demonstrating multiple phases in multiple colors for one project or many - oracle primavera p6...
TRANSCRIPT
REMINDERCheck in on the
COLLABORATE mobile app
Demonstrating Multiple Phases in Multiple Colors on One Line in P6
Prepared by:Marie GunnersonGlobal Primavera ManagerParsons Brinckerhoff
Technique for summary in one project or summarizing multiple projects
Session ID#: 15438
1
Presenter Information – Marie Gunnerson
■ Professional ▪ Manages Primavera software for Parsons Brinckerhoff▪ Provides internal training in Primavera P6 and for clients
■ Volunteer▪ OPSIG Co-chair▪ Project Management Institute (PMI)
— PMBOK® Guide
— Practice Standard for Scheduling
▪ Other— GAO Schedule Assessment Guide
■ Personal▪ Home is Boston, MA▪ Travel has its benefits
Company Information■ Global professional services firm supporting
clients across the lifecycle of infrastructure projects
■ Approx. 14,000 employees in 150 offices worldwide
■ Broad range of Services and Markets
▪ Strategic Consulting; Planning; Design; Program and Construction Management; Operations and Maintenance
▪ Transportation; Power & Energy; Buildings; Mining; Environmental; Water and Wastewater; Urban and Community Development
■ The Professional Services Division of the Balfour Beatty Group, an international infrastructure services organization
Communicating Project Schedule Information (with actual human beings)
Problem■ Bottom-up project schedule provides a good estimate■ But lots of detail
Need■ Simple, clear depiction of plan
Insight■ Compress activities into several phase segments per line■ Differentiate the multiple segments with color
Solution■ Multi-bar Gantt Chart
Multi-bar Gantt Concept
■ Represent a number of activity bars with a segmented bar:
Example Traditional project schedule GanttMulti-bar Gantt Chart
The Multi-bar Method
Using P6 PPM
What Do the Human Beings Want to See?
■ What is the purpose of the chart?
■ What key information is to be conveyed?
■ What level of summary is required?
■ What is the color scheme?
■ What other data is to be included in the layout?
Analyze Requirements Against Data
■ Review existing project schedule data
■ Identify the activities to be summarized
■ Determine the number of Multi-bar segments
■ Evaluate means of determining segment end points
■ Identify data to be added to create Multi-bar Gantt chart▪ Dates▪ Activity codes
Required Elements for Multi-bar Method
■ User defined bars for Multi-bar segments
■ Start and Finish dates to delineate Multi-bar segments
■ Technique to determine Start and Finish points
■ Configuration of segments
■ Layouts for Multi-bar views▪ Group & Sort▪ Filters▪ Columns
User Defined Bars
■ Created in Bars dialog box■ One bar for each Multi-Bar segment■ Defined by Start and Finish dates
▪ Start and Finish points of segments
▪ Duration for segments
Start Finish
Multi-bar Start and Finish point techniques■ Technique 1
▪ Differentiated user defined bar segments
▪ User Defined Fields to hold date information
■ Technique 2
▪ Collapsed bars to create segments
▪ LOE activities
▪ WBS summary activities
User Defined Fields Start and Finish PointsTechnique 1
Identify User Defined Fields Needed for Multi-bar
■ Number of fields depends on number of segments
▪ Define segments with start date or finish date data types
■ Segment duration fields
▪ Define segment duration with numeric data type
■ Use a “placeholder” user defined date field for activities with only one segment
Technique 1
Methods for Entering User Defined Fields Start and Finish Dates
■ Manual data entry
■ Import/Export via Excel
■ Global Change
Technique 1
Manual Data Entry in LayoutTechnique 1
Tips for Manual Data Entry of Multi-bar Start and Finish Dates
■ Add column for each User Defined Field required for Multi-bar
■ Table view will provide most space for data entry
■ Save version of layout with columns for data entry and update
■ Save a layout to display for Multi-bar without columns
Technique 1
Steps for Import/Export of Multi-Bar Start and Finish Dates■ Add some data into each field using manual data entry■ File/Export to Spreadsheet to create Excel import worksheet ■ Create Multi-bar template for export
▪ Selecting User Defined Fields to be included in template▪ Three key fields required by P6
■ Finish Export
■ Enter User Defined Fields data in Excel spreadsheet▪ Enter data, not formulas
■ Don’t change column headers in rows 1 and 2▪ Don’t add columns
■ Save edits■ File/Import Spreadsheet (XLS) with Multi-bar data into project
Technique 1
Import/Export User Defined Fields Technique 1
Global ChangeTechnique 1
Hints for Calculating User Defined Fields with Global Change
■ May be easier to create 2 Global Change specifications than 1
■ Equation: User Defined Field = result of expression
■ Define equation to calculate Multi-bar data points▪ User Defined Field Start and Finish dates▪ User Defined Field Segment Duration
■ All standard warnings about Global Change apply▪ You can cancel after viewing▪ Keep log - just in case
Technique 1
Examples of Global Change EquationsTechnique 1
■ Know total duration, use factor to calculate segment duration
Phase-II-OD = Original Duration x .5Phase-III-OD = Original Duration x .33
■ Know segment durations, calculate total duration through addition
Original Duration = Phase-I-OD + Phase-II-ODOriginal Duration = Original Duration + Phase-III-OD
■ With duration, calculate start and finish datesPhase-II-Start = Phase-I-End + 1Phase-II-End = Phase-II-Start + Phase-II-OD
Start and Finish Dates with Technique 2
■ Add an activity per phase to serve as the Multi-bar summary activity that reflects duration of the phase▪ LOE activities▪ WBS summary activities
■ Add activity codes as required
■ Add relationships for LOE activities
■ Schedule the project to calculate dates for Multi-bar summary activities
LOE Activities Added and Scheduled
■ This is the first bullet of text■ This is the second bullet of text at the same level
▪ This is a sub-bullet of text— This is a secondary sub-bullet of text (and should be as far sub-
bullets indent)– This tertiary sub-bullet will be seldom used, but available
▪ This is another sub-bullet of text■ And this is the third bullet of text
Technique 2
Define Collapsed Bar Segments
■ Add user defined bars for each phase
■ Add filter for each bar for Multi-bar summary activities
■ In Bar settings check “Show bar when collapsed”
Technique 2
Configuration of Multi-bar Segments
Tips for Configuring Multi-bar in Gantt Chart
■ One bar per segment is needed▪ Order matters▪ Name included in legend
■ Carefully select:▪ Time scale – “User Dates”▪ User Start Dates▪ User Finish Dates▪ Filter for each phase for Technique 2
■ Bar style for shape and color■ Bar labels may be placed on segments■ May need underlying bar for relationship lines if Multi-bar user
define start and finish dates don’t coincide with calculated dates
■ Create Filter to select Multi-bar activities to collapse to■ May require more than one filter
Filter to Multi-bar summary activities
Creating the Multi-bar Layout
■ Technique for calculating Multi-bar dates affects layout▪ Technique 1 using activities may be grouped or not▪ Technique 2 using collapsed activities requires grouping
■ Determine columns to be included in data table■ For Group & Sort determine what data to group on
▪ Activity Codes▪ WBS▪ Level
■ Usual decisions for sort, display options, and color schemes■ Select filter to limit view to Multi-bar bar summary activities■ SAVE THE LAYOUT!
Give the Multi-bar View to the Human Beings
Or this Multi-Bar View with Technique 2
Using the Multi-bar Methodto Summarize Projects
This is a subtitle or bulleted list
Applying Multi-bar Method at Project Level
■ Works best where projects have common elements■ Use Multi-bar techniques to create Multi-bar activities in each
project▪ Designate activities to represent “phases” for each project
■ Use Activities rather than Projects window■ Open all projects you want in Multi-bar Gantt chart■ Filter activities to the Multi-bar activities in each project■ Open Multi-bar layout you have saved■ Modify and save layout for project level view■ If use Technique 2 group by project to get project Multi-bar
Summary of Projects with Multi-bar View
Sample data for demonstration only. Not to be construed as actual project data or to be used for project planning.
Multi-bar Method Demonstration
36
Features That Would Enhance Multi-bar
■ Calculated user defined fields at activity level
■ User defined fields values calculated from other activities
■ Enhanced bar formatting
▪ Bar thickness
▪ Bar label placement for User Dates
■ Allow same bar formatting at project level as activity level
Thank you for attending- at the end of the day!
■ Marie Gunnerson
■ +1-617-960-4884
■ Co-chair OPSIG▪ www.primaverasig.com
Speaker Contact Info:
Please complete the session evaluationWe appreciate your feedback and insight
You may complete the session evaluation either on paper or online via the mobile app 39