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Welcome to theEastwood Harris Pty Ltd
Primavera P6Versions 8.1, 8.2 & 8.3
Professional and OptionalClient
3 day training course
PMI REP No 3001 Course Number PP6
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IMPORTANT POINTS FORINSTRUCTOR See notes below.
Page 4
Course Objectives
This course objectives are teach participants:
Introduction to the user interface and how to plan
projects without resources,
Filters, layouts and printing,
Baselines, and updating an un-resourced project,
Creating and assigning roles and resources,
Controlling projects with resources and costs,
Setting up and administering a database plusadvanced features including import/export,
Activity Codes, Custom Data Fields and GlobalChange.
Successful completion of all the course workshops will
confirm that the objectives have been met.
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Administration Evacuation
Facilities, timings and meals
Mobile phones & Emails
Introductions:
Your name,
The types of projects you are involved in,
Your experience in scheduling software and
What you seek from this course
What version of P6 does your company use
Course attendance sheet,
Course conduct.Page 6
6
Course AgendaDay 1 Modules
1 - Introduction
2 - Creating a Project Plan
3 - Starting Up and Navigation
4 - Creating a New Project
5 - Defining Calendars
6 - Creating a Primavera Project WBS
7 - Adding Activities and Organizing Under the WBS
8 - Formatting the Display
9 - Adding Relationships
10 - Activity Network View
11 Constraints.
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Course AgendaDay 2 Modules
12 - Group, Sort and Layouts
13 - Filters
14 - Printing and Reports
15 - Scheduling Options and Setting a Baseline
16 - Updating an Unresourced Schedule
17 - User and Administration Preferences
18 - Creating Roles and Resources
19 - Assigning Roles, Resources and Expenses.
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8
Course AgendaDay 3 Modules
20 - Resource Optimization
21 - Updating a Resourced Schedule
22 - Other Methods of Organizing Project Data
23 - Global Change
24 - Managing the Enterprise Environment
25 - Multiple Project Scheduling
26 - Utilities
27 - Earned Value.
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1 - INTRODUCTION
1.1 - Purpose of the Course
1.2 - Required Background Knowledge
1.3 - Purpose of Planning
1.4 - Project Planning Metrics
1.5 - Planning Cycle
1.6 - Levels of Planning
1.7 - Monitoring and Controlling a Project.
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1.1 Purpose of the course
Provide a method for planning, scheduling andcontrolling projects using Primavera,
Within an established Enterprise Project database ora blank database,
Up to an intermediate level.
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1.2 - Required BackgroundKnowledge The ability to use a personal computer and
understand the fundamentals of the operating
system,
Experience using application software such asMicrosoft Office and
An understanding of how projects are planned,scheduled and controlled, including understandingthe project management processes applicable toyour projects.
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1.3 - Purpose of Planning
The ultimate purpose of planning is to build a modelthat allows you to predict which activities andresources are critical to the timely completion of theproject,
Strategies may then be implemented to ensure thatthese activities and resources are managedproperly, thus ensuring that the project will be
delivered both On Time and Within Budget.
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3.16 - Commit Changes F10 Key
The File, Commit Changes command writes anychanges you have made to the database,
These changes may then be read by other users bythe Refresh Data command.
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3.17 - Send Project
The File, Send Project function creates an XER fileand attaches it to an email.
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3.18 - Closing Down
The closing down options are:
Select File, Close All or Ctrl+W to close allProjects, but not the software,
Select File, Exit or click the icon in the top rightside of the Primavera window to shut down allprojects and close Primavera.
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3 - STARTING UP ANDNAVIGATION - SUMMARY3.1 - Logging In
3.2 - The Projects Window
3.3 - Opening One or More Projects
3.4 - Displaying the Activities Window
3.5 - Opening a Portfolio
3.6 - Top and Bottom Panes of Windows
3.7 - User Interface Update
3.8 - User Preferences
3.9 - Starting Day of the Week
3.10 - Admin Preferences Set Industry Type
continued...
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3 - STARTING UP ANDNAVIGATION - SUMMARY3.11 - Application of Options within Forms
3.12 - Do Not Ask Me About This Again
3.13 - Right-clicking with the Mouse
3.14 - Accessing Help
3.15 - Refresh Data F5 Key
3.16 - Commit Changes F10 Key
3.17 - Send Project
3.18 - Closing Down.
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3.19 - Workshop 1 - NavigatingAround the Windows To become familiar with Primavera you will need
open your database and navigate around thewindows,
Note: Your windows may look different from the onesused in this course which uses a demonstrationdatabase provided by Oracle Primavera.
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4 - CREATING A NEW PROJECT
4.1 - Creating a Blank Project
4.2 - Copy an Existing Project
4.3 - Importing a Project
4.4 - Setting Up a New Project
4.5 - Project Dates
4.6 - Saving Additional Project and EPS Information -
Notebook Topics
4.7 - Workshop 2 - Creating Your Project.
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4.1 - Creating a Blank Project
Select File, New to run the Create New ProjectWizard,
Information Required:
EPS Node
A unique Project ID
Project Name
Planned Start date
(Optional Must FinishBy date)
Responsible Manager (OBS)
Resource Rate Type.
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4.2 - Copy an Existing Project Select project or projects to be copied,
Select Edit, Copy or Ctrl C,
Select EPS Node to be copied to,
Edit, Paste or Ctrl V
Select options as required:
Page 82
4.3 - Importing a Project Different Versions of Primavera run on different databases
including Oracle and Microsoft databases,
Primavera will not open a standalone project file,
You may be required to import a project or project datathat has been created in another program,
Primavera is equipped with a set of tools for importingprojects and data in Excel format from other sources,
Select File, Import to open a wizard that will guide youthrough the process of importing projects into yourdatabase,
Select File, Export to open a wizard that will guide youthrough the process of exporting projects from yourdatabase,
NOTE: Importing projects will often import a large amountof unwanted data.
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4.3.1 - Primavera File Types XER Used to exchange one or more projects
between Primavera database,
PLF Used to exchange Layouts between Primaveradatabases,
ANP Used to save the position of activities in anActivity Network,
ERP Used to exchange Reports between Primaveradatabases,
XML A format introduced with Primavera Version6.0 which is used to import data from the Project
Manager module. This is the same software languagebut a different format to a Microsoft Project XML fi le.
PCF Used to exchange Global Changes between
Primavera databases.
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4.3.2 Non Primavera File TypesPrimavera will import and/or export to the following file types: Microsoft Project MPP 2000 - 2003 is imported and
exported, but require Microsoft Project 2000- 2003 to beloaded,
Note: Loading of MSP 2007 or MSP 2010 disables the MPPimport function of P6,
Microsoft Project 2000/2003, 2007 and 2010 XMLfiles are exported and imported by Primavera, removingthe requirement to have Microsoft Project loaded,
Primavera Project Planner P3 and SureTrak files saved inP3 format. A SureTrak project in SureTrak format should besaved in Concentric (P3) format before importing, thisfunction needs P3 or SureTrak loaded,
MPX (*.mpx). files are imported and exported,
XLS. Primavera Version 5.0 has a new function allowing theimport and export of data in Excel format.
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7.12 - Reordering or SortingActivities
The sort order of activities within a band is set by anorder from one or more columns,
You may not drag activities up or down the schedulein the same way as other products.
To sort Activities:
Highlighting a column title and clicking with the mouse,or
Select View, Group and Sort By:
Click the Sort icon,
This will be covered in detail in Module 8,
NOTE: Ensure the layout is saved immediately as thesort is destroyed as soon as another column header isclicked on.
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7.13 - Undo
Primavera Version 5.0 introduced a multiple Undofunction that operates on Resources, Resource
Assignments, and Activities windows, but no Redofunction,
There are many functions that will erase the Undomemory such as scheduling, summarizing, importing,opening a project, opening Code forms, opening Userand Admin Preferences and closing the application,
This will only undo schedule calculations notformatting.
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7.14 - Summarizing ActivitiesUsing the WBS Double-click any WBS band description,
Select View, Expand All or View, Collapse All from themenu,
Right-click and select Expand All or Collapse All fromthe menu,
Click on the + or - button to the left of the WBS Nodedescription to expand or collapse the WBS Node.
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7.15 - Spell Check
To spell check a project, open the Spell Check form by:
Select Edit, Spell Check, or
Hit the F7 key,
NOTE: Ensure you have selected the column youwish spell checked.
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7 - ADDING ACTIVITIES ANDORGANIZING UNDER THE WBS -SUMMARY7.1 - New Activity Defaults
7.2 - Adding New Activities
7.3 - Default Activity Duration
7.4 - Copying Activities from other Programs
7.5 - Copying Activities
7.6 - Renumbering Activity IDs
7.7 - Elapsed Durations
7.8 - Finding the Bars in the Gantt Chart
7.9 - Activity Information Bottom Layout
7.10 - Assigning Calendars to Activities
continued Page 156
7 - ADDING ACTIVITIES ANDORGANIZING UNDER THE WBS -SUMMARY
7.11 - Assigning Activities to a WBS Node
7.12 - Reordering or Sorting Activities
7.13 - Undo
7.14 - Summarizing Activities Using WBS
7.15 - Spell Check.
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7.16 - Workshop 5 - AddingActivities We need to set up the defaults and add the activities
to the schedule.
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8 - FORMATTING THE DISPLAY8.1 - Formatting the Project Window
8.2 - Understanding Forms
8.3 - Formatting the Bars
8.4 - Progress Line Display on the Gantt Chart
8.5 - Formatting Columns
8.6 - Row Height and Show Icon
8.7 - Format Timescale
8.8 - Inserting Attachments Text Boxes and Curtain
8.9 - Format Fonts and Font Colors
8.10 - Format Colors
8.11 Line Numbers
8.12 - Workshop 6 Formatting the Bar Chart.
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8.1 - Formatting the ProjectWindow The formatting of the Project Window is very similar
to the formatting of the Activity Window and will notbe covered separately,
Formatting, Filters and Layouts all work in the sameway in the Projects Window as the Activities Window,except one is dealing with projects and not activities.
Page 160
8.2 - Understanding Forms
Unlike many software packages Primavera hassorting and filtering functions in most forms and theprincipals are the same in all of them:
Clicking in the Resource ID column of the ResourcesWindow take the formatting from hierarchical toalphabetical to reverse alphabetical and back tohierarchical,
The Assign Successors form has a Filter and Group
and Sort By option which affect which data and how itis Grouped,
The Assign Resource form has Columns, Filter andGroup and Sort By option which affect what data isavailable.
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8.3 Formatting Bars
The bars in the Gantt Chart may be formatted to suityour reporting requirements for display,
Primavera does not have the option to formatindividual bars as in Microsoft Project. The coloring ofspecific activities may achieved by creating a barstyle (with the desired colors) with a filter to assignthe bar style to select the activities requiring specific
formatting ,
At the time of writing this book the author had placeda layout on www.primavera.com.au under Technical
Papers that has the bar formatting issues that areinherent with the default load of P6 fixed,
It is suggested that downloading this layout will saveusers a significant amount of formatting time.
Page 162
8.3.1 - Formatting the Bars To format the Activity Bars you must open the Bars
form by :
Select View, Bars, or
Click on the Bars Toolbar icon, or
Right-click in the bars area and select Bars from themenu,
Each bar listed in the table may be hidden or
displayed on the bar chart by checking the box in theDisplay column,
New bars may be added by clicking on the Add iconand deleted by clicking on the Delete icon,
The bar at the top of the list is placed on the screen
and then the one below drawn over the top of it, so itwould be simple to hide one bar with a second.
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Formatting the Bars.... The Name is the title assigned to the bar and may be
displayed in the printout legend,
The Timescale option enables the nomination of apredefined bar which is selected from the drop down box,
Double clicking on a cell in the Filter column opens theFilters form which will determine which activities are
displayed with the assigned bar format:
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Formatting the Bars.... Negative Float is displayed in a similar way as in
Microsoft Project and requires another bar in addition to
the Positive Float bar and both the Timescale andFilter selected as Negative Float,
The Float bar shows Total Float
There is no Free Float bar available,
The % Completebar is linked tothe Activity %Complete .
Page 165
8.3.2 Formatting Bars Issues There are a number of issues with the Primavera
standard bar formatting that need to be understoodso the user may display the activity bars logically,
The Primavera default formatting is applied byclicking on the Default button in the Bars form,
In general this Default button should always be
avoided in all forms as it re-applies the Primaveradefaults destroying any formatting changes youhave made,
These formatting issues have been resolved in thewww.primavera.com.au_layout ,
You should consider using thewww.primavera.com.au_layout to create newlayouts resolves many of these issues,
We will go through these issues now.Page 166
Float on Complete Activity
Total Float Bar Issue, by default a Total Float baris displayed on a completed task,
But the Float value is set to Null:
Page 167
Float on Complete Activity To remove this bar set the filter on the Float Bar in the
in the Bars form to be Not Started or In Progress:
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Float on Complete Activity....
This is what it should look like now:
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Free Float Bar
This may not be easily displayed.
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Baseline Bar Display
A Baseline Bar is displayed when a Baseline has notbeen set,
The Planned Dates are being displayed as the BaselineBar,
Ensure you have a Baseline set before displaying aBaseline Bar.
Page 171
Relationships displayed onBaseline Bars By default the relationships are displayed on the
Baseline bar which is not a normal method ofdisplaying them,
To remove relationships on the Baseline bar,
Move the Baseline bars to the bottom of the Bars form:
Page 172
Remaining Level of Effort andActual Level of Effort bars
The activity bar may disappear when a LOE Activity iscreated,
You should check in the Bars form that both theRemaining Level of Effort and Actual Level ofEffort bars are always displayed:
Page 173
Baseline BarsAfter you have moved all the baseline bars to the bottom: There is no Project Baseline Milestone, this will need
to be added,
The Project Baseline and Primary Baseline bars areboth narrow yellow bars, the same as the Negative Float,
It is suggested you make them a different color and putthem as thicker bars on the top and bottom of row 2,
The change the Baseline Milestone colors to match,
Change to shape so one may be seen behind the other, and
Change the descriptions so they make sense,
There are no Secondary Baseline or Tertiary BaselineMilestones, if you are not using these then delete these bars:
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Text on Bars There is text on many bars and it is difficult to add orremove text from bars with the current configuration,
It is suggested that text is removed from all bars,except from the Current Bar Labels bar,
This is done by:
Clicking on the Bar Labels tab at the bottom,
Clicking on one bar at a time and using the Deletebutton at the bottom (NOT SIDE) of the screen todelete the text line,
Change the Current Bar Labels bar filter to read AllActivities, see next slide,
Now if you display the Current Bar Labels bar thentext will be displayed on all bars and when this bar ishidden then all text will be removed from bars, thusmaking it simpler to add or remove Bar text.
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10 - ACTIVITY NETWORK VIEW -SUMMARY10.1 - Viewing a Project Using the Activity Network View
10.2 - Adding, Deleting and Dissolving Activities in theActivity Network View
10.3 - Adding, Editing and Deleting Relationships
10.4 - Formatting the Activity Boxes
10.5 - Reorganizing the Activity Network
10.6 - Saving and Opening Activity Network Positions
10.7 - Early Date, Late Date and Float Calculations.
Page 218
10.8 - Workshop 8 - SchedulingCalculations and Activity Network
View We want to practice using the Activity Network View
and,
Then you may work through calculating early and latedates with a simple manual exercise which is found in
your copy of the book this course is based on.
Page 219
11 - CONSTRAINTS
11.1 - Assigning Constraints
11.2 - Project Must Finish By Date
11.3 - Activity Notebook
11.4 - Workshop 9 Constraints.
Page 220
Activity Constraint Types
Constraints are used to impose logic on activitiesthat MAY not be realistically scheduled with logiclinks.
This module will deal with the following constraintsin detail:
Start On or After more commonly called anEarly Start constraint and affects theactivities Early Start date,
Finish On or Before more commonly calledan Late Finish constraint and affects theactivities Late Finish date,
These are the minimum number of constraints thatare required to effectively schedule a project,
There are many other types that may be used:
Page 221
Activity Constraint Types continuedOther Constraint Types:
Start On initially sets the Early and LateStart to the constraint date and therefore hasno Total Float, but may develop NegativeFloat,
Start On or Before more commonly calledan Late Start constraint and affects theactivities Late Start date,
Finish On initially sets the Early and LateFinish to the constraint date and thereforehas no Total Float, but may develop NegativeFloat,
Finish On or After more commonly called anEarly Finish constraint and affects theactivities Early Finish date calculation,
continued..Page 222
Activity Constraint Types ContinuedOther Constraint Types continued:
Mandatory Start sets the Early and LateStart dates and prevents float from travellingthrough the constraint,
Mandatory Finish sets the Early and LateFinish dates and prevents float from travellingthrough the constraint,
Expected Finish calculates the RemainingDuration of an activity and requires the checkbox in the Scheduling Options form to becheck before it operates,
As Late as Possible consumes Free Floatand sets the Early and Late date to be as lateas possible but without delaying successor
activities and does not develop Total Float.
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16.4 - Progress Spotlight andUpdate Progress
The Progress Spotlight highlights the activities thatshould have been progressed during the update period,
The Progress Spotlight function may be used inconjunction Update Progress,
Update Progress must be used with caution onschedules with progress as it does not work as one wouldexpect and may change actual dates without warning,
This Update Progress function will set the Actual Startand Early Finish or the Actual Start and Actual Finish tothe Planned Dates values,
The Planned Dates values may represent irrelevant data,thus your schedule will now have dates set to irrelevantdates,
It is recommended that this function is not used.Page 302
16.5 - Suspend and Resume The Suspend and Resume function enables the work
to be suspended in the past and the activity resumedat a later date in the future
This enables only one break in an activity,
Enter the Suspend and Resume dates either in:
The Activity Details form Status Details tab, or
In the Suspend and Resume columns:
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16.6 - Scheduling the Project
At any time, but usually after some or all theactivities have been updated, the project is scheduledfrom the Schedule form by:
Select Tools, Schedule, or
Press the F9 key, or
Click on the icon,
Select the revised Current Data Date and Time
from the box:
Page 304
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16.7 - Comparing Progress withthe Baseline
You may view any variance using bars or columns:
Page 306
16.8 - Progress Line Display onthe Gantt Chart A Progress Line displays how far ahead or behind
activities are in relation to the Baseline,
Either the Project Baseline or the Primary UserBaseline may be used for comparison,
The progress line is formatted using the View, Bar,form, Progress Line tab,
There are four parameters for the display of theprogress line, and
Select View,Progress Lineto hide or display
the Progress Line.
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Baseline Project and Values
A Baseline project is a complete copy of a projectincluding the relationships, resource assignments and
expenses,
The Baseline values are values against which project
progress is measured. All these values may be readby and compared with the current project values andshow variances from the original plan,
A Baseline would normally be created prior toupdating a project for the first time and
The Primavera Variance columns use Baseline datafrom Baseline Projects to calculate variances.
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21.2 - Understanding the CurrentData Date The Current Data Date is the date that divides the
past from the future in the schedule. It is not normallyin the future but is often in the recent past due to thetime it may take to collect the information required toupdate the schedule,
Actual Costs and Quantities/Hours or Actual Workoccur before the Data Date,
Costs and Quantities/Hours to Complete or Workto Complete are scheduled after the Data Date,
Actual Duration is calculated from the Actual Startto the Current Data Date,
Remaining Duration is the duration required tocomplete an activity. The Early Finish date of an in-progress activity is normally calculated from theCurrent Data Date and the Remaining Duration.
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Planned Dates Issues - recap
The Planned Dates will be displayed as the
Baseline Bars when the the Admin, AdminPreferences, Earned Value tab is set toBudget values with planned dates,
The next slide will explain how the options in thepicture below operate:
Page 382
Understanding the Baseline Dates,Units and Costs Assume that the schedule in the picture below is to
be set as a Baseline:
When you create a Baseline from this schedule, thenwhich values are reported as Baseline Values?
This is set from the options below:
Page 383
Understanding the Baseline Dates,Units and Costs
At completion values with current dates will show as theBaseline values both the revised At Completion values and theCurrent Dates, which will always be the dates that one wouldexpect to see,
Budget values with current dates will show as the Baselinevalues the original Budget values and the Current Dates,
Budget values with planned dates will show as the Baselinevalues the original Budget values and Planned Dates. ThePlanned Dates may be irrelevant dates and this option shouldNEVER be used.
Page 384
21.3 - Information Required to Updatea Resourced Schedule Activities completed in the update period:
Actual Start date of the activity,
Actual Finish date of the activity,
Actual Costs and Quantities (Units) consumed or spent on LaborResources, Non Labor Resources, Material Resources andExpenses. These may be calculated by the software or collectedand entered into the software,
Activities commenced in the update period:
Actual Start date of the activity,
Remaining Duration or Expected Finish date,
Actual Costs and/or Actual Quantities. Only when these are toentered into the software,
Quantities to Complete and Costs to Complete. Only whenthese are to entered into the software,
% Complete
Activities Not Commenced:
Changes in Logic, Constraints, or Duration, or
Changes in estimated Costs, Hours or Quantities and
Add or remove tasks to represent scope changes.
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25.3 - Setting Up PrimaveraProjects as Sub-projects There are a number of issues to be considered when
moving to this environment,
Be aware that Primavera does not have the sub-project options that are found in other products,
The following functions should be understood:
How to Open One or More Projects,
Default Project,
Setting the Projects Data Dates.
Page 452
25.4 - Refresh Data & CommitChanges The File, Refresh Data option is used when two or
more people are working on the same project,
It ensures that the latest data is displayed, whichenables one user to see the latest edits made byanother user,
This includes resetting the Global Calendar if anotheruser changes it,
The File, Commit Changes option is used to writeany schedule changes to the database.
Page 453
25.5 - Who Has the Project Open?
When a project is opened with Primavera using theFile, Open option the Open Project form has AccessMode options to open the project as
Exclusive, or
Shared, or
Read Only,
Select Users to open the Project Users form andsee who else has the file open.
Page 454
25.6 - Setting Baselines forMultiple Projects When multiple Projects are Baselined in P6 the end
result is not desirable when a project is Restored,
Relationships are created between both the originalprojects and the Baselined projects and neitherRestored baselines or Current projects will calculatecorrectly,
Therefore if you wish your baseline projects tomaintain the relationships to other baselined projects
that are baselined at the same time but not to thecurrent project when it was baselined then you must:
Open the Projects Window,
Copy the multiple projects in this view,
Then set the baselines using the Convert anotherproject to a new baseline of the current project.
Page 455
Multiple Project Baseline The picture below displays how relationships are created
when the projects are Baselined together using theoption of Save a copy of the current project as a
new baseline:
Page 456
Multiple Project Baseline The picture below displays how relationships are created
when the projects are Baselined together using theoption of Convert another project to a new baseline
of the current project:
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27.3 - Earned Value P6 has a field titled Performance % Complete
which is used to calculate the Earned Value for eachactivity,
In P6 there are some options for calculation of thePerformance % Complete for all activities in eachWBS Node which is, in turn, is used to calculate theEarned Value:
The defaults are set in the Admin, AdminPreferences, Earned Value tab,
The options are managed at WBS Node value for allactivities assigned to a WBS Node, and each WBS Nodemay have different values,
Open the WBS Window, Earned Value tab to see theoptions which are mainly self-explanatory.
Page 476
Earned Value
Example of the Calculation of the Earned Value:
Page 477
27.4 - Actual Costs
These are the costs actually incurred in performingthe work,
Actual Costs are often calculated from the amountpaid plus accruals,
Actual Costs and Actual Units may be recorded inPrimavera and displayed in two methods:
The total to date, or
Calculated from the Financial Periods values whenPeriod values are stored.
Page 478
27.5 - Estimate to Complete
P6 has two separately calculated estimate tocomplete fields:
Estimate to Complete from Resource and Expense Unitsand Costs, usually titled Remaining Costs orRemaining Units and
Estimate to Complete from P6 Earned ValueCalculations, titled Estimate to Complete (costs) orEstimate to Complete Labor Units,
NOTE: It is very important that users understand the
differences between these two fields and know whichthey are using and displaying.
Page 479
27.6 - Activity Usage S-Curves
The instructor will step through the options:
Page 480
27.7 - Sample Graphical S-Curves Remaining and Late
Remaining curves aredrawn from the zeropoint, and
Traditional EV S-Curves.
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27 - EARNED VALUE MANAGEMENTWITH P6 - SUMMARY 27.1 - Performance Measurement Baseline
27.2 - Planned Value
27.3 - Earned Value
27.4 - Actual Costs
27.5 - Estimate to Complete
27.6 - Activity Usage S-Curves
27.7 - Sample Graphical S-Curves.
Page 482 TCC0205-TRG-TM-SP10\A2
Review Expectations
Any questions,
Complete Feedback Sheet,
Have we met your expectations?
Page 483
Database Cleanup at end ofcourse, if required:Please could you delete all:
User Filters
User Layouts
The resources created but NOT yourResource node
Your projects.
Page 484
484
Thank you for attending