, publish the siteagain.
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Launching the Web Site
The Web site can be launched two ways:
Automatically in the default browser if theAutomatically launch web site preview afterpublishing checkbox is marked.
Customizing the Project Web Site(cont.)
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Manually from the General tab in the Projectswindow.
The URL set for the Web site is also displayed inPrimavera Portfolio Analysis and in Timesheets,and can be used to launch the Web site.
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The project Web site is divided into three panes: Upper pane - Contains a navigation toolbar for quick
access to various sections of the Web site.
Click the Subtoolbar to view a specific set of datarelating to what is selected from the upper pane.
Left pane - Select the data elements to view
Navigating the Project Web Site
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Left pane Select the data elements to view.
Right pane - Navigate through the details for the
element displayed in the left pane. The icons in the upper pane allow you to view
global data dictionaries as well as theactivity/tracking layouts and reports you selectedto publish.
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Save activity layouts as HTML files that are notlinked to a project Web site you previously
created. The layouts represent a static picture of the project. Timescale begins on the date defined by the
l t d l t
Publishing Activity Layouts
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selected layout.
Columns displayed are defined by the selected
layout.
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Key Concepts
The project Web site feature is used to publish a
project plan as a Web site on an intranet or as aWeb site on the Internet. The Web site caninclude activity layouts, tracking layouts, project
Publishing Activity Layouts(cont.)
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reports, and global data dictionaries.