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P6 Team Member –Implementation Stories

Prepared by:

Luka Novosel

Primavera Consultant

Primakon

How to Make the Project Manager's Life Easier

Session ID#: 200910

@lunovosel

About me…

■ Masters degree in Electrical Engineering

■ Primavera functional & technical consultant since 2006

■ PMI PMP certified since 2010

■ Oracle Primavera P6 & P6 R8 Implementation Specialist

■ Oracle Primavera EPPM trainer

■ PMP preparation trainer

■ Primavera EPPM API application designer & developer

■ Primavera EPPM SDK application designer & developer

About us…

■ Primakon is a privately owned consulting company

▪ www.primakon.com

■ 15+ years of experience in Primavera implementations

■ Offers customer tailored education in the area of PM methodologies and Primavera products

■ Positive references in a wide range of industries (from finance sector to construction)

■ Present in EU & SE European markets

Presentation Overview

■ What is P6 Team Member ?

■ How to set it up

■ P6 Team Member as a part of contract management system

■ P6 Team Member in procurement management

■ P6 Team Member evolution 8.2 – 8.4

■ Lessons learned

■ Q & A

What is P6 Team Member ?

This is a subtitle or bulleted list

P6 Team Member as a Part of P6 EPPM Suite

■ The P6 Team Member application suite is designed for project team members to status their activities in an easy to use interface that does not require them to learn P6.

■ P6 Team Member suite consists of:

▪ P6 Team Member web application

▪ P6 Team Member iOS application

▪ P6 Team Member email status services

■ P6 Team Member suite was introduced as a part of P6 EPPM in version 8.2 (December 2011)

■ 8.3 had a large number of improvements on 8.2

■ In 8.4 the former Timesheet (Progress Reporter) and P6 Team Member application are integrated.

P6 Team Member App vs Team Member License

■ Old Primavera users are familiar with the license type called Team Member

▪ That license covered p6 web, documents, issues and timesheets

■ Team Member license in P6.2.1 to R8.1 and P6 R8.2 are not the same thing

P6.2.1 P6 R8.2

P6 Team Member App Licenses Cont.

■ In release 8.3 this confusion was clarified with the creation ofa new license module – Contributor (formerly Team Member)

■ In release 8.4 Team Member Interface was renamed again to Team Member

■ Tip: If you are upgrading Primavera form release 8.1 or previous to a newer one, remove the licenses to users that have Team Member and manually add them after the upgrade.

P6 R8.3 P6 R8.4

P6 Team Member Web Application 5 Reasons Why to Use It

■ In this presentation we will focus on P6 Team Member webapplication

■ 5 reasons to implement this in your environment

▪ 1) Easy to use

▪ 2) Modern design

▪ 3) Short learning curve

▪ 4) Accessible from almost every imaginable place

▪ 5) Ability to collect project information from numerouscontributors

How to Set Up P6 Team Member Application

Steps to Set Up P6 Team Member Application

■ Steps needed to set up P6 Team Member application to work on your project

1. Set Project Preferences

2. Define team member user and assign team member licence to that user (under Administer / User access)

3. Give the user access to permitted activities

4. Set Review Required field on activities where you want to review status updates

Steps to Set Up P6 Team Member Application- Set Project Preferences

■ 1) Set Project Preferences

▪ Tick Allow reviews for Team Member status updates

▪ Tick Review Required for new activities

▪ Define Reviewer for this project

▪ Set which data team member will see in application

P6 R 8.2

P6 R 8.4

Steps to Set Up P6 Team Member Application – Team Member Module Access

■ Define team member user and assign team member licence to that user (under Administer / User access)

▪ This is needed if user will have access only to P6 Team Member application suite

▪ Tip: User can not be assigned as Contributor and Team Member at the same time

Steps to Set Up P6 Team Member Application – User Access to Permitted Activities

■ There are 3 main ways to make activities visible in Team Member to a specific user

■ 1) Assign user as Activity Owner in P6 (Field Owner in Activity view)

■ 2) Assign user as a resource on activity (all assigned resources will see activities in P6 Team Member and will be able to update their resource assignment

Steps to Set Up P6 Team Member Application– User Access to Permitted Activities Cont.

■ 3) Assign Team Member filter to user (under Administration / User Access) – field Team Member Filter

▪ Up to 5 different filters can be assigned to the user

▪ Activity Global and EPS codes + resources and roles can be used

Steps to Set Up P6 Team Member Application– Set Review Required Flag

■ 4) Define which activities status update approval is needed

▪ This is per activity setting

▪ Status updates from P6 Team Member application on activities with Review Required flag will need approval from assigned reviewer

▪ Status updates from P6 Team Member application on activities without this flag will be applied automatically

Use Case 1P6 Team Member as a Part of Contract Management System

Business Need

■ 2011, Project charter for CMS was defined

■ In late 2011 during the detail project scope definition P6 Team Member was introduced (rel. 8.2)

■ After P6 Team Member evaluation it fitted the system perfectly

■ It will be used for :

▪ Key contract milestones approval

▪ Key process milestones update

System Description

■ Contract Management System Parts

▪ Document Management

▪ Reporting

▪ Primavera P6 Schedules

▪ Portal

▪ P6 Team Member

■ All the systems are integrated and information shared across whole CMS

■ Primavera P6 is used for project schedule development and schedule updates

Process Overview

1. After contract signature the contractor develops schedule with the representative of the buyer

2. In separate WBS all key project milestones are created

3. On those milestones all related documents needed for delivery acceptance are assigned

1. WP and Docs feature is used

2. Document name and category are defined

— Can be “Submitted for Acceptance” or

— “Submitted for Information”

4. When the schedule is approved all the documents are created in Document Management System

5. When physical document is uploaded in DMS a correspondingdocument URL is created in P6 as a public URL

Process Overview Cont.

6. Document versioning and approval process are done in DMS

▪ Document status is transferred to P6

7. When all the approval documents are approved thecontractor ‘ticks’ contractual milestone in P6 Team Member

▪ Submission date is preserved

8. Buyer’s representative approves changes through Status Review in P6 Web

▪ Approval date is preserved

9. Same process with or without document management part can be applied in the main schedule as well, if agreed.

The Process in Detail:P6 Project For the New Contract

■ New P6 Project is created for signed contract

■ Project preferences for Team Member are configured

▪ Review required is enabled and reviewer is defined

▪ Activity owner will be used for status updates

▪ UDF Fields are defined

The Process in DetailDevelop Schedule

■ Project schedule is developed after contract signature

■ Two main WBS level 1 are created

▪ Contract Milestones

▪ Schedule – project schedule

■ During schedule development “Review Required” activities are identified and Owner is assigned

The Process in DetailDocument Creation

■ Documents are added through WP & Docs feature

▪ Only Title and Document Category are defined

▪ Under “Related Items” documents are assigned to activity

▪ Data is saved

The Process in DetailDocument Creation Cont.

■ Hundreds of documents, different contract milestones …

■ Quite a painful job to do in P6 Web

■ To avoid this, we’ve developed a simple Java desktop application that will do the hard job for us

■ It parses Excel, creates Documents and links to activities

■ Link is bi-directional so Documents can be updated / deleted as well

■ Used only in the planning phase of a project

The Process in DetailDocuments Status Tracking

■ In DMS, documents are managed, approved, rejected etc.

■ In P6 we transfer only

▪ Unique URL to the document – that way user can access related document directly from Primavera schedule

▪ Document Status

■ Click on a view document will open document in new tab in a browser

The Process in DetailDocuments Status Tracking Cont.

■ To help the approver we’ve created two Activity level UDF fields

▪ # of Docs. for Approval – total number of documents that need to be approved for this delivery milestone

▪ # of Approved Docs. – number of approved documents in DMS (Documents with status “Approved”)

■ Custom developed background job is populating those 2 fields

The Process in DetailP6 Team Member Status Update

■ The contractor submits status updates for contractual milestones through P6 Team Member

■ Green tick means activity (milestone) is finished

■ In Started: Actual Start is defined

■ Save change

The Process in DetailApprove Changes

■ After the contractor saves the data in P6 Team Member, Reviewer is notified

■ In the Activity window a pop-up will appear

■ If the pop-up disappears the same window can be accessed from Action / Review Status Updates

The Process in DetailApprove Changes Cont.

■ In Review Required window Reviewer can:

▪ Accept changes

▪ Override changes

▪ Put changes on hold and inform Status Updater of the reasons for holding changes

■ More information is available under More…

The Process in DetailApprove Changes Cont.

■ In this situation:

▪ Number of approved Docs is lower then total number of documents for approval

▪ The reviewer will put activity on-hold

▪ He will send an email to the submitter with the reason why the status is put on-hold

The Process in DetailApproval Overview

■ The Reviewer and contractor can check the information and dates when the status was submitted and approved

The Process in DetailApproval Overview - Tips

■ Tip: If you don’t see “Update history” tab,

enable it by selecting

right click on tabs / customize tabs

■ Tip: If you don’t see data in Update history and you are sure that there should be data, check “Show updates for” menu

▪ Default value is: Assignments – if you are using Activity that can be confusing

Summary

■ Why P6 Team Member in this particular case

▪ Approval process was the main driver in this implementation

▪ Tracking of submission and approval dates

▪ Tracking of all changes done in the process

▪ Easy to use

▪ User can have read-only access to specific activity and still be able to update it through P6 Team Member

Use Case 2P6 Team Member as a Part of Procurement Management Process

Business Need

■ Procurement office is not in direct connection with Project Manager

■ Public procurement procedures have a great impact on project schedule

■ Procurement officers want simple application

■ Project Managers want up-to-date information about procurement statuses that affect their project

■ Easy access to procurement documents

■ Easy communication

■ Easy way to input data about procurements

System Description

■ P6 Team Member is used for update procurement schedules

■ Procurement schedule templates are defined with all relevant

▪ UDF fields

▪ Notebooks

▪ Activity codes

■ We are using Oracle UCM for document management

■ All procurement documentation is uploaded automatically to P6 and UCM

■ Implementation started with P6 Team Member R8.3 and will be updated to 8.4

Process Overview

■ System administrator creates procurement from appropriate template

■ Responsible procurement officer is assigned as Activity Owner on all procurement activities

■ All available documentation is uploaded to P6

■ Procurement officer updates activity statuses as procurement progress

▪ Milestones

▪ Activities

■ Discussion is used for official collaboration

■ Notebooks will be used for notes (8.4 feature)

■ UDF and Activity codes are used for assigning attributes on activities

System Preparation

■ System administrator creates procurement from theappropriate template

■ All predefined Team Member settings are preserved

■ Review Required is not enabled in this case

■ Responsible procurement officer is assigned as Activity Owner

P6 Team Member for Procurement Officer

■ Team Member is the main tool for procurement officer

Procurement Officer Tasks :Communication With Project Manager

■ For communication with theProject Manager we are using “Discussions”

■ New feature available across whole P6 platform

■ Track who and when

■ (!) No undo or delete

■ Best way to communicate between different applications (i.e. P6 Team Member and P6 web)

■ New discussions are marked with red number

Procurement Officer TasksUpdate Procurement Tasks

■ Milestones are checked when done

■ Activities can have predefined steps

■ By selecting Start the activity is started

■ Actual start date can be modified

Procurement Officer TasksCheck Procurement Documents

■ By selecting activity the user can access documents assigned to that activity (in this case DMS is Oracle UCM)

■ Document can be viewed

and downloaded from this

window

Procurement Officer Tasks :View / Edit Activity Information

■ The user can View and edit predefined User Defined Fields and Activity Codes

■ In our case 3 fields are available

▪ Read only – procurement type

▪ UDF – procurement code

▪ UDF – expected procurement amount

■ In addition to that, Notebook topics can be viewed and edited (rel. 8.4) through P6 Team Member

P6 Web

■ In P6 Web procurement manager is doing the portfolio analysis

■ All data changes are controlled

■ The project Manager can update and update project schedule according to information received

Summary

■ Why use P6 Team Member in this case ?

▪ Simple application for users that do not know a lot about schedules

▪ Easy communication between Project Manager (using P6 client or Web ) and Procurement Officer (using P6 Team Member)

▪ Simple access to procurement documents

▪ Project Manager has up-to-date information about procurement status

▪ Procurement Office Manager has overview of all procurements through P6

▪ User adoption time to new tool is very short

P6 Team Member EvolutionR8.2 - > R8.4

P6 Team Member R8.2

P6 Team Member R 8.3

P6 Team Member R 8.4

Lessons Learned

The Good Things

■ Simple application

■ Easy and quick user adoption

■ Cheaper than full P6 Web

■ Compatible with all devices

■ Update history

▪ All information about changes is preserved

▪ Useful as an audit log

The Not So Good Things

■ First version had limited functionalities

■ Occasional bugs (i.e. 25 % bug)

■ On hold activities are poorly managed in P6 Team Member

▪ No easy way to identify on hold activities in P6 Team Member

■ Very small number of fields are visible in P6 Team Member

▪ i.e. not possible to see baseline date, baseline values, data date

■ ALL the data is lost if the project is exported via XER or XML file

▪ This means that all update history will be lost !

■ Update history is not visible in P6 Client

Questions ?

Luka Novosel, M.Eng, PMP

Certified Oracle Primavera P6 EPPM Implementation Specialist

Primakon ltd

ln@primakon.com

hr.linkedin.com/in/lukanovosel

www.primakon.com

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