September 2012 Webinar Slideshow - Integrating Costs ...€¦ · Management & the EPS-Enterprise Project Structure in P6 should mirror each other. Projects can be created in matching

Integrating Costs With Primavera Contract

Manager, P6 Scheduler, and P6 Web

September Webinar

Manager, P6 Scheduler, and P6 Web

presented by:

Jonathan McNatty, PSP

DRMcNatty & Associates, Inc.

The Primavera Solution!

•• Primavera allows you to effectively manage time, Primavera allows you to effectively manage time,

costs, resources, contracts and changescosts, resources, contracts and changes in a in a

single integrated solution. single integrated solution.

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•• Primavera’s IntegratedPrimavera’s Integrated Program Management (IPM) Program Management (IPM)

provides each project participant with anytime, provides each project participant with anytime,

anywhere access to their project informationanywhere access to their project information. .

Primavera’s Integrated Program Management

Interactive Program Dashboard and Reporting

Work Flow - Collaboration - Document Management

Integrated Program Management P6 Web

Web interface

accesses Planner &

CM data, provides

collaboration

platform

Contract and Change Management Job Cost Control Risk MitigationWork Flow - Collaboration - Document ManagementDocumentControlScheduling Resource Management

P6 Planner

Schedules + costs

& resources in the

perspective of

time

Contract

Management

Contracts, Costs,

Changes &

Correspondence

3

Primavera Deployment

Internet

P6 WebP6 WEB USER

Project data from P6 (Schedule) and

Contract Management (Contracts) can be

viewed in P6 Web

LAN, VPN

P6 DatabaseContract Management

Database

Local Area Network

CM USER

Contract

Management Web

ServerP6 USERP6 Web Server

LAN, VPN

RDP, Citrix

Linking Projects

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Primavera Contract Management

– Project Managers

– Construction Managers

– Contract Administrators

– Field Superintendents

– Contractors

– Subcontractors

Who uses Contract Management

– Cost Engineers

– Job Cost Administrators

– Architects

– Owners

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Contracts • Change Management • Job Cost • Document Control

P6 – Project Management

Who uses P6 Project Management?

– Program Management Team – Program Master Schedule

– Construction Managers – Project Master Schedule

– Cost Engineers – Project cost & resource loading & reporting

– Contractors – Project execution schedules– Contractors – Project execution schedules

– Subcontractors – Subcontract execution schedules

– Architects – Design milestone schedules

– Owners – regulatory compliance milestones & schedules

Scheduling Resource Management • Costs & Resources in Perspective of Time

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Project Setup Needs To Be Standardized

• The projects in Contract Management and P6 Project Management need to

match when linking the projects between the two systems.

Contract Management Project Tree P6 Project Structure

The Project Tree in Contract

Management & the EPS-

Enterprise Project Structure in

P6 should mirror each other.

Projects can be

created in matching

nodes.

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Getting Them Linked

•• Once the project structure is set up the two systems Once the project structure is set up the two systems can be linked to share data. The project structure is can be linked to share data. The project structure is integral to linking the systems.integral to linking the systems.

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•• An Application Administrator should be responsible for An Application Administrator should be responsible for

setting up the link between the two systems, it setting up the link between the two systems, it

requires some IT knowledgerequires some IT knowledge. .

Getting The Projects Linked – P6 • Access the Admin Preferences in P6 to link to Contract Management & P6 Web.

Click Admin

Access the

Options Tab

Fill in the URL address

for P6 Web

Fill in the URL address for

Contract Management

Check the box for

Contract Management &

Choose version

Choose Admin

Preferences

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Getting The Projects Linked – P6 • Access the Admin Preferences in P6 to link to Contract Management & P6 Web.

Click Admin

Access the

Options Tab

Fill in the URL address

for P6 Web

Fill in the URL address for

Contract Management

Check the box for

Contract Management &

Choose version

Choose Admin

Preferences

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Getting The Projects Linked – P6 (cont.)

• Select a project in P6 and click on the Contract Management tab.

Click on a

project

Click on the

Contract

Management tab

Check box to link

to Contract

Management

Select the project from the

Contract Management

database

Click to access the

Contract Management

database

Type in the Contract

Management ID and

Password

Select to access

Contract Management

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Getting The Projects Linked – Contract Management

• Access the Project Settings from a project to link to a project in P6.

Right Click on a

project

Select Project Settings

to access the Schedule

section

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Getting The Projects Linked – Contract Management

• Select the Database & Project from P6.

Choose

PrimaveraSelect the database

from the P6

database listdatabase list

Select the

project from P6

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Managing The Costs & Schedule Together

•• Project Managers need the Costs & Schedule to be integrated between Project Managers need the Costs & Schedule to be integrated between Contract Management & P6 to not duplicate data entry.Contract Management & P6 to not duplicate data entry.

•• Project Managers wantProject Managers want to create all the Committed contracts in to create all the Committed contracts in

Contract Management with costs and import to P6 to create a Contract Management with costs and import to P6 to create a

summary cost loaded baseline schedule with datessummary cost loaded baseline schedule with dates. . summary cost loaded baseline schedule with datessummary cost loaded baseline schedule with dates. .

•• ManagementManagement wants to see the status of the project without knowing wants to see the status of the project without knowing

how to use Contract Management or P6how to use Contract Management or P6. .

•• SubcontractorSubcontractor schedules can then be imported under the Summary schedules can then be imported under the Summary

activitiesactivities. .

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Importing Contracts From

Contract Management To P6

•• Use the Contracts module Committed or Budgeted. Use the Contracts module Committed or Budgeted.

•• Importing a Contract creates an activity in P6 with a unique Importing a Contract creates an activity in P6 with a unique

Activity IDActivity ID. .

•• Costs from Contract Management are allocated to the Expense tab onCosts from Contract Management are allocated to the Expense tab on

the activity in P6the activity in P6. . the activity in P6the activity in P6. .

•• Cost Codes from Contract Management update the Cost Accounts list Cost Codes from Contract Management update the Cost Accounts list

in P6in P6. .

•• OtherOther useful data is transferred from Contract Management such as useful data is transferred from Contract Management such as

Codes and Document linksCodes and Document links. .

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Create Cost Codes In Contract Management• Enter Cost Codes in the Cost Worksheet module.

Use the Add Cost Use the Add Cost

Code button to add

Cost Codes

• Import capability exists with Microsoft Excel.

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Create Contracts In Contract Management• Create a Contract and provide Cost and Contract name.

Enter Cost data. SOV-

Schedule of Values for

Contract. Imports to

Expense Tab in P6

Provide name of

Contract. Imports as

Activity Name in P6

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• Enter cost data for contract and allocate to Cost Codes.

Enter $ value for the

total contract value

Create Contracts In Contract Management (cont.)

Add Cost Codes and

allocate $ value for

each line item

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• Enter the Schedule data in the Schedule Section of the Contract.


Enter the Activity ID #. The

# imports into P6 as the

“Activity ID”

Enter the dates for the

Contract. They import as

the Start & Finish dates for

the Activity in P6

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• Create all the Contracts to be imported into P6 as activities.


Activity ID

Activity Name “Contract”

Activity Code

“Responsibility”

Activity Code

Start Date/

End Date

Budgeted

Total Cost

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Import Contracts Into P6 as Activities• Schedule before the import of contracts from Contract Management - LOE

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Importing Contracts & Other Documents Into P6• Select “Import from Contract Manager” from the File menu in P6 for a specific project.

Select File from the

Menu bar in P6

Choose Import from Contract

Manager to bring up the

selection menu screen

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Importing Contracts & Other Documents Into P6 (cont.)

• Select the types of documents to import from Contract Management to P6.

Select Import when

finished make selections

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The Contract Manager

Import Report will display

all changes

Importing Contracts & Other Documents Into P6 (cont.)

After review select the

Commit Changes button

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• Schedule after the import of contracts from Contract Management.

Import Contracts Into P6 As Activities

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• Schedule after the import of contracts from Contract Management

Import Contracts Into P6 As Activities (cont.)

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Imported Activities In P6

• Costs are distributed to the Expenses tab in P6 from Contract Management

Each Line Item from the

Contract is added to the

Expense tab

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Summary Level Schedule With Costs

• Group by Contract and total the costs.

Subcontractor schedules can be

imported for each contract or

trade performing work

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Record Actual Cost With Payment Requisitions• Generate a Payment Requisition from an existing contract.

Record actual costs in

the Schedule of Values

section

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Record Actual Cost With Payment Requisitions (cont.)• Enter the billing amount and select the activity from the P6 schedule.

Enter the billing amount

for this period

Select the Activity ID

from the P6 Schedule

Must be a 1 to 1

relationship with activity in

P6 to update costs

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Record Actual Cost With Payment Requisitions (cont.)

• Certify the Requisition to record Actual to Date costs.

Requisition must be Requisition must be

certified to update costs

in P6 Schedule

Contract is updated with

Actual to Date Costs

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• Import the Schedule of Values into P6 from Contract Management to update costs.

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• Actual Costs are recorded on the activities assigned to the Payment Requisition.

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• Actual Costs can be viewed on the Expenses tab.


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P6 R8.2 Web Dashboard

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Access Contract, Cost & Schedule Data In P6 Web

• Add projects to the Personal Workspace to view Projects.

Click on a project to

access more detail

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Access Contract, Cost & Schedule Data In P6 Web (cont.)

• Access the P6 schedule with the ability to modify activities in P6 Web.

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Access Contract, Cost & Schedule Data In P6 Web (cont.)

• Access the Cost Worksheet from Contract Management in P6 Web.

Click to open Contract

Management from P6Web

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P6 R8.2 Web Product Demonstration

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Questions?