planning and control using oracle primavera p6 version 8.2 to 8.4 eppm
DESCRIPTION
PlanningTRANSCRIPT
PLANNINGANDCONTROLUSING
ORACLE®PRIMAVERA®P6Versions8.2to8.4EPPMWEB
“EnterprisePortfolioProjectManagement”
PlanningandProgressingProjectSchedulesWithandWithout
RolesandResourcesinan
EstablishedDatabase
BY
PAULEASTWOODHARRIS
©Copyright2014byEastwoodHarrisPtyLtd.Nopartofthispublicationmaybereproducedorusedinanyformorbyanymethodwithoutthewrittenpermissionoftheauthor.
OracleandPrimaveraareregisteredtrademarksofOracleand/oritsaffiliates.
Windows,Microsoft®OfficeProjectStandard2013,Microsoft®OfficeProjectProfessional2013,Microsoft®OfficeProjectStandard2010,Microsoft®OfficeProjectProfessional2010,Microsoft®OfficeProjectStandard2007,Microsoft®OfficeProjectProfessional2007,Microsoft®ProjectStandard2003,Microsoft®ProjectProfessional2003,Microsoft®ProjectStandard2002,Microsoft®ProjectProfessional2002,Microsoft®Project2000,MicrosoftProject®98andExcelareregisteredtrademarksofMicrosoftCorporation.
AstaPowerprojectisaregisteredtrademarkofAstaDevelopmentsplc.
Adobe®andAcrobat®areregisteredtrademarksofAdobeSystemsIncorporated.
Allothercompanyorproductnamesmaybetrademarksoftheirrespectiveowners.
ScreencapturesreprintedwithauthorizationfromOracleCorporation.
ThispublicationwascreatedbyEastwoodHarrisPtyLtdandisnotaproductofOracleCorporation.
DISCLAIMER
Theinformationcontainedinthispublicationistothebestoftheauthor’sknowledgetrueandcorrect.Theauthorhasmadeeveryefforttoensureaccuracyofthispublication,butmaynotbeheldresponsibleforanylossordamagearisingfromanyinformationinthispublication.Furthermore,OracleCorporationreservestherightintheirdocumentationtomakechangestoanyproductstoimprovereliability,function,ordesign.Thus,theapplicationofServicePacksortheuseofupgradedsoftwaremayresultinthesoftwareoperatingdifferentlyfromthedescriptionsinthispublication.
AUTHORANDPUBLISHER
PaulEHarrisEastwoodHarrisPtyLtdPOBox4032DoncasterHeights,3109Victoria,Australia
e-mail: [email protected]: http://www.eh.com.auTel: +61(0)41118770Skype [email protected]
Pleasesendanycommentsonthispublicationtotheauthor.
ISBN978-1-925185-05-8–B5PaperbackISBN978-1-925185-06-5–A4SpiralISBN978-1-925185-07-2–eBook
13December2014
INTRODUCTIONThispublicationisanupgradeoftheauthor’sunpublishedbookProjectPlanning&ControlUsingPrimaveraP6WebInterface-OneDayTrainingCourseandhasbeenwrittentoenablenewuserstolearntheplanningandschedulingfunctionsofPrimaveraVersions8.2to8.4EPPM(EnterprisePortfolioProjectManagement)WebClient.
ManyuserswillhavepriorexperiencewiththeP6WindowsClient,SureTrak,P3,AstaPowerprojectorMicrosoftProjectandtheauthorexplainswheretherearedifferencesintheproducts’functionality.
Theauthorwouldappreciateanyconstructivecommentsonhowthispublicationmaybeimproved.Feedbackcanbesubmittedtowww.eh.com.au.
SUMMARYThepublicationmaybeusedas:
Atrainingmanualforatrainingcourse,or
Aself-teachbook,or
Areferencemanual.
ThescreenshotsforthispublicationaretakenfromPrimaveraVersions8.2to8.4EPPMWebClient.
Atrainingcoursemayberunusingthispublicationanditincludesexercisesforthestudentstocompleteattheendofeachchapter.Afterthecourse,studentsmayusethispublicationasareferencebook.
Instructors’PowerPointpresentationsareavailablefromEastwoodHarriswebsites.
ThispublicationisidealforpeoplewhowouldliketoquicklygainanunderstandingofhowthesoftwareoperatesandexplainshowthesoftwarediffersfromthePrimaveraP6WindowsClient,P3,SureTrak,AstaPowerprojectandMicrosoftProject,thusmakingitidealforpeoplewhowishtoconvertfromtheseproducts.
CUSTOMIZATIONFORTRAININGCOURSESTrainingorganizationsorcompaniesthatwishtoconducttheirowntrainingmayhavethispublicationtailoredtosuittheirrequirements.Thismaybeachievedremoving,reorderingoraddingcontenttothepublicationandbywritingtheirownexercises.Pleasecontacttheauthortodiscussthisservice.
AUTHOR’SCOMMENTAsaprojectcontrolsconsultantIhaveusedanumberofplanningandschedulingsoftwarepackagesforthemanagementofarangeofprojecttypesandsizes.ThefirstpublicationsIpublishedwereuserguides/trainingmanualsforPrimaveraSureTrak,P3andMicrosoftProjectusers.Thesewerewellreceivedbyprofessionalprojectmanagersandschedulers,soIdecidedtoturnmyattentiontoPrimaveraEnterprise/PrimaveraP6afterarequestfromPrimaveraSystemsInc.towriteabook.Thispublicationfollowsthesameprovenlayoutofmypreviouspublications.Itrustthispublicationwillassistyouinunderstandinghowtouse
PrimaveraP6onyourprojects.
APPRECIATIONIwouldlikethankMichaelJack,RanSunandJanHanakfortheirassistanceinwritingthisbook.IwouldalsoliketothankJesicaPaulaYaboforherassistanceinupdatingthisbookfromVersion8.2.
CURRENTBOOKSPUBLISHEDBYEASTWOODHARRIS99TricksandTrapsforMicrosoftOfficeProject-IncludingMicrosoftProject2000to2007PlanningUsingPrimaveraProjectPlannerP3Version3.1-Revised2006PlanningUsingPrimaveraSureTrakProjectManagerVersion3.0-Revised2006ProjectPlanningandSchedulingUsingPrimaveraContractorVersion6.1-IncludingVersions4.1,5.0and6.1PlanningandSchedulingUsingMicrosoftOfficeProject2007-IncludingMicrosoftProject2000to2003-Revised2009PlanningandControlUsingMicrosoftProjectandPMBOK®GuideFourthEditionPlanningandControlUsingMicrosoftProject2010andPMBOK®GuideFourthEditionProjectPlanning&ControlUsingPrimaveraP6Version7-ForallindustriesincludingVersions4to7Updated2012PlanningandSchedulingUsingMicrosoftProject2010-Updated2013IncludingRevisedWorkshopsProjectPlanningandControlUsingOraclePrimaveraP6-Versions8.1,8.2&8.3ProfessionalClient&OptionalClientPlanificaciónyControldeProyectosUsandoOraclePrimaveraP6-Versiones8.1,8.2y8.3ClienteProfesionalyOpcional项目规划和控制ORACLEPRIMAVERAP6应用-版本8.1-8.4专业&可选客户端PlanningandControlUsingMicrosoftProject2010&PMBOK®GuideFifthEditionPlanningandControlUsingMicrosoftProject2013PlanningandControlUsingMicrosoftProject2013&PMBOK®GuideFifthEditionPlanningandControlUsingOraclePrimaveraP6-Versions8.2&8.3EPPMWeb99TricksandTrapsforMicrosoftProject2013ProjectPlanningandControlUsingOraclePrimaveraP6-Versions8.1to8.4ProfessionalClient&OptionalClientPlanningandControlUsingOraclePrimaveraP6-Versions8.2to8.4EPPMWeb
SUPERSEDEDBOOKSBYTHEAUTHORPlanningandSchedulingUsingMicrosoft®Project2000PlanningandSchedulingUsingMicrosoft®Project2002PlanningandSchedulingUsingMicrosoft®Project2003PlanningandSchedulingUsingMicrosoft®OfficeProject2007PRINCE2TMPlanningandControlUsingMicrosoft®ProjectPlanningandControlUsingMicrosoft®ProjectandPMBOK®GuideThirdEditionProjectPlanningandSchedulingUsingPrimaveraEnterprise®–TeamPlayVersion3.5ProjectPlanningandSchedulingUsingPrimaveraEnterprise®–P3e&P3e/cVersion3.5ProjectPlanningandSchedulingUsingPrimavera®Version4.1forITProjectProjectPlanningandSchedulingUsingPrimavera®Version4.1orE&CPlanningandSchedulingUsingPrimavera®Version5.0–ForITProjectOfficePlanningandSchedulingUsingPrimavera®Version5.0–ForEngineering&ConstructionProjectPlanning&ControlUsingPrimavera®P6–UpdatedforVersion6.2
PlanningUsingPrimaveraProjectPlannerP3®Version2.0PlanningUsingPrimaveraProjectPlannerP3®Version3.0PlanningUsingPrimaveraProjectPlannerP3®Version3.1ProjectPlanningUsingSureTrak®forWindowsVersion2.0PlanningUsingPrimaveraSureTrak®ProjectManagerVersion3.0PlanningandControlUsingOraclePrimaveraP6-Version8.1ProfessionalClient&OptionalClientPlanning&ControlUsingPrimavera®P6TMForallindustriesincludingVersions4to7PlanningandControlUsingOraclePrimaveraP6-Versions8.2EPPMWebPlanningandControlUsingOraclePrimaveraP6-Versions8.2&8.3EPPMWebPlanningandControlUsingOraclePrimaveraP6-Version8.1&8.2ProfessionalClient&OptionalClientPlanningandControlUsingOraclePrimaveraP6-Version8.1,8.2&8.3ProfessionalClient&OptionalClient
1INTRODUCTION1.1SoftwareInstallationandConfiguration1.2Purpose1.3RequiredBackgroundKnowledge1.4PurposeofPlanning1.5ProjectPlanningMetrics1.6PlanningCycle1.7LevelsofPlanning1.8MonitoringandControllingaProject
2CREATINGAPROJECTPLAN2.1UnderstandingPlanningandSchedulingSoftware2.2EnterpriseProjectManagement2.3UnderstandingYourProject2.4Level1–PlanningWithoutResources2.4.1CreatingProjects2.4.2DefiningtheCalendars2.4.3DefiningtheProjectBreakdownStructures2.4.4AddingActivities2.4.5AddingtheLogicLinks2.4.6DevelopingaClosedNetwork2.4.7SchedulingtheProject2.4.8CriticalPath2.4.9TotalFloat2.4.10FreeFloat2.4.11RelationshipColors2.4.12ConstraintsTypes2.4.13ProjectConstraints2.4.14ActivityConstraints2.4.15RiskAnalysis2.4.16ContingentTime2.4.17FormattingtheDisplay–ViewsandFilters2.4.18PrintingandReports2.4.19IssuingthePlan
2.5Level2–MonitoringProgressWithoutResources2.5.1SettingtheBaseline2.5.2TrackingProgress2.5.3CorrectiveAction
2.6Level3–SchedulingWithResourcesandRoles2.6.1EstimatingorPlanningforControl2.6.2TheBalanceBetweentheNumberofActivitiesandResources2.6.3CreatingandUsingResources2.6.4CreatingandUsingRoles2.6.5TheRelationshipBetweenResourcesandRoles2.6.6ActivityTypeandDurationType2.6.7Budgets2.6.8ResourceUsageProfilesandTables
2.6.9ResourceOptimization2.7Level4–MonitoringandControllingaResourcedSchedule2.7.1MonitoringProjectswithResources2.7.2ControllingaProjectwithResources
3STARTINGUPANDNAVIGATION3.1ImplementingWebBasedProjectManagementTools3.2LoggingIn3.3PrimaveraP6Architecture3.3.1Databases3.3.2WebTools3.3.3WindowsClientServerTool3.3.4OtherTools
3.4P6WebFunctionalityAreasandInterface3.4.1DashboardsTab3.4.2PortfoliosTab3.4.3ProjectsTab3.4.4ResourcesTab3.4.5AdministerTab3.4.6AdministerMenu,MyPreferences3.4.7NavigatingAroundP6Web3.4.8BottomPaneTabs3.4.9SavingData
3.5ViewingProjectData–ProjectsTab3.5.1Projects,EPSTab3.5.2ProjectsTabMenuandActivitiesTab3.5.3OpeningaProject3.5.4ViewingtheOBS3.5.5MyPreferences–DateandTimeDisplay
3.6UnderstandingtheProjectsWindow3.6.1ActivitiesWindow3.6.2ActivitiesWindowMenu3.6.3ActivityToolbars3.6.4ViewingtheHierarchyforActivity,Project,andResourceCodes3.6.5Workspace3.6.6TeamUsage3.6.7Issues3.6.8Risks3.6.9Documents
3.7Right-clickingwiththeMouse3.8FullScreenModeIcon3.9MultipleBrowserWindowsandTabs3.10SearchFunction3.11AccessingHelp3.11.1OnlineHelpforP6Professional
3.12FindandReplaceOption3.13ClosingaProject
3.14PopupWindows3.15ClosingDown3.16Workshop1–NavigatingAroundtheWindows
4CREATINGANEWPROJECT4.1CreatingaBlankProject4.2CopyanExistingProjectorEPSNode4.3UsingtheProjectTemplatesFunction4.3.1CreatingaNewProjectfromaTemplate4.3.2CreatingaNewTemplate
4.4ImportingaProject4.4.1PrimaveraFileTypes4.4.2NonPrimaveraFileTypes4.4.3XMLImport/ExportEnhancements4.4.4UN/CEFACTXMLDataExport4.4.5GranularDataControlDuringXMLImport
4.5SavingProjectInformationonChangingWindows4.6DeletingaProject4.7SettingUpaNewProject4.7.1Project,EPSGeneralTab4.7.2ProjectPreferencesForm
4.8SavingAdditionalProjectandEPSInformation–Notebooks4.10Workshop2–CreatingYourProject
5DEFININGCALENDARS5.1DatabaseDefaultCalendar5.2AccessingGlobal,ResourceandProjectCalendars5.3TheProjectDefaultProjectCalendar5.3.1UnderstandingtheProjectDefaultProjectCalendar5.3.2AssigningaDefaultProjectCalendar
5.4CreatingaNewGlobalCalendar5.5CreatingaNewProjectCalendar5.6SharedCalendar5.6.1CreatingaNewSharedCalendar5.6.2CreatingNewPersonalCalendar5.6.3PersonalandSharedCalendarsCalculationandDisplay
5.7Administer,MyCalendar5.8Promote,Copy,RenameandDeleteaCalendar5.8.1PromotingaProjectCalendartoGlobal.5.8.2CopyaCalendarfromOneProjecttoAnother5.8.3RenamingaCalendar5.8.4DeletingaCalendar
5.9BaseCalendars5.9.1UnderstandingBaseCalendars5.9.2RemoveaBaseCalendarfromaCalendar
5.10AdjustingCalendarWorkingHours5.10.1EditingCalendarWorkingHours5.10.2EditingSelectedDaysWorkingHours
5.10.3ViewingtheCalendarWorkingHours5.10.4CalculationofActivityDurationsinDays,WeeksorMonths
5.11CalendarsforCalculatingProject,WBSandOtherSummaryDurations5.12TipsforMixedCalendarSchedules5.13Workshop3–MaintainingtheCalendars
6CREATINGAPRIMAVERAPROJECTWBS6.1ViewingandNavigatingtheWBS6.2CreatingandDeletingaWBSNode6.3WBSNodeSeparator6.4ActivityWindowWorkBreakdownStructureLowerPaneDetails6.5WBSCategories6.6WhyaPrimaveraWBSisImportant6.7Workshop4–CreatingtheWorkBreakdownStructure
7ADDINGACTIVITIESANDORGANIZINGUNDERTHEWBS7.1NewActivityDefaults7.1.1DurationType7.1.2PercentCompleteType7.1.3ActivityTypesandMilestones7.1.4CostAccount7.1.5Calendar7.1.6Price/Unit7.1.7Auto-numberingDefaults
7.2AddingNewActivities7.3DefaultActivityDuration7.4CopyingActivitiesfromotherPrograms7.5CopyingActivitiesinP67.6ElapsedDurations7.7FindingtheBarsintheGanttChart7.8ActivityWindow–BottomPane7.9DiscussionFeature7.10AssigningCalendarstoActivities7.11AssigningActivitiestoaWBSNode7.12ReorderingorSortingActivities7.13Undo7.14SummarizingActivitiesUsingWBS7.15SpellCheck7.16Workshop5–AddingActivities
8FORMATTINGTHEACTIVITYWINDOWANDVIEWS8.1FormattingtheProjectsActivityWindow8.2Views8.2.1UnderstandingViews8.2.2OpeningaView8.2.3CreateaView
8.3ColumnsandActivitySortOrder8.3.1SelectingtheColumnstobeDisplayed8.3.2SettingtheOrderoftheColumnsfromLefttoRightontheScreen
8.3.3AdjustingtheWidthofColumns8.3.4FirstColumnDataDisplay8.3.5RenamingColumns8.3.6ActivitySortOrder
8.4Grouping8.5Filters8.5.1UnderstandingFilters8.5.2ApplyingaFilter8.5.3Removingafilter8.5.4CreatingaFilter8.5.5OneParameterFilter8.5.6TwoParameterFilter
8.6ImprovedFiltering8.7ProjectIDFilteringOptionforCreatingPortfolios8.8Bars8.9GanttChart–Timescale8.9.1CustomizeActivityViewform–GanttCharttab8.9.2Right-clickinTimescaleOptions8.9.3ZoomtofitIcon8.9.4DraggingtheTimescale
8.10ActivityNetwork8.11TableView8.12CalendarView8.13Access–SharingViewswithOtherUsers8.14Workshop6–FormattingtheBarChart
9ADDINGRELATIONSHIPS9.1Constraints9.2UnderstandingRelationships9.3UnderstandingLagsandLeads9.4UnderstandingtheLagCalendar9.5FormattingtheRelationships9.6AddingorRemovingRelationships9.6.1GraphicallyAddingandDeletingaRelationship9.6.2Adding,DeletingandEditingRelationshipswiththeActivityDetailsForm9.6.4AddingandDeletingRelationshipsUsingColumns9.6.5ChainLinking
9.7DissolvingActivities9.8CircularRelationships9.9RelationshipsDetailWindowontheActivitiesPage9.10SchedulingtheProject9.11Workshop7–AddingtheRelationships
10ACTIVITYNETWORKVIEW10.1IntroductiontotheActivityNetworkView10.2EarlyDate,LateDateandFloatCalculations10.3Workshop8–SchedulingCalculationsandActivityNetworkView
11CONSTRAINTS
11.1AssigningConstraints11.1.1NumberofConstraintsperActivity11.1.2SettingaPrimaryConstraintUsingtheActivityDetailsForm11.1.3SettingaSecondaryConstraintUsingtheActivityDetailsForm11.1.4ExpectedFinishConstraint11.1.5SettingConstraintsUsingColumns11.1.6SettingConstraintsbyDragginganActivity
11.2ProjectMustFinishByDate11.3ActivityNotebooks11.3.1CreatingNotebookTopics11.3.2AddingNotes
11.4Workshop9–Constraints12PRINTINGANDREPORTS12.1PrintingtheGanttChart12.2PrintPreview12.3PageSetup12.3.1PageLayoutTab12.3.2HeaderandFooterTabs12.3.3CustomHeaderandCustomFooterTabs12.3.4SheetTab
12.4EnhancedPrintingfromtheEPSandActivitiesWindows12.5Reports12.6OtherPrimaveraReportingOptions12.7Workshop10–Printing
13SCHEDULINGOPTIONSANDSETTINGABASELINE13.1UnderstandingDateFields13.1.1EarlyStartandEarlyFinish13.1.2LateStartandLateFinish13.1.3ActualStartandFinish13.1.4StartandFinish13.1.5PlannedStartandFinish13.1.6PlannedDatesIssues13.1.7RemainingEarlyStartandFinish13.1.8RemainingLateStartandFinish
13.2SchedulingOptions–GeneralTab13.2.1Ignorerelationshipstoandfromotherprojects(&IgnoreExternalDates)13.2.2Makeopen-endedactivitiescritical13.2.3UseExpectedFinishDates13.2.4Scheduleautomaticallywhenachangeaffectsdates–NotintheWebClient13.2.5Levelresourcesduringscheduling13.2.6Recalculateassignmentcostsafterscheduling13.2.7Whenschedulingprogressedactivitiesuse13.2.8Calculatestart-to-startlagfrom13.2.9Definecriticalactivitiesas13.2.10Calculatefloatbasedonfinishdate13.2.11ComputeTotalFloatas
13.2.12CalendarforschedulingRelationshipLag13.2.13SchedulingOptions–AdvancedTab
13.3SettingtheBaseline13.3.1CreatingaBaseline13.3.2DeletingaBaseline13.3.3RestoringaBaselinetotheDatabaseasanActiveProject13.3.4UpdateBaselines13.3.5CopyingaProjectwithBaselines13.3.6SettingtheBaselineProjectUnderstandingthe<CurrentProject>Baseline13.3.8DisplayingtheBaselineData
13.4AdditionalBaselineFields13.5Workshop11–WBS,LOEsandSettingtheBaseline
14UPDATINGANUNRESOURCEDSCHEDULE14.1PracticalMethodsofRecordingProgress14.2UnderstandingtheConcepts14.2.1ActivityLifecycle14.2.2AssigninganActualStartDateandTimeofanActivity14.2.3AssigninganActualFinishDateandTimeofanActivity14.2.4CalculationofDurationsofanIn-ProgressActivity14.2.5SummaryBarsProgressCalculation14.2.6UnderstandingtheDataDate
14.3UpdatingtheSchedule14.3.1UpdatingActivitiesUsingtheGeneralTaboftheDetailsForm14.3.2UpdatingActivitiesUsingColumns
14.4ProgressSpotlight14.5SuspendandResume14.6SchedulingtheProject14.7UpdateProject14.8ComparingProgresswithBaseline14.9ProgressLineDisplayontheGanttChart14.10CorrectiveAction14.11CheckListforUpdatingaSchedule14.12Workshop12–ProgressingandBaselineComparison
15ADMINISTERMENU15.1AdministerMenu15.2MyCalendar15.3MyPreferences15.3.1Global,GeneralTab15.3.2Global,General,TimeUnitsFormatTab15.3.3Global,ResourcesTab,ResourceStaffing15.3.4Global,ResourcesTab,ResourceAssignments15.3.5Global,ProjectScoreTab15.3.6Global,PerformanceThresholdTab15.3.7Global,CurrencyTab15.3.8Global,DateFormatTab
15.3.9Global,IssuesTab15.3.10ViewTab15.3.11SettingaDefaultStartPage15.3.12PasswordTab
15.4ApplicationSettings15.4.1DataLimits15.4.2EarnedValue15.4.3General15.4.4IDLengths15.4.5Services15.4.6Timesheets15.4.7TimePeriods
15.5EnterpriseData15.5.1UnderstandingUDFsandActivityCodes15.5.2Currencies15.5.3FinancialPeriods15.5.4GlobalCalendars15.5.5Locations15.5.6OverheadCodes15.5.7TimesheetPeriods15.5.8Projects15.5.9Activities15.5.10Resources15.5.11Risks15.5.12Issues15.5.13Documents
15.6GlobalScheduleServices15.7UserAccess15.7.1Users15.7.2OBS15.7.3GlobalSecurityProfiles15.7.4ProjectSecurityProfiles15.7.5CopyUserViewswhenCopyingaUser
15.8UserSessions15.9MiscellaneousDefaults15.9.1DefaultProject
16CREATINGROLESANDRESOURCES16.1UnderstandingResourcesandRoles16.1.1IndividualResources16.1.2GroupResources16.1.3InputandOutputResources16.1.4UnderstandingRoles16.1.5UnderstandingResourceTeamsandRoleTeams
16.2CreatingRoles16.2.1DescriptionTab16.2.2ResourcesTab
16.2.3PricesTab16.2.4LimitsTab16.2.5RoleTeamsTab
16.3CreatingResourcesandtheResourcesWindow16.3.1ResourcesGeneralTab16.3.2ResourceTeamTab16.3.3ResourcesRolesTab16.3.4ResourcesCodesTab16.3.5ResourcesUnitsandPricesTab16.3.6ResourcesSettingsTab16.3.7NotesTab
16.4Workshop13–AddingResourcestotheDatabase17ASSIGNINGROLES,RESOURCESANDEXPENSES17.1UnderstandingResources17.2UnderstandingResourceCalculationsandTerminology17.3ProjectPreferencesForm,ResourceDefaults17.3.1RateType17.3.2Resourcescanbeassignedtothesameactivitymorethanonce17.3.3UnderstandingResourceOptiontoDriveActivityDatesByDefault17.3.4Price/Unit17.3.5ActivityType17.3.6DurationType
17.4MyPreferencesApplicabletoAssigningResources17.4.1Units/TimeFormat17.4.2ResourceAssignments17.4.3ResourceAssignments
17.5ActivitiesWindowResourceInformation17.5.1DetailsGeneralForm
17.6AssigningandRemovingRoles17.7AssigningandRemovingResources17.7.1AssigningaResourcetoanAssignedRole17.7.2AssigningaResourcetoanActivityWithoutaRole17.7.3RemovingaResourceorRole17.7.4AssigningaResourcetoanActivityMoreThanOnce17.7.5SelectingMultipleItemsinAssignDialogForms
17.8RequestResources17.9ResourceandActivityDurationCalculationandResourceLags17.9.1ActivityDuration17.9.2ResourceLag–WindowsClientOnly
17.10Resource,PlanningWindow17.11Expenses17.12SuggestedSetupforCreatingaResourcedSchedule17.13Workshop14–AssigningResourcesandExpensestoActivities
18RESOURCEOPTIMIZATION18.1ReviewingResourceLoading18.2AssignmentsView
18.3Resources,Analysis,RoleUsageWindow18.3.1Resources,Analysis,ResourceUsageWindow18.3.2Resources,Analysis,ResourceAnalysisWindow
18.4MethodsofResolvingResourcePeaksandConflicts18.5Workshop15–ResourcesOptimization
19UPDATINGARESOURCEDSCHEDULE19.1UnderstandingPlannedValuesandBaselineProjects19.1.1CostandUnitsPlannedValues19.1.2BaselineProjectandValues
19.2UnderstandingtheCurrentDataDate19.3InformationRequiredtoUpdateaResourcedSchedule19.4ProjectPreferencesDefaultsforUpdatingaResourcedSchedule19.4.1ProjectPreferencesCalculationsTab19.4.2ProjectPreferencesDefaultsTab
19.5ActivitiesWindow–PercentCompleteTypes19.5.1AssigningtheProjectDefaultPercentCompleteType19.5.2PhysicalPercentCompleteType19.5.3DurationPercentCompleteType19.5.4UnitsPercentCompleteType
19.6UsingStepstoCalculateActivityPercentComplete19.7UpdatingtheSchedule19.7.1Preferences,DefaultsandOptionsforUpdatingaProject19.7.2UpdatingDatesandPercentageComplete
19.8UpdatingResources19.8.1AssignmentsTab19.8.2GeneralTab19.8.3ApplyingActuals
19.9UpdatingExpenses19.10UpdatingUsingProgressReporter19.11Workshop16–UpdatingaResourcedSchedule
20OTHERMETHODSOFORGANIZINGPROJECTDATA20.1UnderstandingProjectBreakdownStructures20.2ActivityCodes20.2.1UnderstandingActivityCodes20.2.2ActivityCodeCreation20.2.3DefiningActivityCodeValues,DescriptionsandColors20.2.4AssigningActivityCodeValuestoActivities20.2.5AddActivityCodesWhenAssigningCodes20.2.6Grouping,SortingandFilteringwithActivityCodes20.2.7ImportingActivityCodeswithExcel
20.3UserDefinedFields20.4Workshop17–ActivityCodesandUserDefinedFields(UDF)
21INDEX
1INTRODUCTION
1.1SoftwareInstallationandConfigurationThisbookdoesnotcoversoftwareinstallation.Webbasedtechnologiesoftenrequirespecialistknowledgetoimplementtoensurethesoftwarefunctionsasdesigned.
Duringthecourseofwritingthisbooktheauthorfoundthattheconfigurationsettingsofthebrowseroccasionallyneededadjustingtoallowpopupstoactivateandsomebrowserupdatestobeinstalled.
1.2PurposeThepurposeofthisbookistoprovideamethodforplanning,schedulingandcontrollingprojectsusingPrimaveraVersions8.2to8.4EPPMWebwithinanestablishedEnterpriseProjectdatabaseorablankdatabaseuptoanintermediatelevel.
TherearedifferencesbetweenhowtheP6V8.3WindowsClientandEPPMWebClientoperateandtheseareidentifiedthroughoutthebook.
TheP6WindowsClienthastwoversions:
•ProfessionalClientwherebythedatabaseMAYNOTbeaccessedbytheWebClientandadministrationfunctionsAREavailableinthistool,and
•OptionalClientwherebythedatabaseMAYbeaccessedbytheWebClientandadministrationfunctionsareNOTavailableinthistool.
InthisbookboththeProfessionalClientandOptionalClientwhicharebothWindowstoolswillbecollectivelyreferredtoastheWindowsClient.Thisbookcoversthefollowingtopics:
•Understandingthestepsrequiredtocreateaprojectplanandmonitoraproject’sprogress
•UnderstandingthePrimaveraP6environment
•Createaprojectandsetupthepreferences
•Definecalendars
•CreatingaWorkBreakdownStructureandaddingactivities
•Formatthedisplay
•Addlogicandconstraints
•UsingFilters,Group,SortandViews(LayoutsintheProfessionalandOptionalClient)
•Printreports
ThebookisnotintendedtocovereveryaspectofPrimaveraP6,butitdoescoverthemainfeaturesrequiredtocreateandupdateaprojectscheduleanunresourcedschedule.Itshouldprovideyouwithasolidgrounding,whichwillenableyoutolearntheotherfeaturesofPrimavera6byexperimentingwiththesoftware,usingthehelpfilesandreviewingotherliterature.
Thisbookwaswrittentominimizesuperfluoustext,allowingtheusertolocateandunderstandtheinformationcontainedwithinasquicklyaspossible.Ifatanytimeyouareunabletounderstandatopicinthisbook,itissuggestedthatyouusethePrimaveraHelpmenuorUserManuals,whichareavailableonthesoftwareCDsinpdfformat,ortheOraclewebsitetogainafurtherunderstandingofthesubject.
1.3RequiredBackgroundKnowledgeThisbookdoesnotteachyouhowtousecomputersortomanageprojects.ThebookisintendedtoteachyouhowtousePrimaverainaprojectenvironment.Therefore,tobeabletofollowthisbookyoushouldhavethefollowingbackgroundknowledge:
•Theabilitytouseapersonalcomputerandunderstandthefundamentalsoftheoperatingsystem.
•Experienceusingapplicationsoftware,suchasMicrosoftOffice,whichwouldhavegivenyouexposuretoWindowsmenusystemsandtypicalWindowsfunctionssuchascopyandpaste.
•Asoundunderstandingofhowprojectsaremanaged,suchasthephasesandprocessesthattakeplaceoverthelifetimeofaproject.
1.4PurposeofPlanningTheultimatepurposeofplanningistobuildamodelthatenablesyoutopredictwhichactivitiesandresourcesarecriticaltothetimelycompletionoftheproject.Strategiesmaythenbeimplementedtoensurethattheseactivitiesandresourcesaremanagedproperly,thusensuringthattheprojectwillbedeliveredbothOnTimeandWithinBudget.Planningaimsto:•Identifythetotalscopeoftheprojectandplantodeliverit,
•Evaluatedifferentprojectdeliverymethods,
•IdentifyProducts/Deliverablesrequiredtodeliveraprojectunderalogicalbreakdownoftheproject,
•Identifyandoptimizetheuseofresourcesandevaluateiftargetdatesmaybemet,
•Identifyrisks,plantominimizethemandsetpriorities,
•Provideabaselineplanagainstwhichprogressismeasured,
•Assistinstakeholders’communication,identifyingwhatistobedone,whenandbywhomand
•Assistmanagementtothinkaheadandmakeinformeddecisions.
Planninghelpstoavoidorassistinevaluating:
•Increasedprojectcostsorreductioninscopeand/orquality,
•Additionalchangeoverand/oroperationcosts,
•ExtensionsoftimeclaimsagainstyourcustomerorClient,
•LossofyourClient’srevenue,
•Contractualdisputesandassociatedresolutioncosts,
•Thelossofreputationofthoseinvolvedinaproject,and
•Lossofafacilityorassetintheeventofatotalprojectfailure.
1.5ProjectPlanningMetricsThecomponentsthatarenormallymeasuredandcontrolledusingplanningandschedulingsoftware:
•Scope
•Time
•ResourceEffort/Work(thesearecalledUnitsinPrimaveraP6)
•Cost
Achangeinanyoneofthesecomponentsnormallyresultsinachangeinoneormoreoftheothers.
Otherprojectmanagementfunctionsthatarenottraditionallymanagedwithplanningandschedulingsoftwarebutmayhavecomponentsreflectedinthescheduleinclude:
•DocumentManagementandControl,
•QualityManagement,
•ContractManagement,
•IssueManagement,
•RiskManagement,
•IndustrialRelations,and
•Accounting.
ThedevelopmentofEnterpriseProjectManagementsystemshasresultedintheinclusionof
manyofthesefunctionsinprojectplanningandschedulingsoftware.Primaveraincludesmodulesfor:
•IssueManagement,
•RiskManagement,and
•DocumentManagement.
1.6PlanningCycleTheplanningcycleisanintegralpartofmanagingaproject.AsoftwarepackagesuchasPrimaveramakesthisactivitymucheasier.
Whentheoriginalplanisagreedto,theBaselineorTargetisset.TheBaselineisacopyoftheoriginalplanandisusedtocompareprogressofanupdatedschedule.Earlierversionswerelimited50baselinesbutthisrestrictionhasbeenremovedinlaterversions.
Afterprojectplanninghasendedandprojectexecutionhasbegun,theactualprogressismonitored,recordedandcomparedtotheBaselinedates.TheprogressisthenreportedandevaluatedagainsttheBaseline.
TheplanmaybechangedbyaddingordeletingactivitiesandadjustingRemainingDurations,LogicorResources.Arevisedplanisthenpublishedasprogresscontinues.ArevisedBaselinemaybesetiftheoriginalBaselinebecomesirrelevantduetotheimpactofprojectscopechanges,achangeinmethodologyorexcessivedelays.
Updatingascheduleassistsinthemanagementofaprojectbyrecordinganddisplaying:
•Progressandtheimpactofprojectscopechangesanddelaysastheprojectprogresses,
•Therevisedcompletiondateandfinalforecastofcostsfortheproject,
•Historicaldatathatmaybeusedtosupportextensionoftimeclaimsanddisputeresolution,and
•Historicaldatathatmaybeusedinfutureprojectsofasimilarnature.
1.7LevelsofPlanningProjectsareoftenplannedatasummarylevelandthenatalaterdatedetailedoutbeforetheworkcommences.Smallerprojectsmaybescheduledindetailduringprojectplanning,butlargeorcomplexprojectsmayrequireseveraliterationsbeforetheprojectplanisfullydetailedout.
Themainreasonsfornotdetailingoutaprojectearlyarethat:
•Theremaynotbeenoughinformationatthatstageand
•Preparingdetailedscheduleswastestime,astheymaybemaderedundantbyunforeseenchanges.
Thefollowingplanningtechniquesdiscussedinotherwell-knownprojectmanagementbooksmaybeconsidered:
PMBOK®Guide
ThePMBOK®Guide,whichisaprojectmanagementreferencebookpublishedbytheProjectManagementInstitute,discussesthefollowingtechniques:
•TheRollingWave.Thistechniqueinvolvesaddingmoredetailtothescheduleastheworkapproaches.Thisisoftenpossible,asmoreinformationisknownaboutthescopeoftheprojectasworkisexecuted.TheinitialplanningcouldbecompletedatahighlevelintheWorkBreakdownStructure(WBS).Astheworkapproaches,theplanningmaybecompletedataWBSComponentandthentoaWorkPackagelevelplanning.
•TheuseofSub-projects.Theseareusefulinlargerprojectswheremorethanoneentityisworkingontheprojectschedule.Thissituationmayexistwhenportionsofprojectsarecontractedout.Asub-projectmaybedetailedoutwhentheworkisawardedtoacontractor.
•TheuseofPhases.APhaseisdifferentfromaPRINCE2Stage,asPhasesmayoverlapintimeandStagesdonot.Phasesmaybedefined,forexample,asDesign,ProcureandInstall.ThesePhasesmayoverlap,asProcurementmaycommencebeforeDesigniscomplete.ThePhasedevelopmentofascheduleinvolvesthedetailingoutofalltheassociatedWBSelementspriortothecommencementofthatPhase.
•ThePMBOK®GuidedoesnothavestrictdefinitionsforlevelsofplansbutassumesthatthisprocessisundertakenwhendecomposingtheWorkBreakdownStructure(WBS).Therearesomeothermodelsavailablethatmaybeusedasguidelines,suchasthePMI“PracticeStandardforWorkBreakdownStructures.”
PRINCE2PlansPRINCE2isaprojectmanagementmethodologythatwasdevelopedintheUK.Thismethodologydefinesthetypeofplansthataprojectteamshouldconsider.
StagesinPRINCE2aredefinedastime-boundperiodsofaproject,whichdonotoverlapin
timeandarereferredtoasManagementStages.TheendofaStagemaysignifyamajorevent,suchassigningamajorcontract.ProjectPhasesmayoverlapintime,butStagesdonot.UnderPRINCE2aProjectPlanisdividedintoStagesandaStageplanisdetailedoutpriortoitscommencement.PRINCE2definesthefollowinglevelsofplans:
•ProgrammePlan–whichmayincludeProjectPlansoroneormoreportfoliosofmultipleprojects,
•ProjectPlan–thisismandatoryandisupdatedthroughthedurationofaproject,•StagePlan–thereisaminimumoftwoStagePlans:anInitiationStagePlanandFirst
StagePlan.TherewouldusuallybeoneStagePlanforeachStage,•ExceptionPlan–whichisatthesamelevelanddetailasaStagePlanandreplacesa
StagePlanattherequestofaProjectBoardwhenaStageisforecasttoexceedtolerances(contingenttime),and
•TeamPlan–whichisoptionalandwouldbeusedonlargerprojectswhereTeamsdeliverProductsthatrequiredetailedplanning.Atypicalexampleisacontractor’splan,whichwouldbesubmittedduringthebidprocess.
Jelen’sCostandOptimizationEngineeringThebookoutlinesseverallevelsofplanning,eachofwhichgoesdeeperintheplanningprocess,dependingonthelevelofgranularitytheplannerwantstoachieve:
•Level0:Correspondstotheprojectasawhole,thereforeitwillshowasanindividualbarintheGanttChartwhichextentwillbefromthestarttothefinishdateoftheproject.
•Level1:Thislevelprogrammestheprojectaccordingtoitsmostsignificantparts;hence,itwillshowlikeaBarChartontheGanttChart.Forexample,visualizeascheduleforafoodfactory,whichcouldbebrokendownintoqualitycontrol,processing,packagingandstorage.
•Level2:Thisleveltakesthepreviousoneasafoundationtokeepsplittingdownthepartsoftheproject.Generallytheschedulewillbeshowninabarchartformatanditcouldhavesomeconstraintsagainstit.Followingthepreviousexample,thestorageareainthefoodfactorycouldbefurtherdividedintodriedfoods,freshproduce,cannedproducts,etc.
•Level3:Thebreakdowngoesevenfurtherandatthispointitbecomesveryclearwherethecriticalpathis.Likewise,sincethisdivisionisnottoodetailed,thelevelofcontrolovertheprojectcanbeperformedverywell.
•Levels4–n:Fromthislevel,isuptotheplanner’sdecisiontokeepbreakingdowntheprojectintomoredetailedparts.Thistypeofplanningisusuallyperformedtobuildalook-aheadoftheschedulebetween1and6months.ThemostcommonpracticeistoshowthisschedulesinaBarChartformatorasCPMs.
1.8MonitoringandControllingaProjectAfteraplanhasbeenproduced,itshouldbeexecutedandtheworkauthorizedinaccordancewiththeplan.Ifthereistobeachangeintheplan,thentheplanshouldbeformallychanged.Ifnecessary,theclientshouldbeinformedand,ifrequiredbythecontract,approvalshouldbesought.
Itmaybedifficulttoobtainapprovalforextensionoftimeclaimswhentheplanisnotfollowedthenandfurthermorethiswillmakedisputeresolutionmoredifficult.
Monitoringaprojectrecordsprogresstodate:
•Recordsthestartandfinishdatesofcompletedactivities,
•Confirmsthattherequiredqualityismet,
•Thusconfirmsthedeliverables/productsthathavebeenproduced,
•Confirmsthatthedeliverables/productsareproducedontime,withtheplannedresourcesandtobudget,
•Recordstheprogressofstartedactivities,
•Appliestheproductivitytodateforfuturesimilaractivities,
•Addoramendscheduletoreflectchanges,and
•Historicaldataisrecordedforuseinplanningfutureprojects.
Controlling a project provides the next level of management with information that enablesthemtomanageaprojectandmakeinformeddecisionsonproblems:
•Ensurethattheprojectisbeingexecutedaccordingtotheplan,
•Comparetheproject’sprogresswiththeoriginalplan,
•Reviewstheproductivitytodateandhowthecurrentproductivitywillaffectfutureactivities,
•Forecastproblemsasearlyaspossiblewhichenablescorrectiveactiontobetakenasearlyaspossible,
•Reviewoptionstoimprovetheschedule,and
•Obtaindatarequiredforpreparingextensionoftimeclaimsandfordisputeresolution.
2CREATINGAPROJECTPLANTheaimofthischapteristogiveanunderstandingofwhataplanisandsomepracticalguidanceonhowaschedulemaybecreatedandupdatedduringthelifeofaproject.
2.1UnderstandingPlanningandSchedulingSoftwarePlanningandschedulingsoftwareenablestheuserto:
•Enterthebreakdownstructureoftheprojectdeliverablesorproductsintothesoftware.ThisisoftencalledaWorkBreakdownStructure(WBS)orProductBreakdownStructure(PBS),
•BreakaprojectdownintotheworkrequiredtocreatethedeliverablesandentertheseintothesoftwareasActivitiesundertheappropriateWBS,
•Assigndurations,constraints,predecessorsandsuccessorsoftheactivitiesandthencalculatethestartandfinishdateofalltheactivities,
•Assignresourcesand/orcosts,whichrepresentpeople,equipmentormaterials,totheactivitiesandcalculatetheprojectresourcerequirementsand/orcashflow,
•Optimizetheprojectplantoensuretheuseofresourcesisoptimized,
•SetBaselineDatesandBudgetstocompareprogressagainst,
•Usetheplantoapprovethecommencementofwork,
•RecordtheactualprogressofactivitiesandcomparetheprogressagainsttheBaselineandamendtheplanwhenrequired,allowingforscopechanges,etc.,
•Recordtheconsumptionofresourcesand/orcostsandre-estimatetheresourcesand/orcostsrequiredtofinishtheproject,and
•Producemanagementreports.
Therearefourmodesorlevelsinwhichplanningandschedulingsoftwaremaybeused.
Planning Tracking
WithoutResources
LEVEL1
PlanningwithoutResources
LEVEL2
TrackingprogresswithoutResources
WithResources
LEVEL3
PlanningwithResources
LEVEL4
TrackingprogresswithResources
Asthelevelincreases,theamountofinformationrequiredtomaintaintheschedulewillincreaseand,moreimportantly,yourskillandknowledgeinusingthesoftwarewillincrease.ThisbookisdesignedtotakeyoufromLevel1toLevel4inasingleprojectenvironment.
2.2EnterpriseProjectManagement
PrimaveraisanEnterpriseProjectManagementsoftwarepackagethatenablesmanyprojectstobemanagedinonedatabase.TheseprojectsmaybesummarizedunderahierarchicalstructuretitledtheEnterpriseProjectStructure(EPS).ThisfunctionissimilartosummarizingactivitiesofaprojectunderaWorkBreakdownStructure(WBS).
AnEPSisusedforthefollowingpurposes:
•Tomanageuseraccesstoprojectswithinthedatabase.
•Tomanageactivitiesovermultipleprojectsthathaveacommoninterest,suchasacriticalresource.
•Top-downbudgetingofprojectsandresourcesthatmaylaterbecomparedtothebottom-upordetailedprojectestimates.
•Toallowstandardizedreportingofallprojectsinthedatabase.
IndividualprojectsmustbecreatedwithinanEPSdatabase.PrimaverahasnotbeendesignedasasingleprojectplanningandschedulingsoftwarepackageandthereisanadministrativeoverheadinmanagingprojectsinanEPSdatabase.
PrimaverahasafunctiontitledPortfoliosthatenablesalimitednumberofprojectstobeviewedatatime.Forexample,Portfoliowouldenableyoutoviewprojectsinaphysicalarea,orofaspecifictypeorclient.
2.3UnderstandingYourProjectBeforeyoustarttheprocessofcreatingaprojectplan,itisimportanttohaveanunderstandingoftheprojectandhowitwillbeexecuted.Onlarge,complexprojects,thisinformationisusuallyavailablefromthefollowingtypesofdocuments:
•Projectcharterorbusinesscase
•Projectscopeorcontractdocumentation
•Functionalspecification
•Requirementsbaseline
•Plansanddrawings
•Projectexecutionplan
•Contractingandpurchasingplan
•Equipmentlists
•Installationplan
•Testingplan
ManyprojectmanagersconductaStakeholderAnalysisatthestartofaproject.Thisprocesslistsallthepeopleandorganizationswithaninterestintheprojectandtheirinterestsordesiredoutcomes.
•Keysuccessfactorsmaybeidentifiedfromtheinterestsoftheinfluentialstakeholders,and
•Itisimportanttousethestakeholderanalysistoidentifyallthestakeholderactivitiesand
includethemintheschedule.
Itisimperativetogainagoodunderstandingofhowtheprojectistobeexecutedbeforeenteringanydataintothesoftware.Itisconsideredgoodpracticetoformallyplanaprojectbeforecreatingascheduleinanyplanningandschedulingsoftware.ThesedocumentsarereferredtobymanytermssuchasProjectExecutionPlanorProjectMethodologyStatement.Youshouldalsounderstandwhatlevelofreportingtheprojectteamrequires,asprovidingeithertoolittleortoomuchdetailwilloftenleadtoadiscardedschedule.
Therearethreeprocessesrequiredtocreateormaintainaplanateachofthefourlevels:
•Collectingtherelevantprojectdata,
•Enteringandmanipulatingthedatainsoftware,and
•Distributing,reviewingandrevisingtheplan.
Theabilityoftheschedulertocollectthedataisasimportantastheabilitytoenterandmanipulatetheinformationusingthesoftware.Onlargerprojects,itmaybenecessarytowritepoliciesandprocedurestoensureaccuratecollectionofdatafromthevariouspeople,departments,stakeholders/companies,andsites.
2.4Level1–PlanningWithoutResourcesThisisthesimplestmodeofplanningandwewillgothroughthestepsofcreatingaprojectscheduleinP6.
2.4.1CreatingProjectsTocreateaprojectinaPrimaveradatabase,youwillneedthefollowinginformation:
•AnEPSNode,OBSNodeinthedatabasetoassigntheproject,
•ProjectID(acodeassignedtotheproject)andtheProjectName,
•TheProjectStartDate(andperhapstheFinishDate),and
Itwouldalsobeusefultoknowotherinformationsuchas:
•Clientname,and
•Projectinformationsuchaslocation,projectnumberandstakeholders.
2.4.2DefiningtheCalendarsBeforeyoustartenteringactivitiesintoyourschedule,itisadvisabletosetupthecalendars.Theseareusedtomodeltheworkingtimeforeachactivityintheproject.Forexample,a6-daycalendariscreatedforthoseactivitiesthatwillbeworkedfor6daysaweek.Thecalendarshouldincludeanypublicholidaysandanyotherexceptionstoavailableworkingdays,suchasplanneddaysoff.
Primaverahasthreetypesofcalendars:
•Global–whichmaybeassignedtoactivitiesandresourcesinanyproject,•Project–theseareproject-specificcalendarsassignedtoactivities,and
•Resource,(PersonalandShared)–thatareassignedtoresources.ProjectandResourcecalendarsmaybelinkedtoGlobalcalendars,enablinganychangestoholidaysmadetoaGlobalcalendartobeinheritedbytheassociatedProjectandResourcecalendars.
2.4.3DefiningtheProjectBreakdownStructuresAprojectbreakdownstructure(PBS)isawayofcategorizingtheactivitiesofaprojectintonumerouscodesthatrelatetotheproject.Thecodesactastagsorattributesofeachactivity.
Duringoraftertheactivitiesareaddedtotheschedule,theyareassignedtheirPBSssothattheymaybegrouped,summarized,andfilteredinoroutofthedisplay.
PrimaverahastwoprincipalmethodsofassigningaPBStoyourproject:
•TheWorkBreakdownStructure(WBS)function,whichiscomparabletotheP3andSureTrakWBSfunctions.
•TheActivityCodefunctionthatoperatesinawaysimilartoActivityCodesP3andSureTrak,CustomDataFieldsinMicrosoftProjectandCodesinAstaPowerProject.
Beforecreatingaproject,youshoulddesignyourPBSsbyaskingthefollowingquestions:
•Whichphasesareinvolvedintheproject(e.g.,Design,Procure,InstallandTest)?
•Whichdisciplinesareparticipating(e.g.,Civil,MechanicalandElectrical)?
•Whichdepartmentsareinvolvedintheproject(e.g.,Sales,ProcurementandInstallation)?
•Whatworkisexpectedtobecontractedoutandwhichcontractorsaretobeused?
•Howmanysitesorareasarethereintheproject?
UsetheresponsestotheseandothersimilarquestionstocreatethePBSs.
2.4.4AddingActivitiesActivitiesmustbedefinedbeforetheyareenteredintotheschedule.Itisimportantthatyoucarefullyconsiderthefollowingfactors:
•Whatisthescopeoftheactivity?(Whatisincludedandexcluded?)
•Howlongistheactivitygoingtotake?
•Whoisgoingtoperformit?
•Whatarethedeliverablesoroutputforeachactivity?
Theprojectestimateisusuallyagoodplacetostartlookingforabreakdownoftheprojectintoactivities,resources,andcosts.Itmayevenprovideanindicationofhowlongtheworkwilltake.
Activitiesmayhavevariabledurationsdependingonthenumberofresourcesassigned.Youmayfindthatoneactivitythattakes4daysusing4workersmaytake2daysusing8workersor8daysusing2workers.
Usuallyprojectreportsareissuedonaregularbasissuchaseveryweekoreverymonth.Itis
recommendedthat,ifpossible,anactivityshouldnotspanmorethantworeportingperiods.ThatwaytheactivitiesshouldonlybeIn-Progressforonereport.Ofcourse,itisnotpracticaltodothisonlongdurationactivities,suchasprocurementanddeliveryactivities,thatmayspanmanyreportingperiods.
Goodpracticerecommendsthatyouhaveameasurablefinishpointforeachgroupofactivities.ThesemaybeidentifiedintheschedulebyMilestonesandaredesignatedwithzeroduration.Youmayissuedocumentationtoofficiallyhighlighttheendofoneactivityandthestartofanother,therebyaddingclaritytotheschedule.Examplesoftypicaldocumentsthatmaybeissuedforclarityare:
•Issueofadrawingpackage
•Completionofaspecification
•Placingofanorder
•Receiptofmaterials(deliverylogsorticketsordockets)
•Completedtestingcertificatesforequipmentorsystems
2.4.5AddingtheLogicLinksThelogicisaddedtothescheduletoprovidetheorderinwhichtheactivitiesmustbeundertaken.Thelogicisdesignatedbyindicatingthepredecessorsto,orthesuccessorsfrom,eachactivity.Therearetwomethodsthatsoftwareusestosequenceactivities:
•PrecedenceDiagrammingMethod(PDM),and
•ArrowDiagrammingMethod(ADM).
Mostcurrentprojectplanningandschedulingsoftware,includingPrimavera,usesPDM.YoucancreateaPDMdiagramusingtheNetworkDiagramfunction.
Thereareseveraltypesofdependenciesthatmaybeused:
1.Mandatorydependencies,alsoknownasHardLogicorPrimaryLogic,arerelationshipsbetweenactivitiesthatmaynotbebroken.Forexample,aholehastobedugbeforeitisfilledwithconcrete,oracomputerdeliveredbeforesoftwareisloaded.
2.Discretionarydependencies,alsoknownasSequencingLogicorSoftLogicorSecondaryLogic,arerelationshipsbetweenactivitiesthatmaybechangedwhentheplanischanged.Forexample,iftherearefiveholestobeexcavatedandonlyonemachineavailable,orfivecomputerstobeassembledandonepersonavailabletoworkonthem,thentheorderoftheseactivitiescouldbesetwithsequencinglogicyetchangedatalaterdate.
BothMandatorydependenciesandDiscretionarydependenciesareenteredintoPrimaveraasactivityrelationshipsorlogiclinks.Thesoftwaredoesnotprovideamethodofidentifyingthetypeofrelationshipbecausenotesorcodesmaynotbeattachedtorelationships.
ANotemaybeaddedtoeitherthepredecessororthesuccessoractivitytoexplaintherelationship.
3.Externaldependenciesareusuallyeventsoutsidethecontroloftheprojectteamthat
impactsontheschedule.Anexamplewouldbetheavailabilityofasitetostartwork.ThisisusuallyrepresentedinPrimaverabyaMilestonethathasaconstraintappliedtoit.Thistopicisdiscussedinmoredetailinthenextsection.
Thesoftwarewillcalculatethestartandfinishdatesforeachactivity.Theenddateoftheprojectiscalculatedfromthestartdateoftheproject,thelogicamongsttheactivities,anyLeads(oftenreferredtoasNegativeLag)orLagsappliedtothelogicanddurationsoftheactivities.Thefollowingpictureshowstheeffectofalagandaleadonthestartofasuccessoractivity:
2.4.6DevelopingaClosedNetworkItisgoodpracticetocreateaClosedNetworkwith.InaClosedNetwork,allactivitieshaveoneormorepredecessorsandoneormoresuccessorsexcept:
•Theprojectstartmilestoneorfirstactivity,whichhasnopredecessors,and
•Thefinishmilestoneorfinishactivity,whichhasnosuccessors.
WhenaclosednetworkisnotestablishedthentheCriticalPath,TotalFloatandFreeFloatwillnotcalculatecorrectly.
Theproject’slogicmustnotloopbackonitself.LoopingoccursifthelogicstatesthatAprecededB,BprecededC,andCprecededA.Thatisnotalogicalprojectsituationandwillcausethesoftwaretogenerateanerrorcommentduringnetworkcalculations.
Thus,whenthelogiciscorrectlyapplied,adelaytoanactivitywilldelayallitssuccessoractivitiesanddelaytheprojectenddatewhenthereisinsufficientspareslippagetimetoaccommodatethedelay.ThissparetimeisnormallycalledFloatbutnotethatMicrosoftProjectusesthetermSlackforFloat.
2.4.7SchedulingtheProjectThesoftwarecalculatestheshortesttimeinwhichtheprojectmaybecompleted,ActivitiesaremovedforwardintimeuntiltheymeetaRelationshiporConstraintoracalendarnonworktime.Un-startedactivitieswithoutlogicorconstraintsarescheduledtostartattheProjectStart
Dateoraspermittedbycalendarnonworktimes.
SchedulingtheprojectwillidentifytheCriticalPath(s)whenthereisaClosedNetwork.TheCriticalPathisthechain(s)ofactivitiesthattakesthelongesttimetoaccomplish;adelaytoanyactivityinthechainwilldelaytheenddateoftheproject.Thecalculatedcompletiondatedependsonthecriticalactivitiesstartingandfinishingontime.Ifanyofthemaredelayed,thewholeprojectwillbedelayed.
2.4.8CriticalPathTheCriticalPathistheshortestdurationthataprojectmaybecompletedinandadelaytoanyactivitywilldelaytheenddateoftheproject,activitiesA1000toA1030andA1060below,alsoshowninredareonthecriticalpath:
2.4.9TotalFloatTotalFloatistheamountoftimeanactivitymaybedelayedwithoutextendingtheprojectenddate.
•AnactivitywithTotalFloatmaydelayanotheractivity,
•MaybedisplayedinacolumnandintheGanttChart,asperthethinblackbarinthepicturebelow,and
•Maybenegative.
2.4.10FreeFloatTheFreeFloatistheamountoftimeanactivitymaybedelayedwithoutdelayinganotheractivity.
•MaybedisplayedinacolumnandintheGanttChart,asperthethinblackbarbelowand
•Isneverinthenegative.
TheP6WindowsClientdoesnotdisplayFreeFloatasabar.
2.4.11RelationshipColorsRelationshipcolorsinP6maynotbeformattedaswithmanyothersoftwarepackages:
•SolidBlackareDrivingCritical(theirsuccessorsusuallyhaveNOTotalFloat)orDrivingNon-Critical(theirsuccessorsusuallyhaveTotalFloat).
•DottedBlackareNon-DrivingNon-CriticalandtheirpredecessorshaveFreeFloat.
2.4.12ConstraintsTypesTherearetwotypesofconstraints:
•ProjectConstraintswhichincludestheProjectStartDateandProjectFinishDate,and•ActivityConstraints;thetwomostcommonareStartOnorAfter(EarlyStart)andFinish
OnorBefore(LateFinish).ExternaldependenciesareappliedtoascheduleusingConstraintsandthesemaymodeltheimpactofeventsoutsidethelogicalsequenceofactivities.Aconstraintwouldbeimposedtospecificdatessuchastheavailabilityofafacilitytostartworkortherequiredcompletiondateofaproject.Constraintsshouldbecross-referencedtothesupportingdocumentation,suchasMilestoneDatesfromcontractdocumentation,usingtheNotebooksfunction.
2.4.13ProjectConstraintsAProjectStartDatecalledProjectPlannedStartinP6istheearliestdatethatanyactivitymaybescheduledtostart.AnactivitywillstartontheProjectStartDateunlessoneofthe
followingstopstheactivitystartingontheProjectStartDate:•ThereisaCalendarNonWorktime,or
•Aconstraint,or
•Arelationship.
AprojectMustFinishDateisoptional,butoncesetthiscontrolsTotalFloat(oftenreferredtoasFloatinP6).
WhenaprojectMustFinishDateconstraintisassignedthenTotalFloatiscalculatedtothisdate.
•ThepictureshowsaprojectwithaProjectFinishdateonFriday26Septemberdeveloping5daysTotalFloat.
P6WebdoesnotdisplaytheTotalFloatonMilestones,unliketheP6WindowsClientwhichwilldisplaythefloatbaronaMilestone,seeimagebelow:
•ThepictureshowsaschedulewithaprojectMustFinishDatedateofFriday12,•Thisisearlierthanthecalculatedfinishdate,thuscalculating5daysNegativeFloat:
TheP6displaysthenegativefloatbarfromtheFinishoftheactivitygoingforwardin
timeanddoesnotdisplaytheNegativeFloatonMilestones.Othersoftwarepackagesdisplayfloatfromthestartoftheactivitygoingforwardintimewhichmakesthescheduleeasiertoread.
•ThepicturebelowwascreatedusingtheP6WindowsClientandshowsanegativefloatbarisdrawnagainstMilestones:
2.4.14ActivityConstraintsTypicalexamplesofactivityconstraintswouldbe:
•StartonorAfterfortheavailabilityofasitetocommencework,and
•FinishonorBeforeforthedatethatatotalprojectmustbecompletedorhandedover.
ActivityEarlyStartConstraint•AnactivitywillnolongerstartontheDataDatewhenaStartOnorAfterconstraintis
assigned
•ThisismorecommonlyknownasanEarlyStartconstraint.
NOTES:InP6thetimemustalwaysbedisplayedasP6willoftensetconstraintsat00:00hrswhichismidnightandisnotveryoftenanappropriatetimetosetconstraints.
ActivityLateFinishConstraintEarlierthantheScheduledFinish•ThispicturebelowshowsaschedulewithaFinishDateOnorBeforeconstraintassigned
4daysearlierthanthecalculatedfinishdate,
•ThusNegativeFloatiscreated,representingtheamountoftimethatneedstobecaughtup.
•ThisismorecommonlyknownasaLateFinishconstraint:
ActivityLateFinishConstraintLaterthantheScheduledFinish•ThepicturebelowshowsaschedulewithaFinishDateOnorBeforeconstraintassigned
afterthecalculatedfinishdate,
•TheTotalFloatisNOTcalculatedtotheconstraintdatewhentheconstraintdateisLATERthecalculatedEarlyFinish.
•PositiveTotalFloatisNOTcreatedandacriticalpathofzerodaysfloatismaintained:
2.4.15RiskAnalysisPlanningaprojectmayidentifyrisks,soaformalriskanalysisshouldbeconsidered.Ariskanalysismayidentifyriskmitigationactivitiesthatshouldbeaddedtotheschedule.
2.4.16ContingentTimeTheadditionofcontingenttimeshouldbeconsideredwhensubmittingascheduleforapproval.Estimatesusuallyhavecontingencyandifthismoneyistobeexpendedthenanallowancefortimetospendthecontingentfundsneedstobemade.Contingenttimemaybeaddedtoascheduleinanumberofways:
•Insertoneormorecontingenttimeactivitiesintheproject.Thesewouldbeadjustedinlengthastheprojectprogressestomaintaintheplannedenddate.
•Assignworkdaysinthecalendarasnonworkdays.Forexample,abuildingprojectcouldbescheduledona5-dayperweekbasis,knowingthatworkwillbeundertakenontheSaturday.
•Increasetheactivitydurationsbyafactor,thiswillaffecteithertheresourceUnitsperTimeperiodortotalresourceUnitsandshouldnotbeusedonaresourcedschedule.
•Assignpositivelagsbetweenactivities,althoughthisisnotrecommendedbytheauthor.
2.4.17FormattingtheDisplay–ViewsandFiltersTherearetoolstomanipulateanddisplaytheactivitiestosuittheprojectreporting
requirements.ThesefunctionsarecoveredintheFORMATTINGTHEACTIVITYWINDOWANDVIEWSchapter.
2.4.18PrintingandReportsTherearesoftwarefeaturesthatenableyoutopresenttheinformationinaclearandconcisemannertocommunicatetherequirementstoallprojectmembers.ThesefunctionsarecoveredinthePRINTINGANDREPORTSchapter.
2.4.19IssuingthePlanAllmembersoftheprojectteamshouldreviewtheprojectplaninanattemptto:
•Optimizetheprocessandmethodsemployed,and
•Gainconsensusamongteammembersastotheproject’slogic,durations,andProjectBreakdownStructures.
Teammembersshouldcommunicatefrequentlywitheachotherabouttheirexpectationsoftheprojectwhileprovidingeachwiththeopportunitytocontributetothescheduleandfurtherimprovetheoutcome.
2.5Level2–MonitoringProgressWithoutResources
2.5.1SettingtheBaselineTheoptimizedandagreed-toplanisusedasabaselineformeasuringprogressandmonitoringchange.Thesoftwaremayrecordthebaselinedatesofeachactivityforcomparisonagainstactualprogressduringthelifeoftheproject.
2.5.2TrackingProgressThescheduleshouldbeUpdated(progressed)onaregularbasisandprogressrecordedatthatpoint.ThedateonwhichprogressisreportedisknownbyanumberofdifferenttermssuchasDataDate,UpdateDate,TimeNowandStatusDate.TheCurrentDataDateisthefieldPrimaverausestorecordthisdate.TheDataDateisNOTthedatethatthereportisprintedbutratherthedatethatreflectswhentheupdateinformationwasgathered.
Whateverthefrequencychosenforupdating,youwillhavetocollectthefollowingactivityinformationinordertoupdateaschedule:
•Completedactivities
ActualStartdate
ActualFinishdates
•In-progressactivities
ActualStartdate
PercentageCompleted
DurationorExpectedFinishDateoftheActivity
•Un-startedwork
Anyrevisionstoactivitiesthathavenotstarted
Newactivitiesrepresentingscopechanges
Revisionstologicthatrepresentchangestotheplan
Theschedulemaybeupdatedafterthisinformationhasbeencollected.TherecordedprogressiscomparedtotheBaselinedates,eithergraphicallyorbyusingcolumnsofdata,suchastheVarianceBaselineProjectFinishcolumn:
2.5.3CorrectiveActionAtthispoint,itmaybenecessarytofurtheroptimizethescheduletobringtheprojectbackontrackbydiscussingtheschedulewiththeappropriateprojectteammembers.Thepossibleoptionsare:
•Reducethecontingenttimeallowance.
•AssignanegativelagonaFinishtoStartrelationship,whichenablesasuccessortocommencebeforeapredecessoriscompleted.
•Changerelationshipstoallowactivitiestobeexecutedinparallel.
•Reducethedurationsofactivities.Inaresourcedschedule,thiscouldbeachievedbyincreasingthenumberofresourcesassignedtoanactivity.
•Worklongerhoursperdayordaysperweekbyeditingthecalendars,or
•Reducethescopeanddeleteactivities.
2.6Level3–SchedulingWithResourcesandRoles
2.6.1EstimatingorPlanningforControlTherearetwomodesthatthesoftwaremayuseatLevel3.
•Estimating.Inthismode,theobjectiveistocreateaschedulewithcoststhatareusedonlyasanestimate.Theschedulewillneverbeupdated.Activitiesmayhavemanyresourcesassignedtothemtodevelopanaccuratecostestimateandincludemanyitemsthatwouldneverbeupdatedintheprocessofupdatingaschedule.
•PlanningforControl.Inthismode,theintentionistoassignactualunits(hours)andcosts
toresources,thencalculateunitsandcoststocompletion,andpossiblyconductanEarnedValueanalysis.Inthissituation,itisimportanttoensurethattheminimumnumberofresourcesareassignedtoactivities,andpreferablyonlyoneresourceassignedtoeachactivity.Theprocessofupdatingaschedulebecomesextremelydifficultandtimeconsumingwhenaschedulehasmanyresourcesperactivity.Thescheduleristhenunderthreatofbecomingatimekeeperandmaylosesightofotherimportantfunctions,suchascalculatingtheforecasttocompleteandtheprojectfinishdate.
2.6.2TheBalanceBetweentheNumberofActivitiesandResourcesWhenPlanningforControlonlargeorcomplexschedules,itisimportanttomaintainabalancebetweenthenumberofactivitiesandthenumberofresourcesthatareplannedandtracked.Asarule,themoreactivitiesaschedulehas,thefewerresourcesshouldbecreatedandassignedtoactivities.
Whenaschedulecontainsalargenumberofactivitiesandalargenumberofresourcesassignedtoeachactivity,theresultmaybethatnomembersoftheprojectteamareabletounderstandthescheduleandtheschedulerisunabletomaintainit.
Insteadofassigningindividualresources,suchaspeoplebyname,considerusing“Skills”or“Trades,”andonverylargeprojectsuse“Crews”or“Teams.”
Thistechniqueisnotsoimportantwhenyouuseascheduleforestimatingthedirectcostofaproject(byassigningcoststotheresources)orifyouarenotusingthescheduletotrackaproject’sprogress(suchasaschedulethatisusedtosupportwrittenproposals).
Therefore,itismoreimportanttominimizethenumberofresourcesinlargeschedulesthatwillbeupdatedregularly,becauseupdatingeveryresourceassignedtoeachactivityateachscheduleupdateisverytimeconsuming.
2.6.3CreatingandUsingResourcesFirst,onewouldusuallyestablisharesourcepoolbyenteringalltherequiredprojectresourcesintoahierarchicaltableinthesoftware.Therequiredquantityofeachresourceisassignedtotheactivities.InanEnterpriseenvironmenttheseresourcesmayalreadybedefinedforyou.
SomelargeorganizationsmaycentralizethisfunctionandresourcesmayalreadybecreatedandpossiblylinkedtoaHRManagementsystemwhichcontinuallyupdatesresourcesavailabilityandprices.
Enteringacostrateforeachresourceenablesyoutoconductaresourcecostanalysis,suchascomparingthecostofsupplementingoverloadedresourcesagainstthecostofextendingtheprojectdeadline.
Estimatesandtime-phasedcashflowsmaybeproducedfromthisresource/costdata.
2.6.4CreatingandUsingRolesPrimaverahasanadditionalfunctiontitledRoles,whichisusedforplanningandmanagingresources.
•ARoleisaskillortradeorjobdescriptionandmaybeusedasanalternativetoresources
duringtheplanningperiodofaproject.
•RolesaredefinedinahierarchicalstructureandholdaProficiencyLevel.
•Rolesmaybeassignedtoactivitiesinawaysimilartohowresourcesareassigned.Rolescanbereplacedlaterbyresourcesafterithasbeendecidedwhoisgoingtobeassignedthework.
•PrimaveraVersion5.0introducedafunctionallowingaRoletobeassignedarate.
2.6.5TheRelationshipBetweenResourcesandRolesPrimaverahastheabilitytodefinerolesandassociatethemwithresources.Aroleisajobtitle,tradeorskillandmayhavemanyresources.Amulti-skilledresourcemayhavemultipleroles.Forexample,arolemaybeaClericalAssistantandtheremaybefiveclericalassistantsinacompanywhowouldbeassignedtheClericalAssistantRole.Ifoneclericalassistantwerealsoadataentryperson,thenthisresourcewouldbeassignedtworoles:ClericalAssistantandDataEntry.
2.6.6ActivityTypeandDurationTypeActivitiesmaybeassignedanActivityTypeandDurationTypewhichaffecthowresourcesarecalculated.Additionalsoftwarefeaturesenabletheusertomoreaccuratelymodelreal-lifesituations.ThesefeaturesarecoveredintheASSIGNINGROLES,RESOURCESANDEXPENSESchapter.
2.6.7BudgetsTheBudgetfunctionenablesTop-DownBudgetingatasummarylevelagainsteachEPSNodeinanaccountingstyle.BudgetsmaybecomparedtothedetailedestimatescalculatedafterresourceshavebeenassignedtoActivities.TheBudgetfunctionisnotcoveredinthisbook.
2.6.8ResourceUsageProfilesandTablesThesefeaturesenablethedisplayandanalysisofprojectresourcerequirementsbothintablesandgraphs.
ThedatamaybeexportedtoExcelorreportsrunforfurtheranalysisandpresentation.
2.6.9ResourceOptimizationTheschedulemaynowhavetoberesourceoptimizedto:
•Reducepeaksandsmooththeresourcerequirements,or
•Reduceresourcedemandtotheavailablenumberofresources,or
•Reducedemandtoanavailablecashflowwhenaprojectisfinancedbyacustomer.
Levelingisdefinedasdelayingactivitiesuntilresourcesbecomeavailable.Thereareseveralmethodsofdelayingactivities,andthuslevelingaschedule,whichareoutlinedintheRESOURCEOPTIMIZATIONchapter.
2.7Level4–MonitoringandControllingaResourcedSchedule
2.7.1MonitoringProjectswithResourcesWhenyouupdateaprojectwithresources,youwillneedtocollectsomeadditionalinformation:
•Thequantitiesand/orcostsspenttodateperactivityforeachresource,and
•Thequantitiesand/orcostsrequiredperresourcetocompleteeachactivity.
Youmaythenupdatearesourcedschedulewiththisdataorthismaybeimportedfromatimesheetsystem.
Afteraschedulehasbeenupdated,thenareviewofthefutureresourcerequirements,projectenddate,andcashflowsmaybemade.
Updatingaresourcedprojectistimeconsumingandrequiresexperienceandagoodunderstandingofhowthesoftwarecalculatesaschedule.Ideally,thisshouldonlybeattemptedbyexperiencedusersorbyanoviceundertheguidanceofanexperienceduser.
TheOraclePrimaveratimesheetsystemmayalsobeimplementedtoupdateactivities.
2.7.2ControllingaProjectwithResourcesAtthispoint,itispossibletoundertakeagreatdealofanalysisandoftenEarnedValuePerformanceMeasurementtechniquesareused.
3STARTINGUPANDNAVIGATION
3.1ImplementingWebBasedProjectManagementToolsWebbasedtechnologiesoftenrequirespecialistknowledgetoimplementtoensurethesoftwarewillfunctionasdesigned.Thesystemconfigurationofboththehardwareandsoftwarecanalsoimpactthespeedofthesystemwhenimplementedandduetothenumberofdifferentsystemcombinations.
ThebrowserusedforwritingthisbookswasMicrosoftWindowsInternetExplorerVersion8.Duringthecourseofwritingthisbooktheauthorfoundthattheconfigurationsettingsofthebrowseroccasionallyneededadjustingtoallowpopupstoactivateandsomebrowserupdatestobeinstalled.
3.2LoggingInYourSystemsAdministratorwillprovideyouwith:
•AWebAddresstoaccessthePrimaveraWebClientsoftwareLoginscreen,whichmaybedifferenttotheonebelow,
•AUsernameandaPassword,•ADatabaseIDwhentherearemultipledatabasestoselectfrom,•OpentheAdvancedtabtoselectanotherdatabaseortochangetheLanguage,•Clickontothe Loginbutton:
YoumaybetakentothePersonalWorkspacewhichmaylooklikethepicturebelow:
3.3PrimaveraP6ArchitecturePrimaveraP6hasthefollowingcorecomponents:
•Databases
•WebClientTools
•WindowsClientTool
•OtherTools
3.3.1DatabasesOneormoredatabasesmaybeinstalledsuchas:
•Production–forkeepingallthecurrentcorporateprojects,•Sandpit–forschedulesthatarenotdesiredinthecorporatedatabasesuchastwoweek
lookaheadschedulesandotherlessimportantinformationsuchas“Whatif”schedules,
•Training–forrunningtrainingcourseswhichisoftenacopyoftheCorporateDatabase,•Import–forimportingexternallysuppliedprojectstoimportandreviewtheseprojectsso
otherdatabasesarenotcorruptedbyunwanteddatathatmaybeimportedwiththeseschedules.
3.3.2WebToolsP6WebClient–isawebbrowsertoolwhichisthetopicofthisbook.•ThistooleliminatestheneedtoloadsoftwareontoaPC.
•P6WebmakesavailablemanyfunctionsoftheWindowsClientServerProjectManagementtool,plussomeadditionalfunctionsnotavailableintheWindowsClientServer.
•ItisusedtomanagetheEPPMdatabase,functionssuchasaddingusersanduseraccessetc.
•P6WebisusedtomanagetheEnterpriseenvironment.
P6ProgressReporter–timesheetapplicationaccessedthroughawebbrowser.ThiswasintegratedintoP6TeamMemberinVersion8.4.
P6TeamMember–progressupdateapplicationaccessedthroughawebbrowser.TimesheetswerealsointegratedintothisapplicationinVersion8.4.
PrimaveraPrime–ThisapplicationisaProjectPortfolioManagementapplicationwithanumberofmodulesincludingBudgetPlanning,ProjectInitiationProjectCosting,ProjectSelection,BusinessProcessManagement,StrategicAlignmentandCompliance,PortfolioMonitoringanCollaborationandmaybeintegratedwithP6thoughimportandexport.
•ThePrimeRiskManagement,whichusesaMonteCarloSimulationtocalculateaquantitativeriskanalysis,andthenupdatesP6withtheresults.
•PrimeScopeManagement,allowingP6activitiescostsanddateinformationtobeexchangedwithPrimeWorkPackages.
PrimaveraUnifier–ThisisacostmanagepackagethathassupersededContractManagerandintegrationwithUnifierwasenhancedinVersion8.4.Typicallycost,resourcedatamaybeexchangedbetweenthetwoapplicationsusingimportandexportatasummarylevelusingaCostBreakdownStructurethatisassignedtoactivitiesoratdetaillevel.
3.3.3WindowsClientServerToolThistoolistitledProjectManagement(amongstmanyothernamesassignedinthepast)isatraditionalWindowsClientServertoolusedtomanagetheprojectsandprojecttemplates.ThisisoftenrunthroughCitrixorRemoteDesktopapplicationbymanycompanies.
TheWindowsClientisconsideredbytheauthorasasuperiortoolforschedulingandcontrollinglargecomplexprojectsandtheproductivityisintheauthor’sopinionwilldelivermorethantwicetheproductivityoftheWebtool.
TherearemanydifferencesinfunctionalitybetweentheWebClientandWindowsClient.TherearetwoversionsoftheWindowsClient,P6ProfessionalwhichdoesnotoperatewiththeWindowsClientorP6OptionalClientwhichdoesoperatewiththeWindowsClient.ThispublicationtriestoexplainthesedifferencesandWindowsClienttooliscoveredinotherEastwoodHarrispublications.
3.3.4OtherToolsInP6Versions8.2&8.3,theTeamMemberfunctionalitywasextendedtoprovidetheabilitytoupdateprogressviaiPhoneapplicationoremail.
3.4P6WebFunctionalityAreasandInterfaceP6Webhasthefollowingfunctionalityareas:
•Dashboards–thistabdisplaysPortlets(smallwindowsdisplayinginformation)thatmaybecustomizedbytheusertodisplayinformationrelevanttotheportfolios,projectsandresources.
•Portfolios–thistaballowsyoutoreviewinformationongroupsofprojects.Fromthispage,youcanconductaside-by-sidecomparisonoftwoprojectgroups,applywhat-ifanalysisandwaterlineanalysistechniquestoassistwithcritical,executive-leveldecisionmaking.
•Projects–thistabiswhereoneormoreprojectsmaybecreatedoropenedandmanipulated.Thisareawillbecoveredindetailinthisbook.
•Resources–thistabiswhereresourcesarecreated,managedandanalysed.•Administration–thismenuwhereaUsersetstheirsoftwarepreferencesintheareatitled
MyPreferencesandDatabaseAdministratoradministersusersandthedatabase.ThischapterwillexplaintheWebinterface,butultimatelyeachuserwillhavetospendasignificantamountoftimeplayingwiththeinterfacetobecomefamiliarwiththiscomplexpieceofsoftware.
3.4.1DashboardsTabDashboardareusedtoprovideasummarizedviewoftheP6data,configuredtodisplayinformationspecifictotheroleoftheuser.Thedashboarddatacontainsinformationonportfolios,projects,resourcesandactivities.Theinformationcanbedisplayedinatabularorgraphicalformat,withemphasisonsummaryandKPIreporting.
TheDashboardsmodulecancontainanumberofworkspaces,witheachworkspacerepresentedbyatab.Theworkspacedataisdisplayedinanumberofconfigurablesub-windowscalledPortlets.
Accesstothedashboardinformationiscontrolledbymoduleandsecuritysettings,administrationconfiguration,userinterfaceviewsetting,andprojectandactivityassignmentsoftheuser.
Therearethefollowingtypesofdashboards:
•Userdashboardsareprivateworkspacesthatausermaycreateandarenotavailabletootherusers.Theycontaininformationspecifictoauser,suchthelistofactivitiesassignedtotheuser.
•Multi-userdashboardsareaccessibletoaspecificgroupofusers.ThedashboardswouldtypicallybeconfiguredbythesystemadministratorandcanbeviewedbytheassigneduserontheDashboardsHomepage.
•Globaldashboardscontaininformationrelevanttoallusers,andareaccessiblebyalluserswithaccesstotheDashboardsmodule.
ADashboardincludesuserdefinedinformationinsmallwidowscalledPortlets.ThePortletsmaybeformattedandthedataineachPortlethiddenordisplayed:
TheFilterbyfieldonthetoprighthandsidespecifieswhichportfolioprojectdataisviewed.TheDashboardmenushownbelowhasfollowingoptions:•ManageDashboards–whereoneormoreDashboardsarecreatedandformatted.•ApproveTimesheets–whereamanagermayapprovetimesheets.
Afteramenuitemhasbeenselectedthetitleofthecurrentwindowisdisplayed,asshowninthepicturebelowwhereManageDashboardswasselected:
EachDashboardhasadditionalformattingoptionsthatmaybeaccessedthroughAdminister,MyPreferences,View,Dashboards:
3.4.2PortfoliosTabPortfolioareusedtoprovidemulti-projectreporting,analysisandcomparison.Aportfolioisacollectionofprojectsgroupedbyacommonattribute.Thegroupingtypicallyreflectsanorganizationalbusinessobjective,suchascapitalworksprojectsfornextfinancialyear.
ThePortfoliosmoduleisusedtoanalyzeportfoliodata,conductside-by-sidecomparisonsoftwoprojectgroups,andapplywhat-ifscenariosandwaterlineanalysistechniquestoassistwithexecutive-levelcriticaldecisionmaking.Portfolioviews,suchaspiecharts,bubblechartsandhistogramsassisttheusersintheanalysisandcomparisonofthedataineachportfolio.
ThePortfolioAnalysispageisdividedintotwohalves.Informationrelatedtooneprojectgroupmaybecomparedwithasecondprojectandmaybedisplayedonesideoroneabovetheotherorsidebyside.
Foreachprojectgroup,theusercandisplaythelatestsummarizeddata,orasnapshotofhistoricalprojectdatathathasbeensavedasascenario.Theusercanalsocustomizeaportfolioviewtodeterminethelayoutofprojectdata.
Portfolioscanbealsousedtofilterdashboardreporting.
Dependingonsecurityprivileges,theusercancreatetheirownportfolio,saveportfoliosforotherusersorcreateglobalportfolios.
ThePortfoliotaballowsausertoreview,compareandanalyzeProjectdataassignedtoaPortfolio:
ThePortfoliomenu,activatedbyclickingonthe bythetitle,hasfouroptions:
•OpenPortfolio–allowstheselectionofaPortfolio.•ManagePortfolios–asintheDashboardmenuthisiswhereoneormorePortfoliosare
createdandedited.
•ManagePortfoliosViews–iswhereaviewmaybecreatedthatdisplaysspecificinformationaboutaportfolio,and
•ManageScenarios–aScenarioisarecordofprojectdataataspecificpointintimeandisusedforfuturecomparison.
Thebottompartofthemenushowstheportfoliosrecentlyopened.
3.4.3ProjectsTabThismenuwilldisplayanyopenprojectsandallowsoneormoreprojectstobeopened,created,manipulatedanddeleted.
Thiswindowwillbecoveredindetailinthisbook.
3.4.4ResourcesTabThiswindowiswhereresourcesareadded,removedandmanaged:
•Assignmentstabiswhereresourcesareassigned,•PlanningtabiswhereresourcesmaybeassignedtoaWBSNodeforlongtermplanning
andisoutofscopeofthisbook,
•Analysistabiswhereresourceloadingmaybeanalysed,and•Administrationtabiswhereresourcesarecreatedandadministered.
3.4.5AdministerTabAllconfigurationoftheEnterprisedatabaseforthePrimaveraP6EPPMVersions8.2to8.4isperformedusingtheP6WebClientandmaynotbeperformedwiththeOptionalWindows
Client.
Theseconfigurationitemsincludeforexample:
•EPS–EnterpriseProjectStructure,thisisahierarchicalstructureforstoringtheprojects.•OBS–OrganizationBreakdownStructurewhichisusedtoassignaccessrightsforusersto
projectsviatheEPS.
•Users–Creatingusersandaccessrights.ThistabisusedtodefinetheMyPreferences,theseareindividualuserpreferences,andMyCalendarwhichistheuser’sPersonalCalendarwhentheuserhasbeendefinedasaresource.
Thedatabaseconfigurationsettingandsecurityprivilegesareunderthefollowingheadings:
•ApplicationSettings
•EnterpriseData
•GlobalScheduledServices
•UserAccess
•UserInterfaceViews
•UserSessions
UnliketheWindowsClientitispossibletohaveformulaetocalculatevaluesforUserDefinedFieldsfromotherdatabasefieldsintheP6Webtool.
3.4.6AdministerMenu,MyPreferencesTheMyPreferencesmenuisusedbyausertoformatthedisplaytosuittheusersrequirements.Ithasthefollowingtabs:
Administer,MyPreferences,Globaltab–thisiswheretheuserdefineshowthemanyGlobalfunctionsperformandinparticularhowthedate,timeanddurationsaredisplayed:
Administer,MyPreferences,Viewtabiswheretheuserdefineswhichmenuitemsaredisplayed:
Administer,MyPreferences,Passwordtabiswhereausermayresettheirpassword:
3.4.7NavigatingAroundP6WebTheP6Webtoolhassomefeaturesthatnewusersshouldbeawareof:
•ClicktheDashboards,Portfolios,ProjectsorResourcestoselectawindow:
•The buttonnexttoeachwindowiconopensadownmenu:
•A willcloseaPortletanda willopenaPortlet.
•A willopencontextsensitivehelp.
•A willrefreshthedatainaPortlet.
•A willmaximizeandminimizeaPortlet.
•A willclosethePortletandremoveitfromtheview.TheCustomize,ViewtabmustbeusedtodisplayahiddenPortlet.
3.4.8BottomPaneTabsSomeoftheWindowshaveabottompanewithtabs,thepicturebelowshowstheActivityWindowstabsatthebottom:•Clickonthetabtoopenthetabcontents:
•ThepicturebelowexplainsthefunctionsavailableforformattingthetabsaftertheGeneraltabwasopened:
Thefunctionsinthelowerwindowwilltakesomepracticetomaster.
AfteratabhasbeenmadeFloatingitispossibletomakemultiplewindowsvisibleinthelowerpane.
ToaddaFloatingpanebackintothemainwindowclickonthe RestoreiconintheTopRightHandSideofthefloatingwindowwhenanotherwindowisdisplayed,thisfunctiondoesnotworkwhentherearenononFloatingpanesvisible.
3.4.9SavingDataItisveryimportanttounderstandthatdataisnotautomaticallysavedwhenausernavigatesawayfromapageanddatamustbesavedbeforemovingfromonepagetoanother.Thesoftwarewilloftenpromptausertosave,butitisimportantthatyoudosavewhenpromoted:
•Datathathasbeenmodifiedandisyettobesavedwillbeidentifiedbythe ChangedandUnsavedDataicon.
•Fieldsintablecolumnscanbeediteddirectlyonscreen,butthedatamustbesavedprioraftertheupdateiscompletedbyclickingonthe Saveiconortheeditswillbelost.
•Editstodatainformswillnotbesaveunlessthe Saveiconatthebottomoftheformisclicked:
3.5ViewingProjectData–ProjectsTabThissectionwillcovertheviewingofprojectdatafoundundertheProjecttab.
3.5.1Projects,EPSTabProjectsmaybesummarizedunderahierarchicalstructuretitledtheEnterpriseProjectStructure(EPS).ThisfunctionissimilartosummarizingactivitiesofaprojectunderaWorkBreakdownStructure(WBS).
TheProjects,EPStaballowsaccesstoareaswhere:•EPSNodesmaybecreatedandedited,•Projectsmaybecreatedandprojectssettingsedited.
3.5.2ProjectsTabMenuandActivitiesTabTheProjectsMenutaballowsaccesstoareaswhere:•ProjectsmaybeopenedusingtheProjects,OpenProjectscommand,•EnterpriseProjectDataisanotheroptiontoview,createandeditEnterprisedata,and•ProjectScheduledServicesareadministeredhere.Theseallowtheschedulingof
functionslikeScheduling,Summarizing,LevelingandApplyingActualsandthedetailsofthisareoutofscopeofthisbook:
3.5.3OpeningaProjectTherearetwomethodsofopeningaproject:
•FromtheProjects,OpenProjectsmenu,or•TheProjects,EPSWindow.
ToopenoneormoreprojectsfromtheOpenProjectsmenu:•SelecttheOpenProjectscommandtoopentheProjectsMenu,OpenProjectform,•TheprojectorEPSNodetobeopenedisselectedinthelefthandsideandismovedtothe
righthandsideusingthearrowsofdoubleclickingontheprojecttitleorEPSNode,
•Theprojectslistedintherighthandsidewillbeopenedwhentheformisclosed,
•Closetheformbyselectingthe OKiconandtheprojectdatawillbeavailableforediting:
•TheprojectactivitieswillbedisplayedwhenyouareintheActivitiesWindow:
ToopenoneormoreprojectsfromtheProjects,EPSWindow:•SelecttheProjects,EPStoopentheEPSWindow,
•IfyoudonotwantacurrentlyopenprojectopentheselectProjects,EPS,Actions,CloseAll andthiswillcloseallopenprojects,
•Selecttheproject/syouwanttoopen,
•LeftclickandselectOpenProjectorclickontheOpenProject icon,
•MovetotheProjects,ActivitiesWindowtoseeanyActivitiesandedittheschedule:
OpenExclusively willallowotherpeoplewithaccesstoopenyourprojectbuttheywillnotbeabletomakeanychanges.
UnliketheWindowsClientopeninganewprojectwillnotcloseallotheropenprojectsiandwillopenanadditionalproject.IfyouwishtoopenasingleprojectthenyoushouldclickontheCloseAll iconbeforeselectinganewprojecttoopen.
3.5.4ViewingtheOBSTheOBSisusedtoassignuseraccesstoaproject,WBSNodeorEPSNodeandmaybeviewed/assignedinthe:
•Projects,EPS,GeneraltabResponsibleManagerfield,or•BydisplayingtheEPScolumn:
3.5.5MyPreferences–DateandTimeDisplayAdminister,MyPreferencesenableseachusertoselecthowsomeinformationisdisplayedorcalculated.ToadjusthowthedateandtimearedisplayedselectAdministerfromthetoprighthandsideofthemenuandselecttheMyPreferences,Globaltab,TimeUnitsFormatarea:
•GototheTimeUnitsFormatarea:
TheDisplayDurationsindetermineshowtheactivitydurationsaredisplayed.PrimaveraessentiallycalculatesinhoursandtheHoursperTimePeriodoptionsconvertthedurationinhourstoDays,Weeks,MonthorYearsforallprojectsthattheuserhasopened.
ItisimportantthattheShowDurationlabelandSub-unitsarecheckedwhendisplayingdurationsinhoursandthenyouwillseeimmediatelywhennonrounddaysfordurationshavebeencreated.
•GototheDateFormatareatoformat:Thedatedisplay,and
Thetimedisplay.
Dateformat.ItisVERYstronglyrecommendedusingMonthnameoninternationalprojectssothereisnoconfusionbetweentheUSmm/dd/yyformatandtheROW(RestofWorld)formatofdd/mm/yy.Timeformat:ItisSTRONGLYrecommendedthatthetimeisALWAYSdisplayedin24hourformatsotheuserknowsthetimeofanyselecteddate.Thisisbecausethesoftwarewilloftenselect00:00,firstsecondofadaywhenassigningdates.Theauthordoesnotdisplayminutestokeepthedatecolumnwidthsslightlynarrower.
3.6UnderstandingtheProjectsWindowTheProjectsWindowhasanumberofwindowsandclickingoneachiconwilltakeyoutoeachwindow:
3.6.1ActivitiesWindowThisiswheretheWBSNodesandactivitiesareaddedandtheschedulecreated:
3.6.2ActivitiesWindowMenu•ThereareadditionalmenusavailableintheActivitiesWindow.
•Actionsallowstheusertoperformdatamanipulationactivities,suchasaddordeletingactivities,defineprojectbaselines,calculatetheprojectschedule,printthecurrentvieworimport/exportprojectdata.
•Editallowstheusertocut,copyandpasteactivitiesandtore-organizetheWBShierarchybymovingtheelementsupordownorindentingthem.
•Viewallowstheusertomodifytheviewsonthescreen,bychangingthetypeofchartsbeingdisplayed,addingordeletingcolumns,changingthegroupingoftheactivitiesorselectingfilters.
3.6.3ActivityToolbarsRightclickingintheactivitytoolbarallowstheusertocustomizethetoolbarbyaddingor
deletingshortcuticons.
Someiconsmaybehiddenandthetoolbarsmayneedtobeadjustedbydraggingtorevealthesebuttons.
3.6.4ViewingtheHierarchyforActivity,Project,andResourceCodesP6R8.3showsthefullhierarchyforassignedproject,activityandresourcecodesintheCodesdetailwindowavoidingconfusionwhenduplicatecodesorcodevaluesexist.Bydisplayingthefullhierarchy,itispossibletoseealltheassociatedinformationwithouthavingtoaccessthecodesdictionary.
Furthermore,intheActivitieswindow,anewcolumnhasbeenintroducedintheCodesdetailwindowtabindicatingifanassignedactivitycodeisanEPS,global,orprojectlevelcode.
Tousethisfunction:
•IntheProjectssection,ontheEPSorActivitieswindow,clicktheCodesdetailwindowtabor;
•ClickontheResourcestablocatedonthetopmenutoaccesstheResourcessectionandthenclickontheAdministrationtab.
3.6.5WorkspaceThisiswheresummaryinformationfromuserdefinablePortletsmaybeviewed:
3.6.6TeamUsageOnceresourcesareassignedthisallowsthedisplayofresourceshistogramsandusagespreadsheet:
3.6.7IssuesThisiswhereissuesaremanagedandisnotcoveredinthisbook.
3.6.8RisksThisiswhererisksaremanagedandisnotcoveredinthisbook.
3.6.9DocumentsThisiswheredocumentsaremanagedandisnotcoveredinthisbook.
3.7Right-clickingwiththeMouseItisimportantthatyoubecomefamiliarwiththeright-clickfunctionofthemouseasthisisoftenaquickerwayofoperatingthesoftwarethanusingthemenus.Theright-clickfunctionwillusuallydisplayamenu,whichisoftendifferentdependingonthedisplayedViewandwindowselected.Itisadvisedthatyouexperimentwitheachviewtobecomefamiliarwiththemenus.
3.8FullScreenModeIconThe FullScreenMode(F11)iconisusedtoexpandtheworkingareahidingallthewebbrowsermenusandallowingmorerealestateonthescreentowork.
3.9MultipleBrowserWindowsandTabsTheP6WebdoesallowmultiplebrowserwindowsandtabsopenwhichwilloftensavetimeinsteadofopeninganewP6Windowinthesamebrowserwindow,especiallyifyousystemhasaslowresponsetime:
Sometimesawindowisnotdisplayedandishidden,theauthorfoundthishappenedwiththeprintpreviewfunction.IfyouthinkthishashappenedpressAltTab.
3.10SearchFunctionYouwilloftenseea Searchiconandclickingonthisiconwillopenacontextsensitivesearch.Forexamplethepicturebelowisasearchforaresourcethatcontainsprojinthenameandhasshortlistedfourresources:
3.11AccessingHelpThePrimaverahelpfilemaybeaccessedby:
•ClickingontheHelp icononthetoplefthandsideofthescreenand
•Clickingona icon.PressingtheF1keywillnormallyONLYopenwebbrowserhelpfile.
3.11.1OnlineHelpforP6ProfessionalInR8.3itispossibletoenableonlinehelpinP6ProfessionalconnectingtotheEPPMdatabase.
Tousethisfunction:
•GotoAdminister,ApplicationSettingsandselectGeneral,•EntertheURLforP6ProfessionalonlinehelpfilesandthenclickSave.
TheAlwayslaunchOnlineHelpfortheF1shortcutkeyandcontext-sensitivehelpcheckboxcausesthosefilestoloadwhenuserspresstheF1keyorlaunchcontext-sensitivehelp.
3.12FindandReplaceOptionInP6R8.3userscanfindandreplaceanytextthatisbeingdisplayedinthecolumnsoftheEPS,Activities,andResourcesAssignmentswindows.PreviousversionshadaFindoptionavailableonly.
Toaccessthisfunction:
•GototheEditmenuorclickonthe Find/Replacebuttonslocatedinthetoolbaror;•Right-Clickwiththemousetoopenupthemenu;•Select Findor ReplacebuttontoopentheformtoFindorReplacetext.
3.13ClosingaProjectTherearetwomethodsforclosingaproject:
•FromtheProjects,OpenProjectsmenu,leavingoneprojectopentousethisform,•Version8.4nowallowsyoutoreviewcurrentUserswhenselectingaprojecttoopenor
close:
•SelectingProjects,EPS,Actions,CloseAll willcloseallprojects:
3.14PopupWindowsTherearetwotypesofpopupwindowsyoumaybepresentedwith:
•Awebbrowserwindowwhenthebrowserrequirestheusertoallowpop-upsortoloadfurthersoftwaretooperatesuchaJavascript.Theseshouldnormallybeallowedotherwisethesoftwarewillnotoperate:
•P6popupslikethepicturebelowwhichonceyouunderstandhowthesoftwareoperatesyoushoulddisablebyselectingtheDonotshowagainoption.
3.15ClosingDownToclosedown:
•SelectLogoutfromthetoprighthandsideofthescreentoclosedowntheapplication.•Thenclosethewebbrowserifyounolongerrequirethebrowseropen.
3.16Workshop1–NavigatingAroundtheWindows
BackgroundTobecomefamiliarwithPrimaverayouwillopenyourdatabaseandnavigatearoundtheWindows.
Note:Yourwindowmaylookdifferentfromtheoneusedinthispublication.
Assignment1.OpentheP6WebClientfromyourWebBrowserandlogintotheapplication,your
instructororadministratorshouldsupplyyoualoginname,passwordanddatabaseID.
2.Clickonthe Dashboardstab:
ObservewhichprojectsorPortfolioisbeingdisplayedbyviewingtheFilterbyfieldinthetoprighthandside,
ClickonCollapseAllandthenExpandAlltocollapseandthenexpandthePortals.,Usethe Open, Closeand Maximize/MinimizeiconsmanipulatethePortlets,
Donotusethe Closeiconstoopenandcloseeachportal,ClickonCustomize,thisiswhereyoumayselectwhichdatayouwishtodisplayintheportals,
ClickonLayout,thisiswherethesizeandlayoutofPortalsarespecified,ClickonAccessandthisiswhereitisspecifiedwhocanviewthelayout,
Clickonthe totherightof andobservethemenuitems.
3.Clickonthe Portfoliostab:
FirsttimeusersmayhavetoselectatleastonePortfoliofromtheOpenPortfolioscommand,clickonthesmalldownarrowontherightofPortfolios.
Clickonthe totherightof andobservethemenuitems,
ClickonManagePortfolios,andobservethemenuitems.
4.Clickonthe Projectstab,
Thisiswhereyoumayopen,createordeleteprojectsandmanageviews,
Clickonthe totherightof andobservethemenuitems,
ClickontheOpenProjectstoopentheOpenProjectsform,EnsurethatatleastoneprojectisdisplayedintheRightHandSideoftheformandisthereforeopen,
Closetheformbyclickingonthe OKbutton,
Clickonthe buttonandtheprojectactivitiesshouldbedisplayed,
Clickonthe FullScreenMode/NormalModetwicetodisplayandhidethefullscreen.YoumayhavetoedittheViewtoolbartodisplaytheiconorpressF11.
5.Clickon Resourcestab,donotsaveanychanges,thisiswhereresourcesaremanaged:
Clickonthefourtabsandobservethecontentofthewindows,
Clickonthetothe rightof andobservetheEnterpriseResourceDatamenuitem,whereyouareabletoeditGlobalResourcedata.
6.ClickonAdministeratthetoprighthandofthescreenandviewthemenu,7.Right-clickonEnterpriseDatafromtheAdministermenuandopenthiswindowina
newbrowsertab;iswhereGlobaldataismanaged,normallybytheadministrator:
Clickonthemenuitemsonthelefthandsideandobservethecontent.
8.ClickonAdminister,MyPreferences…,Globaltab,thisiswherethedisplayformatofsomedatamaybecustomized,itissuggestedthatyouchangethefollowingoptions,don’tforgettoclickonthe icontoopenuptheoptions:
DateFormat,DateFormat:settothedateformatyourcountrynormallyuses,DateFormat,TimeFormat:setto24hour,DonotShowminutes:
TimeUnitsFormat,DisplayTimeUnitsinHours,sopeoples’workwillbedisplayedinhours,
TimeUnitsFormat,DisplayDurationsinDayssoactivitydurationswillbedisplayedindays,
ShowsubunitsandShowdurationlabelsoyouwillseeifanydurationsarenotwholedays:
TheCurrencyshouldbesetbyyouradministratortoyourcountriescurrency.Changingthecurrencyherecouldaffectallthecostsofalltheprojectsyouopenandtheymaycalculateadifferentvaluetothevalueseenbyotherusers.
Clickon Savebeforeleavingthiswindoworyouwillloseyouredits.9.ClickonAdministertab,MyPreferences…,Viewtab,thisiswhereyoumayseewhich
datayouhavebeenallowedtoaccessbytheAdministrator.
Youmayre-orderorhidethetabsfromviewinthisscreen.
Clickon SaveandCloseatthebottomofthescreentoensureyoureditsaresaved.
NOTESFORTRAININGCOURSEINSTRUCTORSAND/ORDATABASEADMINISTRATORS:
1.Trainingcourseinstructorsand/oradministratorsmayconsiderpurchasingtheinstructor’sPowerPointpresentationfromwww.primavera.com.auorwww.eh.com.auorwww.primaskills.com.au.Theseslideshowsareusuallyavailableintwoformats,fullyeditablePowerPointorreadonlypdfandasampleinpdfformatmaybedownloadedfromthiswebsite.
2.Completedworkshopsmaybedownloadedfromwww.eh.com.au.3.Ifyouareatrainingorganizationandyouwishtotrainmultipleusersinonedatabase
pleasecontacttheauthorforapaperonhowtosetupyourdatabase.
4.Insummary,whenmultipleusersareworkinginasingledatabasetheDatabaseAdministratororCourseInstructorshould:
Createatrainingdatabasewithsampledata,
CreateanEPSNodeforeachstudenttoworkin,
CreateauniqueResourceforeachstudenttouse,
CreateeachstudentaloginwithReadOnlyaccesstothesampledataandreadwritetotheirEPSNode,butunabletoseeotherstudentsEPSNodes,
CreateaTrainerloginwithReadWriteaccesstothewholedatabase,
AssignaprotocolthatthestudentsusetocreateProjectIDsandResourceIDssoeachstudentprojectandtheirresourcesallhaveauniquename.
5.Theauthorwouldwelcomeanyfeedbackonthestructureoftheworkshops.
WhensettingupusersitisimportanttoensurethateachuserhastheappropriateGlobalandProjectprofiles.ForexampleifauserisnotgivenaccesstoanOBSNodethensomeformswillnotdisplaydates.
4CREATINGANEWPROJECTThereareseveralmethodstocreateanewprojectfromtheProjects,EPSwindow:•Addinganewproject,or•Copyinganexistingprojectandeditingit,or•UsingtheProjectTemplatefunction,or•ImportaprojectcreatedfromanotherPrimaveradatabaseorcreatedwithanothersoftware
programsuchasMicrosoftProject,orAstaPowerprojectbutsavedinMicrosoftProjectXMLorPrimaveraXMLformat.
TheP6WebmenuisnotthesameasatraditionalMicrosoftWindowsmenusystemandnewusersandusersconvertingfromtheP6OptionalClientorProfessionalClientwillfinditdifficulttofindfunctionsintheP6Web.
Thetablebelowliststhemainfunctionsthatarerequiredtocreateaprojectandsetupaproject:
Topic MenuCommand
AddinganEPSNodeSelectProjects,EPS,Actions,Add, AddSiblingEPSorAddChildEPS,
EPSNodesmaybereorderedusingthe Bluearrows.CreatingaProject SelectProjects,EPS,Actions,Add,AddProject… icon.
CopyingaProject SelectProjects,EPS,selectyourprojectandusetheEditorLeft-clickCopyandPastecommand.
EditingEPS:
•AnticipatedDates,
•IDandName,
•ResponsibleManager
SelecttheProjects,EPS,selecttheEPSNodeandclickontheGeneraltabinthelowerpaneofthewindow.
EditingProject:
•Dates,
•IDandName,
•Owner,
•Location,
•ResponsibleManager
SelecttheProjects,EPS,selectyourprojectandclickontheGeneraltabinthelowerpaneofthewindow.
SavingadditionalprojectorEPSNodeinformation
SelecttheProjects,EPS,selectyourprojectorEPSNodeandclickontheNotebookstabinthelowerpaneofthewindow.
AssigningtheProjectDefault:
•ProjectCalendar
•%CompleteType
•ActivityType
•CostAccount
•Price/Unit
•ActivityIDNumbering
•DefaultResourceRate
TheseareassignedtonewactivitiesfromtheProjects,EPS,selectyourprojectandthenselectActions,SetProjectPreferences icon,clicktheDefaultsoptionintheDefaultsform.
4.1CreatingaBlankProjectYoumaycreateanewprojectatanypointintimebyselectingtheProjects,EPS,Actions,Add,AddProject… iconfromthemenuorclickingontheAddProject… icononthetoolbartoopentheAddProjectform.
Youwillberequiredtoenterthefollowinginformation:
•TheProjectID,aUniquecodewithinonedatabasetorepresenttheproject(amaximumof20characters),andProjectName.
•TheDescriptionsectionmaybeusedtorecordprojectinformation.InformationenteredintheDescriptionsectionmaynotbeviewedintheOptionalClient.YoushouldusetheNotebooksfunctionoraCustomUserFieldifthereare
OptionalClientUsersonthesystemthatneedtoseethedata.
•TheEPSNodetheprojectistobeassigned.•TheResponsibleManagerisselectedfromtheOBSstructure.IftheOBShasnotbeen
definedortheresponsibilitynotassignedthenEnterprisemaybeselectedastheResponsibleManager.
•AProjectPlannedStartdate,whichistheearliestdateanyun-startedactivitywillbescheduledtocommenceandanoptionalprojectMustFinishBydate.
BesuretochecktheStartTimeasP6maydefaulttoanunwantedtime.
•AprojectMustFinishBydateisoptional.WhenaprojectMustFinishBydateissettheprojectfloatwillbecalculatedtothisdateandnottothelatestactivityfinish.
•Youmayalsoatthispointintimeelecttouseanyexistingprojectortemplatetocopyfrom,thistopicisdiscussednext.
Itisanormalpracticetocopyandpasteprojectstokeepacopyofaprojectataspecificpointintime,normallyaftereachupdate.WhencopyingprojectsyoushouldconsiderutilizingthePrimaveradefaultsfortherenumberingoftheProjectID.
4.2CopyanExistingProjectorEPSNodeAProjectmaybecopiedwhencreatinganewprojectorintheProjects,EPSWindowby:•HighlightingtheprojectyouwishtocopyandselectEdit,CopyorCtrl+C,•HighlightingtheEPSNodethatyouwishtoassociatethenewprojectwithandselectEdit,
PasteorCtrl+V,•TheCopyProjectOptionsformwillthenbedisplayed,enablingyoutochoosewhich
Projectdataitemsyouwishtocopywiththeproject,
•Openandeditthenewproject.
AnEPSNodemayalsobeselectedandcopiedintheProjectswindow,andpastedtoanotherlocationwhichwillcopytheprojectsandaddanotherEPSNode.
Multipleprojectsmaynotbecopied,exceptbycopyinganEPSNode.
ThecopiedprojectsandcopiedEPSNodeswillbeassignedanewIDwithasequentialnumberaddedtotheOriginalID.
UnliketheWindowsClientthesettingsintheformabovearenotrememberedthenexttimeyoucopyaproject.
4.3UsingtheProjectTemplatesFunction
4.3.1CreatingaNewProjectfromaTemplateP6Version8releasedanewfeaturecalledProjectTemplateswhichhasreplacedtheformerP6MethodologyManagerfeature.TheprojecttemplatescanstoreitemssuchasprojectandWBSinformationaswellasactivityleveldataincludingrelationshipsandcostinformation.Thiscanallowtheorganizationtoenforcecommonschedulingstandardsacrosstheenterprise.
Projectscanbecreatedfromtemplatesandtemplatescanalsobecreatedfromprojectsallowingbestpracticeprojectstobeusedinthefuture.
YoumaycreateanewprojectfromanexistingtemplatebyfollowingthesamestepsintheCreatingaBlankProjectprocedureaboveuntilyoureachtheCopyformexistingprojectortemplatestep,then:
•Selectthe iconfromtheCopyfromexistingprojectortemplateoption.
•TheSelectProjectorTemplateformwillnowbedisplayed:•Changethefilteratthetopoftheformtodisplaythetemplates:
•Navigatetotherequiredtemplateandselect OK.
4.3.2CreatingaNewTemplate
TocreateanewProjectTemplate:
•SelecttheProjects,EPSWindow,Actions,Add,AddTemplate ,
•UsetheCopyfromexistingprojectortemplateoptiontoselectanexistingtemplateorprojecttocopy,
•ClickontheAdvancedtabtoselectwhichdatatocopy:
4.4ImportingaProjectDifferentVersionsofPrimaverarunondifferentdatabasesincludingOracleandMicrosoftdatabases.Primaverawillonlyoperatewiththedatabaseformatwithwhichithasbeeninstalledandsetup.
Primaverawillnotopenastand-aloneprojectfile,doesnotsupplyareader,andallprojectdatahastobeimportedintoadatabasebeforeitmaybeopened.
Importingaprojectmaybringinlargequantitiesofunwanteddataandmaycalculatedifferentlyfromthedatabaseitoriginatedfrom.
Youmayberequiredtoimportaprojectthathasbeencreatedinanotherprogramsuppliedbysomeonefromwithinoroutsideyourorganization.Primaveraisequippedwithasetoftoolsforimportingprojectsfromothersources.
4.4.1PrimaveraFileTypesThereareafewPrimaveraproprietaryfileformatsthatyouneedtobeawareofwhenusing
theP6WebClient:
•PrimaveraXML–AformatintroducedwithPrimaveraVersion6.0whichcanbeusedtoexchangedatafromoneprimaveradatabasetoanotherprimaveradatabase.TheXMLfileformatconformstothePrimaverasecuritysettingswithinthetoolallowinggreatercontroloverwhichdataitemscanbeimported.
•ToimportorexportanXMLfile(bothMicrosoftProjectandPrimaveraXMLformat)youneedtogototheProjects,EPSWindowandselecttheActions,Import/ExportmenuhastheXMLImport/Export icon:
•XER–UsedtoexchangeoneormoreprojectsbetweenPrimaveradatabaseswiththeProfessionalorOptionalClientregardlessofthedatabasetypeinwhichitwascreatedandexportsallprojectdata.
•P6WebClientmayNOTimportandexportXERfiles.•EarlierversionsofXERfilesmaybeimportedintolaterversiondatabases.•AP6View(formatting)isnotpartofanXERfile.•OtherProfessionalClientformatslikePLF,ANP,ERP&PCFarenothandledbytheWeb
tool.XERfilesmayonlybeimportedusingtheProfessionalandOptionalClienttoolsandnotwiththeWebClient.
4.4.2NonPrimaveraFileTypesYoumayalsoimportandexportdatatoandfromanExcelfileandaMicrosoftProjectXMLfile.
MSProjectXML–ThisisthesamesoftwarelanguageasthePrimaveraXMLfilebutadifferentformattoaPrimaveraProjectXMLfilewhichcanbeusedtoexportprojectsinaformatthatcanbeimportedintoMSProject.
BoththeProjects,EPSandActivitieswindowsActionToolbarshaveimportandexporticonstorunwizardsthatwillguideyouthroughtheprocessofimportingprojectsintoyourschedule.
ReadtheAdministratorsGuidecarefullybeforeimportingaprojectasthisisaverycomplexoperationandmayimportunwanteddataintoyourdatabase.Itisrecommendedthatyouconsiderestablishingasacrificialdatabaseintowhichyouimportprojectssothatcorporatedatabasesarenotfilledupwithunwanteddata.
4.4.3XMLImport/ExportEnhancementsTheXMLimport/exportfunctionalityhasbeenimprovedinVersion8.3:
•XMLfilesmaybeexchangedwithpreviousversionsofP6;fromR6.2SP4onward,
•AllfeaturessupportedbytheP6ProfessionalXERformatsuchasconstrainingofexternalrelationshipsduringimport,inclusionofPrice/Unitinresourceassignments,importofPastPeriodActuals;aresupportedinXMLformat,
•Itispossibletoimportorexportmultipleprojectssimultaneously;
∘Whenexportingmultipleprojects,theprojectsarecombinedintoasingleXMLfile,
∘ImportingmultipleprojectsrequirestheprojectstobecontainedinasingleXMLfile.
Toaccessthisfeature:
•GototheEPSwindow,Projectssection;
•Clickonthe XMLProjectImport/ExporticontoopentheImport/ExportProjectform.
4.4.4UN/CEFACTXMLDataExportP6Version8.3supportsUNCEFACTXMLformatfromtheProjects,EPSwindow.
Toaccessthis,either:
•GotoActions,Import/ExportandselectXMLProjectImport/Export;•ClickontheExporttabandselectUN/CEFACTXMLfromthedropdownmenuofthe
ExportTypelistor;
•Clickonthe XMLprojectImport/ExportbuttonlocatedonthetoolbarandthenselectExporttab.
ThisformatismandatedbymanyUSGovernmentagenciesanditisdesignedtoexchangescheduleandcostdatainasoftware-neutralformat.ThisfeatureisofparticularimportanceforalltheuserswhoworkwithU.S.DepartmentofDefenseandotherU.S.governmentagencies.
4.4.5GranularDataControlDuringXMLImportP6R8.3hasanewscreenfortheXMLprojectimportfunctionalitywhichprovidestheuserwiththepossibilitytoviewthedatainthefilethatisbeingimportedandmodifyitasrequiredbeforeimportingitintothedatabase.
UnlikepreviousversionsofP6inwhichProjectManagershadtomanuallyscanandmodifydatabeforeimporting,inP6R8.3ispossibletoexcludealltheunwanteddatasuchascodes,UDFsandresourcesbeforeimporting.
4.5SavingProjectInformationonChangingWindowsUnliketheP6WindowsClienttheEPPMWebClientrequirestheusertosaveinformationwhenchangingwindows.
TheuserisoftenpromptedwhenchangingwindowsandthisprocessensuresthatthedataiswrittentotheEPPMdatabase.
•Dependentonwhichscreenyouarecurrentlymodifyingdatawithinyoumaynoticethatasmall iconappearsnexttoactiveelement.
•Examplesofthisdatawouldbeeithera iconintheprojectsscreen,orthe iconoriconintheactivitiesscreen.
•Tosaveprojectandactivityinformationselectthe SaveiconfromthetoolbaroralternativelyselectCtrlS.
•Ifyouattempttoleavetheactivescreenwithoutsavingyouwillbepromptedwithaform
•Ifyoudonotclickonthe Yesiconyourpreviousworkwillbelost.•Clickinthe Cancel(Ecs)icontocancelyoursave.
4.6DeletingaProjectTodeleteaproject:
•SelectProjects,EPS,•Selecttheproject,
•SelectActions,Delete orusethedeletekey,
•Then Savetoconfirmdeletion.
4.7SettingUpaNewProjectTheprojectdetailsandpreferenceswillneedtobeaccessedtoreviewormodifysomeofthebasicProjectorEPSinformationenteredwhenaprojectwascreated.
UsersoftheP6theProfessionalorOptionalClientwillbemorefamiliarwiththisinformation.TheEPPMwebusesacombinationofformsandtabstoeditthisdatawhichareverydifferenttotheWindowsClient.
4.7.1Project,EPSGeneralTabFromtheProject,EPSWindow:
•HighlightaprojectorEPSNode,
•Theprojectmustbeopentoeditsomeprojectdata,
•Youmustalsohavetheappropriateaccessrightstoeditdata,
•ClickontheGeneraltab:
TheGeneraltabwillnowdisplayfromthebottomofthewindow
•TheProjectIDandProjectNamecanbeeditedfromthiswindow.•TheProjectStatuscanbeeditediftheprojectisopen.•TheResponsibleManagercanbechangedhereallowingaccessrightstotheprojecttobe
edited.
•AnewfeatureforassigningaProjectOwnercannowassignedinthiswindowtoanexistingresourceinthedatabase.
•CheckOutStatusenablestheusertodetermineiftheprojectischeckedinorcheckedout(NewtoVersion4.1).CheckedOutByandDateCheckedOutenablestheusertoestablishiftheprojectiscurrentlycheckedout.
Atthispoint,aprojectwouldhavenormallynotstartedandyouwouldsettheprojectstartdatesometimeinthefutureusingtheProjectPlannedStartfieldintheProject,Details,Generaltab:
•ScheduledDates
TheProjectPlannedStartisthedatebeforewhichnoactivitywillbescheduledto
start.
TheMustFinishBydateisanoptionaldate.WhenthisdateisentereditisusedtocalculatetheLateFinishofactivities,thusallTotalFloatwillbecalculatedtothisdate.ThistopiciscoveredintheCONSTRAINTSchapter.
TheScheduledFinishdateisacalculateddateandisthedateofthecompletionofthelastactivity.
TheDataDateisusedwhenupdatingaproject.ThistopiciscoveredinUPDATINGANUNRESOURCEDSCHEDULEchapter.UnlikeMicrosoftProject,allincompleteworkisscheduledtotakeplaceafterthisdate.
TheActualStartdateisinheritedfromtheearlieststartedactivity.TheActualFinishdateisinheritedfromthelatestcompletedactivitywhenallactivitiesarecomplete.
•AnticipatedDates
TheAnticipatedStartandAnticipatedFinishdatesmaybeassignedbeforeaWBSstructureandActivitieshavebeencreated.ThestartandfinishdatescolumnsandbarsattheEPSleveladoptthesedateswhentherearenoactivities.AfterActivitieshavebeencreated,theymayremainasahistoricalrecordonlyandarenotdisplayedorinheritedanywhereelse.
AnticipatedDatesmayalsobeassignedtoWBSNodesintheProjects,Activities,Generaltab.
4.7.2ProjectPreferencesFormTheprojectpreferenceformiswhereotherimportantprojectdefaultsaresetandisaccessedbyselectingProject,EPS,Actions,SetProjectPreferences:
4.8SavingAdditionalProjectandEPSInformation–NotebooksOftenadditionalinformationaboutaProjectorEPSNodeisrequiredtobesavedwiththeprojectsuchaslocation,clientandtypeofproject.ThisdatamaybesavedintheProjectDetails,Notebookstab.
ToaddaNotetoaProject:•Clickto opentheNotebooksform.•SelectaSelectNotebookTopicfromthelistbyclickingontheNotebookTopicyouwish
toselectandclickontheAssignicontoaddthetopictotheNotebook:
•Closetheformbyclickingonthe Closeicon.YoumaynowaddnotestotheselectedProjectNotebookTopicbydoubleclickinginthenotebooktopicrowellipsis button:
•NotesmaybeaddedtoEPSNodes,ActivitiesandWBSNodesinthesamewayasProjects.
4.10Workshop2–CreatingYourProject
BackgroundYouareanemployeeofWilsonInternationalandareresponsibleforplanningtheBid
preparationrequiredtoensurethataresponsetoanRFQ(RequestForQuote)fromOzBuildPtyLtdissubmittedontime.Whileshort-listed,youhavebeenadvisedthattheRFQwillbeavailableon02December2013at8:00hrs(8:00am)andyouwillberequiredtosubmit3boundcopiesoftheproposalbefore27January2014at16:00hrs(4:00pm).
NOTE:WhenmultipleusersareworkinginasingledatabasethentheDatabaseAdministratoror
Instructorshould:
•CreateanEPSNodeforeachstudenttocreatetheirprojectsunder.
•AssigneachstudentauniqueProjectIDtousewhencreatingtheirprojects.
Assignment1.CreateanewprojectwiththefollowinginformationbyselectingProjects,EPStoopen
uptheEnterpriseProjectStructurewindow:SelectanappropriateEPSNodeinyourdatabasetocreatetheprojectoryournominatednodewhenworkinginashareddatabase,
Right-clickandselect AddProjectfromthemenuorclickonthe toolbaricon:
2.ThisshouldopentheAddProjectform,enterthefollowinginformationintheform:ProjectID–OZB.
NOTE:ThisProjectIDmaynotbeacceptedifyouareworkinginashareddatabasewhenthereisanotherprojectwiththisProjectID.YoumayneedtouseanotheruniqueProjectIDinthissituation,forexampleOZBplusyourinitials.
ProjectName–BidforFacilityExtensionDescription–Youmaywishtoenterdetailsoftheprojecthere.EPS–Acceptthedefault,whichistheoneyouhighlighted,butmaybechangedhere,ResponsibleManager–AcceptthedefaultPlannedStartDate–02December2013at08:00
NOTE:Ensurethatthe08:00(8:00AM)isaddedinthisstep.Forgettingtocheckand,ifrequired,settingthetimewhenassigningdatesmayleadtotheschedulenotcalculatingcorrectly.
MustFinishBy–LeaveBlankCopyfromexistingprojectortemplate–leaveblank
Click tocreatetheproject.
3.Theprojectshouldnowbeopen.
4.SelectProject,OpenProjectsandensureonlyyournewprojectisopen.YouareabletocloseallprojectsbeforeyoucreateanewprojectbyselectingProject,EPS,Actions,CloseAll.
5.ChecktheprojecticonundertheProjects,EPS,thisshape indicatestheprojectisopen.
6.Ensuretheprojectisselectedbyclickingonit.
7.PressF11tomovetotheFullScreenMode8.SelecttheGeneraltabfromthebottomofthescreenanddragthehorizontalsplitto
showtheGeneraltabdatafields.
9.Setorcheckthefollowingprojectinformation:
SettheStatustoWhat-if,theprojectneedstobeopentochangethis.Notethechangeintheshapeoftheprojecticonto indicatingitisanunsavedWhatIfproject.
AnticipatedStart–02Dec1308:00AnticipatedFinish–27Jan1416:00ProjectPlannedStart–02Dec1308:00DataDate–02Dec1308:00
10.Savethedatabyclickingonthe Saveiconatthetopofthepage.ClosetheGeneraltab.
11.SelectaGanttChartViewfromthetoolbartoshowtheGanttChart,suchasStandardandifnoGanttChartisdisplayedclickonthe icontodisplaythebars.
12.YoushouldnowseeabarintheBarChartabovespanningthesedatesalthoughtherearenoactivitiesintheschedule.Ifnobarisdisplayedbecauseyouareinthewrongtime
zonethendouble-clickintheGanttChartarealevelwiththeprojecttobringthebarintoview.
13.SelecttheNotebookstabatthebottomandaddaNotebookTopicusingasuitabletopicsuchasAssumptionsstating,“RFQwillnotbeavailablepriorto02December2013”.
14.Savethedatabyclickingonthe Saveiconatthetopofthepage.
15.Yourprojectshouldlooklikethis:
5DEFININGCALENDARSThefinishdate(andtime)ofanactivityiscalculatedfromthestartdate(andtime)plusthedurationofthecalendarassociatedwiththeactivity.Therefore,afive-daydurationactivitythatstartsatthestartoftheworkdayonaWednesday,andisassociatedwithafive-dayworkweekcalendar(withSaturdayandSundayasnonworkdays)willfinishattheendoftheworkdayonthefollowingTuesday.
Primaverahasthreecategoriesforcalendars:
•Global –ThesecalendarsareavailabletoallProjectsandResources.
•Project–Thesecalendarsareonlyavailabletotheprojectstheyarecreatedin.Thesemayonlybecreatedforaprojectwhentheprojectisopen.
•Resource–Therearenowtwotypesofresourcecalendars:Personal,newtoPrimaveraVersion8.1,andShared,whichisthesameastheearlierResourcecalendar.
APersonalCalendariscreatedforaspecificindividualresource.ASharedCalendarmaybeassignedtooneormoreResources,whichinturnmaybeassignedtoanactivityinanyproject.
AResourcewillbescheduledaccordingtoaResourceCalendarwhentheActivityTypeissettoResourceDependent;otherwisetheactivityisscheduledaccordingtotheActivitycalendar.
WhenanactivityismadeResourceDependent,unlikeinsomeothersoftware,itstillacknowledgestheActivityCalendarforcalculatingthestartoftheresourcework.YoumaywishtoconsiderplacingResourceDependentactivitiesona24-hour,7-dayperweekcalendarincircumstanceswhenresourcecalendarshavestarttimesthatareearlierinthedaythantheactivitycalendarstarttimes.Thispreventsadelaytostartofresource-drivenactivitiesbyanActivityCalendar.
Youmaycreateanew,oreditanexisting,calendartoreflectyourprojectrequirements,suchasaddingholidaysoradditionalworkdaysoradjustingworktimes.Forexample,someactivitiesmayhavea5-dayperweekcalendarandsomemayhavea7-dayperweekcalendar.
Thischaptercoversthefollowingtopics:
Topic MenuCommandDatabaseDefaultCalendar
SelectAdminister,EnterpriseData,Global,GlobalCalendars…andclickontheDefaultCalendar icon.
AssigningtheDefaultProjectCalendar
Thiscalendarisassignedtonewactivities.FromProjects,EPS,selectyouproject,Actions,SetProjectPreferences
icon,clicktheDefaultsoptionintheDefaultsform.
Creating,copying,editingordeletingGlobal,ProjectorResourceCalendars
SelectAdminister,EnterpriseData,andselecteitherGlobal,GlobalCalendar,orProjects,ProjectCalendarsorResources,ResourceCalendars,thenselectthe icon,selectacalendartocopyfrom(tocreateanewcalendarbycopyinganexistingcalendar)or todelete.
Renaminganexistingcalendar
SelectAdminister,EnterpriseData,Global,GlobalCalendars,orProjects,ProjectCalendarsorResources,ResourceCalendars,clickthedescriptionandthenmodifyit.
5.1DatabaseDefaultCalendarTheDatabaseDefaultCalendarisselectedintheAdminister,EnterpriseData,Global,GlobalCalendarsandclickingontheDefaultCalendar icon.
TheDatabaseDefaultCalendarisusedtodisplaytheNonworkingtimesinallviews,allprojectsandallusersinadatabase.Thisisaveryseriouslimitationforprojectsthathavemultiplecalendars:
Itisnotpossibleforuserstodisplaydifferentnonworkperiodsfordifferentprojectsorviews,asinmostotherschedulingsoftwarepackages,withoutaffectingallotherprojectsinadatabase.ThismaybecomeanissuewithprojectsthathavedifferentworkperiodsandmaybesolvedbycreatinganotherdatabasewithadifferentDatabaseDefaultCalendar.
5.2AccessingGlobal,ResourceandProjectCalendarsCopying,editinganddeletingcalendars:
•GlobalCalendarsmaybeaccessedfromtheAdminister,EnterpriseData,Global,GlobalCalendars…window,
•ProjectCalendarsmaybeaccessedfromtheAdminister,EnterpriseData,Projects,ProjectCalendars…window,
•ResourceCalendarsmaybeaccessedfromtheAdminister,EnterpriseData,Resources,ResourceCalendars…window,
Thefollowingrulesdictatewhenyouareabletoaccessthecalendars:
•GlobalandResourceCalendarsmaybeaccessedwithorwithoutanyprojectsopen.•AProjectCalendarmayonlybecopied,edited,anddeletedwhentheprojecthasbeen
opened.
•Tolist,create,andeditmorethanoneexistingProjectCalendaratthesametimealltheprojectsinquestionmustbeopen.
5.3TheProjectDefaultProjectCalendar
5.3.1UnderstandingtheProjectDefaultProjectCalendarAprojectisassignedaDefaultProjectCalendarwhichmaybeeitheraGlobalorProjectcalendar:
•AllnewactivitiesareassignedtheprojectDefaultProjectCalendarwhentheyarecreated.ThisisthesamewaythatP3,SureTrakandAstaPowerprojectoperate.ThisisunlikeMicrosoftProjectandchangingtheDefaultProjectCalendarwillNOTaffectthecalendarassignedtoanyactivities.
•TheDefaultProjectCalendarmaybeselectedforcalculatingleadsandlagsintheScheduleProject,Optionsform.
5.3.2AssigningaDefaultProjectCalendarToassignorchangetheDefaultProjectCalendaraprojectmustbeopen:•SelecttheProject,EPSWindowandhighlighttheproject,•SelectActions,SetProjectPreferencestodisplayProjectPreferencesform,
•SelecttheDefaultsoptionfromtheleftoftheProjectPreferencesform,•ClickontheCalendaricontoopentheSelectCalendarform:
•Selectthecalendartobeassignedtotheproject.Careshouldbetakenwhenselectingthecorrectcalendarastheglobal,resourceandprojectcalendarsiconswillbothappearidenticaltotheuserwithinthisform.Theauthorsuggeststhatyouuseacalendarnamingconventiontodifferentiatethedifferenttypesofcalendars.
•Select OK.•Select SaveandClose.
5.4CreatingaNewGlobalCalendarYoucancreateanewGlobalCalendarbycopyinganexistingGlobalorResourceCalendar.TocreateanewGlobalCalendar:•SelectAdminister,EnterpriseData,Global,GlobalCalendars.•Thenclickonthe icontocreateanewcalendar,
•SelectanexistingGlobalorResourcecalendartocopy,•Assignaname,itisbesttokeeptheseshortastheyaretheneasilydisplayedinacolumn,
•Clickonthe Saveicon.
5.5CreatingaNewProjectCalendarAprojectmustbeactivetocreateaProjectCalendar.YouMAYcreateanewProjectCalendarbycopyinganexistingGlobal,ResourceorProjectCalendar.TocreateanewProjectCalendar:•SelectAdminister,EnterpriseData,Projects,ProjectCalendar,•Selectyourprojectnameintheform,otherwiseyouwillnotbeabletocreateacalendar,
•Thenclickonthe icontocreateanewcalendar,or
•SelectanexistingGlobal,ResourceorProjectcalendartocopyfrom,•Assignaname.Itisbesttokeeptheseshortastheyaretheneasilydisplayedinacolumn,
•Clickonthe Saveicon.Ifyouwishtocopyanotherprojects’calendarthenthatprojectmustbeopen.
5.6SharedCalendarAResourceoraGlobalcalendarmaybeassignedtooneormoreresources.ThisisdifferentfromthephilosophyofMicrosoftProject,P3andSureTrak,whereeachresourcehasitsowncalendarbasedonaprojectcalendarandmanyresourcesarenotabletoshareonecalendar.
AResourcewillbescheduledaccordingtotheassignedResourceCalendarwhentheActivityTypeissettoResourceDependent;otherwise,theactivityisscheduledaccordingtotheActivityCalendar.
ResourceavailabilityisdisplayedinResourceUsageProfilesandisbasedontheResourceCalendarevenwhenitisassignedtoaTaskDependentactivity.
5.6.1CreatingaNewSharedCalendarTocreateanewSharedCalendar:
•SelectAdminister,EnterpriseData,Resources,ResourceCalendars,•SelectSharedCalendars,•Thenclickonthe icontocreateanewcalendarwhichwilldisplaytheSelectCalendar
ToCopyformor,
•SelectanexistingGlobalorResourcecalendartocopy.YouMAYNOTcopyanexistingProjectcalendar,
•Select OK,•Assignaname,itisbesttokeeptheseshortastheyaretheneasilydisplayedinacolumn,
•Clickonthe Saveicon.
APersonalCalendarmayalsobemadeintoaSharedCalendarby:•HighlightingthePersonalCalendar,andselectingtheConvertToSharedCalendar
icon,
•Click Yeswhentheformasksforconfirmation,•Clickonthe Saveicon.
5.6.2CreatingNewPersonalCalendarThesemaybecreatedfromtheCalendarformby:•SelectAdminister,EnterpriseData,Resources,ResourceCalendars,•SelectPersonalCalendars,•Thenclickonthe icontocreateanewcalendartodisplaytheSelectResourceform
and
•Expandthehierarchicaltree,selecttheappropriateresourceandclick OK,
•Clickonthe Saveicon.
ASharedCalendarmayalsobemadeintoaPersonalCalendarby:
•HighlightingtheSharedCalendar,andselectingtheConvertToPersonalCalendaricon,•Click Yeswhentheformasksforconfirmation,•Clickonthe Saveicon.
5.6.3PersonalandSharedCalendarsCalculationandDisplayThepicturebelowdisplaysthreeactivitieseach5dayslong:
•A1000isTaskDependentandacknowledgesthe5-dayperweekactivitycalendarandignoresallresourcecalendars,
•A1010andA1020bothacknowledgetheirrespectivePersonalorSharedCalendarsforschedulingthework,but
•A1010andA1020bothignoreResourceCalendarsforBarNecking:
•ThepicturebelowisfromtheWindowsClientanddisplayshowthecalendarsoperate.
BarNeckingisbasedonActivityCalendarnotresourceworkingtimes.
5.7Administer,MyCalendarAusermaybeassignedtotheresourceandthentheymaycreateandthenedittheirownPersonalCalendarhere.Thisoptionworksinthesamewayaseditinganyothercalendar.
AresourcecalendarwillbeusedtocalculateactivitydurationswhenanactivityisassignedanActivityTypeofResourceDependent.
TheAdminister,MyCalendarmenuoptionisnotseenwhenauserisnotassociatedwitharesourceandaPersonalCalendarhasnotbeencreated.
5.8Promote,Copy,RenameandDeleteaCalendar
5.8.1PromotingaProjectCalendartoGlobal.AProjectCalendarmaybepromotedtobecomeaGlobalCalendar:•Opentheprojectthatthecalendarcurrentlyresidesin,
•SelectAdminister,EnterpriseData,Projects,ProjectCalendars,•SelecttherelevantProjectCalendar,
•ThenclickonthePromote iconandclickon Yestoconfirm,•Clickonthe Saveicon.
5.8.2CopyaCalendarfromOneProjecttoAnother
Tocopyacalendarfromoneprojecttoanother:
•Opentheprojectthatthecalendarcurrentlyresidesinandtheprojectthatitistobecopiedtoo,
•SelectAdminister,EnterpriseData,Projects,ProjectCalendars,•Thenclickonthe icontodisplaytheSelectCalendarToCopy,•SelecttheProjectradiobutton,•SelecttheProjectcalendartocopyfrom,
•Click OK,•Assignaname.Itisbesttokeeptheseshortastheyaretheneasilydisplayedinacolumn,
•Clickonthe Saveicon.
5.8.3RenamingaCalendarTorenameacalendar:
•SelectAdminister,EnterpriseData,Global,•Selectthecalendartoberenamed,
•Typetonewnameintothenamefield,
•Clickonthe Saveicon.
5.8.4DeletingaCalendarTodeleteacalendar:
•SelectAdminister,EnterpriseData,•Selectthecalendartobedeleted,
•Clickonthe icon,
•WhentheCalendarhasbeenassignedtoactivitiesthenyouwillbepresentedwiththeoptiontoSelectReplacementCalendar:
•WhentheCalendarhasnotbeenassigned:
•Clickon Yestoconfirm,•Clickonthe Saveicon.
5.9BaseCalendars
5.9.1UnderstandingBaseCalendarsWhencreatinganewProjectorResourcecalendar,aGlobalCalendarmaybeselectedfromthedropdownboxandthisfunctionwilllinkthecalendarholidaysfromtheselectedGlobalCalendarintothedisplayedcalendar.
IntheWindowsClientthisfunctioniscalledInheritHolidaysandExceptionsfromaGlobalCalendar.
TheGlobalexceptionswillremainlinkedtotheProjectorResourcecalendars(inthesamewayasaGlobalCalendarinSureTrakandP3)andachangetoaGlobalcalendarholidaywillbereflectedinacalendarwithInheritedHolidays.
Itissuggestedthatthisoptionisneverbeused.Eachcalendarshouldbecreatedasastandalonecalendar,withoutinheritingholidaysfromanothercalendar,and
thereforewillnotchangeifanothercalendarhasholidayschanged.
5.9.2RemoveaBaseCalendarfromaCalendarToremoveaBaseCalendarfromanexistingcalendaryouwillhavetodeletethetextfromthebox.
5.10AdjustingCalendarWorkingHoursItisstronglyrecommendedthattheworkinghoursperdayareallthesamedurationwithineachcalendarandhavethesamestartandfinishtime;otherwise,one-dayactivitiesmayspantwodaysandtwo-dayactivitiesmayspanthreedays,etc.
5.10.1EditingCalendarWorkingHoursPriortoeditingacalendar,particularlyifitisaglobalcalendar,clickthe tabtoopentheUsedByformtodeterminewhichotherProjectsandResourcesalsousethecalendar:
Toeditacalendar:
•SelectAdminister,EnterpriseData,•SelecttheGlobal,ProjectorResourceCalendars,•Selectthecalendaryouwishtoedit,
•Thenclick toopentheStandardWorkWeekformandmodifyanexistingcalendar,
•Selectthedaytobeedited,byclickingonit;ONLYonedayatatimemaybeedited.•SelectingTotalworkhoursallowstheVIEWINGONLYthetotalnumberofhoursperday
butnocontroloverthestartandfinishtimes:
•Toeditthestartandfinishtimes:
Grabthetoporbottomofthedaywiththemouseanddrag,or
ToaddorremoveabreaksuchasaalunchbreakclickontheDetailedworkhoursradiobutton.
•SelectingDetailedworkhoursallowstheadditionofmultipleworkperiodsforcreatingmealbreaksetc.byclickingonthe Addicon.
YOUMUSTEDITTHESTARTANDFINISHTIMESNOTTHENUMBEROFHOURS.
AnotherwaytomakeWorkDaysintoNonworkDaysisto,•Highlightthedayyouwanttoedit,
•SelectSetdayastobeNonworkandclick :
•TomakeWorkDaysintoNonworkDays,highlighttheday(s)youwanttoeditasdescribedintheparagraphSetdayastobeWorkandclick .
WhenmakingaNonworkDayintoWorkDayensureyoucheckthattheworkinghoursarethesameastherestofthecalendar.
5.10.2EditingSelectedDaysWorkingHoursToedittheworkinghoursofindividualdays:
•SelecttheCalendartaband•ClickonthedaytoopentheEditDayformandeditthehours:
Whenanycalendarischangedoredited,theenddateofallactivitiesassignedwiththecalendarwillberecalculatedbasedonthenewcalendar.Thismaymakeaconsiderabledifferencetoyourprojectscheduledates.
Whencalendarshavedifferentstartandendtimessomeactivitieswillspanonedaymorethanthedurationoftheactivitybecause,forexample,thelasthourofthetaskwillrollintothenextday.
5.10.3ViewingtheCalendarWorkingHoursToviewthecalendarworkinghours:
•SelecttheCalendartaband•ClickonShowExceptionsOnlyandselectShowAllWorkTime:
5.10.4CalculationofActivityDurationsinDays,WeeksorMonthsP6recordsdurationsinhoursandthedisplayofdurationsindays,weeks,ormonthsofactivitiesisamathematicalcalculationthatmaybemadebyoneoftwomethods:
•IndividuallyforeachCalendar–RECOMMENDEDMETHOD,or•GloballyforAllCalendars–NOTRECOMMENDED(thiswastheonlymethodusedbyP6
Version6.2andearlier).
IntheP6OptionalClienttheoptionfortheGlobalcalculationofthedurationsindays,weeks,andmonthsforallcalendarsissetbytheAdministratorthroughtheWebInterfacebyselectingAdminister, Application Settings, Time Periods and un-checking the Use assignedcalendartospecifythenumberofworkhoursforeachtimeperiodcheckbox:
Itisrecommendedthatthisneverleftunchecked.
IndividuallyforeachCalendar–RECOMMENDEDInthissituationtheUseassignedcalendartospecifythenumberofworkhoursforeachtimeperiodboxischeckedandeachcalendarhasitsownsetofparameterswhicharesetintheHoursperTimePeriodtabwhencreatingoreditingacalendar.Tosettheseparameters:•SelectAdminister,EnterpriseData,GlobalCalendar,ProjectCalendarorResource
Calendar,
•Selectthecalendartobeedited,
•Clickonthe EditHoursperPeriodicontoopentheSetTimePeriodsform:
•Thisformallowsthedefinitionofthenumberofhoursperdayforeachcalendar,whichinturnwillenabletheactivitydurationsindaystobecalculatedanddisplayedcorrectlyaslongasthenumberofhoursperdayisthesameforeachworkdayinthecalendar.
Thisisnotanautomatedsystemandyouwillneedtocalculateeachcellmanuallybasedonhowyourcalendarisdefined.FortheHours/Dayparameterstoworkitisadvisablethateachworkingdayinacalendarhasthesamenumberofhoursperday.ThereforeinthesituationwhereaprojectisworkingadifferentnumberofhoursperdayitisrecommendedthatyouuseanaveragehoursperdayandsetboththeWorkHoursperDayintheEditDayformtotheoneaveragenumberofhoursperday.Forexample;ifyouhaveaprojectthatworks10hoursperdayforMondaythroughThursday,8hoursonFridayand6hoursonSaturdaytheneachworkingdayshouldbesetto9hoursperday.
GloballyforAllCalendars–NOTRECOMMENDEDWiththisoptionallcalendarsusethesameparametersandthesearesetbythedatabaseadministrator,intheTimePeriodsformwhichinturnsetsthecalculationforallcalendarsinthedatabasetothesamevalues.
ThisisNOTrecommendedunlessallcalendarsinadatabasehaveexactlythesamenumberofhoursperday,daysperweek,andweeksperyearwhichisveryunusual.
Whenallthecalendarsdonothaveexactlythesamenumberofhoursperday,daysperweek,etc.thenthedurationsindays,weeks,ormonthswillnotcalculatecorrectlyforcalendarsthatdonotcomplywiththesettingintheAdminister,ApplicationSettings,TimePeriodsform.ItisstronglyrecommendedthatthisoptionisNEVERUNCHECKED.
5.11CalendarsforCalculatingProject,WBSandOtherSummaryDurations
InPrimaveraP6Version7andlaterthesummarydurationsofprojectsinboththeProjectsWindowandActivitiesWindowarecalculatedbasedontheDatabaseDefaultCalendarfromthefirstactivityStarttothelastactivityFinish.
ThesummarydurationofWBSbandsandotherbandscreatedbyGroupingactivitiesbyUserDefinedFieldsorActivityCodesarecalculatedby:
•WhenalltheactivitiesinabandsharethesamecalendarthenthesummarydurationiscalculatedonthecalendaroftheactivitiesinthebandandthecalendarnameisdisplayedintheCalendarcolumn,and
•WhenthecalendarsfortheactivitiesaredifferentthesummarydurationiscalculatedontheProjectDefaultcalendarandthecalendarfieldistheProjectDefaultcalendar,notblankasintheWindowsClient.
ThepicturebelowhastheProjectDefaultcalendarsetasthe10hr/d&5d/wandshowsthatwhenthecalendarsaredifferentthentheProjectDefaultcalendarisusedtocalculatethesummarydurationforWBSNodes,Projectsetc:
5.12TipsforMixedCalendarSchedulesWhenaprojecthasmixedcalendars,sayan8-hourand10-hourperday,thenachangeofcalendarfromapredecessoronan8-hourperdaycalendartoasuccessorona10-hourcalendar,thesuccessoractivitymayhaveonehourofworkonthesamedayasthepredecessorandnowspans2days.ThissituationleadstointerestingFloatcalculationsandconfusiontoschedulers.
ThepictureaboveistakenfromtheWindowsClientastheneckingandtimescaleoptionsoftheWebClientdonotallowthesameclarity.
PrimaveraP6doesnothavea“StartonaNewDay”functionfoundinotherproductssuchasAstaPowerproject,butwhichinitselfbringsonanewsetofcalculationissues.Techniques
thatmaybeconsideredtoensureone-dayactivitiesspanonedayandtwo-dayactivitiesspantwodays,etc.are:
•Applyanappropriatelagtotherelationship,or
•WhentheStartandFinishTimesarenotanimportantschedulingconsiderationthenassignallthecalendarsthesameStartandFinishtimebutadjustthedurationofthelunchbreaksothedayshavethedesirednumberofhours.Forexample,a10-hourdaycalendarcouldstartat07:00andfinishat17:00withoutanylunchbreakandan8-hourcalendarcouldstartat07:00andfinishat17:00andbeassigneda2-hourlunchbreak.
Thepicturebelowshowshow8-houradayand12-houradaycalendarsinthesameprojectmaybesetuptoensureallactivitiesstartandfinishonthesameday:
5.13Workshop3–MaintainingtheCalendars
BackgroundThenormalworkingweekatOzBuildPtyLtdisMondaythroughFriday,8hoursperdayexcludingpublicholidays.TheinstallationstaffworksMondaythroughSaturday,8hoursperdayandthecompanyobservesthefollowingholidays:
2012 2013 2014 2015
NewYear’sDay 2January* 1January 1January 1January
Easter 6–9April 29March–1April 18–21April 3–6April
ChristmasDay 25December 25December 25December 25December
BoxingDay 26December 26December 26December 28December*
*Theseholidaysoccuronaweekendandthedateshavebeenmovedtothenextweekday.
NOTE:BoxingDayisaholidaythedayafterChristmascelebratedinmanycountries.AssignmentAlthoughwecoulduseastandardcalendarwewillcreatetwonewcalendarsforthisproject.
1.EnsureyournewOzBuildBidprojectisopen.
2.PressF11ONLYifyouareinFullscreenmode,
3.SelectAdminister,EnterpriseData,Projects,ProjectCalendarstoopentheProjectCalendarsform,
4.YoumaywishtocreateanewbrowsertabforthisoperationandpressF11forafullscreen.
5.Selectyourprojectbyclickingontheprojectname,
6.CreateanewProjectCalendarbyclickingonthe iconandcopyinganappropriatecalendar,suchasanexisting5dayperweek,8hoursperdaycalendarandnameitOzBuild5d/w.
7.EnsuretheBaseCalendarissettoBlankbyhighlightinganddeletingthecalendartext,8.EnsuretheStandardWorkWeekhoursarefrom08:00to16:00withoutalunchbreak
fromMondaytoFridayandclosetheform,
9.Clickonthe EditHoursperPeriodiconintheCalendartabtoopentheEditHoursperPeriodformandchecktheHoursperTimePeriodarethesameasinthediagrambelowandthenclosetheform:
10.Addtheholidaysabovein2013and2014only,
11.Checktherearenopre-existingholidaysinthecalendaryouthatneedtobemadeintoworkdays,
12.Yourcalendarshouldlooklikethepicturebelow:
13.Clickonthe Saveicon,
14.CreateanewcalendartitledOzBuild6d/wforthe6-dayweekbycopyingtheOzBuild5d/wcalendar,
15.Ensuretheworkhoursarefrom8:00to16:00fromMondaytoSaturdayandclosetheform,
16.EnsuretheBaseCalendarissettoBlank,
17.Clickonthe EditHoursperPeriodicontoopentheSetTimePeriodsformandchecktheHoursperTimePeriodarethesameasinthediagrambelowandthenclosetheform:
18.Addtheholidaysabovein2013and2014only,
19.Clickonthe Saveicon,
20.PresstheF11key.
6CREATINGAPRIMAVERAPROJECTWBSThischapteroutlineshowtocreateaWBSstructuretoenableactivitiestobeassignedtoaWBSNodesoaschedulemaybecreated.
TheProjectWBSfunctionisdesignedtorecordahierarchicalWBSthathasbeendevelopedonatraditionalbasisasoutlinedinmanyprojectmanagementdocuments.Awell-structuredWBSshould:
•Includealltheprojectdeliverables,and
•Besetattheappropriatelevelforsummarizingprojectactivitiesandreportingprojectprogress.
TheProjectWBSfunctionisusedtogroupandsummarizeactivitiesunderahierarchicalstructureinthesamewayastheWBSfunctioninP3andSureTrak,WBSinAstaPowerprojectandtheCustomOutlineCodesinMicrosoftProject.ItisalsosimilartoOutlininginallversionsofMicrosoftProject;however,inPrimaveratheActivitiesareassignedtoahierarchicalWBSNodeandarenotdemotedunderaParenttaskaswithOutliningwithMicrosoftProject.TheWBSstructureisusedtoorganizeandsummarizeyourprojectactivities,includingcostsandresourcesduringtheplanning,scheduling,andupdatingofProjects.
Theprojectshouldbegranulated(brokendown)intomanageableareasbyusingaprojectbreakdownstructurebasedonattributesoftheprojectsuchasthePhasesorStages,SystemsandSubsystems,Processes,DisciplinesorTrades,Documents,DesignPackages,deliverablesandAreas,LevelsorLocationsofwork.TheseheadingsarenormallythebasisoftheprojectbreakdownstructureandareusedtocreatethePrimaveraWBSstructure,andtheWBSshouldpresenttheprimaryviewofyourproject.
Definingtheprojectbreakdownstructuremaybeamajortaskforprojectmanagers.
PrimaveraalsohasanActivityCodefunctionsimilartotheActivityCodefunctioninPrimaveraP3andSureTraksoftware,CodesinAstaPowerprojectandtheCustomFieldsinMicrosoftProject.ThisfeatureenablesthegroupingofactivitiesunderheadingsotherthanthePrimaveraWBSStructure.UnlikeinPrimaveraP3andSureTraksoftware,ActivityCodesarenottheprimarymethodoforganizingactivitiesinPrimavera.
IfyouareunabletodefineaWBSthenyouprobablydonothaveaproject.
Topic MenuCommand
CreatingandDeletingaWBSNode
IntheProject,ActivitiesWindow:•EnsureaViewisselecteddisplayingtheWBS,then
•Themenucommands AddChildWBSorAddSiblingWBSwhichisavailableontheRight-clickmenu.
•Clickonthe DeleteicontodeletaWBSNode.
IndentingandOutdentinga IntheActivitiesWindowusethebluetoolbararrows tomovethe
WBSNode WBSNodesaround.
WBSCategories
TocreateWBSCategoriesselectAdminister,EnterpriseData,Projects,WBSCategoriestab.WBSCategoriesareassignedtoWBSNodesbyinsertingtheWBSCategoriescolumnintheGeneraltaboftheActivitiesWindow,Lowerpane.
AWBSNodeisatermusedbyPrimaverathatisoftencalledaWBSCodeandisasinglepointintheWBSstructurethatactivitiesareassignedto.APrimaveraWBSNodemayrecordmoreinformationthanP3,SureTrak,orMicrosoftProjectincludingthefollowingdata:
•AnticipatedDates,whichareusedtocreateabarintheActivitiesWindowwhentherearenoactivitiesundertheWBSNode,butdonotsummarizeintheProjectsWindow.
•Notes,whicharerecordedunderNotebooks,•FundingandBudgetLog,•WBSMilestones,whichmaybeusedforassigningprogressatWBSNodeLevel.These
arecreatedintheActivitiesWindow,•Documents(WP&DocsintheWindowsClient)thatprovidelinkstodocuments,and
•TherulesforcalculatingEarnedValueforeachWBSNode.
ThestartandfinishdatesofaWBSNodeareadoptedfromtheearlieststartdateandlatestfinishdateofthedetailedactivitiesunderthatWBSNodeandusetheWBSAnticipatedDatestocreateabarwhentherearenoactivitiesassignedtoaWBSNode.
ThedurationofaWBSNodeiscalculatedfromthestartandfinishdates,thedatabaseDefaultCalendarandtheUserOptions.
AWBSNodemaynothavecostsorresourcesassigneddirectlytothenode.AllcostsandquantitiesarecalculatedfromtheactivitiesassociatedwiththeWBSNode.
6.1ViewingandNavigatingtheWBSThereisnoWBSWindowasintheWindowsClientandtoview,edit,orcreateaWBSstructure:
•Theprojectmustbeopen,
•TheActivitiesWindowmustbedisplayedbyselectingProject,Activities,•Ensureyouhaveaviewwitha WBSiconbesideit,suchastheGanttChartbyWBS,
asthisensuresthatyoumayseeandaddaWBSNode.
•ThefollowingpictureisoftheOzBuildProjectwith3WBSNodesandbeforeaddinganyactivities:
6.2CreatingandDeletingaWBSNodeTocreateanewWBSNode:
•SelectaWBSCodeortheProjectNameandeither:
Right-clicktodisplaythemenuandusethemenucommands AddChildWBSorAddSiblingWBS,or
Usethemenutoolbar AddChildWBSicon.
•Usethe iconsontheMovetoolbartoputtheWBSNodesattherightlevelortoreorderthem.
ThecommandsAdd,Delete,Copy,CutandPasteallworktocreate,delete,move,andcopyWBSNodes.
•AddwilladdanewWBSNodeunderthelevelcurrentlyhighlighted.
•DeletewilldeletetheWBSNode.WhenaWBSNodehasbeenassignedactivitiesyouwillbegiventheoptiontoeitherdeletetheactivitiesorreassigntheactivitiesbyselectingtheMergeElement(s)optionintheMergeorDeleteWBSElement(s)form.
•CopycopiesaWBSNodeandtheassociatedactivities,
•PastepastestheWBSNodeandtheassociatedactivities,includingallassociateddatasuchresourcesandrelationshipsamongsttheactivities,
•CutpreparestomoveaWBSNodeandtheassociatedactivitiestoanotherlocation.
6.3WBSNodeSeparatorTheDefaultWBSNodeSeparatorisassignedbyselectingAdminister,ApplicationSettings,Generaltab.
EachindividualprojectWBSNodeseparatormaybedefinedfromtheProjectsWindowby:•SelectingtheEPStab,•Selectingyourproject,
•Right-clickandselect SetProjectPreferences…,
•SelecttheGeneraltaband•EntertherequiredseparatorintheWBSCodeSeparatorfield:
Analternativeseparatormaybeneededtomeetclientsorcontractrequirementsortoallowimportofdatafromanenterprisesystembymatchingthecodestructure.
6.4ActivityWindowWorkBreakdownStructureLowerPaneDetails
TheActivityWindowlowerpanedisplaysdifferenttabswhenaWBSNodeisselectedtowhenanactivityisselected.
•Thetabsmaybehiddenordisplayedbyrightclickingonatabtoopenamenu:
•General–inthistabyoumayassignmanydataitemspertinenttotheWBSNodeincluding:
TheWBSCodehastobeuniqueforeachproject.WBSNameisthedescriptionfortheWBSNode.
TheResponsibleManagerenablesaccesstodatatobecontrolledattheWBSNodelevel.WhenaUserhasaccesstochangedatainoneWBSNodeonlytheyarestillabletoseethewholeprojectbutmayonlychangedataintheonenode.
AnticipatedDates,aswiththeProjectAnticipatedDates,willdisplayabarwhentheWBSNodehasnoactivitiesbutdoesnotsummarizeintheProjectsWindow.
TheProjectStatus–therearefourWBSStatustypes:Planned,Active,Inactive,andWhat-if.ThestatusofaWBSNodecontrolsviewingandaccesstotheNodesandActivitiesassignedtothenodesbyPrimaveraTimesheetusers.
Othercolumnsofdatamaybeaddedbyclickingonthe CustomizeColumnsicontoaddorremovecolumnsfromtheWBSGeneraltab.
•TheNotebooksfunctionisusedinthesamewayastheactivityNotebookandisusedtorecordnotesabouttheWBSNode.
•BudgetLogtabisusedaspartofthetop-downmethodofassigningbudgetsandareindependentofthecostsassignedattheactivitylevel.
•WBSMilestonestabiswhereWBSMilestonesarecreatedattheWBSNodelevelandprovideasummarymethodofassigningaPerformancePercentCompletetoactivitiesassignedtothatnode.Forthisfunctiontooperatetheremustbeatleastoneactivity
assignedtoaWBSNode.•EarnedValuetabiswheretherulesforcalculatingtheEstimatetoComplete(ETC)and
otherEarnedValueparametersareset.
•DocumentstabenablestheassignmentofdocumentstoaWBSNodeandoperatesinthesamewayastheactivitiesDocumentstab.
•IssuestabiswhereIssuesmaybeassignedtoactivities.
6.5WBSCategoriesWBSNodesmaybeassignedcategories,whichenableWBSNodeswithinanEPStobegroupedandsortedindifferentways.WBSCategoriesaretoWBSNodesasActivityCodesaretoActivities.InearlierP6versionsthesewerereferredtoasProjectPhases.•CreateWBSCategoriesbyselectingAdminister,EnterpriseData,Projects,WBS
Categories:
•WBSCategoriesareassignedtoandremovedfromWBSNodesbyinsertingtheWBSCategoriescolumnintotheGeneraltab.
OneuseofaWBSCategoryintheWindowsClientcouldbe,forexample,totagtheWBSNodeswiththephasessuchasDesign,ProcureandInstallandthentheActivitiesmaybegroupedbyWBSCategoryandthenWBSorsomeotherActivityCode.
IntheWebitisnotpossibletoGrouporFilteractivitieswiththeWBSCategory.
•ThistopiciscoveredinmoredetailsintheFORMATTINGTHEACTIVITYWINDOWANDVIEWSchapter.
WBSCategoriesmayalsobeusedintheTrackingWindowoftheWindowsClient.
6.6WhyaPrimaveraWBSisImportantPeopleconvertingfromP3andSureTrakwillbeusedtousingActivityCodesandActivityIDCodes.PrimaveradoesnothaveActivityIDcodes.
YoumaybetemptedtoignoretheWBSanduseActivityCodesinstead.ThisparagraphwillexplainthemainpurposesoftheWBSfunction:
•UserAccessmaybeassignedatthislevel,sotwoschedulersmayopenthesameprojectandonemayonlychangeactivitiesinWBSNodesthathavebeenassignedtothatuser.
•EarnedValuecalculationsandProjectPerformancemaybemeasuredatthislevel.•ProgressattheWBSlevelmaybemeasuredwiththeuseofWBSMilestones.•WBSActivitiesareveryusefulassummaryactivities.•AnticipatedDatesmaybeassignedattheWBSleveltoprovideabarwhennoactivities
havebeenaddedtoaWBSNode.
•TheWindowsClientTrackingWindowoperatesdowntoWBSNodelevel.
•ThereareanumberofstandardReportsthatfunctionatWBSNodelevel.
6.7Workshop4–CreatingtheWorkBreakdownStructure
BackgroundAreviewofthescopeidentifiesthreedeliverables:
•TechnicalSpecification
•DeliveryPlan
•BidDocument
Assignment1.EnsureyourOzBuildprojectisopenandselecttheProjects,ActivitiesWindow,2.IfyoureceiveaP6pop-uptitledGettingStartedwithActivitiesitissuggestedthatyou
readthetextandthenselectDonotshowthisagain,3.Ensureyouhaveaviewwitha WBSiconbesideit,suchastheGanttChartbyWBS,
asthisensuresthatyoumayaddaWBSNode,
4.ClickintheProjecttitleandRight-clicktoopenamenuandaddthethreenewWBSNodes:
5.Yourviewmaybedifferenttothepictureabovedependingonhowyoursystemhasbeensetup,andyoumaynothavetheWBSNameprefixedwithWBS:,thereasonforthisisexplainedintheFORMATTINGTHEACTIVITYWINDOWANDVIEWSchapter.
6.Select Savetosaveyourproject.
7ADDINGACTIVITIESANDORGANIZINGUNDERTHEWBSActivitiesshouldbewell-defined,measurablepiecesofworkwithameasurableoutcome.Activitydescriptionscontainingonlynounssuchas“BidDocument”haveconfusingmeanings.Doesthismeanread,write,review,submitorallofthese?Adequateactivitydescriptionsalwayshaveaverb-nounstructuretothem.Amoreappropriateactivitydescriptionwouldbe“WriteBidDocument”or“ReviewandSubmitBidDocument.”Thelimitforactivitynamesis120characters,buttrytokeepactivitydescriptionsmeaningfulyetshortandconcisesotheyareeasiertoprint.
WhenactivitiesarecreatedtheyarenormallyaddedunderaWBSNodebutmaybeorganizedunderothercodingstructuressuchasActivityCodesorUserDefinedFields.
Thischapterwillcoverthefollowingtopics:
Topic MenuCommandSettingNewActivityDefaults
SelectProjects,EPS,selectyourproject,SetProjectPreferences…,Defaultstab
AddingNewActivities SelectalineinthescheduleandstriketheIns(InsertKey)orright-clickandselecttheAddmenuitem.
ActivityDetailsform Maybedisplayedinthebottompanebyclickingonatab.
CopyingactivitiesinPrimavera Selecttheactivitiesandcopyandpastetotherequiredlocation.
Assigning%CompleteTypetoActivities
Usethe%CompleteTypedropdownboxintheGeneraltaboftheActivitywindowbottompane.
AssigningActivityTypetoActivities
UsetheActivityTypedropdownboxintheGeneraltaboftheActivitywindowbottompane.
AssigningDurationTypetoActivities
UsetheDurationTypedropdownboxintheGeneraltaboftheActivitywindowbottompane.
AssigningWBSNodestoactivities
CreateanactivityinanexistingWBSband,
DisplaytheWBScolumnandclicktheWBScelltodisplaytheSelectWBSform,or
CutandPasteinadifferentWBSNode.
7.1NewActivityDefaultsAftercreatinganewprojectandbeforeaddingactivitiesitisimportanttosetthedefaultssuchastheActivityIDNumbersandCalendars.Bysettingthemcorrectlybeforeaddingactivitiesyouwillsaveasignificantamountoftimebecauseyouwillnothavetochangeanumberofattributesagainstallactivitiesatalaterdate.ThesedefaultsaresetintheProjectPreferencesformbyselectingProjects,EPS,selectyourproject,SetProjectPreferences…,Defaultstab:
7.1.1DurationTypeNoneoftheDurationTypeoptionsaffectshowtheschedulecalculatesuntiloneormoreresourcesisassignedtoanActivity.Thefollowingoptionsareavailable:
•FixedUnits•FixedDuration&Units/Time•FixedUnits/Time•FixedDuration&UnitsIfyoudonotplantoaddresourcestoActivities,thenyoudonotneedtoassignaDurationTypeanditmaybeleftasthedefault.ThistopicwillbecoveredindetailintheASSIGNINGROLES,RESOURCESANDEXPENSESchapter.
7.1.2PercentCompleteTypeThePercentCompletetypeshouldbeunderstoodifitisintendedtobeusedtoupdate(statusorprogress)theschedule.ThisoptionmaybesetforeachactivityindividuallyinPrimaveraandthedefaultfornewactivitiesissetinthePercentCompleteTypedropdownbox.PrimaverahasmanyActivityPercentCompletefieldsthatmaybedisplayedincolumnsandwewilldiscussfourofthemnow:
Activity%Complete,whichmaybelinkedtooneonlyofthethreefollowing%Completefieldsandisalwayslinkedtothe%CompletedisplayedontheGanttChartbars:
•Physical%Complete,whichisindependentofactivityresourcesanddurations,•Duration%Complete,whichislinkedtoactivityOriginalandRemainingDurations,and•Units%Complete,whichislinkedtoresourceunits.Therearethreepercentcompleteoptions;eachnewactivityisassignedtheprojectdefaultPercentCompleteTypeandthenthismaybeeditedforeachactivityasrequired.Therefore,forexample,whentheoptionofPhysical%CompleteisselectedforanactivitythentheActivity%CompleteandthePhysical%CompletearelinkedandachangetoonewillchangetheotherandthisvaluewouldbedisplayedontheGanttChart.
DefaultPercentCompleteTypeTheDefaultPercentCompleteTypeforeachnewactivityineachprojectisassignedintheDefaultstaboftheDefaultstaboftheProjects,EPS,SetProjectPreferencesform:
•AnewactivityPercentCompleteTypeissettotheDefaultPercentCompletewhencreatedandmaybechangedatanytime.
PercentCompleteTypes•Physical%Complete–Thisfieldenablestheusertoenterthepercentcompleteofan
activityandthisvalueisindependentoftheactivitydurations.ThisissimilartothewayP3andSureTrakcalculatesthe%CompletewhentheLinkRemainingDurationandPercentCompleteoptionisNOTselected.
•Duration%Complete–ThisfieldiscalculatedfromtheproportionofthePlannedDurationandtheRemainingDurationandtheyarelinked.Achangetoonevaluewillchangetheother.WhentheRemainingDurationissettogreaterthanthePlannedDurationthispercentcompleteisalwayszero.ThisissimilartothewayP3andSureTrakcalculatethe%CompletewhentheLinkRemainingDurationandPercentCompleteoptionisselected
•Units%Complete–Thisiswherethepercentcompleteiscalculatedfromtheresources’ActualandRemainingUnits.AchangetoonevaluewillchangetheotherandwhenmorethanoneresourceisassignedthenalltheActualUnitsforallresourceswillbechangedproportionally.ThiswillbecoveredfurtherintheUPDATINGARESOURCEDSCHEDULE
chapter.ThisissimilartotheMicrosoftProject%WorkComplete.
TheUnits%CompleteiscalculatedfromthevalueofalltheLaborandNon-Labor,sobecarefulwhenmorethanontypeofresourceisassignedtoanactivity.Forexamplethesoftwarecouldbeaddinglaborhourswithexcavatorhours.
Activity%CompleteTheActivityPercentCompleteTypefieldislinkedtothe%CompleteTypefieldassignedtoanactivityintheActivitiesWindow,Generaltab,Detailsformorthe%CompleteTypecolumn:
•The%CompletedisplayedontheBarintheWebClientistheDuration%Complete:
•IntheWindowsClienttheActivity%Completeisalsolinkedtothe%CompleteBarandthisvalueisrepresentedonthe%Completebar:
ChangingtheActivityPercentCompleteTypeTheActivityPercentCompleteTypemaybechangedintheProjects,ActivitiesWindow:•Inacolumnor
•IntheGeneraltabofthelowerpane:
7.1.3ActivityTypesandMilestonesAnActivitymaybeassignedoneofthefollowingdefaultActivityTypesusingthedropdownboxintheGeneraltab:
•FinishMilestone
•LevelofEffort
•ResourceDependent
•StartMilestone
•TaskDependent
•WBSSummary
ActivityType Description
TaskDependent
TheseActivityTypeshaveadurationandwillonlycalculatethedurationusingtheassignedcalendarevenwhenoneormoreresourcesareassignedtoanactivity.
ResourceDependent
TheseActivityTypeshaveadurationandwillcalculatethedurationonlyusingthecalendarassignedtotheactivitywhenNOresourcesareassignedtotheactivity.
TheseactivitiesacknowledgeResourceCalendarswhenresourcesareassigned.
ThisissimilartoanIndependentActivityTypeinP3andSureTrak.
TheyacknowledgetheActivitycalendartocalculatetheEarlyStartdate.
LevelofEffort–LOE
ThisActivitytypeissimilartoP3andSureTrakHammockactivities.Itspansfromthestartorfinishofoneormorepredecessoractivitiestothestartorfinishofoneormoresuccessoractivitieswhicharelinkedbyrelationships.
NOTE:DonotschedulewithaLOEactivityunlessithasrelationships.IfyoudoscheduleitwillcalculatetoazerodurationandbemarkedasCompleteontheDataDate.YouwillthenhavetomarkitasnotstartedintheActivitiesWindow,GeneraltabandassignadurationsoyoucanseeitontheGanttChart.
StartMilestone
AStartMilestonehasastartdateandnofinishdateintheWindowsClientbutshowsbothaStartandFinishintheWeb.ItisscheduledatthestartofatimeperiodandmaynotbeassignedResources.
FinishMilestone
AFinishMilestonehasafinishdate,nostartdateintheWindowsClientbutshowsbothaStartandFinishintheWeb.ItisscheduledattheendofatimeperiodandmaynotbeassignedResources.
ChangingamilestonefromStarttoFinishwouldnotaffectaschedulewhenalltheactivitiesareononecalendarbutwouldmovethemilestonefromthestartofadaytothefinishofthepreviousday.
WBSSummary
ThisActivitytypecalculatesinthesamewayasP3andSureTrakWBSactivitiesandtheyspanallactivitieswiththesameWBScode,butwithoutrelationshipsthatareusedwithLOEs.
AMilestonehaszerodurationandisusedtomarkthestartorfinishofamajorevent.PrimaveradifferentiatesbetweenStartandFinishMilestonesinthesame
wayasP3andSureTrak,whereaStartMilestonehasastartdateandnofinishdateandaFinishMilestonehasafinishdateandnostartdate.ThisisunlikeMicrosoftProject,whichonlyhasonetypeofMilestone.LaterversionsofMicrosoftProjectallowmilestoneswithdurations.
TheWindowsandtheWebClientdisplayMilestonedatesdifferentlysobotharedisplayedbelow.
•IntheClienttheStartMilestonedoesnotshowFinishDatesandtheFinishMilestonedoesnotshowStartDatesasP3andSureTrak:
•IntheWebtheStartMilestonesandFinishMilestonesbothshowStartDatesandFinishDatesasmostotherschedulingsoftwarelikeMicrosoftProjectandAstaPowerproject:
7.1.4CostAccount
ThisselectsthedefaultCostAccountforallnewResourcesandExpensesandisblankbydefault.
7.1.5CalendarThistopicwascoveredindetailintheDEFININGCALENDARSchapter.Thisdropdownboxisusedtoselectthedefaultcalendarforanactivity.ADefaultProjectCalendarisassignedtoeachprojectfromtheGlobalorProjectcalendarlist.AllnewactivitiesareassignedtheprojectDefaultProjectCalendarwhentheyarecreated;however,individualcalendarsmaybeassignedforeachactivityaftertheyhavebeencreated.
7.1.6Price/UnitLikeMicrosoftProjectanactivitymaybeassignedaUnit(hoursorwork)withoutaresourcebeingassigned.ThisvalueisusedtocalculateacostwhenaUnithasbeenassignedtoanactivitywithoutaresourceassignment.
7.1.7Auto-numberingDefaultsTheAuto-numberingDefaultsdecideshownewactivitiesarenumbered.Thefirstactivityaddedtoanewprojectwillbebasedonthedefaultssetinthisform.
ThereisnofunctionofIncrementActivityIDbasedonselectedactivityasfoundintheWindowsClient.
TherearenoActivityIDCodesallowinglogictobeautomaticallyembeddedintotheActivityIDs,whichareapowerfulfeaturesofbothP3andSureTrak.
7.2AddingNewActivitiesItisoftenquickertocreateascheduleinaspreadsheetandimportthedataintotheschedulingsoftware.PrimaveraoffersaspreadsheetimportfunctionfoundunderCreateImportTemplate,ExporttoExcelandImportfromExcelcommandswhichareveryuserfriendly.
SomedataassociatedwithanimportedactivitymustexistbeforetheactivityisimportedfromExcelotherwiseitwillnotbeimported.ThisincludesitemssuchasRoles,Resources,andActivityCodes.ThesedataitemsmaybeimportedusingthePrimaveraSDK(whichisloadedfromtheinstallationCDandinstructionsareavailableontheAdministrationGuide)andanExcelspreadsheetavailablefromtheOraclesPrimaveraKnowledgebase.
Toaddanactivitytoaproject:
•OpentheActivitiesWindow,
•SelecttheappropriateWBSNodeandtheneither:
PresstheInsertkeyonthekeyboard,or
Clickonthe AddiconontheActionstoolbar.
7.3DefaultActivityDurationThedefaultactivitydurationfornewlycreatedactivitiesisspecifiedintheAdminister,ApplicationGeneraltabActivityDurationcell.
7.4CopyingActivitiesfromotherProgramsActivitydatamaybecopiedfromorupdatedfromotherprograms(suchasExcel)byusingtheExcelImportandExportfunction.
7.5CopyingActivitiesinP6ActivitiesmaybecopiedfromanotherprojectwhenbothprojectsareopenatthesametimeorcopiedfromwithinthesameprojectusingthenormalWindowscommandsCopyandPaste,byusingthemenucommandsRightclick,CopyandRightclick,Paste,orbyusingCtrl+CandCtrl+V.Oneormoreactivitiesmaybeselectedtobecopiedby:
•Ctrl-clicking,or•Holdingtheshiftkeyandclickingonthefirstandlastactivityinarange,or•Draggingarangewiththemouse.Withthisoperationbesuretoselectthewholeactivityor
activities,notjustacell.
ThereisnoCopyActivityOptionsformorRenumberActivityIDbasedonselectedactivitiesformasintheWindowsClientandalldataincludingrelationshipsarecopied.
P6R8.3hasintroducedafeaturethatallowsuserstochoosethedatatobeincludedorexcludedwhencopyingandpastingactivitiesintheActivitiesWindows.Thisfunctionappliestoindividualormultipleactivitieswithinaprojectoracrossmultipleprojects.
Toaccessthisfeature:
•GototheActivitieswindowandcopy/pasteoneormoreactivitiesusingthecommandsCtrl+CandCtrl+Vorbyusingthe Copyand Pastebuttonslocatedinthetoolbar;
•TheCopyActivityOptionsformwillopenupwhenyoupastetheactivities;•Check/Unchecktheboxesfordatathatyouwant/don’twanttoinclude;
•ClickOktoconfirmandclosetheform.
CopyActivityOptions
P6 R8.3 has introduced a feature that allows users to choose the data to be included orexcludedwhencopyingandpastingactivitiesintheActivitiesWindows.Thisfunctionappliestoindividualormultipleactivitieswithinaprojectoracrossmultipleprojects.
Toaccessthisfeature:
•GototheActivitieswindowandcopy/pasteoneormoreactivitiesusingthecommandsCtrl+CandCtrl+Vorbyusingthe Copyand Pastebuttonslocatedinthetoolbar;
•TheCopyActivityOptionsformwillopenupwhenyoupastetheactivities;•Check/Unchecktheboxesfordatathatyouwant/don’twanttoinclude;
•ClickOktoconfirmandclosetheform.
7.6ElapsedDurationsAnactivitymayNOTbeassignedanElapseddurationasinMicrosoftProject.Theactivityshouldbescheduledona24-hourperdayand7-dayperweekcalendar.
7.7FindingtheBarsintheGanttChartAttimesyouwillfindtherearenobarsdisplayedintheGanttChartbecausetheTimescalehasscrolledtoofarintothepastorfuture.Double-clickintheGanttChartinlinewithanactivityandtheTimescalewillscrolltodisplaytheactivitybar.
7.8ActivityWindow–BottomPaneTheBottompanehasanumberoftabswhereinformationaboutthehighlightedactivitymaybeviewedandedited.(Thesearenotinanyspecificorderasthetabsmaybereorderedonthescreen.)
Thisformdisplaysthefollowingareasandfunctions:
•DetailsshowingtheActivityID,ActivityDescription,ActivityTypeandLocation.
•DurationsshowingtheactivitydurationsandDurationType.
General
•StatuswhereActualDates,Activity%CompleteandPercentCompleteTypemaybeupdated.
•ConstraintswherethePrimaryandSecondaryConstraintsmaybeupdatedbutnottheExpectedFinish.
•UnitsandCostsbyselectingfromthedropdownboxtheLaborandNonlaborUnitsorCostsandMaterialCostsmaybedisplayedandupdated.Thisfunctionproportionallyupdatestheresourceswhenassigned.
NOTE:ItispossibletoassignresourceUnitsintheGeneraltabwithoutaresourcebeingassignedtotheactivityandtheratewillbetakenfromtheProjectPropertiesCalculationstab.
Assignments(ResourcesintheWindowsClient)
•ResourcesandRolesmaybeassignedtoselectedactivitiesusingthemenuicons ofAssignResource,AssignRole,RequestResourceandDelete.
•ResourcesandRolesdataassignmentinformationmaybedisplayedbyeditingthecolumns.
Expenses
Expensesmaybeaddedandeditedhere.Theseareintendedforone-offcoststhatdonotrequirearesourcetobecreated.
NOTE:TheseareoftenusedformaterialcostsonconstructionandmaintenanceprojectstopreventclogginguptheResourceWindow.
Notebooks(NotebookintheWindowsClient)
NotesaboutactivitiesmaybemadeherebyaddingaNotebookTopicandthenaddingnotesaboutthetopic.
StepsThisfunctionenablesanactivitytobebrokendownintoincrementstitledStepsthatmaybemarkedascompleteasworkontheActivityprogresses.
Feedback Thisiswherecommentsmadeinthetimesheetmodulemaybeviewed.
Documents(WPs&DocsintheWindowsClient)
ThisiswherefilesthathavebeenlistedintheWorkProductsandDocumentsWindowmaybeassociatedwithactivitiesandthenopenedfromthisform.
CodesThisiswhereActivityCodesmaybeassignedtoactivities.
ThesecodesaresimilartoP3andSureTrakActivityCodesandactivitiesmaybeorganizedunderthesecodes.
Predecessors&Successors(RelationshipsasinWindowsClient)
Thisiswheretheactivity’spredecessorsandsuccessorsareadded,edited,anddeleted.
ThisiscoveredintheADDINGRELATIONSHIPSchapter.
Issues Thisiswhereissuesmaybeaddedorremoved.
Risks Thisiswhererisksmaybeaddedorremoved.
TraceLogic ThisiswheretheTraceLogicfunctionmaybeoperatedandallowstherelationshipstobeviewedinaNetworkDiagramFormat.
Discussion Thisiswhereteammemberscanstartaconversationtoupdateothermembersregardingtheproject,
ThereisnoSummaryformasintheWindowsClienttool.
7.9DiscussionFeatureAnewtabhasbeenaddedtotheActivitiesWindowinP6Version8.3,titledDiscussionwhichenables:
•Userstocreateadiscussionthreadforeachactivity,
•EachentryissavedwiththedateofentryandusernameandtheentirethreadisrecordedallowingandinteractivediscussionbetweenuserswhohaveaccesstoP6,
AnewfieldtitledUnreadCommentshasbeencreatedsousersmayidentifyactivitieswithnewcommentsthattheyhavenotread.ThismaybeaccessedthroughTeamMemberWeb,theTeamMemberforiPhoneapp,andP6.
Toaccessthisfeature:
•SelectanactivityandclicktheDiscussiontablocatedinthedetailwindowontheActivitiespage,
•Addacommentontherightpaneandthenpressthe Postbutton.
ThisfunctionhaslimiteduseintheenvironmentwhereonlytheprojectschedulerhasaccesstoP6.
7.10AssigningCalendarstoActivitiesActivitiesoftenrequireadifferentcalendarfromthedefaultProjectCalendarthatisassignedintheProjectInformationform.Primaveraenableseachactivitytobeassignedauniquecalendar.AnActivityCalendarmaybeassignedbydisplayingtheCalendarcolumn.TheRightclick,FillDownmaybeusedtoassignanewcalendartomultipleselectedactivities.
Toviewthecalendarassignedtoanactivity,rightclickonanactivitydatacolumnandselectViewCalendar.
7.11AssigningActivitiestoaWBSNodeActivitiesareassignedtoaWBSNodefromtheActivitiesWindow.Theymaybeassignedusingthefollowingmethods:
•AnewactivitywillinherittheWBSNodeofaselectedexistingactivitywhentheprojectisorganizedbyWBSNodesandanactivityiscreated,
•CuttingandPastingactivitiesfromoneWBStoanother,
•ChangetheactivityWBSby:
InsertingtheWBScolumnbyclickingonthe ColumnsiconandselectingWBSfromtheColumnsformunderGeneral,then
ClickingintheWBScolumnofanactivitywillopentheSelectWBSform:
•The ExpandAllandCollapseAlliconsareusedtoexpandorrolluptheWBSstructure.
7.12ReorderingorSortingActivitiesThesortorderofactivitieswithinabandissetbyanorderfromoneormorecolumnsandyoumaynotdragactivitiesupordownthescheduleinthesamewayasotherproducts.
Therearetwoprincipalmethodsoforderingactivitiesaftertheyhavebeenadded:
•UsingtheSortfunctionintheCustomizeActivityViewform:SelectCustomizeViewoption
ClickontheColumnstabandusetheColumnOptionfunction.
ItisunfortunatethatwithPrimavera,assoonasyouusetheoptionbelowtosortactivitiesthenwithoutanywarningthesortingfieldsenteredintotheSortformaboveareoverwrittenbythecolumnthathasbeenusedtosorttheactivities.
•Highlightingacolumntitleandclickingwiththemouse.Theactivitieswithinabandwillbereorderedwithinthatbandintheorderindicatedwithanarrowintherightsideofthecolumnheader.TheorderwillbeeitherAscendingorDescending:
ThisfunctionchangesallthesettingsmadeintheSortformonapermanentbasis.
TheActivitiesIDsarenotrenumberedwhentheyhavebeenreorderedastheyarewithMicrosoftProject.
SortingonMultipleColumnsInP6R8.3itispossibletosortonmultiplecolumnseitherontheEPS,Activities,andResourcesAssignmentswindows.However,itisstillpossibletosortonanindividualcolumnbyjustclickingonthecolumnheadertothedesiredsortingorder.
TheCustomizeColumnsformhastwotabs:
•Columns:AllowsyoutoSelectcolumnstodisplayinthecurrentview;•Sorting:AllowsyoutoSpecifycolumnstosortby,sortingorder(ascendingor
descending),andcolumnsortingpriority
Tousethisfunctionality:
•FromtheViewmenu,selectColumnsor;•Clickthe ColumnsiconlocatedinthetoolbartoopentheCustomizeColumnsform;•ClicktheSortingtabintheCustomizeColumnsform;•Selectthecriteriayouwantthecolumnstobesortedby;
•Addadditionalcriteriabyclicking addbuttonormoveupanddownusingthearrows.ThenclickApplyandOk.
Sortingchoicescanbesavedaspartoftheview.
7.13Undo
ThereisnoundoasintheProfessionalorOptionalClient.
Youmayonlyclickinthe Cancle(Ecs)icontocancelyoursave.
7.14SummarizingActivitiesUsingWBSTheWBSbandsmaybesummarizedinthesamewayasinotherprojectplanningandschedulingsoftware.
ThefollowingpictureshowstheactivitiesdisplayedundertheWBSNodes:
•ThefollowingpictureshowstheactivitiessummarizedundertheWBSNodes:
WBSNodesmaybesummarizedorexpandedby:
•Double-clickinganyWBSbanddescription.Thebandwilleitherrollupwhenexpandedorexpandwhenrolledup,or
•Clickingonthe ExpandAllandCollapseAlliconsthatwilleitherdisplayallactivitiesorrolluptheprojecttoonebar,whichisusuallynotveryuseful.
WBSNodesmaybereorderedbyclickingthe MoveiconsontheMovetoolbar
7.15SpellCheckThereisnospellcheckasintheWindowsClient,youcouldexporttoExcelandspellcheckthere.
7.16Workshop5–AddingActivities
Background
Weneedtosetupthedefaultsandaddtheactivitiestotheschedule.
Assignment1.SelectProject,EPS,Right-clickonyourproject,2.SelectSetprojectpreferences…,
3.SelecttheDefaultstabandsetyourdefaultsasperthepicturebelow:
4.Click .
5.SelectProjects,ActivitiestoopentheActivitiesWindow,andaddthefollowingactivitiesundertheappropriateWBS.
6.TheStartandFinishMilestonesmaybeassignedfromtheGeneraltabinthelowerwindow.
7.YoumayneedtoselectadifferentviewtoseetheActivityID,asexplainedinthepreviousworkshop.
8.ClickontheActivityIDcolumnheaderiftheactivitiesbecomeoutoforder.
ActivityID ActivityName PlannedDuration ActivityType
TechnicalSpecification
OZ1000 ApprovaltoBid 0d StartMilestone
OZ1010 DetermineInstallationRequirements 4d TaskDependent
OZ1020 CreateTechnicalSpecification 5d TaskDependent
OZ1030 IdentifySupplierComponents 2d TaskDependent
OZ1040 ValidateTechnicalSpecification 2d TaskDependent
DeliveryPlan
OZ1050 DocumentDeliveryMethodology 4d TaskDependent
OZ1060 ObtainQuotesfromSuppliers 8d TaskDependent
OZ1070 CalculatetheBidEstimate 3d TaskDependent
OZ1080 CreatetheProjectSchedule 3d TaskDependent
OZ1090 ReviewtheDeliveryPlan 1d TaskDependent
BidDocument
OZ1100 CreateDraftofBidDocument 6d TaskDependent
OZ1110 ReviewBidDocument 4d TaskDependent
OZ1120 FinaliseandSubmitBidDocument 2d TaskDependent
OZ1130 BidDocumentSubmitted 0d FinishMilestone
9.RescheduletheprojectbypressingF9andcheckthattheDataDateissetat2December2013at08:00anduncheckDisplayscheduleloguponcompletion.
10.SavetheschedulebyclickingontheScheduleicon.
11.Youranswershouldlooklikethefollowingpicture.
12.Youmayhavedifferentcolumnsdisplayedandtheremaybedifferenttextonthebars,butthelongestbarwillberedwhichisthecriticalpath.
13.EnsurethesortorderisbyActivityIDbyclickingontheActivityIDHeading:
8FORMATTINGTHEACTIVITYWINDOWANDVIEWS
8.1FormattingtheProjectsActivityWindowThereareanumberoftoolbariconsthatmaybeusedtoformatthescreenandoperatethesoftware.
SomeoftheiconsusedtooperatethesoftwareandformatthetoppaneoftheActivitiesViewarelistedbelow:Icon/s Name Purpose
Save Commitsanychangetodatatothedatabase.
Cancel Reversesanyunsavedchangesnotcommittedtothedatabase.Thiscouldbeconsideredatypeofundo.
Delete Deletesselecteditem.
Schedule Recalculatestheschedule.
Find Findsdataincolumns.Columns OpenstheCustomizeColumnsformtoformatcolumns.
Grouping OpenstheCustomizeGroupingformtoGroupactivitiesunderbands.
Filters Optionstocreate,applyandeditfilters.CustomizeGanttChartOptions
OpenstheCustomizeGanttChartOptionsformwithoptionstoformatbarsandtheGanttChart.
ProgressSpotlight
UsedtomovetheProgressSpotlightlineforwardAndbackwardsonetimescaleperiod.
Show/HideRelationshiplines Thistogglesbetweenshowingandhidingtherelationshiplines.
Show/HideProgresslines Usedtoshoworhidetheprogresslines.
ExpandAllandCollapseAll
UsedtoexpandallWBSNodesandshowallactivitiesandtocollapseallWBSNodesandshowonlyaprojectsummarybar.
ZoomtoFit Zoomsthetimescaletofittheavailablescreenforthetimescale.FullScreenModeandNormalMode
SwitchingtoFullScreenModeandhidesalltheinternetexplorertoolbarsetc.allowingmoreworkingspaceonthescreen.
GanttChart DisplaystheactivityTableandGantChartbars.Table DisplaystheactivityTableONLY.ActivityNetwork DisplaystheActivityNetworkview.
Calendar DisplaystheCalendarview.View Create,editanddeleteViews.
ApplyaView ApplyandexistingViewbuttonsarefoundontheViewMenu.
8.2Views
8.2.1UnderstandingViewsAViewisafunctioninwhichtheformattingofparameterssuchastheColumns,Groupingactivities,FiltersandBarsissavedandreappliedlater.ThisfunctionissimilartoLayoutsinP3,P6WindowsClientandSureTrakorViewsinAstaPowerprojectandMicrosoftProject.•AViewisassignedanameandmaybeedited,savedorreappliedatalaterdate.•ViewshavetheFilterfunctionincorporatedintothefunctionwhichisdifferenttomostother
products.
•AViewmaybecreatedandsavedbyoneuserandmaybemadeavailabletoanumberofotherusers.
ViewsandFilterscreatedintheWindowsClientarenotaccessibleintheWebandmaynotbeimportedintotheWeb.
8.2.2OpeningaViewToopenaview:
•Clickonthe ApplyaViewiconontheProject,ActivityWindow,Viewtoolbar,whichisusuallybydefaultontherighthandside,andthiswillrevealalistofavailableviews,
•Selecttheviewfromthelist,
•Ifyouhavemadeeditstothecurrentviewyouwillbeaskedifyouwishtosavethechangeswhenmovingtoanotherpartofthesoftware.
Viewswitha towblueoverlappingsquaresareorganizedbyWBSandallowadding,deletingandeditingtheWBSstructure.
8.2.3CreateaView
TocreateanewViewyouwillneedtocopyandexistingViewandeditit:
•EnsureyouhaveaprojectopenandareintheProjectsWindowActivitiestab,•Applyanappropriateviewtocopyusingthe ApplyaViewicon,•Clickonthe Viewicontoopenamenu,
•SaveView savesanychangestoaView.NOTE:WhenaViewisnotsavedthenthenexttimeitisappliedalleditsmadetotheViewarenotsaved.
•SaveViewAs iconisusedtosaveandrenameaViewthatmaythenbeedited.
•DeleteView iconpermanentlydeletesthecurrentView.
•E-mailView allowsaviewtobeemailedtoanotherpersonifyourserverhasbeenconfigured,
•Selectthe CustomizeicontoopentheCustomizeActivityViewform,
•ThereforetocreateanewView:
Select SaveViewAsistosaveyournewView,then
Selectthe CustomizeicontoopentheCustomizeActivityViewformtoedityourView:
•TheCustomizeformmayberesizedbydraggingtheedges.•Donotforgettosaveanychangesafteryouhaveappliedanychanges.
8.3ColumnsandActivitySortOrderThecolumnstaballowstheselectionandhorizontalorderingofthecolumnsandsortingoftheactivitieswithinbands.
Thecolumnsmaybeeditedusingeither:
•TheColumnsformbyclickingonthe icon,or
•CustomizeViewform.Bothformsoperateinthesameway.
TheActivityNameisusuallydisplayedinthefarleftcolumnandtheActivityIDasthesecondcolumnotherwisethenamesinthebandssuchastheProjectName,WBSnamearetruncatedsotheyareunreadable,asperthepicturebelow:
8.3.1SelectingtheColumnstobeDisplayedTheavailablecolumnsaredisplayedintherightwindowandmaybelistedunderCategoriesandeachcategorymaybeopenedbyclickingonthe icons.
ThecolumnstobedisplayedarelistedintherightSelectedColumnswindowandarecopiedfromtheAvailableColumnstoandfromSelectedColumnsusingthe icons.
Version8.4nowallowsyoutoselectthepositionofthenewcolumnbeforeaddingthecolumn.
8.3.2SettingtheOrderoftheColumnsfromLefttoRightontheScreenTheorderofthecolumnsonthescreen,fromlefttoright,isthesameastheorderintheCustomizeActivityViewformSelectedColumnswindowfromtoptobottom.Theorderofthecolumnsmaybealtered:
•HighlightthecolumnintheColumnsformSelectedOptionswindowandusethe andicons,or
•ClosetheformandLeft-clickonthecolumntitleintheProjects,ActivitiesWindowanddragthecolumn.
8.3.3AdjustingtheWidthofColumnsYoumayadjustthewidthofthecolumnbydraggingthecolumntitleseparatorintheProjects,ActivitiesWindow:•Movethemousepointertotherighthandsideoftheheadertitleand
•A iconwillthenappearandenablethecolumntobeadjustedbyLeft-clickinganddragging.
8.3.4FirstColumnDataDisplayThefirstcolumnmaydisplaytheActivityIDorActivityNameandthisoptionissetin:
•TheCustomizeViewformColumnstaborthe•Columnsform.
WhentheShowfirstcolumnasissettoActivityIDthentheWBSDescriptionmaybetruncated.
YoumayfinditbettertodisplaytheActivityNameastheShowfirstcolumnasandActivityIDasthefirstSelectedColumn:
8.3.5RenamingColumnsP6R8.3allowsuserstorenamecolumnsontheActivitiespage..
Torenameacolumn:
•IntheActivitiespage,Right-clickonacolumnheaderandselectRenameColumntoopentheRenameColumnform;
•Torenamethecolumn’sDefaultName,typethenewnameintheboxprovidednexttoNewName;
•ClickOktoconfirmchanges.
8.3.6ActivitySortOrder
Theactivitysortorderissetby:
•UsingtheSortbyandSortOrderoptionsintheColumnsform,or
•Clickinginthecolumntitle.ThesortorderisindicatedbyanarrowinthecolumntitleheaderandusersoftheP6WindowsClientwillnoticethatthesearrowsareinthereversedirectionoftheP6WindowsClient.
ClickinginthecolumnheaderwilldestroyanysortordersetupintheColumnstab.SoifyouhaveaveryspecificsortorderdefinedinaViewthenyoushouldsavetheviewassoonaspossibleincaseyouclickintheheaderinerror.
8.4GroupingTheGroupingactivitiesunderthebandsmaybeeditedusingeither:
•TheGroupingformbyclickingonthe Groupingicon,or
•CustomizeViewform.
Bothformsoperateinthesameway.
GroupingenablesactivitiesintheProject,ActivityWindowtobesortedandorganizedunderotherparameterssuchasWBS,TotalFloatand.ThisfunctionissimilartoGroupandSortintheWindowsClient,OrganizeinP3andSureTrakandGroupinginMicrosoftProjectandAstaPowerproject.
TheGroupingformhasseveraloptions:Field,LevelandToLevelWhenahierarchicalcodesuchasaWBSandtheToLevelofAllisselected,thenthesubsequentbandsforLevel2,Level3etc.arecompletedbythesoftwareandtherearenootherbandingoptionsavailableandtheWBSisdisplayedhierarchically:
WhenahierarchicalcodesuchasaWBSisselectedandtheToLevelisassignedavaluethenallthesubsequentbandsareNOTcompletedbythesoftwareandotherbandsmaybe
selected:
Band,ColorandTextColor•Theseoptionsareusedtoformatthetextofthebands:
SortOrderEachbandmaybesortedusingtheSortOrder,whichoperateson:•TheID/CodewhenHierarchyisselectedand
•Name/DescriptionwhenAscendingorDescendingisselected.
HierarchyshouldnormallybeselectedbuttheName/DescriptionallowsanothersortorderfortheWBS.
BandOptionsTheseoptioncontrolthedisplayofBandtitles,summaryinformationassociatedwithbandsandwhenabandhasnoactivitiesitmaybehidden.
Thepicturebelowshowstheeffectwithalltheoptionsunchecked:
Andchecked:
8.5FiltersThissectioncoverstheabilityofPrimaveratocontrolwhichactivitiesaredisplayed,bothonthescreenandinprintouts,byusingFilters.
8.5.1UnderstandingFiltersPrimaverahasanabilitytodisplayactivitiesthatmeetspecificcriteria.YoumaywanttoseeonlytheincompleteActivities,ortheworkscheduledforthenextcoupleofmonthsorweeks,ortheActivitiesthatarein-progress.
•P6WindowsClientfiltersarenotavailableinP6Web.
•Primaveradefaultstodisplayingallactivities.Thereareanumberofpre-definedfiltersavailablethatyoumayuseoredit.Youmayalsocreateoneormoreofyourown.
Afiltermaybeappliedtodisplay,butNOTtohighlightasinotherproducts,thoseactivitiesthatmeetacriteria.
Therearethefollowingtypesoffilters:
•StandardFilterswhicharesuppliedwiththesystemandmaynotbeeditedordeleted.•Globalwhicharemanagedbytheadministratorandmaybeappliedbyanyusertoany
project.
•MultipleUseravailabletomorethanoneuser.•Userfilterswhichareeditedasrequired.Therearealargenumberofoptionsavailabletocreateafilterandfromthefollowingexamplesyoushouldbeabletoexperimentandaddyourownfilters.
YoumightconsiderplacingtheprojectnameornumberatthestartofaFilternamesoyoumayidentifywhichFilterbelongstowhichprojects.DatabaseswithalargenumberofGlobalFiltersbecomedifficulttomanage.
Thefollowingtypesoffiltersarenotavailable:
•DropdownorAutofiltersasinExcelandMicrosoftProject.
•InteractivefiltersasavailableinSureTrakandMicrosoftProject.Thisiswhenafilterisappliedandtheuserisofferedchoicesfromdropdownlist.Thelackofthisfunctionmayresultinanexcessivequantityoffiltersbeinggeneratedortheusercontinuallyeditingfrequentlyusedfilters.
•Projectfilters,whichwouldonlybeavailablewhenaprojectisopened.
8.5.2ApplyingaFilterToapplyanexistingsinglefilter:
•Clickonthe Filtericon,or•Select Filters….fromtheViewmenutoopentheCustomizeFiltersform:
•Checkthefilteryouwishtoapplyand
Select toapplythefilterandleavetheCustomizeFiltersformopenand
Select toapplythefilterandclosetheCustomizeFiltersform.Toapplymultiplefilters:
•Clickonthe Filtericon,•Select Filters….iconfromtheViewmenutoopentheCustomizeFiltersform,•Checktwoormorefilters,and
•SelectfromShowmatchesforifyouwishtoselect:
allappliedfiltersthatwillnormallyresultinfeweractivities,oranyappliedfiltersthatwillnormallyresultinmoreactivitiesbeingdisplayed.
•Then:
Select toapplythefilterandleavetheCustomizeFiltersformopenandSelect toapplythefilterandclosetheCustomizeFiltersform.
8.5.3RemovingafilterToremoveafilter:
•OpentheCustomizeFiltersformanduncheckallthecheckboxes,or•Clickonthe icon,or
•Selectingthe ClearFiltersiconontheFiltersmenu:
8.5.4CreatingaFilterTocreateanewfilter:
•Clickonthe Filtericon,andeitherSelect Filters….fromtheViewmenutoopentheCreateFiltersformandclickonthe AddNewFilter….icontoopentheCreateFilterform,or
Clickonthe AddNewFilter….IcontoopentheCreateFilterform:Youarenowreadytoaddthefilternameandcreatethenewfilterandpopulatethefields:
•ClickontheAccesstabtodecidetowhomayaccessandassignthefilter:
8.5.5OneParameterFilterThefollowingexampleisafiltertodisplayactivitieswithTotalFloatthatislessorequalto2days:
8.5.6TwoParameterFilterThefollowingexampleisafiltertodisplaycriticalactivitiesthatstartafter1Jan2014:
•ThedropdownboxunderbyMatchhastwooptions:
Matchallofthefollowingrules.Thisisusedwhenanactivitymustmeetalloftheselectedparameters.
Matchanyofthefollowingrules.Thisisusedwhenanactivitymustmeetanyoftheselectedparameters.
IftheSelectFilterCriteriaofMatchallofthefollowingruleswasselectandthenONLYCriticalActivitiesstartingafter1Jan14andallCriticalactivitieswouldbedisplayed.
IftheSelectFilterCriteriaofMatchallofthefollowingruleswasselectedthenallCriticalActivitiesandallactivitiesstartingafter1Jan14wouldbedisplayed.
8.6ImprovedFilteringP6R8.3hasintroducednewfieldstofilterdataunderadditionalcriteriaintheEPS,Activities,andResourceAssignmentswindows:
•LastModifiedDate
•LastModifiedBy
•AtCompletionLaborUnits
•AtCompletionNonLaborUnits
•FeedbackfromResource(ActivitiesWindow)
•ReviewFinishDate(ActivitiesWindow)
Tousethesenewfilters:
•GototheActivitiesorEPSwindowintheProjectssection,ortotheAssignmentspageintheResourcessection;
•SelectView,Filter,AddNewFilterorclickonthe Filterbuttonlocatedinthetoolbarandthenclickonthe AddNewFiltertoopentheCreateFilterform;
•Fromthedropdownmenu,definethefilteryouwishtoapplyandthenclickOktoconfirmandclosetheform.
8.7ProjectIDFilteringOptionforCreatingPortfoliosWhencreatingafilteredportfolio,itispossibletousetheProjectIDastheparameterforfilteringinP6R8.3.IfProjectIDisselectedthentheavailableconditionaltermsarethefollowing:
•equals,
•isnotequalto,
•contains,
•doesnotcontain,
•startswith,
•endswith,
Tousethisoption:
•OpenthePortfoliosmenuandselectManagePortfolios,•ClickonCreateProjectPortfolio,•EnteradesirednameandselecttheByFilterfromtheManagethisPortfoliooptions,•SelectProjectIDfromthedropdownmenuontheParameterlist.
8.8BarsTheoptionsforformattingthebarsisself-explanatoryandareeditedfromtheCustomizeActivityViewformbyselecting:
• Viewicon,
• Customizeicon:
TheOptionsiconallowtheformattingoftextonthebars:TheoptiontoselectaBlanknamebythebardidnotworkontheauthor’ssystemwhenthebookswaswritten.Topreventabarnamebeingdisplayedtheauthorusedablankfieldsononamewasdisplayedbythebar.ThiscouldbeaRoleIDorResourceNameiftheyarenotbeingassigned,StepsorFeedbackiftheyarenotbeingused,
8.9GanttChart–Timescale
8.9.1CustomizeActivityViewform–GanttCharttabTheoptionsforformattingthebarsareself-explanatoryandareeditedfromtheCustomizeActivityViewformbyselecting:• View,
• CustomizeView:
•ProgressLineswillbecoveredintheUPDATINGANUNRESOURCEDSCHEDULEchapter.
8.9.2Right-clickinTimescaleOptions•TheTimescalemayalsobeformattedbyrightclickingintheTimescale:
•NonworktimeshadingisshowninthepictureaboveisderivedfromtheDatabaseDefaultCalendarsetintheAdminister,ApplicationSettings,GlobalCalendars.
8.9.3ZoomtofitIcon
ThetimescaleshouldbemadetofittheavailableareaonthescreenbyclickingontheZoomtofit toolbaricon.
Thisfunctiondidnotoperateasexpectedintheauthorssystematthetimeofwritingthisbookandresultedinthetimescalebeingsetwiththebarsbeingmadeextremelyshortasperthepicturebelow.Thismaybefixedwithaservicepack.
8.9.4DraggingtheTimescaleThetimescalemaybeadjustedtofitanarea.
ThisfunctiondoesnotworkinthesamewayastheProfessionalandOptionalClient.
Usingthepictureaboveasastartingpoint:
•ThemousewasleftclickedinthemiddleofNovember,
•Letgoofthemousebutton,
•MovethemousetothemiddleofFebruary,
•Thiswilldragtheblackshading,
•Thepicturewilllookasperbelow:
•Left-clickinthemiddleofFebruaryandthetimescalewillexpandtofillfromthemiddleofNovembertothemiddleofFebruary:
Itisnotpossibleforuserstodisplaydifferentnonworkperiodsfordifferentprojectsorviews,asinmostotherschedulingsoftwarepackages,withoutaffectingallotherprojectsinadatabase.ThismaybecomeanissuewithprojectsthathavedifferentworkperiodsandmaybesolvedbycreatinganotherdatabasewithadifferentDatabaseDefaultCalendar.
8.10ActivityNetworkTheActivityNetworkviewisdisplayedby ActivityNetworkicon:
TheActivityNetworkisformattedintheCustomizeActivityViewform,ActivityNetworktab:
ThiswillbecoveredinmoredetailintheACTIVITYNETWORKVIEWchapter.
8.11TableViewTheTableViewisdisplayedby TableiconandhidestheGanttChartallowingatabularreporttobeprinted.
8.12CalendarViewTheCalendarViewisdisplayedby TableiconanddisplaysaviewthatissimilartoaMicrosoftProjectCalendarView:
DoubleclickingonadayopensuptheDayView.8.13Access–SharingViewswithOtherUsersThistaballowsausertoshareaviewwithallpeopleorspecificusers:
8.14Workshop6–FormattingtheBarChart
BackgroundManagementhasreceivedyourdraftreportandrequestssomechangestothepresentation.
Dependingonthesettings,yourGanttChartviewmaydifferfromthatshown,e.g.,theremaybenocriticalbarsforexample.
AssignmentWewillcreateanewviewshowingthedates,durationsandfloatonly:
1.SelecttheProjects,ActivitiestoopentheActivitiesWindow,
2.AssignaviewthathastheactivitiesorganizedbyWBS.
3.CreateanewviewusingtheSaveViewAs icontitledWorkshop6-Dates&Durations.
4.CustomizetheViewasperthepicturesbelow:
5.Adjustthecolumnwidthssotheyarealloptimized,
6.Show,hideandthenshowagainthefullscreenbyclickingonthe iconthreetimes,
7.AssigntheOzBuild6d/wcalendartoactivitiesA1070andA1080,8.PressF9toopentheScheduleProjectformandschedulebyclickingontheSchedule
icon,
9.FormatTimescaletofitbyusingthe toolbaricon,
10.ThenusetheDragtheTimescalefunctiontoresizethetimescale,11.Saveyourview,
12.Yourfullscreenshouldlooklikethisandtheredbaristhecriticalpath:
9ADDINGRELATIONSHIPSThenextphaseofascheduleistoaddlogictotheactivities.Therearetwotypesoflogic:
•Relationships(DependenciesorLogicorLinksbetweenactivities),and
•ImposedConstraintstoactivitystartorfinishdates.ThesearecoveredintheCONSTRAINTSchapter.
ThePrimaveraHelpfileandothertextusethetermsRelationshipsandLogicforRelationshipsbutdonotusethetermsDependenciesorLinks.Wewilllookatthefollowingtechniquesinthischapter:
Topic NotesforcreatingaSFRelationship
GraphicallyintheBarChart.
Tocreateadependency:
•Clickonanactivity,
•Dragthe mousepointerfromoneactivitytoanother,and
•Clickagain.
ByopeningtheActivityDetailsform.
PredecessorandSuccessorsmaybeaddedanddeletedfromthePredecessororSuccessortabs.
ByeditingordeletingadependencyusingtheEditRelationshipform.
Right-clickanactivitylinkintheBarChartorNetworkViewandselectEditorDeletefromthemenu.
BydisplayingthePredecessorand/orSuccessorcolumns.
Double-clickinginthePredecessororSuccessorcellswillopentheAssignPredecessorformortheAssignSuccessorform.
ChainLinkingorAutomaticallyLinkingactivitieswithaFinish-to-Startrelationship.
SelecttheusingtheCtrlkey,Right-clickandselectLinkActivities.Theywillbelinkedfromtobottomirrespectiveoftheordertheactivitiesareselected.
RelationshipsTherearetwotypesofdependenciesthatarediscussedinscheduling:
•HardLogic,alsoreferredtoasMandatoryorPrimaryLogic,aredependenciesthatmaynotbeavoided:forexample,afootingexcavationhastobepreparedbeforeconcretemaybepouredintoit.
•SoftLogic,alsoreferredtoasSequencingLogic,DiscretionaryLogic,PreferredLogic,orSecondaryLogic,mayoftenbechangedatalaterdatetoreflectplanningchanges:forexample,determininginwhichorderthefootingholesmaybedug.
Thereisnosimplemethodofdocumentingwhichishardlogicandwhichissoftlogicasnotesoratype(availableinAstaPowerproject)maynotbeattachedtorelationships.Aschedule
withalargeamountofsoftlogichasthepotentialofbecomingverydifficulttomaintainwhentheplanischanged.Asaprojectprogresses,softlogicconvertstohardlogicduetocommitmentsandcommencingactivities.
MicrosoftProjectallowsonerelationshipbetweentwoactivities,SureTrakandP3tworelationshipsbetweentwoactivitiesandP6fourrelationshipsbetweentwoactivities.
9.1ConstraintsConstraintsareappliedtoActivitieswhenrelationshipsdonotprovidetherequiredresultandareoftenaresultofExternalDependencies.Typicalapplicationsofaconstraintaretoconstrainanactivitytoadatefor:
•Theavailabilityofasitetocommencework,
•Thesupplyofinformationbyaclient,or
•Therequiredfinishdateofaproject.
ConstraintsareoftenenteredagainstMilestoneactivitiestorepresentcontractdatesandmaybedirectlyrelatedtocontractitemsusingNotebookTopicsandarecoveredintheCONSTRAINTSchapter.
9.2UnderstandingRelationshipsTherearefourtypesofdependenciesavailableinPrimaveraP6:
•Finish-to-Start(FS)(alsoknownasconventional)•Start-to-Start(SS)•Start-to-Finish(SF)•Finish-to-Finish(FF)Twoothertermsyoumustunderstandare:
•Predecessor,anactivitythatcontrolsthestartorfinishofanotherimmediatesubsequentactivity.
•Successor,anactivitywherethestartorfinishdependsonthestartorfinishofanotherimmediatelyprecedingactivity.
ThefollowingpicturesshowhowthedependenciesappeargraphicallyintheBarChartandActivityNetwork(alsoknownasPERT,NetworkDiagramandRelationshipDiagramViews):TheFS(orconventional)dependencylookslikethis:
WhiletheSSdependencyislookslikethis:
TheSFdependencylookslikethis:
TheFFdependencylookslikethis:
9.3UnderstandingLagsandLeadsALagisadurationthatisappliedtoadependencytomakethesuccessorstartorfinishearlierorlater.
•AsuccessoractivitywillstartlaterwhenapositiveLagisassigned.Therefore,anactivityrequiringa3-daydelaybetweenthefinishofoneactivityandstartofanotherwillrequireapositivelagof3days.
•Conversely,alagmaybenegativewhenanewactivitymaybestartedbeforethepredecessoractivityisfinished.ThisiscalledaLeadorNegativeLag.
LeadsandLagsmaybeappliedtoanyrelationshiptype.AnexampleofaFSwithpositivelag:
AnexampleofaFSwithnegativelag:
HerearesomeimportantpointstounderstandaboutLags:
•ThelagdurationiscalculatedonthelagasinMicrosoftProjectandotherPrimaveraproducts.AlagisnotassignedtooneorbothofthePredecessorandSuccessoractivitiesasinAstaPowerproject,whichismorelogical.
LagsmaybeassignedoneoffourcalendarsfromtheCalendarforSchedulingRelationshiplagdropdownboxintheSelectprojectschedulingoptionsform.Thisformisopenedby:•Clicking Scheduler(F9)icontoopentheScheduleProjectform:
•Thenclickingonthe tabtoopentheSelectprojectschedulingoptionsform.
9.4UnderstandingtheLagCalendarThefourLagCalendaroptionsareatthebottomoftheform:
•PredecessorActivityCalendar,
•SuccessorActivityCalendar,
•24-HourCalendar,and
•ProjectDefaultCalendar.LagsarecalculatedbyPrimaveraP3andSureTraksoftwareusingthePredecessorCalendar.MicrosoftProject2003to2010usestheSuccessorCalendarormayhaveanElapsedDurationLag.EarlierversionsofMicrosoftProjectusedtheProjectCalendar.AstaPowerprojectassignsthelagtoeitheroreitherthepredecessororsuccessorthusallowingeitherthePredecessororSuccessorCalendartobeselectedforeachrelationship.YoumustbecarefulwhenusingalagtoallowfordelayssuchascuringconcretewhentheLagCalendarisnotaseven-daycalendar.Becausethistypeofactivitylapsesnonworkdays,theactivitycouldfinishbeforePrimaveracalculatedfinishdate.YoumustbeextremelycarefulwhenopeningmultipleprojectswhentheLagCalendaroptionisdifferentforeachproject.Thisisbecausealltheprojectschedulingoptionsareadoptedfromtheprojectatthetopofthelistofopenedprojectandthereforesomeofyourprojectsmaynotcalculatethesamewayastheydidbeforeopeningtheprojectstogether.ThisisdifferenttothewaytheWindowsClientcalculatesmultipleprojects;theWebdoesnotrecognizetheWindowsClientDefaultProjectfunction,pleaseseeProfessionalandOptionalClientbookformoredetailsonthistopic.
Theexamplebelowshowtheeffectofchangingacalendarfromapredecessortoasuccessorontwoactivities:Thelagbelowis5daysor40hours:SuccessorActivityCalendaristhedefault:
PredecessorActivityCalendaristhedefault:
9.5FormattingtheRelationshipsRelationshiplinesmaynotbeformattedlikeinSureTrak,butunlikeMicrosoftProjecttheydonotadoptthecolorofthepredecessoractivitywhichisoftenmisleading.
•Therelationshipsmaybedisplayedorhiddenbyclickingonthe iconontheActivityWindow,Viewtoolbar.
•Relationshiplinesmaynotbeformatted:
DrivingCriticalandDrivingNonCriticalaresolidblack,andNonDrivingaredottedblack.
9.6AddingorRemovingRelationships
9.6.1GraphicallyAddingandDeletingaRelationshipTographicallyaddarelationship,thisprocessisdifferenttotheWindowsClient:
•Movethemousetotheendofthepredecessoractivitybar,whichwillchangethemousearrowtoa ,DONOTSELECTtheactivity,
•Thenleftclickwiththemouse,
•Movethemousetothestartofthesuccessoractivityandclickthemousebuttonagain:
TocreateotherrelationshipssuchasStarttoStart,dragfromthebeginningofthepredecessortothebeginningofthesuccessorbar.
Toconfirmoreditthelinkafteralinkhasbeenadded,theEditRelationshipformmaybeopenedby:
•Selectarelationshiplinebyclickingattheendsoftherelationshipwilldisplayasquareboxindicatingtherelationshiphasbeenselected,
•Right-clicktodisplayamenu,
•SelectEditRelationshiptoopentheEditRelationshipformandedittherelationship,andtheclickonDeleteor
•ClickonDeleteRelationshiptodeletearelationship.
9.6.2Adding,DeletingandEditingRelationshipswiththeActivityDetailsFormTheActivityDetailsforminthelowerpanemaybeusedforaddinganddeletingrelationships.
OpeningtheForm•SelecteitherthePredecessorortheSuccessortab(theyalloperateinasimilarway).The
Predecessortabisdisplayedinthefollowingpicture:
EditingtheFormThePredecessorandSuccessortabsmaybothbeformattedandthecolumnsyourequiremaybedisplayed:
•SelectthePredecessororSuccessortab,and•Select CustomizeColumnsicontoopentheColumnsmenu,
•Thefollowingpicturedisplaysthefieldsthatareavailable:
•Thedatafieldsyourequiremaybedisplayedorhidden.
AddingandDeletingaRelationshipToAddapredecessororsuccessor:•Clickonthe AssignicontoopentheSelectPredecessorActivityformtoassigna
predecessor:
•EntertheRelationshipTypefromtheRelationshipTypedropdownlistandthelag,ifrequired,fromtheLagdropdownlist.
•Toenteranotherrelationship,clickthenextactivityline.TheSelectPredecessorActivityorSelectSuccessorActivitySuccessorformwillremainopen.
•Deletearelationshipbyselectingarelationshipandclickingonthe Deleteicon.
•ItispossibletofollowthenetworkpathbyjumpingtoanactivityhighlightedinthePredecessororSuccessorformbyclickingonthe Gotoicon.
•Moveupanddownthelistofactivitiesbyclickingonthe iconsinthetopleftsideofthePredecessororSuccessortabs.Thisiconexistsineverylowerpanetab.
EditingaRelationshipVersion8.4allowstheeditingofarelationshipbyenteringadifferentActivityIDinthePredecessororSuccessordetailswindow:
9.6.4AddingandDeletingRelationshipsUsingColumnsToassignrelationshipsusingcolumns:
•DisplaythePredecessorand/orSuccessorcolumns,
•Double-clickinthePredecessororSuccessorcolumnofanactivitytoopentheAssignPredecessororSuccessordetailsforminthelowerwindow,and
•Proceedasabove.
9.6.5ChainLinkingActivitiesmayalsobelinkedbyselectingtwoormoreactivitiesusingtheCrtlkeyandclickingonthe LinkSelectedActivitiesicon:
•ThisoptionwillonlycreateFinish-to-Startrelationships.
•ThisoptiondoesnotenabletheusertoChainUnlink.
•TheactivitiesareNOTlinkedintheorderthattheyareclickedonasintheWindowsClient.
9.7DissolvingActivitiesWhenanactivityisdeletedachainoflogicalactivitiesmaybebroken.
The DissolveiconwilldeleteanactivitybutjointhepredecessorsandsuccessorswitharelationshipwhichisahybridofthetwoexistingrelationshipsandmaynotbeaFinishtoStart.
9.8CircularRelationshipsACircularRelationshipiscreatedwhenaloopiscreatedinthelogic.WhenyourescheduleyouwillbepresentedwiththeErrorform,whichidentifiesthereisaprobleminthelogic,butnotspecificallyidentifiesaloop.
Ifanerrorisdetectedwhenschedulingaproject,theScheduleProjectLogreportshouldbedisplayedwhichwillidentifyanyproblems:
TodisplaytheScheduleProjectLogreportafterscheduling:•PressF9orclickonthe SchedulericontoopentheScheduleProjectform,
•ClickontheDisplayschedulingloguponcompletionicontodisplaythereportaftertheprojecthasbeenscheduled.
Toremoveacircularrelationshipeitherselectthefirstactivityinthelistandremovetheoffendingpredecessor,whichisthelastActivityinthelist,orgotothelastactivityinthelistandremovetheoffendingsuccessor,whichisthefirstactivityinthelist.
9.9RelationshipsDetailWindowontheActivitiesPageP6R8.3hasintroducedanewRelationshipsdetailwindowontheActivitiespagethatallowsuserstocreateandadministertherelationshipbetweenpredecessorsandsuccessorswithinthesamewindow.ThiswindowprovidesthesamecapabilitiesastheseparatewindowsforPredecessorsandSuccessors.
Tousethisfeature:
•OpentheViewmenuontheActivitieswindowandselectCustomizeDetailWindows;•SelecttheRelationshipscheckboxandthenSave.
9.10SchedulingtheProjectAfteryouhaveyouractivitiesandthelogicinplace,Primaveracalculatestheactivities’dates/times.Morespecifically,PrimaveraSchedulestheprojecttocalculatetheEarlyDates,LateDates,FreeFloatandtheTotalFloat.ThiswillenableyoutoreviewtheCriticalPathoftheproject.(MicrosoftProjectusesthetermSlackinsteadofthetermFloat.)Toscheduleaproject:
•PressF9orclickonthe SchedulericontoopentheScheduleProjectform,
•ChecktheCurrentDataDate,whichbeforeascheduleisprogressedshouldbethestartdateoftheproject.
•Clickonthe icon.
ThereisnoautomaticcalculationavailablewithP6Web.
9.11Workshop7–AddingtheRelationships
BackgroundYouhavedeterminedthelogicalsequenceofactivities,soyoumaynowcreatetherelationships.
Assignment1.CreateanewViewnamedWorkshop7–AddingRelationshipsbysavingyour
Workshop6–Dates&Durationsview.2.DisplaythePredecessorcolumnfromtheListssectionoftheColumnsform,tothe
rightoftheActivityName.
3.Inputthelogicbelowusingthemethodsdetailedinthischapter.
ThepicturebelowisfromtheWindowsClientastheWebwillnotdisplayPredecessorsasActivityIDsonlyasActivityName.
4.PressF9orclickonthe icontoscheduleyourproject.
5.HideanddisplaytheLogicLinksusingthe iconandleavethemdisplayed.
AnswertoWorkshop76.AddthePredecessorcolumnandcheckyourdata:
7.Nowformatthecolumnsperthefollowingpictureandcheckyourdata:
10ACTIVITYNETWORKVIEW
10.1IntroductiontotheActivityNetworkViewTheActivityNetwork,alsoknownasthePERT(ProjectReviewandEvaluationTechnique)View,displaysactivitiesasboxesconnectedbytherelationshiplines.Seethefollowingpicture:
Thischapterwillnotcoverthissubjectindetailbutwillintroducethemainfeatures.
ManyfeaturesavailableintheGanttChartViewarealsoavailableintheActivityNetworkView.SomeofthefunctionsoftheActivityNetworkVieware:
Topic MenuCommandViewingaProjectUsingtheActivityNetworkView. Clickonthetoolbar icon.
Toshowdrivingrelationshipsonly. Clickthe icon.
Tomagnifyanarea.Clickthe iconandmovethemouseovertheareatobemagnified.
Toselectanactivitysotheinformationinthebottomwindowisrelevanttotheselectedactivity.
Clickthe icon.
Changethesizeorzoomtofit. Clicktheappropriate icon.
FormattingtheActivityBoxes.
NOTE:FormattingtheActivityNetworkboxesalsoformatstheTraceLogicboxesasintheWindowsClient.
Selectthe CustomizeicontoopentheCustomizeActivityViewform,
SelecttheActivityNetworkformtab.
TomovetheNetworkViewpicturearoundonthe Clickthe iconandthenclickand
screen. dragthepicture.
ShowProgressonactivityboxes.
Selectthe CustomizeicontoopentheCustomizeActivityViewform,
SelecttheActivityNetworkformtab.
10.2EarlyDate,LateDateandFloatCalculationsTohelpunderstandthecalculationoflateandearlydates,floatandcriticalpath,wewillnowmanuallyworkthroughanexample.Theboxesbelowrepresentactivities.
•Theforwardpasscalculatestheearlydates:EF=ES+DUR–1
Startthecalculationfromthefirstactivityandworkforwardintime.
•Thebackwardpasscalculatesthelatedates:LS=LF–DUR+1
Startthecalculationatthelastactivityandworkbackwardsintime.
TotalFloatisthedifferencebetweeneithertheLateFinishandtheEarlyFinishorthedifferencebetweentheLateStartandtheEarlyStartofanactivity.Thelower2days’activityhasfloatof9–7=2days.Noneoftheotheractivitieshasfloat.
TheCriticalPathisthepathwhereanydelaycausesadelayintheprojectandrunsthroughthetoprowofactivities.FreeFloatisthedifferencebetweenthePredecessorEarlyFinishandtheSuccessorEarlyStart.
AnactivitymaynotbeontheCriticalPathandmayhavemorethanonepredecessor.ADrivingRelationshipisthepredecessorthatdeterminestheActivityEarlyStart.
10.3Workshop8–SchedulingCalculationsandActivityNetworkView
BackgroundWewanttopracticecalculatingearlyandlatedateswithasimplemanualexercise.
Assignment1.ApplytheActivityNetworkViewofyourOzBuildschedulebyclickingonthe icon.
2.ClickoneachnodeoftheWBSandnoticehowonlyactivitiesassignedtoeachnodearedisplayed.
3.ClickonthethreeZoomicons andnoticetheireffectontheschedule.
4.CalculatetheEarlyDates,LateDates,andTotalFloatforthefollowingactivities,assumingaMonday-to-Fridayworkingweekandthefirstactivitystartingon01Feb16.
4.Seeoverthepagefortheanswer:
AnswertoWorkshop8
ForwardPassEF=ES+DUR–1
BackwardPassLS=LF–DUR+1
FloatCalculationTF=LS–ES
TheEarlyBaristheupperbar,theLateBarthelowerbarandtheendoftheTotalFloatbar,whichisthethinbar,endsattheLateFinishdate.
11CONSTRAINTSConstraintsareusedtoimposelogiconactivitiesthatmaynotberealisticallyscheduledwithlogiclinks.Thischapterwilldealwiththefollowingconstraintsindetail:
•StartOnorAfter•FinishOnorBeforeThesearetheminimumnumberofconstraintsthatarerequiredtoeffectivelyscheduleaproject.
StartOnorAfter(alsoknownasan“EarlyStart”or“StartNoEarlierThan”constraintasitonlyaffectstheEarlydatescalculation)isusedwhenthestartdateofanactivityisknownanddoesnothaveapredecessor.Primaverawillnotcalculatetheactivityearlystartdatepriortothisdate.
FinishOnorBefore(alsoknownas“LateFinish”or“FinishNoLaterThan”constraintasitonlyaffectstheLatedatescalculation)isusedwhenthelatestfinishdateisstipulated.Primaverawillnotcalculatetheactivity’slatefinishdateafterthisdate.
ThefollowingtablesummarizesthemethodsusedtoassignConstraintstoActivitiesorhowtoaddnotestoactivities:
Topic NotesforCreatingaConstraintSettingaPrimaryandSecondaryconstraintwiththeActivityDetailsform.
OpentheGeneraltabontheActivityDetailsform.
SettingConstraintsusingcolumns.
Thefollowingcolumnsmaybedisplayedandtheconstraintsassignedoredited:
•PrimaryConstraint
•PrimaryConstraintDate
•SecondaryConstraint
•SecondaryConstraintDate
•ExpectedFinishDate
DragginganActivityintheGanttChart.
DragginganActivityintheGanttChartwillopentheConfirmationformwheretheuserisabletoconfirmthesettingofaStartOnorAfterconstraint.
AddingNotes,thesecouldbeaboutconstraintsorotheractivityinformation.
TheActivityDetailsformhasaNotebookstab,whichenablesNotestobeassignedtoNotebookTopics.
Primaverawillpermittwoconstraintstobeassignedtoeachactivity.AstaPowerproject,P3,andSureTrakalsoallowtwoconstraintsbutMicrosoftProjectonlypermitsoneexceptwhenaDeadlineconstraintisapplied.
AfulllistofconstraintsavailableinPrimavera:
<None> Thisisthedefaultforanewactivity.AnactivitybydefaultisscheduledtooccurAsSoonAsPossibleanddoesnothaveaConstraint.
StartOnAlsoknownasMustStartOnandsetsthedatetheactivitywillstart.Therefore,theactivityhasnofloat.TheearlystartandlatestartdatesaresettotheConstraintDate.
StartOnorBefore
AlsoknownasStartNoLaterThanorLateStart,thisconstraintsetsthelatedateafterwhichtheactivitywillnotstart.
StartOnorAfter
AlsoknownasStartNoEarlierThanorEarlyStart,thisconstraintsetstheearlydatebeforewhichtheactivitywillnotstart.
FinishOnAlsoknownasMustFinishOn,thisconstraintsetsadateonwhichtheactivitywillfinishandthereforehasnofloat.TheearlyfinishandthelatefinishdatesaresettobethesameastheConstraintDate.
FinishOnorBefore
AlsoknownasFinishNoLaterThanorLateFinish,thissetsthelatedateafterwhichtheactivitywillnotfinish.
FinishOnorAfter
AlsoknownasFinishNoEarlierThanorEarlyFinish,thissetstheearlydatebeforewhichtheactivitywillnotfinish.
AsLateAsPossible
AlsoknownasZeroFreeFloat.Anactivitywillbescheduledtooccuraslateaspossible.ItconsumesFreeFloatonlyanddoesnothaveanyparticularConstraintDate.TheEarlyandLatedateshavethesamedate.
MandatoryStart
Thisrelationshippreventsfloatbeingcalculatedthroughthisactivityandeffectivelybreaksascheduleintotwoparts.ThisisalsosometimescalledaHardConstraint.
MandatoryFinish
Thisrelationshippreventsfloatbeingcalculatedthroughthisactivityandeffectivelybreaksascheduleintotwoparts.ThisisalsosometimescalledaHardConstraint.
ExpectedFinish
AnExpectedFinishsetstheEarlyFinishtotheExpectedFinishconstraintdateandcalculatestheRemainingDurationfromtheEarlyStartdateforanun-startedactivity,orDataDateiftheactivityisin-progresstotheExpectedFinishdate.
EarlierThanconstraintsoperateontheEarlyDates,andLaterThanconstraintsoperateonLateDates.ThefollowingpicturedemonstrateshowconstraintscalculateTotalFloatofactivities(withoutpredecessorsorsuccessors)againstaprojectof15daysdurationwithaProjectFinishdateset:
AnactivityassignedanAsLateasPossibleconstraintinPrimaveraP6,PrimaveraContractor,PrimaveraP3,andSureTraksoftwarewillscheduletheactivitysoitabsorbsonlyFreeFloatandwillnotdelaythestartofanysuccessoractivities,thisisnormallycalledaZeroFreeFloatconstraint.InMicrosoftProject,anactivityassignedwithanAsLateasPossibleconstraintwillbedelayedtoabsorbtheTotalFloatanddelayallitssuccessoractivitieswhichhavefloat,notjusttheactivitywiththeconstraint.
11.1AssigningConstraintsWhensettingconstraintssometimestheconstrainttimewillnotbesetatthestartorfinishoftheactivitycalendarbutsetat00:00orsomeotherirrelevanttime.ThereforewhensettingconstraintsyoushouldalwaysdisplaythetimebyselectingAdminister,MyPreferences,DateFormatheadingtoensuretheconstrainttimeiscompatiblewiththeactivitycalendar.
11.1.1NumberofConstraintsperActivityEachactivitymaybeassignedtwoconstraintswhicharetitledPrimaryandSecondaryConstraint.AfterthePrimaryhasbeenset,aSecondarymaybesetonlywhenthecombinationislogicalandthereforeareducedlistofconstraintsisavailableafterthePrimaryhasbeenset.
11.1.2SettingaPrimaryConstraintUsingtheActivityDetailsFormToassignaconstraintusingtheActivityDetailsform:•Selecttheactivityrequiringaconstraint,
•OpentheGeneraltabontheActivityDetailsform,
•SelectthePrimaryConstrainttypeandDatefromthedownlisttotherightofPrimaryConstraint:
11.1.3SettingaSecondaryConstraintUsingtheActivityDetailsFormASecondaryConstraintmayonlybesetafteraPrimaryConstrainthasbeenset.ToassignaconstraintusingtheActivityDetailsform:•Selecttheactivityrequiringaconstraint,
•OpentheGeneraltabontheActivityDetailsform,•SelecttheSecondaryConstrainttypeandDatefromthedownlisttotherightofthe
SecondaryConstraint:
ThepictureaboveshowsthatafteraPrimaryStartOnorAfterconstraintissetthereareonlytwoSecondaryConstraintsavailable.
AfteraconstraintissettheStartdateorFinishdatewillhaveanasterisk“*”nexttothedatewhendisplayedinActivityViewcolumns.
11.1.4ExpectedFinishConstraintThisconstraintisNOTsetinthedatesStatusareaasintheWindowsClientandacolumnmustbedisplayedtosetanExpectedFinishConstraint.
11.1.5SettingConstraintsUsingColumnsThefollowingconstraintcolumnsmaybedisplayedandtheConstraintseditedorassignedusingthesecolumns:
•PrimaryConstraint
•PrimaryConstraintDate
•SecondaryConstraint
•SecondaryConstraintDate
•ExpectedFinish
11.1.6SettingConstraintsbyDragginganActivityAnactivitymaybedraggedtosetaconstraint.
WhendraggedyouwillbepresentedwiththeActivityConstraintformtoconfirmyourintension:
11.2ProjectMustFinishByDateAnabsolutefinishdatemaybeimposedontheprojectusingtheEPSWindow,Generaltab:
ImposingaprojectMustFinishBydatemakesPrimaveracalculatethelatedatesfromtheMustFinishBydateratherthanthecalculatedearlyfinishdateofthelastactivity.ThiswillintroducepositivefloattoactivitieswhenthecalculatedEarlyfinishdateispriortotheMustFinishBydate:
Thiswillalsocreatenegativefloatwhentheactivity'scalculatedearlyfinishdateisaftertheMustFinishBydate,butitisnotobviouswherethenegativefloatisbeingdrivenfromastherearenoconstraintsassignedtoactivities:
ToremoveaProjectMustFinishBydate,highlightthedate,presstheDeletekeyandthentheEnterkeyortaboutofthecelltoensurethedateisremoved.ThisfunctionissimilartotheP3andSureTrakfunctionbutverydifferentfromthewayMicrosoftProjectFinishDateoperates.AfteraFinishDateissetinMicrosoftProjectallnewTasksaresetwithanAsLateAsPossibleconstraintandtheStartDateiscalculated.PrimaveradoesnotsetAsLateAsPossibleconstraintsafteraMustFinishBydateissetandtheProjectStartDateisstilleditable.
ItisnotobviouswherethefloatisbeinggeneratedafteraMustFinishBydateisimposedonaproject.ThisisoftenconfusingtopeoplenewtoschedulinganditisrecommendedthatyoudonotuseaMustFinishBydate.Instead,tieallactivitiestoaFinishMilestonewhichhasaLatefinishconstraint.
11.3ActivityNotebooksItisoftenimportanttonotewhyconstraintshavebeenset.Primaverahasfunctionsthatenableyoutonoteinformationassociatedwithanactivity,includingthereasonsassociatedfor
establishingaconstraint.
TheActivityDetailsformhasaNotebookstab,whichenablesNotestobeassignedtoNotebookTopicsandhassomewordprocessing-typeformattingfunctions.
11.3.1CreatingNotebookTopicsNotebookTopicsarecreatedbyselectingAdminister,EnterpriseData,Projects,NotebookTopicstab.Afteratopichasbeencreatedthistopicmaybemadeavailabletothefollowingdatafieldsbycheckingtheappropriatebox:
•EPS
•Project
•WBS
•Activities
11.3.2AddingNotesToaddanotetoanactivity:
•SelecttheNotebookstabintheActivityDetailsform,•AssignaNotebooktopicusingthe Assign(Insert)icon,and
•ClickontheEditingNotebooksTopic icontoeditthetopic:
11.4Workshop9–Constraints
BackgroundManagementhasprovidedfurtherinputtoyourscheduleastheclienthassaidthattheyrequirethesubmissiononorbefore27Jan2014.
Assignment1.GototheActivitiesWindowandobservethecalculatedfinishdateandthecriticalpath
oftheprojectbeforeapplyinganyconstraints.
2.DisplaytheFloatBar(TotalFloatBar)bymakingthesecondarybarblackandtypeinaheightof4usingtheCustomizeGanttChartOptionsform.
3.DisplaythecolumnsasthepicturebelowandsaveyourViewasWorkshop9–Constraints.
4.Theclienthassaidthattheyrequirethesubmissionon27Jan2014.ApplyaFinishOnorBeforeconstraintandassignaconstraintdateof27Jan201416:00totheBidDocumentSubmittedactivityfromtheGeneraltab.
NOTE:Theauthorhasinthepastfoundthatconstrainttimeshavenotalwaysmatchedtheactivitycalendarstarttimes(e.g.,08:00)andfinishtimes(e.g.,16:00)andhavebeenset
to00:00.IfyoufindthefloatsdonotcalculatecorrectlythenopentheMyPreferencesformanddisplaythetime.Reviewifthetimesarecorrectandifnoteditthemtosuityourcalendar.
5.Scheduletheprojectandreformatthetimescale.ThereshouldbenochangeintheTotalFloatasaFinishOnorBeforeconstraintwillnotdevelopPositiveFloat.
6.RemovetheFinishOnorBeforeconstraintfromtheBidDocumentSubmittedactivity.7.NowmovetotheProjects,EPSWindow,Generaltab,selectyourprojectandassigna
projectMustFinishByconstraintof27Jan201416:00.ReturntotheActivitiesWindowandreschedule.Allactivitiesnowhavetheirfloatcalculatedtothisdateandhavepositivefloat.
8.RemoveprojectMustFinishByconstraintof27Jan201416:00(byhighlightingthedateandpressingtheDeletekeyandtaboutofthecelltoensurethedatehasbeendeleted.
9.ScheduletheprojectandtheCriticalPathshouldreturn.
10.ApplyaFinishOnorBeforeconstraintandassignaconstraintdateof27Jan201416:00totheBidDocumentSubmittedactivityandschedule,theCriticalPathwillremain.
11.DuetotheproximitytoChristmas,managementhasrequestedthatyoudelaytheObtainQuotesfromSuppliersuntilfirstthingintheNewYear(02Jan2014).ConsensusisthatabetterresponseandsharperpriceswillbeobtainedaftertheChristmasrush.
Toachievethis,setaStartOnorAfterconstraintdateof02Jan201408:00ontheObtainQuotesfromSuppliersactivity.
Nowreschedule.
Observetheimpactonthecriticalpathandenddates.
YouwillnoticethattheFinishConstraintontheBidDocumentSubmittedactivityhascreatedsomenegativefloat,whichisdisplayedintheTotalFloatcolumnandtheNegativeFloatbar.
DisplaytheNotebooktabintheActivitiesWindow.12.AddaNotebookTopicagainsttheObtainQuotesfromSupplieractivityindicatingwhy
thereisaconstrainton02Jan2014.
13.OpentheGroupandSortformbyclickingonthe iconandgroupbyTotalFloatandclosetheform.
14.Sortonduration(byclickinginthePlannedDurationcolumn)tobringthelongestactivitytothetop.Itisnormallythelongesttaskthatmaybeshortened.Thechangefrom-2dto-3dandbackto-2disduetochangeofcalendarsfrom5-dayto6-dayperweek.NOTE:Notalltheactivitiesaredisplayedinthetwopicturesbelow:
15.Afterreview,itisagreedthat2daysmaybedeductedfromReviewBidDocumentactivity.Changethedurationofthisactivityto2days,
16.Reschedule:
17.NowGroupbyWBS,donotShowfieldtitleandsortbyActivityID:
18.Noticethatactivitieswithconstraintshavean“*”bytheirdates.
19.SaveyouView.
12PRINTINGANDREPORTSThisisthestageatwhichthescheduleisprintedsopeoplemayreviewandcommentonit.Thischapterwillexaminesomeoftheoptionsforprintingyourprojectschedule.
Thereareseveraltoolsavailabletooutputyourscheduletoaprinter:
•ThePrintingfunctionprintsthedatadisplayedinthecurrentView.•TheReportingfunctionprintsreportswhichmaybeaccessedfromtheDashboards.These
areindependentofthecurrentView.Primaverasuppliesanumberofpredefinedreportsthatmaybetailoredtosuityourownrequirements.Reportswillnotbecovereddetailinthispublication.
•TheProjectWebSitePublishertopublishthescheduletoawebsite.ThisfunctionisaccessedfromtheWindowsClientversionandisnotcoveredinthispublication.
ItisrecommendedthatyouconsiderusingaproductsuchasAdobeAcrobattooutputyourscheduleinpdfformat.Youthenwillbeabletoe-mailhighqualityoutputsthatrecipientsmayprintorreviewonscreenwithoutneedingacopyofPrimavera.
12.1PrintingtheGanttChartPrintsettingsareappliedtotheindividualViewsandthesettingsaresavedwiththatView.TherearethreecommandsundertheActionmenuwhichmayalsobedisplayedontheActiontoolbar:
Eachtimeyoureporttotheclientormanagement,itisrecommendedthatyousaveacopyofyourprintoutorreport.Apdfisanexcellentmethodofsavingthisdata.Thisenablesyoutoreproducethesereportsatanytimeinthefutureandkeepanelectroniccopyavailablefordisputeresolutionpurposes.
Itisgoodpracticetokeepacopyoftheprojectaftereachupdate,especiallyiflitigationisapossibility.AprojectmaybecopiedeitherbycreatingaBaseline,byexportingtheprojectasanXMLfileintheclientorbyusingtheprojectcopyfunction,thenmakingtheStatusinactiveintheGeneraltaboftheProjects,EPSWindow.Itisimportanttonotethatalthoughtheprojectmaybemarkedasinactiveitmaystillbeopenedandmodified.
12.2PrintPreview
Clickthe PrintPreviewicontopreviewtheprintout:
TheauthorfoundthatthePrintPreviewformwasopenedasanewwindowinthebrowserbehindtheworkingviewandthereforehidden,youwillneedtochangewindowstoseetheprintpreview.UsetheAlt+Tabkeystochangewindows.
The followingparagraphsdescribe the functionsof the iconsat the topof thePrintPreviewscreenfromlefttoright:
•The iconopensthePrintformwheretheprinter,thepagestobeprinted,papersizeandthenumberofcopiestobeprintedmaybeselected.
•The iconopensthePageSetupformtobecoveredinthenextparagraph.
•The iconsallowscrollingwhenaprintouthasmorethanonepage.
•The and settheprintouttoportraitorlandscape.
•Themagnifyingglass iconszoominandout.YoumayalsoclickinthePreviewscreentozoomin.
•The buttonclosesthepreviewscreen.
12.3PageSetupToopenthePageSetup…form:
•Clickthe PageSetupicononthePrintPreviewtoolbar:
ThePageSetupformcontainsthefollowingtabs:•PageLayout
•Header/Footer
•Sheet
12.3.1PageLayoutTabThePrimaveraoptionsinthePageLayouttabare:•OrientationenablestheselectionofPortraitorLandscapeprinting.•Marginsenablesthemarginsaroundtheedgeoftheprintouttobeadjusted.•Paperallowstheselectionofthepapersize.Itisbesttoallowawidermarginforanedge
thatistobeboundorholepunched.1”(25mm)isusuallysufficient.
ItisoftenbesttoprinttoapdffileinA3formatasitisusuallysimplertofitallthedatatoonepagewhenmanycolumnsarebeingprint.
Metricmeasurementswerenotavailableonanyoftheauthors’printers.
12.3.2HeaderandFooterTabsHeadersappearatthetopofthescreenaboveallscheduleinformationandfootersarelocatedatthebottom.BoththeHeadersandFootersareformattedinthesameway.Wewilldiscussthesetting-upofFootersinthischapter.
TherearetwooptionstosettheHeadersandFooters:
•Youmayeitherclickonthedropdownboxandselectcontentfromthedropdownbox,or
•Toclickonthe or buttonsandselectthedataandfontsizeusingtheoptionsintheforms.
12.3.3CustomHeaderandCustomFooterTabsTheCustomHeader&CustomFootertabsoperateinthesamewayandclickingonthe
or buttonswillopenuptheappropriateform:
Thebuttonsworkasfollows:
• isusedaftertexthasbeenenteredtoformatthetext,asusedintheLeftsection:above,
• aretoenterpagenumberas&[Page]andnumberofpagesas&[Pages].TheCentersection:formattingabovewilldisplayas“Page1of8”.
• willdisplaythedateas&[Date],timeas&[Time]andprojectnameas&[File].
Thesettingsabovewillbedisplayedasperthepicturebelow:
TherearelesspredefinedfieldsthatmaybeshownthatfoundintheWindowsClient.
TheauthorfoundthePrintPreviewwasoftenunclearbuttheprintoutwasclear.
AnyfreefromtexttypedintotheHeaderorFooterformwereavailablewhenreturningtotheformatalaterdate.
12.3.4SheetTabPrintRange•SelectingaSpecificdaterangewillenablepartsofthescheduletobeprintedorallowa
gapatthestartandendofthebarsintheGanttChartsotextattheendofthebarsisnottruncated.
•Fitto:specifiesthenumberofpageswidetheprintoutwillfitontoandadjuststhetimescaleasrequired.
Table•Print?tablecolumns(s)selectshowmanyofthedisplayedcolumnsaretobeprinted,•Scaleasrequiredtofitthereportonthepage;increasingthescalewillchangethetextfont
sizeandshrinktheGanttCharthorizontalscale.
•Printtableonallpages.Whenuncheckedallowsjoiningofprintoutsthatarewiderthanonepagetobejoinedupasitwillonlyprintcolumnsonthelefthandsheet.
PageOrder•Pagesarenumberedintheorderselected.
12.4EnhancedPrintingfromtheEPSandActivitiesWindowsUnlikeolderversionsofP6,theVersionR8.3allowstheusertoprintfromeithertheEPSorActivitieswindowandprintonlytheProjectorActivityTableexcludingtheGanttChart,addingflexibilitytoproducetabularreports.Itisalsopossibletospecifyadaterangewhenprinting(orpreviewing)theGanttchart.
OntheActivitiespage,it’sallowedtochoosedatesoruserollingoptionstodefineadaterange.Moreover,thesamefunctionalityhasbeenaddedtothePrintPreviewwhereispossibletoexcludetheGanttChart.InP6R8.3,bothPrintPreviewandPrintincludeonlywhatisdisplayedonthescreen.
AvailableDateOptions:
•EarliestProjectStart
•EarliestProjectBLStart
•LatestProjectFinish
•LatestProjectBLFinish
•EarliestDataDate
•CurrentDate
•CustomDate
Rollingoptions:
•Days
•Weeks
•Months
•Quarters
•Years
Tousethisfunctionality:
•FromtheActionsmenuintheActivitiesorEPSwindowintheProjectssection,selectPageSetupor;
•Clickonthe PrintPreviewbuttononthetoolbarandthenclickonthe PageSetupbuttonintheform;
•UsethePrintRangeoptionslocatedintheSheettab.
12.5ReportsReportsarerunfromthedashboardandarenotpartofthisbook:
12.6OtherPrimaveraReportingOptionsThereareseveralotherseveralothertoolsavailablefromOraclethatmaybeusedgeneratePrimaverareports.
TheseincludeVisualizer,P6AnalyticsandBIPublisherwhicharenotcoveredinthisbook.
12.7Workshop10–Printing
BackgroundWewanttoissueareportforcommentbymanagement.
AssignmentOpenyourOzBuildBidprojectfromthepreviousworkshoptocompletethefollowingsteps:1.CreateaWorkshop10–Printingviewasperthepictureoverthepage.GroupbyWBS
anddisplaythefollowingcolumns:
ShowfirstcolumnasActivityName
ActivityID
PlannedDuration
Start
Finish
TotalFloat
2.Adjustyourtimescaletoweekandmonths.
3.Clickthe iconorselectActions,PrintPreviewtopreviewtheprintout:
TheauthorfoundthatthePrintPreviewforwasopenedasanewwindowinthebrowserbehindtheworkingviewandthereforehidden,youwillneedtochangewindowstoseetheprintpreview.UsetheAlt+Tabkeystochangewindows.
4.InthePageLayouttabselectLandscapeandpapersizetobeLetterorA4.
5.IntheHeader/Footertabsetasperthepictures:TheHeaderformisopenedwiththe button.
TheHeadertitleiscreatedusingthe&[File] option,
Theheaderissettoalargerfont,say16Bold,
TheFooterformisopenedwiththe button,
ThecentersectioniscreatebytypingPage of ,
Therightsectioniscreatebyclickingofthetwoicons :
6.IntheSheettabsetdaterangefromweekbeforetheprojectstarttotheweekaftertheprojectfinishtoallowsomespaceattheendsofthebars.
7.Compareyourresultwiththepicturebelow.
AnswerstoWorkshop9
13SCHEDULINGOPTIONSANDSETTINGABASELINETrackingProgressisusedafteryouhavecompletedtheplan,orhavecompletedsufficientiterationstoreachanacceptableplan,andtheprojectmaybeprogressing.Nowtheimportantphaseofregularmonitoringandcontrolbegins.Thisprocessisimportanttohelpidentifyproblemsasearlyaspossible,andthusminimizetheirimpactonthesuccessfulcompletionoftheproject.Themainstepsformonitoringprogressare:
•SavingaBaselineschedule,alsoknownasaTarget.Thisscheduleholdsthedatesagainstwhichprogressiscompared.Thecurrentprojectmaybecopiedandusedasabaselineoranexistingprojectmaybeassignedasabaseline.
•Recordingormarking-upprogressasofaspecificdate,titledtheDataDate.ThisdateisalsoknownastheStatusDate,UpdateDate,CurrentDate,ReportDate,andAs-Of-Date.
•UpdatingorProgressingtheschedule.
•SchedulingtheprojectandatthesametimemovingtheDataDatetothenewDataDateandrecalculatingalltheactivitiesdates.
•ComparingandReportingactualprogressagainstplannedprogressandrevisingtheplanandschedule,ifrequired.
Comparingthestatusofanactivityagainstmorethanonebaselineisuseful;forexample:
•TheoriginalplancouldberepresentedasoneoftheBaselines,toseetheslippageagainsttheoriginalplan.
•LastPeriod,whichcouldbeanotherBaseline,toseethechangessincethelastupdate.
Primaverahasthefollowingfunctions:
•Primaveraallowsanunlimitednumberofbaselineprojectfilestobesavedwithaproject.
•Abaselineprojectmaynotbeopenedandviewed.Itmustberestoredtothedatabasetoopenandeditwhereitwillthereforenolongerbeabaseline.
•ThetwoBaselinesmaybeshownagainstacurrentscheduleatonetimeeitherasbarsontheGanttChartorincolumnsofdata.
•BaselinecomparisonisdisplayedatActivitylevelintheActivitiesWindow,notatresourcelevel.
Onlysomebaselinedatamaybedisplayedincolumns.
TheWindowsClientallowsfourBaselinesbars,theWebClientonlytwo.
Shortcuts:
Topic MenuCommand
TosaveaBaseline,clickonthe DefineBaselineicontoopentheBaselinesform,then
SavingandDeletingandSettingaBaseline
Clickonthe Addicontocreateacopyofthecurrentproject,or
Clickonthe ConvertaProjecttoaBaselineiconwhichwilltakeanotherprojectandmakeitintoaBaseline.
Clickonthe DeletetodeleteaselectedBaseline.
SettingaBaselineproject ThebaselinesareassignedfromBaselinesform.
13.1UnderstandingDateFieldsPrimaverahasmanymoredatefieldsforthecurrentschedulethanP3,SureTrak,AstaPowerprojectorMicrosoftProject.Thissectionexplainshowthesedatefieldscalculate.
Thereisverylittledocumentationavailableonhowthesedatesarecalculatedandtheauthorhasascertainedtheinformationcontainedinthischapterbytrialusinganunresourcedschedule.
Afteryouunderstandthesedatefields,youshouldlookagainattheBarTimescaleoptionsintheBarsformanditwillbeeasierforyoutounderstandhowthebarformattingworks.
13.1.1EarlyStartandEarlyFinishThesearealwaystheearliestdatesthatun-startedactivitiesortheincompleteportionsofin-progressactivitiesmaystartorfinishbasedoncalendars,relationshipsandconstraints.
•TheEarlyStartofthecompletedactivityA1000issettotheDataDatedateandtimeaftertheactivityhascommenced,nottotheActualStart,asinmostothersoftware,
•TheEarlyFinishofthecompletedactivityA1000issettotheDataDatedateandtimewhentheactivityiscomplete,nottotheActualFinish,asinmostothersoftware,
•TheEarlyStartofanin-progressactivityA1010issettotheActivityRemainingstartaftertheactivityhascommenced,nottotheActualStart,asinmostothersoftware.
NOTE:Lookcarefullyatbarsandthenthedates:•A1000,theEarlyStartandEarlyFinishareequaltotheDataDate,and
•A1010,theEarlyStartissettotheActivityRemainingEarlyStart:
ThustheEarlyStartandEarlyFinishdatesofcompletedactivitiesandEarlyStartofin-progressactivitiesisnotdisplayedinothersoftwareinthiswayandoftenleadstoconfusionwhenusersareconvertingfromothersoftware.
13.1.2LateStartandLateFinish•Thesearethelatestdatesthatun-startedactivitiesortheincompleteportionsofIn-progress
activitiesmaystartorfinishbasedoncalendars,relationships,andconstraints.
•TheCompleteactivityhastheLateDatessetthedatethatisequivalenttothelatestpointintimethatthetaskcouldberestarted.
•TheTotalFloatontheCompleteTaskis“Null”butitstillshowsaFloatBar.
TheendoftheTotalFloatbaristhesamedateandtimeastheLateFinishandusedtocalculateTotalFloat.
13.1.3ActualStartandFinishThesedatesaremanuallyapplied,representingwhenanactivitystartedorfinished,andoverrideconstraintsandrelationships.ThesedatesshouldbesetinthepastinrelationtotheDataDate.
ActualdatesshouldneverchangeaftertheyareassignedbutboththeApplyActualswhenactivitiesaresettoAutoComputeActuals,andtheWindowsClientUpdateProgressfunctionsmaychangeActualDates.Thesefunctionsmustbeusedwithextremecaution.
13.1.4StartandFinishTheStartissettotheEarlyStartwhentheactivityhasnotstartedandtheActualStartwhenithasstarted.
TheFinishissettotheEarlyFinishwhentheactivityhasnotstartedorisin-progressandtheActualFinishwhenitiscomplete.•An“A”isplacedafterthedatewhenanActualStartorActualFinishhasbeenset,•An“*”isplacedafterthedatewhenastartconstrainthasbeenappliedtotheactivity,
•ThesedatefieldsallowtheEarlyandActualStartandFinishdatestobedisplayedasexpectedwhentheactivityhasnotstarted,isin-progress,orcomplete:
UsersconvertingfromP3andSureTrakwillbeusedtodisplayingtheEarlyStartandEarlyFinishdates,buttheEarlyStartandEarlyFinishdatesshouldnotbedisplayedwhenaschedulehasprogress,asthiswillgivemisleadinginformation.TheStartandFinishdatesshouldalwaysbedisplayedundernormalschedulingconditions.
13.1.5PlannedStartandFinishThePlannedFinishiscalculatedfromthePlannedStartplusthePlannedDuration.ThePlannedDurationislabeledOriginalDurationinsomeWindowsClientIndustryVersions.Thesefieldsarealwayslinked,therefore:
•AchangetothePlannedStartwillchangethePlannedFinishviathePlannedDuration,•AchangetothePlannedFinishwillchangepermanentlythePlannedDuration,and•AchangetothePlannedDurationwillchangethePlannedFinish.
WhenanactivityhasNOTstarted:•ThePlanneddatesAREnormallylinkedtotheStartandFinishwhenanactivityhasnot
started.ThePlannedandAtCompletiondurationsareONLYlinkedwhenanactivityhasnotstartedandwhenLinkplannedandatcompletionfornotstartedactivitiesboxintheProjectsPreferences,Calculationstabischecked.
•TheyareNOTlinkedtotheEarlyDates.•APlannedStartmaybemanuallyeditedandastheStartdateislinkeditisalsochanged,
buttheEarlyStartisNOTchanged.ThePlannedStartandStartareresettotheEarlyDateswhenaprojectisscheduled.
•ThePlannedFinishmaybeeditedandislinkedtotheFinishdateandthePlannedDuration.AchangetothePlannedFinishwillchangetheFinishdateandPlannedDuration.ReschedulingwillrecalculatethescheduleusingthenewPlannedDurationandsetthePlannedFinish,Finish,andEarlyFinishtothesamedate.
•ThusachangetothePlannedStartisreversedbyrescheduling,butachangetothe
PlannedFinishaffectsthePlannedDurationandisnotreversedbyrescheduling.Whenanactivityisin-progress:•ThePlannedStartdateremainsunchangedwhenanActualStartdateissetwhichis
differentfromthePlannedStart.ThereforethePlannedStartremainsthesameastheStartDatebeforetheActualStartwasset.
•ThePlannedFinishiscalculatedfromthePlannedStartDateplusthePlannedDuration.•Afteranactivityhascommenced,theRemainingDurationmaybeeditedindependently
fromthePlannedDuration.ThePlannedFinishmayhaveadifferentdatefromtheFinish,whichisnowsettoequaltheEarlyFinish.
Whenanactivityiscomplete:•ThePlannedDatesareunlinkedfromallotherdatefields.
13.1.6PlannedDatesIssuesThisisoneofthemostimportantparagraphsinthisbookandyoumustbecertainthatyouunderstandthePlanneddatesandhowtoavoidtheissuesassociatedwiththem.
ThePlannedDatesareverycomplextoexplainandunderstand,sopleasereadcarefully.Tosummarizethestatementsabove:
•WhenanactivityhasNotStartedthePlannedDatesmatchtheEarlyStartandEarlyFinish.
•WhenanactivityisCompleteorIn-progressthePlannedDuration,StartandFinishDatesaresettothestatusoftheactivityimmediatelybeforeitwasmarkedasStarted.
Inthesituationwhereascheduleisintheprocessofbeingupdated:
•AssumetheDataDatehasbeenmovedtothenewDataDateandtheprojectscheduled,
•Nowallun-startedactivitieswillhavetheirStartandFinishdatesinthefuture,
•AtthispointeveryactivitythatismarkedIn-progressbyassigninganActualStart(whichshouldbeinthepastinrelationtotheDataDate)willhavePlannedDatesthatNEITHER:MatchthestatusoftheactivitybeforetheactivitywasmarkedasStarted,nor
MatchthestatusoftheactivityaftertheactivitywasmarkedasStartedandpossiblyFinished.
ThusinthissituationandatthispointintimethePlannedDatesarenowholdingirrelevantdatesthatshouldneverbedisplayedorusedforanypurpose.
UnfortunatelythePlannedDatesareusedbydefaultinseveralplacesandDatabaseAdministratorsandUsersmustbeawareofwheretheyareusedandhowtoavoiddisplayingthem.
•ThePlanneddatesaredisplayedastheProjectBaselinebarsandPrimaryUser’sBaselinebarswhennobaselinehasbeenassigned,
NeverdisplayaBaselineBarorcolumnsunlessabaselineprojecthasbeencreatedandassigned,otherwisetheBaselinebarandcolumnsmayrepresentirrelevantdata.
•ThesePlanneddatesareusedbytheApplyActualsfunction,whenactivitiesaresettoAutoComputeActuals,andtheWindowsClientUpdateProgressfunction.ThusActualStartdatesandEarlyFinishdatesofin-progressactivitieswillbechangedtothePlannedDatevalueswithoutwarning.
EnsureyounevereverusetheApplyActualsfunctiononaschedulethathasbeenprogressed,otherwiseActualStartdatesandEarlyFinishdatesofin-progressactivitieswillbechangedtothePlannedDatesvalueswithoutwarning.
•ThePlannedDatesfromaBaselineschedulewillbedisplayedastheBaselineBarswhentheAdminister,ApplicationSettings,EarnedValuetabissettoPlannedvalueswithplanneddates.ThustheBaselineBarsfromanin-progressschedulewillbeincorrect.
EnsureAdminister,ApplicationSettings,EarnedValuetabhasthisvaluesetasAtCompletionvalueswithcurrentdatesorPlannedValueswithcurrentdates.Whenthescheduleisnotresourceorcost-loadeditdoesnotmatterwhichofthesetwoyouuse.
13.1.7RemainingEarlyStartandFinishThesearetheearliestdatesthattheincompleteportionsofun-startedorin-progressactivitiesmaystartandfinish.
•Theyareblank(null)whenanactivityiscomplete.
•TheymaybeeditedinthesamewayasPlannedDates.
WhenaRemainingEarlyStartiseditedtoadatelaterthanscheduleddate,thereisanoptionforconstrainingtheRemainingEarlyStartwithaStartonorAfterConstraint.Ifthisisnotsetthentheactivitywillmoveforwardtoitsoriginalpositionwhenscheduling.
WhenaRemainingEarlyFinishisedited,theRemainingDurationisalsoeditedandthechangeispermanent.Schedulingdoesnottaketheschedulebacktotheoriginalposition.
13.1.8RemainingLateStartandFinishThesearethelatestdatesthattheincompleteportionsofactivitiesmaystartandfinish.
•Theyareblankwhenanactivityiscompleteandmaynotbeedited,
•TheyaresettoequaltheLateDates.
13.2SchedulingOptions–GeneralTabWhenaprojectisrescheduledtherearesomeoptionsavailableintheScheduleProject,Optionsform,GeneraltabwhichisopenedbyselectingScheduler,Options:
•Thereisno iconthatwillsettheoptionsbacktotheP6defaultsasintheWindowsClient.
•Thedefaultoptionsareusuallygooddefaultsbutsomeneedtobechangedtosuitspecificsituations.
•Theseoptionsapplytoallactivitiesinthecurrentlyopenedschedule.WhenopeningmultipleprojectsintheWebitcalculatesdifferentlytotheWindowsClient.TheWindowsClienthasaDefaultProjectoptionthatdoesnotexistintheWeb.
•IntheWebtooltheScheduleOptionsoftheprojectlistedatthetopoftheopenedprojectslist(whichwillrearrangewhenyouclosetheformtoanalphabeticallist)isusedtocalculateallprojectsand(unliketheWindowsClient)willnotchangetheScheduleOptionsoftheotheropenedprojects.ThusachangetoyourProjectIDopenedwithotherprojectsmayresultinaprojectcalculatingdifferentlyiftheprojectispusheddownthelistofopenedprojectsand
whentheprojectatthetopofthelisthasdifferentSchedulingOptions.
•IntheWindowsClienttheScheduleOptionsoftheDefaultProjectareusedtocalculatealltheopenprojectsandtheScheduleOptionsfornon-defaultprojectsarethenchangedpermanentlytothoseoftheDefaultProject,sotheywillnevercalculatethesamewaywhenopenedontheirown.
•ChangingtheScheduleOptionsmaychangethewaytheschedulecalculatesandusersmustbeverycarefulifconsideringchanginganyofthem.Youmaywishtocopytheschedule,baselineit,andthenchangetooptionstoseewhattheeffectisontheschedulecalculation.
SettingaProjectScheduleServicetoschedulemultipleprojectsallowsthenominationofUsethisproject’ssettingsoption.
13.2.1Ignorerelationshipstoandfromotherprojects(&IgnoreExternalDates)Checkthistoignorerelationshipswithotherprojectsthatarecurrentlynotopen.
Theserelationshipsmaybecreatedbetweentwoprojectswhentwoormoreprojectsareopenedtogether.
ThisoptionwillalsoignoreExternalDates,whicharetheExternalEarlyStartandExternalLateFinishdates.ExternalDatesareconstraintscreatedwhenaprojectisexportedfromPrimaveraContractorand/oranotherP6databaseandimportedintoP6.TheyactlikeEarlyStartandLateFinishConstraintsandareusedtorepresenttherelationshipsthatwouldhaveoriginallyprovidedtheEarlyStartandLateFinishdatestotheCriticalPathcalculationsoftheimportedschedule.
Thesedatescanbeveryconfusingifoneisnotawarethattheyhavebeencreatedorhowtheyoperate.Thenegativefloatinthepicturebelowiscreatedbythesedatesafteranactivity’sdurationwasincreasedby34days:
WhenyouimportaprojectfromanotherdatabaseensureyouALWAYScheckforExternalDatesandunderstandhowtheyoperate.IfyouexportandthenimportbackintothesamedatabasethenExternaldatesarenotnormallycreatedbuttherelationshipsarere-establishedwiththeoriginalscheduletheywerelinkedwith.
Ontheotherhand,iftheoriginalscheduleshavebeendeletedthentheseExternalDatesmaybecreated.
13.2.2Makeopen-endedactivitiescriticalAnopen-endedactivityisanactivitywithoutasuccessorandwhichhasfloattotheendoftheproject.Checkingtheboxmakestheseactivitiescriticalwithzerototalfloatwhentheydonothaveasuccessor.
•Open-endsNotCritical:
•Open-endsCritical:
Thisalsoallowstheusertodisplaymultiplecriticalpathsinoneprojectwithouttheuseofconstraintsandisusefulshouldyouwishtoseetheindividualcriticalpathsforeachareaofaproject.Inorderforthisfunctiontoworkthelastactivityineachchainoreventsmustnothaveasuccessor:
•Open-endsNotCritical:
•Open-endsCritical:
13.2.3UseExpectedFinishDatesTheintentionofthisoptionisforpeopleusingtimesheetstobeabletosetanExpectedFinishconstraintforanactivity.
OnceanExpectedFinishdateissetthenthesoftwarecalculatestheRemainingDurationfrom:
•TheEarlyStartwhenanactivityhasnotstarted,or
•TheDataDatewhenanactivityhasstarted,or
•AResumedateifaSuspendandresumedatehasbeenset.
ThereforeExpectedfinishdatesmaybeassignedfromtheTimesheetsmoduleandthisoptionallowstheprojectmanagertoignorethesedatessubmittedwiththetimesheets.
ThisisalwayscheckedbydefaultandwilldisableorenableExpectedFinishconstraintsassignedintheGeneraltaboftheActivitiesDetailstaborfromacolumn.ThisisusuallynotturnedoffandthepicturesbelowshowtheeffectofthisconstraintbeforeandafterschedulinganactivitywithanExpectedFinishConstraintassigned:
•Beforescheduling:
•Afterscheduling:
13.2.4Scheduleautomaticallywhenachangeaffectsdates–NotintheWebClient
ThisissimilartoautomaticrecalculationinotherproductsandthisrecalculatestheschedulewhendatathataffectsthetimingofthescheduleischangedandisnotavailableintheWebClient.
P6isadatabaseproductandScheduleAutomaticallyintheWindowsClientwillresultintheschedulerecalculatingeverytimeyoumakeachange.Thismayslowdownyourworksignificantly;thisoptionisusuallyleftoff.
13.2.5LevelresourcesduringschedulingLevelingascheduledelaysactivitiesuntilresourcesbecomeavailable.Thisisaformofresourceoptimizationandthisoptionlevelstheprojectresourceseachtimeitisscheduled.ResourcelevelingiscoveredintheProfessionalandOptionalClientbook.
ThisisNOTrecommendedasitslowsdowntheschedulecalculationandthescheduleoftenchangeseachtimeitisscheduled.
Itisusuallybettertousesequencingrelationshipstolevelaschedule.
13.2.6RecalculateassignmentcostsafterschedulingResourceUnitRatesmaybesettochangeovertimeintheUnitsandPricestaboftheAdministration,ResourcesWindowlowerpane:
Thisoptionrecalculatesaresourcecostwhenaresourceisscheduledintoadifferentcostratestimebracket.
13.2.7Whenschedulingprogressedactivitiesuse“OutofSequenceProgress”occurswhenanactivitystartsbeforeapredecessordefinedbyarelationshiphasfinished.Thereforetherelationshipshavenotbeenacknowledgedandthesuccessoractivityhasstartedoutofsequence.TherearethreeoptionsinP6forcalculatingthefinishdateofasuccessorwhenthesuccessoractivityhasstartedbeforethepredecessoractivityisfinished:
•RetainedLogic
•ProgressOverride
•ActualDates
Theselectedoptionisappliedtoallactivitiesinaschedulewhenitiscalculated.OpentheScheduleOptionsform,GeneraltabbyselectingSchedulerandclickingonthe,Options
iconwheretheoptionsarefoundunderWhenschedulingprogressedactivitiesuse:
Thepicturebelowrepresentsthestatusoftheactivitiesbeforeupdatingtheschedule:
•RetainedLogic.Intheexamplefollowing,therelationshipismaintainedbetweenthepredecessorand
successorfortheunworkedportionoftheactivity(theRemainingDuration)andcontinuedafterthepredecessorhasfinished.Therelationshipformspartofthecriticalpathandthepredecessorhasnofloat.
NOTE:Thisistherecommendedoption:
TheWindowsClientpictureisclearerinshowingtheresult:
•ProgressOverride.
Intheexamplefollowing,theFinish-to-Startrelationshipbetweenthepredecessorandsuccessorisdisregarded,andtheunworkedportionoftheactivity(theRemainingDuration)continuesbeforethepredecessorhasfinished.NOTE:TherelationshipisnotadrivingrelationshipandDOESNOTformpartofthecriticalpathintheexamplebelowandthepredecessorhasfloat:
TheWindowsClientpictureshowsasimilartheresult:
•ActualDates.ThisfunctionoperateswhenthereisanactivitywithActualStartDatesinthefuture,whichisnotlogical.Withthisoptiontheremainingdurationofanin-progressactivityiscalculatedaftertheactivitywithactualstartandfinishinthefuture:
TheWindowsClientpictureisclearerinshowingtheresult:
WhentherearenoActualDatesinthefuturethisoptioncalculatesasRetainedLogic.
ThissituationwithActualsinthefuturemayhappenwhentwoprojectsopentogetherandhavedifferentDataDates.ThissituationisbestavoidedanditisbettertomakealltheDataDatesofallprojectsthesame.
RetainedLogicandProgressOverridearenottermsusedbyMicrosoftProjectbutareusedinP3andSureTrakandoperateinthesamewayinPrimavera.MicrosoftProjectusesthetermSplitinProgress.
RetainedLogicproducesamoreconservativeschedule(alongerduration
schedule)andismorelikelytoplaceanout-of-progressrelationshiponthecriticalpathandadjustmentsmaybemadeasrequired.
IfyourschedulehasActualdatesinthefutureoftheDataDate(whichmayoccurwhentheupdateinformationiscollectedatdifferenttimesandtheearlierdateisusedastheDataDateormultipleprojectsareopen)thentheuseofActualDateswouldcalculatethemostconservativeschedule.
13.2.8Calculatestart-to-startlagfromThesuccessorofanactivitywithaStart-to-Startandpositivelagwouldstartafterthelaghasexpired.WhenthepredecessorcommencesoutofsequencethelagmaybecalculatedfromthepredecessorcalculatedEarlyStartortheActualStart.
•TheActualStartgivesalessconservativeschedule:
TheWindowsClientpictureisclearerinshowingtheresult:
•TheEarlyStartgivesamoreconservativeschedule:
TheWindowsClientpictureisclearerinshowingtheresult:
13.2.9DefinecriticalactivitiesasCriticalActivitiesDefinitioncriteriaisdefinedintheScheduleProject,Optionsform:
Theseoptionsareusedforanalyzingschedulesthatutilizemultiplecalendarswhichmayresultinactivitiesonthecriticalpathpossessingfloat.
•TotalFloatlessthanorequalto–Activitiesmaybemarkedascriticalandwithachosenfloatvalue.Sometimesasmallpositivevalueisusedtoisolatethenearcriticalactivitiesonschedulesordisplayingthefullcriticalpathonmultiplecalendarschedules.
•LongestPath–Thisoptionisolatesthelongestchainofactivitiesinascheduleandshouldbeusedwhenmultiplecalendarsareinuseandsomeactivities,whichformpartofthecriticalpath,stillhavefloatwhenthesuccessorisassignedacalendarwithfewerordifferentworkingdays.
•IntheexamplebelowtheTotalFloathasbeensettoTotalFloatlessthanorequaltozeroandthecriticalpathhasdisappeared:
•WhentheTotalFloatisthensettolessthanorequalto1dayresultsinthepicturebelow:
•WhentheTotalFloatisthensettoLongestPathresultsinthepicturebelow:
Longestpathisrecommendedforprojectswithmultiplecalendars.
13.2.10CalculatefloatbasedonfinishdateThisisanewfunctiontoVersion6.2.WhenmorethanoneprojectisopenedtheTotalFloat
maybecalculatedbasedoneachindividualprojectorthelongestproject:
•Eachproject–usedwheneachproject’scriticalpathisrequired:
•Openedprojects–usedwhenalltheP6projectsarerelatedandfloatisrequiredtobebasedonthelongestproject:
13.2.11ComputeTotalFloatasTherearethreeoptionsforthecalculationoftheFloatvaluedisplayedintheTotalFloatcolumnofWBSandLOEactivitiesonly:
•StartFloat=LateStart–EarlyStart
•FinishFloat=LateFinish–EarlyFinish
•SmallestofStartFloatandFinishFloatItcanbeseenfromthepicturesabovethattheTotalFloatbaronlydisplaystheFinishFloat.
TheSmallestofStartFloatandFinishFloatisthemostconservativebuttheFinishFloatwillalwaysgiveananswerthatisthesameastheTotalFloatbar.
13.2.12CalendarforschedulingRelationshipLagTherearefourcalendaroptionsforthecalculationofthelagforallactivities:
1.PredecessorActivityCalendaristhedefault.Theexamplebelowhasa40-hourlag,or5daysasthelagcalendaris8hourperday:
2.SuccessorActivityCalendar,notethechangeinthesuccessorstartdateasthelagcalendaris24hoursperdaysor1.66day:
3.24-Hour,or4.ProjectDefaultCalendar.
P3andSureTrakusethepredecessorcalendar,MicrosoftProject2000and2002usestheProjectBasecalendar,andMicrosoftProject2003to2010usesthesuccessorcalendar.MicrosoftProjectalsohastheoptionofanElapsedlagduration.AstaPowerprojectdoesnotassignlagstotherelationshipbutarelationshipmaybeassignedalagonthepredecessoractivityandalagonthesuccessoractivity,whichismorelogical.
13.2.13SchedulingOptions–AdvancedTabThistabselectstheoptionsforcalculatingmultiplecriticalpathsandiscoveredindetailintheUtilitieschapteroftheProfessionalandOptionalClientbook.
13.3SettingtheBaselineSettingtheBaselinemakesacompletecopyofaproject,includingrelationships,notebookentriesandcodes.Youarethenabletocomparethecurrentproject’sprogressagainstthebaseline.
TherearetwotypesofBaselinesthatareoftensavedwithschedulingsoftwaresuchasP6–
ManagementandLastPeriodStatus:
ManagementBaselinesTheseareusuallyacopyofanoriginalunprogressedschedulethathasbeencontractuallyagreedtoastheBaselineorTargetscheduleandareusedto:
•EvaluateprogressandreportprogresstoaClientorcustomer,
•ProvideabaseforExtensionofTimeclaimsandothercontractualclaimsthatmaybemadebasedontheseBaselineschedules.
LastPeriodStatusBaselinesThesearecopiesofascheduleatapointintimeandareusedforthemanagementofaproject:
•Usuallytheyareusedtomeasurethelossintimefromonereportingperiodtoanother,
•Theyallowmanagementtoascertainperformanceandmakedecisionsonhowtomanagetheproject,
•TheyaredisplayedinexactlythesamewayasManagementBaselineswiththesoftware,
•TheseBaselinesusually,afterthefirstperiodupdate,haveprogress.
Upto50baselinesperprojectmaybesavedinadatabaseinearlierversionsbutinVersion6.0andlateranunlimitednumbermaybesaved.
Thereisstillarestrictionofcopyingamaximumof50Baselineswhencopyingaproject.
•ThenumberofbaselinesthatmaybesavedissetintheAdminister,ApplicationSettings,DataLimitsformbyselectingAdminister,ApplicationSettings,DataLimitsandsettingthenumberintheMaximumbaselinesperprojectbox.
•ThenumberofbaselinesthatmaybecopiedwhencopyingaprojectissetintheDataLimitsformbyselectingAdminister,ApplicationSettings,DataLimitsandsettingthenumberintheMaximumbaselinescopiedwithprojectbox.
•Twobaselines,oneProjectBaselineandoneUserBaselines,maybedisplayedandcomparedtothecurrentproject.TheWindowsClientmaydisplay4Baselines.
Ifanotheruseropenstheproject,theywillonlyseetheoneProjectBaselineandnottheUser’sBaselinesetbyanotheruser.
•Abaselineprojectmayberestoredbackintoadatabaseasanormalproject.Thenitmaybeeditedandresavedasabaselineproject.
AftertheBaselineisset,itispossibletocomparetheprogresswiththeoriginalplan.Youwillbeabletoseeifyouareaheadorbehindscheduleandbyhowmuch.TheBaselinescheduleshouldbeestablishedbeforeyouupdatethescheduleforthefirsttime.
13.3.1CreatingaBaselineTocreateaBaseline,ensuretheprojectisopenandselectProject,ActivitiesWindow,selectActions, DefineBaselinestodisplaytheBaselinesform:
•Tocreateanewbaselineclickthe Addicon,•Clickthe CopyicontocreateacopyoftheselectedbaselineprojectasanewBaseline,
•Clickthe ConvertaprojecttoBaselinewillopentheSelectProjectformwhereanotherprojectmaybeselectedtobeabaseline.ThisprojectwillthenmovefromthecurrentprojectswindowintotheBaselinesformandisnotavailabletobeopenedfromtheProjects,EPSWindow.
•Clickthe Saveicontosaveallchanges,
•Clickthe Cancelicontoignoreallchanges.
Youmayhavetoclosetheformandreopentorefreshthedatainthisform.
13.3.2DeletingaBaselineTodeleteaprojectbaselinefromthedatabase:
•OpentheBaselinesform,•Selectthebaselineprojecttobedeleted,and
•Clickthe DeleteicontodeleteaBaseline.
13.3.3RestoringaBaselinetotheDatabaseasanActiveProjectTorestoreaprojectbacktothedatabasesoitmaybeeditedorusedasacurrentproject:
•OpentheBaselinesform,•EnsurethebaselineisnotassignedasanybaselineintheBaselinesform,•Selectthebaselineprojecttoberestored,and
•ClickontheRestore icon.
13.3.4UpdateBaselinesTheWindowsClientUpdateBaselinefunctionwasaddedtotheWebinVersion8.4.ThisallowsthemodificationofanexistingBaselinewithnewofchangeddatafromthecurrentscheduleasanalternativetocreatinganewbaseline.
ToUpdateaBaseline:
•SelecttheEPSorActivitiesPage,ActionsmenuDefineBaselines,•SelectabaselineBaselinesform,and
•ClickontheUpdateBaselineicon.
13.3.5CopyingaProjectwithBaselinesYoumaycopybaselineswhenaprojectiscopiedintheEPSWindowusingCopyandPastebytickingtheappropriateboxes.
13.3.6SettingtheBaselineProjectToassignaProjectBaselineorUser’sPrimaryBaseline:•OpentheBaselinesform,•Selectthebaselineprojecttobeassigned,
•SelecttherequiredProjectBaselineorUser’sPrimaryBaselinefromtheappropriatecolumnsdropdownbox,
•BaselineTypesareoptionalandaredefinedintheAdminister,EnterpriseDataform,BaselineTypetab:
•TheProjectBaselineorUser’sPrimaryBaselinemaybeusedforcalculatingEarnedValue.SeeAdminister,ApplicationSettings,EarnedValuetabforotherEarnedValueoptions.ThisBaselineisseenbyanyUserwhoopenstheproject.
SecondaryandTertiaryUserBaselinesintheWindowsClientarenotavailableintheWeb.
TheUser’sPrimaryBaselineareonlyseenbytheUserwhohassettheBaseline.Sootheruserswhoopenaprojectandapply,forexample,aProjectViewthatdisplaysaUserBaseline,willhavetoalsomakesurethattheysetthesamebaselineastheoriginaluser.
•EarnedValuecalculationsmaybeperformedusingeitherthePrimaryBaselinevaluesortheUser’sPrimaryBaselinevaluesfromthecurrentproject.SelecttheSettingstabintheProjects,EPSWindow,Actions, SetProjectPreferences:
•TheAdminister,ApplicationSettings,EarnedValuetab,Earnedvaluesectionhasthreeoptions.ThisoptiondecideswhichBaselineschedulevaluesarereadtocalculatetheEarnedValuefieldsandwhichbarsaredisplayedasBaselineBars.TheAtCompletionvalueswithcurrentdatesistheauthor’spreferredoptionwhenresourcesareassigned.
WhenthePlannedvalueswithplanneddatesisselected,whichisoftenthedefaultvaluewhenthesoftwareisloaded,thenthePlannedDatesaredisplayedasabaselinebar.Thisisundesirablewhenaprogressedscheduleisdisplayedasa
Baseline,say,forcomparingthisperiod’sdatevalueswithlastperiod’sdatevalues.ThisisbecausethePlannedDatesoftenholdirrelevantdatawhenaBaselineschedulehasprogress.
13.3.7Understandingthe<CurrentProject>BaselineBecausePlannedDatesaredifficulttounderstandandmayleadtomisinterpretationoftheschedulebaselines,itisimportantthatyouunderstandthefollowingpoints:
•ThePlannedDatesareusedbythe<CurrentProject>BaselineintheDefineBaselineform.
•The<CurrentProject>BaselineisthedefaultbaselineforboththeProjectBaselineandPrimaryUser’sBaseline.
•WhenNObaselinehasbeensetbyauserthenthe<CurrentProject>BaselineandthereforethePlannedDatesaredisplayedastheBaselineBars.
•The<CurrentProject>Baselineisnotatruebaseline,thedatesmaychangeeachtimeascheduleisupdatedandmayholdirrelevantdatainaschedulethathasbeenprogressed.
•ThetermCurrentProjectisnormallyusedtodescribetheactivitiesastheyarecurrentlyscheduled,andtheterm<CurrentProject>BaselineisconfusingasitisnottheCurrentProjectbutthePlannedDates,whichmaybedifferentfromthenormallyacceptedCurrentProject.
Thefollowingpicturehasthreebars:
•TheupperbarrepresentstheStartandFinishdates:
TheStartdateissettotheEarlyStartwhenanactivityhasnotstartedandActualStartwhentheactivityhasstarted.
TheFinishdateissettotheEarlyFinishwhenanactivityhasnotfinishedandActualFinishwhentheactivityiscomplete.
•Themiddlebaristhe<CurrentProject>baseline,thePlannedDates,and•ThelowerbarisaproperProjectBaselinemadebycopyingtheun-progressedproject.Withnoprogressallbarsarethesame,seepicturebelow:
Inthefollowingpicture:
•Activity1hasbeenmarkedcompleteandtheDataDatemoved.•ThePlannedDatesforActivity1equaltheStartandFinishdatebeforetheactivitywas
markedasstarted.
•Theun-startedactivities,Activity2and3,inthe<CurrentProject>baselinewhichrepresentthePlannedDateshavechangedtheirdatestoequaltheStartandFinish,seepicturebelow:
Inthefollowingpicture:
•Activity2hasnowbeenmarkedin-progressandtheDataDateNOTmoved.
•NowActivity2PlannedDates(representedbythe<CurrentProject>baseline)matchthestatusoftheactivitybeforeitwasmarkedStarted,notaBaseline.ThisactivityPlannedDatesnowdisplayirrelevantdata,
•Activity3PlannedDatesrepresentedbythe<CurrentProject>baselinebarshavechangedasecondtimeandmatchthenewStartandFinish:
WhennoBaselineissetbytheuser,theprojectwillDISPLAYthe<CurrentProject>fromthePlannedDates,notthecurrentprojectStartandFinishdates)astheBaselinebarsand,ineffect:
Allun-startedactivitiesareeffectively“re-baselined”ateachscheduleupdate,and
StartedandCompleteactivitiesPlannedDatesmatchtheStartandFinishdatesoftheactivityjustbeforeanactivitywasmarkedasstarted.Therefore,thePlannedDatesoftheseactivitiescouldcontainirrelevantdata.ThishappenswhenaprojecthasbeenrescheduledandtheDataDatemovedforwardandthenactivitiesmarkedasStarted.AtthispointthePlannedDatesnowdonotrepresentaBaseline,thelastperiodstatusorthenextperiodstatusofanactivity.Theycontainirrelevantdatathatshouldneverbedisplayed,asperthepictureabove.
Thisisgenerallynotacceptedasagoodpractice.Therearesomesignificantissuesherethatneedtobecarefullymanaged:
•IfnoBaselineissetandaviewthatdisplaysabaselinebarisapplied,thenabaselinebarmaycontainirrelevantdatesfromthePlannedDateswillbedisplayed.Thismaycreateconfusionandthesebarsmaychangeoneachscheduleupdate.
•IfoneusersetsaPrimaryUser’sBaselineandthereforeonlyseenbythatuser,andadifferentuseropensaproject,thenthisseconduserwillseeonlythe<CurrentProject>baselineandnottheotherPrimaryUser’sBaseline.Thiswillresultinoneuserseeingsomethingdifferentfromanotheruserwhentwousersopenaproject.
Youmaywishtorestricttheaccesstoaprojectscheduletopreventthe<CurrentProject>baselinebeingdisplayedinadvertently.
13.3.8DisplayingtheBaselineDataTheBaselineDatesmaybedisplayedby:
•DisplayingtheBaselinecolumns:
BListheProjectBaselineBL1istheUserPrimaryBaseline
•ShowingabaselinebarontheBarChartbyselectingtheappropriatebarsintheCustomizeGanttChartOptionsform,Barstab:
TheWindowsClientBL2,theSecondaryUserBaselineandBL3,theTertiaryUserBaselinemaynotbedisplayedintheWebClient.
13.4AdditionalBaselineFields
P6R8.3hasaddedextrabaselinefieldsintheCustomizeColumnsformtobedisplayedontheActivitieswindowafterabaselinehasbeenassignedtoaproject.
Thenewfieldsareavailablefortheprojectbaseline(BL)anduser'sprimarybaseline(BL1):
•ActualExpenseCost
•ActualLaborCost
•ActualMaterialCost
•ActualNonlaborCost
•ActualTotalCost
•ActualStart
•ActualFinish
•EarlyStart
•EarlyFinish
•LateStart
•LateFinish
•ActualDuration
•RemainingDuration
•FreeFloat
•TotalFloat
•ActivityStatus
•Activity%Complete
•Cost%Complete
•Duration%Complete
•%CompleteType
•Units%Complete
•ActualLaborUnits
•ActualNonlaborUnits
Toaccessthisfunctionality:
•IntheActivitieswindowontheProjectssection,gotoViewandselectColumnsor;•Clickonthe Columnsbuttonlocatedinthetoolbar.
13.5Workshop11–WBS,LOEsandSettingtheBaseline
BackgroundWewillfirstlookathowWBSandLOEactivitiesworkandthensetaBaseline.
Assignment–WBSActivityOpenyourOzBuildBidprojectfileandcompletethefollowingsteps:1.ApplytheWorkshop6Dates&Durationview,checkthecolumnsareasperthepicture
below,
2.DisplaytheFloatBarastheSecondbar,inblackwithaheightof4,3.CreateanewactivityundertheBidDocumentWBSNode,IDOZ1140titledWBS
Activity,4.AssignitanActivityTypeofWBSSummaryusingtheActivitiesWindow,Generaltab.5.SaveandpressF9toScheduletoseehowitcalculates.
6.MovetheWBSActivitytotheDeliveryPlanWBSNodebycopyingandpastingandscheduletoseehowitoperates.
7.MovetheWBSActivityusingCutandPastetotheTechnicalSpecificationWBSNodeandschedule:
8.GototheScheduler(F9),OptionsformandchangetheComputeTotalFloattoStartFloat:
9.ScheduleandyouwillseethatthefloatvalueisnowthesamevalueastheStartFloat,buttheFloatBarstillshowstheFinishFloatValue:
10.GototheSchedulingOptionsformandchangetheComputeTotalFloattoFinishFloatandschedule.
Assignment–LOEActivity11.ChangetheWBSActivityTypetoaLevelofEffortandrenameittoLOEActivity,12.DonotschedulewithaLOEactivityunlessithasrelationships.Ifyoudoscheduleitwill
calculatetoazerodurationandbemarkedasCompleteontheDataDate.YouwillthenhavetomarkitasnotstartedintheActivitiesWindow,GeneraltabandassignadurationsoyoucanseeitontheGanttChart.
13.MoveOZ1140totheDeliveryPlanWBSNodeandsortonActivityID,
14.AddOZ1060SSOZ1140predecessorandOZ1140FFOZ1070successorrelationshipsandseehowitcalculates.
EnsureyouopenthePredecessorandSuccessorwindowsandthereareonlyonepredecessorandonesuccessor.
15.AddOZ1050SSOZ1140predecessorandOZ1140FFOZ1110successorrelationshipsandseehowitcalculates.
16.DeletetheLOEactivity.
Assignment–SettingaBaseline17.SelectProject,ActivitiesWindow,selectActions, DefineBaselinestodisplaythe
BaselinesformandclickonAddtosaveacopyofthecurrentprojectasaBaselineandtitleitBidforFacilityExtension–Baseline.
18.AssignanappropriateBaselineType,suchasCustomerSign-Off,(theoptionsmayvarydependingonyourdatabase).
19.MakethisyourProjectBaselineandUser’sPrimaryBaselineandclosetheBaselinesform.BysettingbothBaselines,thisensuresthatanybaselinebarwillshowarealbaselineandnotthePlannedDates.
20.SaveandclosetheBaselinesform.
21.HidetheFloatBaranddisplaytheProjectBaselinebar,sayinyellowand8high.22.Displaythefollowingcolumns:
Showfirstcolumnas–ActivityName
ActivityID
Activity%Complete
PlannedDuration
RemainingDuration
Start
Finish
TotalFloat
VarianceBL–ProjectFinishDate
23.MakesuretheTimescaleisMonth/Week.24.Showthetimein24-hourformat,butdonotshowtheminutesbyselectingAdminister,
MyPreferences,Datestab.25.SaveyourviewasWorkshop11–BaselineComparison.26.Checkyouranswerbelow:
14UPDATINGANUNRESOURCEDSCHEDULENowthattheBaselinehasbeensetwecanstarttrackingprogressandtheimportantphaseofregularmonitoringandcontrolbegins.Thisprocessisimportanttohelpcatchproblemsasearlyaspossible,andthusminimizetheirimpactonthesuccessfulcompletionoftheproject.Themainstepsformonitoringprogressare:
•SavingaBaselineschedule,coveredinthelastchapter,•Recordingormarking-upprogressattheDataDate.•UpdatingorProgressingtheschedule:
CompletedactivitiesareassignedActualStartandActualFinishdates,In-progressactivitiesareassignedActualStartdates,andtheactivity’sRemainingDurationsandPercentCompletesareadjusted,
Adjustmentsaremadetoun-startedworkbasedontheproductivityto-date,and
Projectscopechangesshouldbeaddedasnewactivities.
•SchedulingtheprojectandatthesametimemovingtheDataDatetothenewDataDateandrecalculatingalltheactivitiesdates.
•TheDataDatemayalsobemovedbeforeupdatingtheactivitiesfromtheEPSWindow,DataDatecolumnintheupperpaneortheEPSWindow,Generaltabinthelowerpane.
•ComparingandReportingactualprogressagainstplannedprogressandrevisingtheplanandschedule,ifrequired.
Comparingthestatusofanactivityagainstmorethanonebaselineisuseful;forexample:
•TheoriginalplancouldberepresentedasoneoftheBaselines,toseetheslippageagainsttheoriginalplan.
•LastPeriod,whichcouldbeanotherBaseline,toseethechangessincethelastupdate.
Bythetimeyougettothisphaseyoushouldhaveaschedulethatcomparesyouroriginalplanwiththecurrentplan,showingwheretheprojectisaheadorbehind.Ifyouarebehind,youshouldbeabletousethisscheduletoplanappropriateremedialmeasurestobringtheprojectbackontarget.
Shortlistofcommands:
Topic MenuCommand
ProgressSpotlight ClickontheSpotlight icontomovetheSpotlightforwardorbackwardsoneminortimescaleincrement.
SuspendandResume YoumustdisplaytheappropriatecolumnstoentertheSuspendandResumedates.
SettingtheCurrentDataDateOpentheSchedulerformby:
andSchedulingtheproject •SelectingScheduler iconor
•PressingtheF9key.
14.1PracticalMethodsofRecordingProgressNormallyaprojectisupdatedonceaweek,bi-weekly,ormonthly.Veryshortprojectscouldbeupdateddailyorevenbytheshiftorhour.Asaguide,aprojectwouldtypicallybeupdatedbetween12and20timesinitslifetime.Ahighriskprojectshouldbeupdatedmoreoftenthanalowriskproject.ProgressisrecordedonorjustaftertheDataDateandtheschedulerupdatesthescheduleuponthereceiptoftheinformation.
Thefollowinginformationistypicallyrecordedforeachactivitywhenupdatingaproject:
•Theactivitystartdateandtimeifrequired,
•Thenumberofdaysorhoursrequiredtocompletetheactivityorthedateandtimetheactivityisexpectedtofinish,
•Thepercentagecomplete,and
•Ifcomplete,theactivityfinishdateandtime.
Aprintoutoftheschedulemaybeusedforrecordingtheprogressofthecurrentscheduleandisoftenproducedpriortoupdatingtheproject.Ideallyprogressshouldberecordedbyaphysicalinspectionoftheworkorbyapersonwhointimatelyknowsthework,althoughthatisnotalwayspossible.Itisgoodpracticetokeepthismarked-uprecordforyourownreference.EnsurethatyounotetheDataDateofthemark-upand,ifrelevant,thetime.
OftenaStatusReportormark-upsheet,suchasthefollowingillustration,whichhasa4-weeklook-aheadfilterapplied,isdistributedtothepeopleresponsibleformarkinguptheprojectprogress.Themarked-upsheetsarereturnedtotheschedulerfordataentryintothesoftwareandthenfiledfordisputeresolution.
Apagebreakcouldbeplacedateachresponsibleperson’sbandintheCustomizeGroupingform,andwhenthescheduleisprintedeachpersoncouldhavetheirownpageofactivitiesthatareeitherin-progressorduetocommence.Thisisparticularlyusefulforlargeprojects.
Otherelectronicmethods,discussednext,maybeemployedtocollectthedata.Irrespectiveofthemethodused,thesamedataneedstobecollected.
Thereareseveralmethodsofcollectingdatafortheprojectstatus:
•Bysendingaprintedsheettoeachresponsiblepersontomarkupbyhandandreturntothescheduler.
•ByexportingthedatafromPrimaveraintoanotherdocument,suchasExcel,andE-mailingthedocumenttothemasanattachment.
•Bygivingtheresponsiblepartydirectaccesstotheschedulesoftwaretoupdateit.Thisapproachisnotrecommended,unlesstheprojectisbrokenintosub-projects.Byusingmultipleprojectswithonescheduleraccessingeachproject,orassigningaccessthroughWBSNodes,onlyonepersonupdateseachpartoftheschedule.
•WhenthePrimaveratimesheetshavebeenimplementedthisprocessmaybeusedtoupdatetheactivitiesorotherelectronicmethods.
Someprojectsinvolveanumberofpeople.Insuchcases,itisimportantthatproceduresbewrittentoensurethattheupdateinformationiscollected:
•Inatimelymanner,
•Consistently,
•Completely,and
•Inausableformat.Itisimportantforaschedulertobeawarethatsomepeoplehavegreatdifficultyincomprehendingaschedule.Whenthereareanumberofpeoplewithdifferentskilllevelsinanorganization,itisnecessarytoprovidemorethanonemethodofupdatingthedata.Youevenmayfindthatyouhavetositdownwithsomepeopletoobtainthecorrectdata,yetothersarewillingandcomfortabletoe-mailyoutheinformation.
14.2UnderstandingtheConceptsTherearesometermsandconceptsusedinschedulingandsomethatarespecifictoPrimaverathatmustbeunderstoodbeforeupdatingaprojectschedule.
Usersmustalwaysdisplaythetimewhenupdatingaproject,otherwisethetimeof00:00issometimesselectedbyP6astheStartorFinishtimewhichisusuallynotdesirable.
14.2.1ActivityLifecycleTherearethreestagesofanactivitylifecycle:
•NotStarted–TheEarlyStartandEarlyFinishdatesarecalculatedfromthePredecessors,Constraints,andActivityDuration.
•In-Progress–TheactivityhasanActualStartdatebutisnotcomplete.AssigninganActualStartdateoverridestheStartConstraintsandStartRelationshipswhichareusedtocalculatetheEarlyStart.
TheenddatemaybecalculatedfromtheRemainingDurationoraFinishConstraintoraFinishRelationship.
•Complete–Theactivityisinthepast,theActualStartandActualFinishdateshavebeenenteredintoPrimavera,andtheyoverridealllogicandconstraints.
14.2.2AssigninganActualStartDateandTimeofanActivityThissectionwillexplainhowPrimaveraassignstheActualStartofaCompleteoranIn-Progressactivity.ThisdateoverridestheEarlyStartdate.•ActualStartdateisassignedintheActualStartfieldbycheckingtheStartedcheckbox,
or
•EnteringadateintheActualStartcolumn.
•TheactivityActualStartdateissettoequaltheStartdatewhenthisboxischecked.•TheActualStartdatecalendarisopenedbyclickingonthe icontotherightofthe
Startedcheckboxandadifferentstartdatemaybeassigned.ThisdateshouldnotbeinthefutureoftheprojectDataDate.Itwouldnotbelogicaltohaveanactivityactualstartsetinthefuture.
•AnActualStartmayalsobeassignedinanActualStartcolumn.
14.2.3AssigninganActualFinishDateandTimeofanActivityThisisassignedinthesamewayasanActualStartandthisshouldbeinthepast.AnActualFinishdateoverridesanEarlyFinishdateandfinishdateconstraintsandfinishrelationshipsareignored.
14.2.4CalculationofDurationsofanIn-ProgressActivityDurationsThePrimaverahasmanydurationsfields,wewilldiscussfourdurationsfieldsbelow:
•AnactivityPlannedDuration(OriginalDurationinsomeWindowsClientIndustryVersions)isthedurationfromtheEarlyStarttotheEarlyFinishcalculatedovertheActivityCalendarandiscalculatedwhenanactivityhasnotyetstarted.WhenanActualStartisentered,thisdurationisnolongerrecalculatedordirectlyusedforscheduling,butmaybeedited.
•TheActualDurationistheactivity’sworkeddurationandiseitherthedurationfrom:TheActualStarttotheDataDateofanIn-progressactivity,or
TheActualStarttotheSuspendDateofasuspendedIn-progressactivity,orTheActualStarttotheActualFinishofaCompletedactivity.
•TheRemainingDurationistheunworkeddurationofanIn-progressactivityandisthedurationfromtheDataDateorResumeDatetotheEarlyFinishdateofanactivity.
•TheAtCompletionDuration=ActualDuration+RemainingDuration.Beforeanactivityhasstarted,theActualDurationiszeroandtheRemainingDurationequalsthePlannedDuration.
•ThePlannedDurationislinkedtotheRemainingDurationwhen:Anactivityisun-startedandTheProject,EPS,Actions,SetProjectPreferences…,Calculationstab,Linkplannedandatcompletionfornotstartedactivitiesischecked.Thein-builtproportionallinkbetweenPlannedDuration,ActualDuration,RemainingDuration,and%CompletethatexistsinMicrosoftProjectdoesnotexistinPrimavera.
PercentCompleteAsdiscussedintheADDINGACTIVITIESANDORGANIZINGUNDERTHEWBSchapter,thissectionisrepeatedforcompletenessofthischapter.
ThePercentCompletetypeshouldbeunderstoodifitisintendedtoupdate(statusorprogress)aschedule.InPrimaverathisoptionmaybesetforeachactivityindividuallyandthedefaultfornewactivitiesissetinthePercentCompleteTypedropdownbox.PrimaverahasmanyActivityPercentCompletefieldsthatmaybedisplayedincolumnsandwewilldiscussfourofthemnow:
IntheWebClienttheDuration%Completeisdisplayedasthe%CompleteBar.Activity%Complete,displayedonthe%CompleteBarintheWindowsClientonly,maybelinkedtoonlyoneofthethree%Completefollowingthreefields,Physical%Complete,Duration%Complete,orUnits%Complete.
TherearethreePercentCompleteoptions;eachnewactivityisassignedtheprojectdefaultPercentCompleteTypeandthenthismaybeeditedforeachactivityasrequired.ThereforeiftheoptionofPhysical%CompleteisselectedforanactivitythentheActivity%CompleteandthePhysical%Completearelinkedandachangetoonewillchangetheother.
Default%CompleteTheDefaultPercentCompleteTypeforeachnewactivityineachprojectistheProjectPreferences,Defaultstab:
•EachnewactivityPercentCompleteTypeissettotheDefaultPercentCompleteandmaybechangedatanytime.
PercentCompleteTypes•Duration%Complete–ThisfieldiscalculatedfromtheproportionofthePlanned
DurationandtheRemainingDurationandtheyarelinkedandachangetoonevaluewillchangetheother.WhentheRemainingDurationissettogreaterthatthePlannedDurationthispercentcompleteisalwayszero.ThisissimilartothewayP3andSureTrakcalculatesthe%CompletewhentheLinkRemainingDurationandPercentCompleteoptionisselected
•Physical%Complete–Thisfieldenablestheusertoenterthepercentcompleteofanactivityandthisvalueisindependentoftheactivitydurations.ThisissimilartothewayP3andSureTrakcalculatesthe%CompletewhentheLinkRemainingDurationandPercentCompleteoptionisNOTselected.
•Units%Complete–ThisiswherethepercentcompleteiscalculatedfromtheresourcesActualandRemainingUnits.AchangetoonevaluewillchangetheotherandwhenmorethanoneresourceisassignedthenalltheActualUnitsforallresourceswillbechangedproportionally.ThiswillbecoveredfurtherinTheUPDATINGARESOURCEDSCHEDULEchapter.ThisissimilartotheMicrosoftProject%WorkComplete.
TheUnits%CompleteiscalculatedfromthevalueofalltheLabor,Non-LaborResources,sobecarefulwhenmorethanontypeofresourceisassignedtoanactivity.Forexamplethesoftwarecouldbeaddingconcretevolumeswithlaborhoursandexcavatorhours.
Activity%CompleteTheActivity%CompletefieldislinkedtothePercentCompleteTypefieldassignedtoanactivityintheActivitiesWindow,Detailsform,Generaltaborthe%CompleteTypecolumn:
•TheActivity%CompleteisNOTlinkedtothe%CompleteBarandtheDuration%Completeisdisplayedonthe%CompleteBar,inthesamewayasMicrosoftProject’sdefault%Completebar.
IntheWindowsClienttheActivity%CompleteisdisplayedontheBar:
14.2.5SummaryBarsProgressCalculationSummarybarssuchasWBSNodebarsmaynotbeupdated,astheyarevirtualactivitieswiththeirdatacreatedfromsummarizingtheactivitiesintheWBSband.
14.2.6UnderstandingtheDataDateTheDataDateisalsoknownastheCurrentDataDateintheWindowsClient,UpdateDate,StatusDate,ProgressDate,AsAtDate,TimeNow,ReportDateandtheProjectDataDate.PrimaverahasoneDataDate,titledCurrentDataDate,whichoperatesinasimilarwaytotheDataDateinP3andSureTrak.ThePrimaveraDataDateisdisplayedasaverticallineontheschedule;thisDataDateverticallinemayNOTbeformatted,onlyhiddenordisplayed.UnlikeAstaPowerproject,whichallowsalltheReportDatestobesetupatthestartofaproject,P6onlyhasoneDataDatethatismovedoneachupdate.
InP6thefunctionoftheDataDateisto:•Separatethecompletedpartsofactivitiesfromincompletepartsofactivities.
•Calculateorrecordallcostsandhoursto-datebeforetheCurrentDataDate,andto
forecastcostsandhourstogoaftertheCurrentDataDate.
•CalculatetheFinishDateofanin-progressactivityfromtheCurrentDataDateplustheRemainingDurationovertheActivityCalendar,whentheSuspendandResumefunctionhasnotbeenused.
14.3UpdatingtheScheduleThenextstageistoupdatetheschedulebyenteringthemark-upinformationagainsteachactivity.
Whendealingwithlargeschedulesitisnormaltodevelopalook-aheadschedulebycreatingafiltertodisplayincompleteandun-startedactivitiescommencinginthenearfutureonly.
Theschedulemaybeupdatedusingthefollowingmethods:
•UsingthefieldsintheStatusareareaofGeneraltabintheDetailsform,or•Displayingtheappropriatetrackingcolumnsby:
Creatingyourownview,or
Insertingtherequiredcolumnsinanexistingview.
14.3.1UpdatingActivitiesUsingtheGeneralTaboftheDetailsFormEnsureyouareshowingthetimeandthenopentheGeneraltab:
UpdatingaCompleteactivity:•ChecktheStartedboxandentertheactualStartDateandTimeifdifferentfromthe
displayeddate.
•ChecktheFinishedboxandentertheactualFinishDateandTimeifdifferentfromthedisplayeddate.
UpdatinganIn-progressactivity:•ChecktheStartedboxandentertheactualStartDateandTimeifdifferentfromthe
displayeddate.
•WhentheDurationTypeisDurationthe%DurationCompleteandRemainingDurationare
linkedtoeither:
TheRemainingDurationiseditedandthe%Completeiscalculated,orThe%CompleteisenteredandthesoftwarecalculatestheRemainingDuration,orARemainingDurationgreaterthanthePlannedDurationmaybeenteredandthe%Durationwillremainatzero,untiltheRemainingDurationislessthanthePlannedDuration.
IrrespectiveofthemethodusedtocalculatetheRemainingDuration,afterthescheduleisrecalculatedtheenddateoftheactivityiscalculatedfromtheCurrentDataDateplustheRemainingDurationovertheActivityCalendar.
Becarefulthatthe%DurationCompletedoesnotchangetheRemainingDurationtoanon-rounddayandthatactivitythenfinisheshalfwaythroughaday.Thisresultsinallsuccessoractivitiesstartingandfinishinthemiddleoftheday.
UpdatinganUn-startedactivity:•ThePlannedDuration,RelationshipsandConstraintsofanun-startedactivityshouldbe
reviewed.
14.3.2UpdatingActivitiesUsingColumnsAnefficientmethodofupdatingactivitiesisbydisplayingthedataincolumnsby:
•Insertingtherequiredcolumnsinanexistingview,orbetter:
•CreatingaViewwiththerequiredcolumnsandupdatingthescheduleusingthesecolumns.
14.4ProgressSpotlightThefunctiontitledProgressSpotlighthighlightstheactivitiesthatshouldhavebeenworkedonintheperiodhighlighted.ClickontheSpotlight icontomovetheSpotlightforwardorbackwardsoneminortimescaleincrement.
14.5SuspendandResumeYoumustdisplaytheappropriatecolumnstoentertheSuspendandResumedates.ThisfunctionworksinasimilarwaytotheP3andSureTrakfunctionandenablesonlyonebreakinanactivity.
ThefollowingexampleshowsanactivitywithaSuspenddateandResumedate:•ThisfeatureworkswhenanactivityhascommencedandnormallytheSuspenddateisin
thepastandtheResumedateinthefuture.
•TheactivitymusthaveanActualStartdatebeforeyoucanrecordaSuspenddate.
•OnlyResourceDependentandTaskDependentactivitiesmaybesuspendedandresumed.
•Thesuspendedperiodisnotcalculatedaspartoftheactivitydurationandresourcesarenotnormallyscheduledinthisperiod.
UnliketheProfessionalandOptionalClientyoumaynotupdatethesedatesinanylowerwindowtab,youmustdisplaythecolumns.
TheSuspendandResumetimemaybesetattheincorrecttimeoftheday.TheauthorhasfoundthattheSuspendisusuallysetatthestartofthedayandResumeusuallyattheendoftheday;thereforethedefaultsforbothareillogical.ThereforeyouSHOULDALWAYSdisplaythetimewhensettingSuspendandResumedatestoensurethattheyarecorrect.
14.6SchedulingtheProjectAtanytime,butusuallyaftersomeoralltheactivitieshavebeenupdated,theprojectisscheduled:
•OpentheScheduleProjectform:SelectScheduler(F9) iconor
PresstheF9key,or
•DataDate
AllprojectusetheirowndatadatewillnotchangeanyDataDates,
ApplyselecteddatadatetoopenprojectswillchangetheDataDateofalopenprojects,andselecttherequirednewDataDatefromtheDataDatebox,
•Clickthe Schedulebutton.•Thesoftwarewillrecalculatealltheearlyfinishdatesfromtheremainingdurationsandthe
newCurrentDataDate,takingintoaccounttherelationshipsandtheScheduleOptions.
14.7UpdateProjectThereisnoUpdateProjectfunctionasfoundintheWindowsClient.
14.8ComparingProgresswithBaselineTherewillnormallybechangestothescheduledatesandmoreoftenthannottherearedelays.ThefullextentofthechangeisnotapparentwithouthavingaBaselinebartocomparewiththeupdatedschedule.
TodisplayoneormoreoftheBaselineBarsintheBarChartyoumustopentheBarsformintheCustomizeGanttChartformandmodifyasrequired.
IfyouwanttoseetheStartandFinishDatevariances,theyareavailablebydisplayingtheVariance–BLStartDate,Variance–BLFinishDate,Variance–BL1StartDate,andVariance–BL1FinishDatecolumns.
Asdiscussedearlierinthischapter,whenaProjectBaselineoraPrimaryUser’sBaselinebarisdisplayedwithoutabaselinebeingsetandthe<CurrentProject>(whichisbasedonthePlannedDates)willbedisplayed.The<CurrentProject>/PlannedDatesofanin-progressprojectsarenotBaselinesandmayholdirrelevantdata.
14.9ProgressLineDisplayontheGanttChartAprogresslinedisplayshowfaraheadorbehindactivitiesareinrelationtotheBaseline.
EithertheProjectBaselineorthePrimaryUser’sBaselinemaybeusedandtherearefouroptions:
•DifferencebetweentheBaselineStartDateandActivityStartDate,•DifferencebetweentheBaselineFinishDateandActivityFinishDate,•ConnectingtheprogresspointsbasedontheActivity%Complete,•ConnectingtheprogresspointsbasedontheActivityRemainingDuration.
ThepicturebelowisusingtheoptionsinthepictureabovebutalltheactivitiesaresetasaPhysical%CompletebuttheWebtoolonlydisplaystheProgressonthebarsandActivity%CompleteonthebarsasintheWindowsClient.
14.10CorrectiveActionDateslippageoccurswhenanactivityisrescheduledtofinishlaterthanoriginallyplanned.Therearetwocoursesofactionavailable:
•Thefirstistoaccepttheslippage.Thisisrarelyacceptable,butitistheeasiestanswer.
•Thesecondistoexaminethescheduleandevaluatehowyoucouldimprovetheenddate.
Solutionstoreturntheprojecttoitsoriginalcompletiondatemustbeauthorizedbythepersonresponsiblefortheproject.
Suggestedsolutionstobringtheprojectbackontrackinclude:
•Reducingthedurationsofactivitieson,ornear,thecriticalpath.Whenactivitieshaveappliedresources,thismayincludeincreasingthenumberofresourcesworkingontheactivities.Changinglongeractivitiesisoftenmoreachievablethanchangingthelengthofshortdurationactivities.
•Providingmoreworktimeandchangingcalendars,sayfromafive-daytoasix-daycalendar,sothatactivitiesarebeingworkedonformoredaysperweek.
•Reducingtheprojectscopeanddeletingactivities.
•Changingactivityrelationshipssoactivitiestakeplaceconcurrently.ThismaybeachievedbyintroducingnegativelagstoFinish-to-Startrelationships,whichmaintainsaClosedNetwork.Anegativelagwillallowthesuccessoractivitytostartbeforethepredecessoriscomplete,whichisoftenwhathappensinreality.
•ReplacingFinish-to-StartrelationshipswithStart-to-Startrelationships.Activitiesarenowprogressinginparallelandthereforeatthesametime.Thishasthepotentialofcreatinganopennetworkasthepredecessoractivitymaynolongerhaveafinishsuccessorandanextensioninthedurationofthisactivitymaynotaffectthecriticalpath.TomaintainthecriticalpaththenthisoptionshouldbeavoidedoraFinish-to-Finishsuccessoraddedtocompleteaclosednetwork.
•Changingtheplanandthereforechangingthelogictoreducetheoveralllengthofthecriticalpath.
14.11CheckListforUpdatingaScheduleBeforeupdatingascheduleyoushouldcheckthefollowingitems:
•EnsureyouareshowingthetimefromtheAdminister,MyPreferences,DateFormatsectionandcheckthatallStartandFinishdatesandtimesarelogical.Youcanseethatthesetimesmakesensewhenyouareupdatingaproject.
•Checkthe%CompleteTypeforalltheactivities;theauthorrecommendsthatthisbesettoPhysical.
•ChecktheScheduler,Options.Thedefaultsareusuallygood,butifyouhavemultiplecalendarsyoushouldconsiderusingtheLongestPathoption.
•CheckthattheAdminister,ApplicationSettings,EarnedValuetabisNOTsettoPlannedvalueswithplanneddates,soyouwillnotreadthePlannedDatesfromaBaselineSchedule.
•AftercreatingaBaseline,ensurethatyouhavenotlefta<CurrentProject>astheProjectBaselineorPrimaryUser’sBaseline.
•EnsureallActualDatesareinthepastastheyareassigned.•TakeacompletecopyofyourscheduleincludingallBaselineprojectsafterupdateforclaim
analysisatalaterdate.
14.12Workshop12–ProgressingandBaselineComparison
BackgroundAttheendofthefirstweekyouhavetoupdatethescheduleandreportprogressandslippage.
Assignment1.Wearenowgoingtoupdatethescheduleattheendofthefirstweek.
2.EnsureyourOzBuildprojectisopenandyouhavetheWorkshop11BaselineComparisonviewapplied.
3.UpdatetheprojectactivitiesintheActivities,bottompaneGeneraltabwiththefollowing:NOTE:Greyhighlightedcellsmaynotbeedited.
4.F9toopentheScheduleProjectform:SelectApplyselecteddatadatetoallprojects,ChangetheCurrentDataDateto9-Dec-1308:00,thatwillbeMondaymorning,
OpentheSchedulerOptionsformbyclickingonthe OptionsiconandensureRetainedLogicisselected,andthenclosetheSchedulerOptionsform,
Clickonthe Schedulebuttontorescheduleandchecktheanswer
NOTE:ThelowerbaristheBaselineanddelaystoactivitiescreatedbythelateschedulingoftheCreateTechnicalSpecificationactivityisclearinthepictureabove.
5.OpentheGeneraltaboftheCreateTechnicalSpecificationactivityandchangethe%CompleteTypetoDuration,
6.SaveandscheduleandtheActivity%Completewillchangeto0%.Alinkisnowestablishedbetweenthe%CompleteandRemainingDurationandthereforethe%CompleteandRemainingDurationmaynotbeenteredindependentlyfromtheActivity%Complete.TheActivity%CompletevalueiszerobecausetheRemainingDurationisgreaterthanthePlannedDuration.
7.IfyouturnonShowneckingforthefirstbarintheCustomizeActivityViewformBarstabyouwillseetheneckingofthebarsoverthenon-workperiods.
8.Enter20%CompleteagainsttheCreateTechnicalSpecificationactivityintheGeneraltabandschedule.TheRemainingDurationwillreduceto4daysandyouwillnoticethelinkbetweentheActivity%CompleteandRemainingDuration.
9.Nowchangethe%CompletefortheCreateTechnicalSpecificationactivityto50%andSave.
10.Reschedule.
11.EnsureyouareshowingtheDurationSub-unitofHoursbyopeningtheAdminister,MyPreferences…TimeUnittabandcheckthesettingareasperbelow:
12.ThishasresultedintheRemainingDurationnolongerbeingexpressedinwholedaysandactivitieswhicharetwodayslong,forexampleActivityOZ1030,nowspanningthreedaysbecausetheystartandfinishatmidday.
13.ThesituationofhavingdurationsthatarenotrounddaysisoftennotdesirableandmaybepreventedbyusingPhysical%CompleteandenteringtheRemainingDurationinwholedays.
15ADMINISTERMENU
15.1AdministerMenuTheAdminmenuisavailableintheP6ProfessionalClient.WhentheWebisinstalledandtheP6OptionalClientisusedtheAdminmenuisnolongeravailableandalladministrationfunctionsmustbeaccessedthroughtheWebmodulewhenusingtheOptionalClient.
P6ProfessionalTheAdmincommandopenstheAdminform.DependingonhowPrimaverahasbeeninstalledandyouraccessrightsset,youmayormaynothaveaccesstosomeorallofthesemenus.
P6WebThewebAdministermenuiswheretheOptionalAdmincommandsarelocatedandtheseareallverysimilartotheProfessionalClient.
TheWebcommandswillnotbecoveredindetailinthisbookbuttheyoperateinexactlythesamewayastheWindowsProfessionalClient.
ThischapterwilllookatthefollowingtopicsundertheAdministermenu:
•MyCalendar
•MyPreferences,calledUserPreferencesintheProfessionalandOptionalClients•AdministerSettings
•EnterpriseData
•GlobalScheduleServices
•UserAccess
•UserInterfaceViews
•UserSessions
15.2MyCalendarWhenauserisalsocreatedasaresourceinadatabaseandhasaPersonalCalendarcreatedthentheusermayedittheirowncalendarinthisareatoreflecttheirpersonalavailabilityandmayaddtheirholidaysetc.intheircalendar.
Thisoptionworksinthesamewayaseditinganyothercalendar.
AresourcecalendarwillONLYbeusedtocalculateactivitydurationswhenanactivityisassignedanActivityTypeofResourceDependent.
15.3MyPreferencesSelectAdminister,MyPreferencestoopentheMyPreferencesform.Thisformisusedtosetupanumberofuserdefinedparameters,whichwilldeterminehowdataisdisplayed:
TheMyPreferencesformhasthreetabs:•Global–wheretheMyPreferencesoptionsthatcontrolhowdataiscalculatedareedited,•View–wheretheuserformatsmanyoftheirViews,allowingtheusertohideordisplay
dataand
•Password–wheretheuserchangestheirpassword.
15.3.1Global,GeneralTab
MaximumnumberorrowsdisplayedineachsectionandMaximumnumberofrowsdisplayedintreesandpicklistsrestricttheamountofdataavailableinlists.Anexampleofthistypeofrestrictionisdisplayedinthepicture.
Itisrecommendedthathighvaluesaresetheresoasnottohidedata.
Sende-mailtoresourcesuponaddingorremovingassignmentsandPromptbeforesendingemailareself-explanatory.CalculateperformanceandearnedvalueinformationbyCostsorLaborUnitsaffectsEVcalculationsandthisisaninterestingfeatureasthisallowsdifferentuserstoreportdifferentdataforthesameprojects.
15.3.2Global,General,TimeUnitsFormatTabTheDisplayTimeUnitsinsectionofthetabisusedtodefinetheUnitofTimeformatthatresourceinformationandresourceassignmentsaredisplayedwith,e.g.daysorhours.
TheDisplayDurationsFormatinsectionofthetabisusedtodefinetheUnitofTimeformatthatactivitydurationsaredisplayedwith,e.g.,daysorhours.
Thepicturetotherightshowstheauthor’srecommendedsettings.ItisbesttoshowboththeDurationsubunitsandlabelthenyouwillseeifyouhavedurationsthatarenotrounddays.
TheUnits/TimeFormatsectionoftheformenablestheMicrosoftProject-typeformattingoptionsofResource/TimeFormattoshowResourceutilizationasapercentage(50%)orasunitsperduration(4h/d).Thereforethereareseveraloptionshere;forexample,threepeopleassignedtoanactivitymaybedisplayedinmanyformatsincludingthefollowingwhichallcalculatethesamevalueofthreeresources:
•300%
•24h/d
•3d/d
•3h/h
15.3.3Global,ResourcesTab,ResourceStaffingAutomaticallysummarizeprojectafterassigningresourcesensuresthatsummarydatadisplayedinotherviewshasbeenrecalculatedbythesystem.
DisplayResourceAssignmentsUncheckingthesedoesnothidethesedataitemsintheProject,Activitiesbottomwindowbutwillhidethisdatainsomeotherviews.
DisplayNotebookUncheckingthesedoesnothidethesedataitemsintheProject,Activitiesbottomwindowbutwillhidethisdatainsomeotherviews.
DisplayStepsUncheckingthesedoesnothidethesedataitemsintheProject,Activitiesbottomwindowbutwillhidethisdatainsomeotherviews.
15.3.4Global,ResourcesTab,ResourceAssignmentsWhenaddingorremovingmultipleresourceassignmentsonactivitiessectionhastwooptions:
PreservetheUnits,Duration,andUnits/Timeforexistingassignments.Withthisoption,asResourcesareaddedordeletedthetotalnumberofhoursassignedtoanActivityincreasesordecreases.Thehoursassignedforeachresourcearecalculatedindependently.
RecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationType.Thetotalnumberofhoursassignedtoanactivitywillstayconstantas
secondandsubsequentresourcesareaddedorremovedfromanActivity,exceptwhentheActivityTypeisFixedDurationandUnits/Time.RecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationTypeissimilartomakinganactivityEffortDriveninMicrosoftProject.ThereisnosimilarfunctioninP3andSureTrak.
WiththeRecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationTypeoptionasyouassignorremoveresourcestoorfromanactivitythetotalnumberofhoursofworkstayconstantandtheworkisdividedamongstalltheresources.Thus,assigningresourceswillreducetheworkforeachresourceandeithertheactivitydurationwillreduceortheUnitsperTimePeriodforeachresourceassignmentwillreduce.ThiscalculationisdependentontheDurationType.TheauthorprefersasadefaultPreservetheUnits,Duration,andUnits/Timeforexistingassignments.Inthissituationeachresourceworkisindependentonotherresourcesassignedtoanactivity.
Whenassigningaresourcetoanexistingactivityassignment:Theoptionsallowausertodecide what Units/Time are assigned to a resource when a resource is assigned to anexistingassignment.
When a resource and role share an activity assignment: The options allow a user todecidewhatPrice/Unitisassignedtoaresourcewhenaresourceisassignedtoanexistingassignment.
Displaytherole limitbasedon:Primavera introducedRoleLimits inVersion6.0and thisenablesoptionsfordisplayingtheRoleLimitsinResourceProfiles.Arolemayhavebeendefineda limitofsix resourcesbutonlyhave fourPrimaryResourcesassigned.Thisoptionallowsyoutodecideifyouwishtodisplayalimitoffourbasedontheresourcesavailableorsixbasedonthelimitassignedtotherole.
NumberofavailableitemstosearchforRoles,Resources,andResourceCodesThissetsthelinesavailableintheOpenarequestforaresourceform,inthepicturetheoptionissetto2:
15.3.5Global,ProjectScoreTabTheseoptionsareusedforProjectandPortfolioreportingandareoutofscopeofthisbook.
15.3.6Global,PerformanceThresholdTabThissectionisusedtocustomizethedashboards:
15.3.7Global,CurrencyTabTheCurrencyOptionstabselectsthecurrencysymbolusedtodisplaycosts.
TheCurrenciesform,availablefromtheAdminister,EnterpriseData,Globalsectionmenuitem,isusedtodefinetheBaseCurrency.AllcostsarestoredintheBaseCurrencyandallotherCurrenciesarecalculatedvaluesusingtheBaseCurrencyvalueandconversionrate.
Itispossibletohavetwocurrencieswiththesamesymbolandifauserselectsadifferentcurrencythenallcostsdisplayedbytheuserwillbeconvertedtoadifferentvalue.Thisoptionmustbecarefullymonitoredandifyoudonotneedmultiplecurrenciesthenitissuggestedthatyoushoulddeleteallbutonecurrency,toavoidany
possibleproblems.Ifyouareusingmultiplecurrenciesthenmakesurethatallhaveadifferentsignsothereisnoconfusion.
15.3.8Global,DateFormatTabTheDateFormattabisself-explanatoryandisusedtoformatthedisplayofdatesandtime.NOTE:Itisnotpossibletohidetheyearandtherealwayshastobeadateseparator,thusleadingtowiderdatecolumnsthanotherwisecouldbeachieved.ItisalsonotpossibletodisplaythedaysincharacterssuchasMonorMondaywiththedate.
Thepicturetotherightshowstheauthor’srecommendedsettings.PeopleintheUSmaywishtousetheirlocalDateFormat.
TheauthorrecommendsthattheTimeshouldalwaysbedisplayedsoausermayseewhattimePrimaverahasselectedwhenassigningActualdates,Constraintdates,SuspendandResumedates.OftenPrimaveraselects00:00,whichismidnightonthemorningoftheselecteddate.TheauthorrecommendsthattheMonthnameshouldalwaysbedisplayedtoavoidconfusionbetweentheUSdateformatofmm/dd/yyandtheROW(RestofWorld)dateformatofdd/mm/yy.
15.3.9Global,IssuesTabThisiswhereauserspecifieswhichIssuestheyareinformedabout.
15.3.10ViewTabTheViewtabisusedtodisplayorhideP6windows:
15.3.11SettingaDefaultStartPageInP6R8.3itispossibletospecifythedefaultstartpagethatauserwillbepresentedwithuponlogginginby:
•Settingthedefaultstartpage;
•ThenselectingaP6sectionintheStartPagelistand;
•Ensuringthatthestartpageisthetop-mostpageselectedfordisplay.
Toaccessthisfeatureeither:
•GotoAdminister,MyPreferencesandselectViewtab;or•GotoAdministerandselectUserInterfaceViewsand•ClickontheContenttaboftheGeneralsection.
15.3.12PasswordTabTheUserPasswordtabisusedtochangetheuserpassword.
15.4ApplicationSettingsThisiswheresomedatabaseparametersarecreatedandedited:
15.4.1DataLimitsTheDataLimitstabspecifies:•Themaximumnumberoflevelsallowedinallhierarchicalcodestructures,
•ThemaximumnumberofActivityCodesperproject,
•ThemaximumnumberofBaselinesperproject,
•PrimaveraVersion6.0addedtheMaximumbaselinescopiedwithproject,whichislimitedto50.
15.4.2EarnedValueSeetheEarnedValuechapterintheProfessionalandOptionalClientbookformoreinformation.
ThistabsetstheWBSdefaultsforcalculatingEarnedValueandmaybechangedindividuallyforeachWBSandapplytoallactivitieswithineachWBSNode.
•TheTechniqueforcomputingperformancepercentcompleteselectstheformulaforcalculatingtheEarnedValue.
•TheTechniqueforcomputingEstimatetoComplete(ETC)selectstheformulaforcalculatingtheETC.TheETCisacalculatedfieldandisindependentoftheAtCompletionFieldsbutmaycontainthesamevalue.
EarnedvaluecalculationsselectssomeoptionsforcalculatingtheEarnedValueanddisplayingtheBaselineBar.ThePrimaveradefaultisusuallysettoPlannedValueswithPlannedDates.ThissettingshouldNEVERbeusedandpleasereadthewarningbelow.
ItisveryimportantthatusersreadthesectionsonPlannedDatesasleavingthesettingatPlannedValueswithPlannedDateswillresultintheriskthatallin-progressBaselinesmaydisplayirrelevantdatesasBaselinedates.
15.4.3General•CodeSeparatorsetsthedefaultseparatorfornewprojectWBSCodesandothercodes
suchasCostAccounts.TheCodeSeparatormayalsobesetforeachindividualprojectintheProjectWindow,Settingtab.
•StartingDayoftheWeeksetstheFirstdayofweekthatisshownonthetimescaleandtheleftcolumnofcalendars.
•ActivityDurationsetsthedefaultActivitydurationfornewactivities.•PasswordPolicy,introducedinVersion6.2,allowstherequirementforapasswordofa
minimumof8charactersincludingaletterandnumber.ThedefaultisusuallySundayandshouldbechangedtoaMonday,whichresultsinthecalendardayinthetimescalerepresentingaworkingday,whichisoftenalotmoreusefulthanthedateofanon-workdaydisplayed.
InP6R8.3thePasswordSecurityPolicyisenabledbydefault.
ToEnable/Disablethis:
•GotoAdminister,ApplicationSettingsandselectGeneral,•Enable/DisablethecheckboxtitledPasswordPolicy.
•IndustrySelectionallowstheselectionofanindustrytypewhichonlyaffectshowsomedatalabelsaredisplayedintheWindowsClient,seetheWindowClientbookformoredetails.
15.4.4IDLengthsTheIDLengthstabspecifiesthemaximumnumberofcharactersintheCodeIDfields,nottheCodeDescription.
15.4.5ServicesServicesallowpublicationandsummarizationtohappenautomatically.
15.4.6TimesheetsThisiswheresomeofthetimesheetrulesaresetbytheadministrator.
15.4.7TimePeriods
CheckingUseassignedcalendartospecifythenumberofworkhoursforeachtimeperiod(titledAllowuserstospecifythenumberofworkhoursforeachtimeperiodintheWindowsClient)enablesuserstoedittheHoursperTimePeriodineachcalendar.WhenthisisnotcheckedthentheHoursperTimePeriodvaluesinthisformareusedtoconvertfromonetimeperiodUnittoanotherforallcalendars,forexamplefromdaystohours.Therefore,a40hoursactivitywouldbealwayscalculatedas5dayswiththesettingdisplayedinthepictureaboveirrespectiveoftheactivitycalendarHours/Day.
Itisimportantthattheseconversionsareunderstood.PleaserefertotheDEFININGCALENDARSchapterformoredetails.ItisveryimportantwhenmultiplecalendarswithdifferenthoursperdayarebeingusedthatthischeckboxischeckedandtheusercorrectlysetstheHoursperTimePeriodineachcalendar.
TimePeriodAbbreviationsareusedtoindicatethedurationabbreviationseverywhereinthesoftwareforallusers.
15.5EnterpriseDataThisiswhereGlobalCodes,Calendarsandotherdatabasefieldsarecreatedandedited:
Thissectionofthesoftwareisnormallymanagedbythedatabaseadministerandtheintentionofthisbookistointroduceuserstothesefunctionssowhentheyareunabletouseafunctionthentheyareabletoasktheadministratorforaccesstospecificfunctions.
15.5.1UnderstandingUDFsandActivityCodesAUDFisaUserDefinedField.ThesemaybecreatedinadatabaseforanydatatablesuchasActivities,ResourcesandExpensesandthenvaluesassignedforeachactivity.TheyareusedtoholdadditionaldatathatmaynotbeheldbythestandardPrimaverafields.ThesearesimilartoMicrosoftProjectCustomFields.AUDFmaybecreatedforoneofthefollowingDataTypes:
•Text
•StartDate
•FinishDate
•Cost
•Number
•Integer
•Indicator,4graphicaliconsonly
ToassignaUDFtheappropriatecolumnisDisplayed.ThereforeanActivityDeadlineUDFisassignedfromtheProjects,ActivitiesviewbydisplayingtheDeadlineUDFcolumn,seetheexamplebelow:
AUDFmaybeassignedanyvalidvalueanditissimpletoentertwosimilarvalues,suchas“Bookshop”and“Bookshop”intoacolumnasUDFvaluesarenotdrawnfromalookuptable.Whenthishappensthesedonotfilterandsortproperly,whichisadisadvantageofUDFs.
AnActivityCodeorResourceCodeiscreatedinatableandhaveaValueandDescription.Thevalueisassignedtoanactivityandthedescriptionislookedupfromthetable.
AnactivityCodemustexistinthetablebeforeitisassignedbutmaybecreatedwhenassigningacode:
TheactivitycodemaybeusedtoGrouporFilteractivitiesandallowsahigherlevelofdisciplineandcontrolthanUDFs.
15.5.2Currencies
TheCurrenciesformopenedfromtheAdminister,EnterpriseData,Globalsectionmenuitemisusedtodefinesystemcurrencies.Currencyfieldsare:
•CurrencyID•CurrencyName•CurrencySymbol•ExchangeRateTomaketheBasecurrencyintoyourcountry’scurrencyyouwillneedtoedittheCurrencyIDandCurrencySymbolasthefirstcurrencyispermanentlychecked.
Itispossibletohavetwocurrencieswiththesamesymbolandifauserselectsadifferentcurrencythenallcostsdisplayedbytheuserwillbeconvertedtoadifferentvalue.Thisoptionmustbecarefullymonitoredandifyoudonotneedmultiplecurrenciesthenitissuggestedthatyoushoulddeleteallbutonecurrency,toavoidanypossibleproblems.Ifyouareusingmultiplecurrenciesthenmakesurethatallhaveadifferentsignsothereisnoconfusion.
15.5.3FinancialPeriods
ThisiswheretheFinancialPeriodsassociatedwithStoringPeriodPerformancearecreated.
FordetailsonthisfunctionseethesectiononStorePeriodPerformanceintheEarnedValuechapterintheProfessionalClientbook.
FinancialPeriodshavetobeusedwhenitisimportanttohavedatathatreflectshowmuchworkwascompletedorcostsspentineachperiodandnotjustaveragedovertheperiodstodate.PerioddataisoftenusedtocreateS-Curves.
15.5.4GlobalCalendarsThesewerecoveredintheDEFININGCALENDARSchapter.
15.5.5Locations
Thisiswherethelocationtableisedited.
15.5.6OverheadCodes
ThisiswheretheOverheadCodesthatmaybeusedwithtimesheets.
15.5.7TimesheetPeriods
ThisiswhereTimesheetPeriodsarecreated,
15.5.8ProjectsThisiswherethefollowingtablesaremanaged:
•BaselineTypes UsedtoidentifyBaselines.
•FundingSources Usedtoidentifyprojectfundingsources
•NotebookTopics TopicunderwhichNotebookTopicsarecreated.
•ProjectCalendars CoveredintheDEFININGCALENDARSchapter.
•ProjectUDFs UserDefinedFieldsmayholdspecificdataaboutaproject.
•WBSCategories UsedtoGroupandSortWBSNodes
•WBSUDFs UserDefinedFieldsmayholdspecificdataaboutaWBSNode.
15.5.9Activities
Thisiswherethefollowingtablesaremanaged:
•ActivityCodes–EPS
ActivitiesCodescreatedhereareonlyavailabletoprojectsunderthespecifiedEPSNode.ThisfunctionallowsActivityCodesthatareonlysuitableforcertainprojecttypestoonlybeavailabletothoseprojects.ForexampleRailProjectsmayallbekeptunderaRailwayEPSNodeandallrailwayEPSActivityCodessuchasBallast,OverheadWiresandSwitchesetc.wouldbemadeasEPSCodes.
•ActivityCodes–Global
ActivitiesCodescreatedhereareavailabletoallprojects.
•ActivityCodes–Project
ActivitiesCodescreatedhereareONLYavailabletotheprojecttheyarecreatedfor.
•ActivityUDFs ToassignaUDFtheappropriateActivityColumnisDisplayed.
ActivitiesmaybeFilteredorGroupedbyaUDF.
DatamaybeimportedfromExcelintoaUDF.
•CostAccounts
CostaccountsarenormallycreatedandassignedtoResourceand/orExpenseassignmentssocostsofaspecifictypemaybeaddeduptocreateAccountingBudget.
ThisareaiswhereCostsAccountsaremanaged.
NormallyadefaultCostsaccountisassignedtoaResourceandthenwhenaresourceisassignedtoanactivitytheResourceAssignmentadoptsthedefaultCostsAccountassignedtotheResource.InPrimaverathedefaultCostsAccountisassignedtotheProjectandallResourceAssignmentsadoptsthedefaultCostAccountwhichmakestheCostsAccountfieldinP6lessusefulaseveryRecourseassignmentwillhavetobeeditedifthedefaultisnotvalid.
•ExpenseCategories
ExpenseCategoriesaremanagedhere.ThesecategoriesmaybeassignedtoExpensesandallowExpensetobesummedupbyaCategory.ThisfunctionmaybeusedtosetafinancialbudgetsbyexportingthetotalcostperExpenseCategorytoafinancialmanagementsoftwarepackage.
•StepTemplates
AnactivitymaybebrokenintoStepsallowingprogresstobemeasuredagainstanactivityinameasurableway.Stepsforadocumentcouldbeforexample:
•Start–10%
•FirstDraft–40%
•InternalReview–30%
•Complete–20%
AStepTemplateallowsforStepstobeassignedtoactivitiesquicklyandaremanagedhere.
•StepUDFs AStepUDFmaybecreatedforStepsandvalues,textordatesmaybeassignedtotheStepUDF.
15.5.10Resources
AssignmentUDFsTheseareUDFsthatmaybeassignedtoaResourceAssignment.IfyouwishtomakeanoteofwhythisresourcehasbeenassignedtoanactivityandyoumaychoosetouseanAssignmentUDF.
RateTypesPrimaverahasfiveresourceratestypesandtheResourceRateTypesformenablesyoutorenamethetitlesoftherates.Youmayhave,forexample,ratesfor:
•Standardrate
•Internalconsulting,
•Externalconsulting,
ResourceCalendarsThesewerecoveredintheDEFININGCALENDARSChapter.
ResourceCodesResourcesmaybeassignedResourceCodesandmaybeusedtorecordinformationaboutaresourcethatmaybetakenfromapicklistsuchastheoffice,employmenttype(fullorparttime),gender(MaleorFemale)etc.
ResourceCurvesResourceCurvesenableanon-linearassignmentofresourcestoschedulesinthesamewayasP3andMicrosoftProject.Theseareoftenusedonlongactivitieswherethereisnotarequirementforalinearassignmentofresources.
ResourcecurvesareassignedintheCurvecolumnintheAssignmentstaboftheActivitieslowerpane.
ResourceUDFs
ResourcesmaybeassignedResourceUDFstorecordpersonaldetailsthatarenotsuitedtousingResourceCodessuchasaddress,nextofkinnameetc.
UnitsofMeasure
Thesearecreatedhereandareusedinconjunctionwithmaterialresources,butnorExpenses.
15.5.11Risks
ThefollowingRiskcodesaresetuphere:
•RiskCategories•RiskScoringMatrices•RiskThresholds•RiskUDFs
15.5.12Issues
ThefollowingIssuescodesaresetuphere:
•IssuesCodes•IssuesUDFs
15.5.13Documents
ThefollowingDocumentscodesaresetuphere:
•DocumentCategories•DocumentStatuses•DocumentUDFs
15.6GlobalScheduleServicesAGlobalScheduleServicemaybescheduledtoberunbytheadministratorhere.
Version8.4nowallowsthestatusofservicestobereviewedintheEPS,EnterpriseProjectStructure,Actionsmenu,ViewServiceStatus….
15.7UserAccessThisiswhereusersarecreatedandassignedaccesstothesoftwareandprojects:
15.7.1UsersTheUsersformisusedtoaddanddeletesystemusers.Theinformationmayberecorded
suchasthePersonalName(theperson’sname),LoginName,telephonenumber,emailaddressandtheUsersAssociatedResource.
•ProjectAccesstab-thisiswheretheUserisassignedtooneormoreOBSNodesandmayonlyaccessProjectsassociatedwiththoseOBSNodes.ThelevelofuseraccesstoprojectscontrolledbythedesignatedSecurityProfile.
•ModuleAccesstab-thisiswhereapersonisassignedalicense.Alicenseneedstobeassignedbeforethepersonmayoperatethesystem.
•UsersareassignedaResponsibleMangerwhoapprovestimesheets.•Version8.4allowstheoptionofassigningmultipleResponsibleManagerstoaResource.
ThisallowsaresourcetohaveadifferentResponsibleManagefordifferentprojects.
15.7.2OBSTheOBS–OrganizationalBreakdownStructureisanEnterprisehierarchicalstructurethatisintendedtorepresentthecompany’sOBS.
TheOBSfunctionisthesecuritygatewayanddoesnothavetomirroryourcompany’sOBS.AnystructurethatenablesyoutoassignuseraccesstoprojectsisusuallysatisfactoryandsomecompaniesjustduplicatetheirEPSastheOBSand
useaprojectcodefortheOBS.
•AusermaybeassignedtoprojectsornodesintheEPSortoaWBSNode.
•AuserassignedanEPSisnormallyresponsibleforallprojectsassociatedwithallelementsoftheEPS.
•TheOBSmayalsobeusedtoassignaccessbyindividualpeopletoprojectsandWBSNodes.
•AresourceassignedtoanOBSNodeisassignedtheDefaultProjectSecurityProfile.InVersion8.4theSecurityProfileofmultipleResourcesassignedtoaOBSNodemaybechangedatthesametimebyselectingmultipleResourcesandthenassigningthenewSecurityProfile.
15.7.3GlobalSecurityProfilesGlobalProfilemaybeestablishedinthisform.GlobalProfilesarecreatedand/oreditedtoenableaccesstospecificEnterprisefunctionsandareassignedtousers.
15.7.4ProjectSecurityProfilesProjectProfilesarecreatedand/oreditedtoenableaccesstospecificProjectfunctions.AProjectProfileisassignedtoauserwhentheyareassignedtooneormoreOrganizationBreakdownStructureNodes.AdifferentProjectProfilemaybeassignedtoeachuserforeachOBSNode,allowingaUserdifferentaccessrightstodifferentprojects.ProjectsandEPSNodesmayonlybeassignedtooneOBSNode.
ItiscriticalthattheSecurityProfilesbecarefullyevaluatedandeachpersonassignedanappropriatelevel.
NooneexcepttheAdministrator/sshouldbeabletodeletecriticaldatasuchasprojectandEPSNodes.
UserInterfaceViews
AUserInterfaceViewdictateswhatscreensausermayaccessaftertheyhaveloggedintoP6.Thisareaallowsanadministratortodesigntheseviews.
DoubleclickingonanexistingUserInterfaceViewwillopenuptheView,Detailsformwheretheviewisdesigned.
TheUserInterfaceViewisassignedtotheUserintheAdminister,UserAccess,Usersform:
15.7.5CopyUserViewswhenCopyingaUserInP6R8.3whenacurrentuseriscopied,theuser-levelviewsandmulti-userviewsarecopiedtoo.
Toaccesstheviews:
•GotoAdminister,UserAccessandthenselectUserstocopyanuserandcreateanew
one;
•Todisplaytheviewsthatwerecopiedalongwiththeuser,gototheViewlistontheEPS,ActivitiesorResourceAssignmentswindow.
15.8UserSessions
Thisallowstheidentificationofalluserswhoareusingthesystem.
15.9MiscellaneousDefaults
15.9.1DefaultProjectThereisnoDefaultProjectasintheWindowsClientandyoushouldreadthesectionintheSchedulingOptions–GeneralTabtounderstandthewaymultipleopenedprojectscalculateintheWeb.
16CREATINGROLESANDRESOURCESTraditionally,planningandschedulingsoftwaredefinesaResourceassomethingorsomeonethatisrequiredtocompletetheactivityandsometimeshaslimitedavailability.Thisincludespeopleorgroupsofpeople,materials,equipmentandmoney.
PrimaveraisabletoassignUnitRates,aCalendar,oneormoreRoles,aUserandsomepersonalinformationtoaResource.PrimaverahasafunctiontitledRoles.ARoleisnormallyusedattheplanningstageofaprojectandrepresentsaskillorposition.Later,andbeforetheactivitybegins,aRolewouldbefilledbyassigningaspecificindividualwhowouldbedefinedasaResource.RolesmaybeassignedtobothResourcesandActivities.AsearchbyRolemaybeconductedonalltheResourceswhenitisrequiredtoreplaceanActivity-AssignedRolewithanindividualfromtheResourcepool.PrimaveraallowsratestobeassignedtoRoles.
TherearelargenumbersofresourcefunctionsavailableinPrimavera.Withoutgettingintotoomuchdetail,thispublicationwilloutlinetheimportantresource-relatedfunctionsthatwillenableyoutocreateandassignRolesandResourcestoyourschedules.
ThischapterwillconcentrateonResourcesandRoles.ThefollowingstepsshouldbefollowedtocreateanduseresourcesinaPrimaveraschedule:
•CreatetheResourcesintheResourceManagement,Resourcestab,•CreatetheRoles,ifrequired,intheResourceManagement,Rolestab,•AssignResourcestoRoles,
•ManipulatetheResourceCalendarsifresourceshavespecialtimingrequirements.
ThefollowingcommandsareusedwhenmanagingRoles,ResourcesandTeams.
Topic MenuCommandCreatingResources OpentheResources,Administration,Resourcestab.
CreatingRoles OpentheResources,Administration,Rolestab.
CreatingResourceTeams
OpentheResources,Administration,ResourceTeamstab.
CreatingRolesTeams
OpentheResources,Administration,RoleTeamstab.
EditingResourceCalendars
SelectAdminister,EnterpriseData,Resources,ResourceCalendarstoopentheOpentheResources,Administration,Resourcestab.Calendarform.
ResourceGlobalDatamaybeeditedusingthe:
•Administer,EnterpriseDataor•ByselectingtheResources,EnterpriseResourceDatamenu:
16.1UnderstandingResourcesandRolesTherearetypicallytwomethodsofusingtheResourcefunctionforresourceplanning:
•IndividualResources,and
•GroupResources
16.1.1IndividualResourcesTheseresourcesareindividualpeoplewhoareoftenresponsibleforcompletingtheactivityortasksassociatedwithactivitiestowhichtheyhavebeenassigned.TheyareidentifiedbytheirnameinP6andcouldalsobeauser.
Thisistypicallyworkundertakeninanofficeenvironment,suchasanITdevelopmentproject,wheretimesheetsareoftencompletedbythepeopleundertakingtheworkandthetimesheetsystemisdirectlylinkedtotheschedulingsystem.
Inthissituation,theupdatingofActivitiesthatarein-progressiscompletedbythepersonassignedasaResourcetoanActivity,oftenviathetimesheetsystem,andtheschedulerhasareviewfunctionintheprojectupdating.
16.1.2GroupResourcesTheseresourcesrepresentgroupsofpeople,suchastradesordisciplinesonaconstructionsite.Verylargeprojectsgangsorcrews,whichwouldbemadeupofequipmentandanumberofdifferenttrades,couldalsobeconsidered.Thepersonresponsiblefortheworkisnotaresourceassignedtoanactivityandindividualpeopledoingtheworkwillnotbeassigningtheirtimesheetsdirectlytoactivitiesintheschedule.
Also,inthisenvironmenttheschedulernormallyupdatestheactivitiesandtheresources.Inthissituationitisrecommendedthataminimumnumberofresourcesbeassignedtoactivities.Thisisbecauseeveryresourceaddedtotheschedulewillneedtobeupdatedandasmoreresourcesareadded,thescheduler’sworkloadwillincrease.
Resourceminimizationsimplifiesascheduleandmakesiteasiertomanagelargeschedules.Thisisachievedbynotclutteringtheschedulewithresourcesthatareinplentifulsupplyorareoflittleimportance,andbygroupingtradesordisciplinesintocrewsandgangsonlargeprojects.
WhenGroupResourcesareusedtheRolefunctiontendstobecomeredundantbutcouldbeusedtoplanthecontractortypeortheactualcontractortobeusedontheproject.
16.1.3InputandOutputResourcesWhenyoucreateyourresources,youmayalsoconsiderthemwithinthecontextofthefollowingheadings:
•InputResources–Theseresourcesarerequiredtocompletetheworkandrepresenttheprojectcosts:
Individualpeoplebyname.
Groupsofpeoplebytrade,discipline,orskill.
Individualequipmentormachinerybyname.
Groupsofequipmentormachinerybytype.
GroupsofresourcessuchasCrews,Gangs,orTeamsmadeupofequipmentandmachinery.
Materials.
Money.
•OutputResources–Thesecouldbetheprojectdeliverablesoroutcomesandcouldhaveadirectrelationshiptotheprojectincome:
Specificationscompleted.
Brickslaid.
Tons/Tonnesofmaterialloadedwithanexcavator.
Linesofcodewritten.
Testscompleted.
Thistypeofresourceisoftenusedintheminingenvironmentwheretheoutputintons/tonnesorvolumeisscheduledand/orleveled.
TheanalysisofanddifferencebetweentheInputandtheOutputresources’valueandtimingmaybeusedtorepresenttheCashFlow,CashPositionandProjectProfit(orloss).
ThetypeofcontractthattheworkisbeingconductedunderwouldoftendetermineiftheclientismoreinterestedintheInputorOutputResources.
16.1.4UnderstandingRolesAnevaluationatprojectorenterpriselevelinordertounderstandthelongtermdemandforresourcesmaybemadebyacombinationofRolesforlongtermplanningandResourcesforshorttermplanning.
RolesareassignedtoactivitiesforlongtermplanningandResourcesrepresentindividualpeopleareassignedtorolesforshorttermplanningandwouldrepresentactivityassignment.
•Thelight(green)areatotherightofthehistogrambelowshowstheunsatisfieddemandof
therolestitledUnstaffedUnits,•Thesatisfieddemandfromtheassignedresourcesinthedarkarea(blue)aretotheleftand
aretitledStaffedRemainingUnits.•Thedark(red)areaabovethehorizontal(red)lineshowsOverloadedUnitswherethere
arenotsufficientrolesorresourcesavailabletocompletealltheplannedwork.
Ifyouareaconstructioncontractorandnotassigningworktoindividualpeoplethenyoumayconsiderusingresourcesonlyastheyhavemorefunctionsthanroles.
16.1.5UnderstandingResourceTeamsandRoleTeamsATeamisagroupingofResourcesorRolesthatmaybeusedforreportingandresourceloadinganalysis.
TeamsmaynotbeusedforassigningresourcesandtherearetwotypesofTeams:
•GlobalTeams–availabletoallusers.•UserTeams–availabletoonlytheuserwhocreatedtheteam.TeamsarecreatedintheResources,Administration,ResourceTeamstabandRoleTeamstab.Theseareverysimpletocreateandwillnotbecoveredindetail.
16.2CreatingRolesToview,create,edit,ordeleteaRole,opentheResources,Administration,Rolestab:
TheRoleWindowhasatopandbottompane:•Thebottompaneisopenedbyclickingonatabatthebottomand
•Closedbyclickingonthe MinimizeDetailsbutton:
RolesmayhaveahierarchicalstructureinasimilarwaytoaWBSorEPSandare:
•Createdusingthe Addor AddSiblingicons,
•Deletedusingthe Deleteicon,
•Movedaroundinthehierarchicalstructureusingthe Moveicons
AsummaryRolemaybeusedaseither:
•PlaceholdertogroupRolesofasimilartype,suchasalldesignersmaybeplacedunderaDesignRole,buttheDesignRolemayneverbeassignedagainstanactivity,or
•Arolethatmaybeassignedtoactivities.
TheotherToolbariconshavesimilarfunctionstootherToolbarsandwillnotbecoveredhere.
EachRolewhenitiscreatedisassigneda:
•RoleID,auniquecodeusedtoassigntheRoletoanActivity,and•RoleName,thenameoftheSkillorTrade.
16.2.1DescriptionTabAroledescriptionmaybeenteredhereasinthepictureabove.
16.2.2ResourcesTab
IntheResourcestab:•EachRolemaybeassignedtooneormoreResources.
•TheResourceisassignedbydefaultaProficiencyof“3–Skilled”whichmaythenbechangedtoanyoftheoptionsshowninthelist.
•TheResourcemaybeassignedaPrimaryRolewhichwouldrepresentthetaskorjobtheywouldnormallybeassigned.
ThePrimaryRolealsolinkstoRoleavailabilitywhentheoptionintheAdminister,MyPreferences,Global,General,TimeUnitsFormatTab,DisplaytheRoleLimitbasedonissettoCalculateprimaryresources’limit.
16.2.3PricesTabUpto5rates(thesamenumberofratesasresources)maybeassignedtoroleswhichmaybeusedforestimatingandcashflowforecastingofprojectsbeforetheactualresourcecompletingtheworkisassignedtotheactivity.Differentratesmayberequiredfordifferent
clientssuchasinternalprojectratesandratesfordifferenttypesofexternalclients.
•ClickonthePricestabtoedittheRolePrice/Unit.•TheRoleRateTypedescriptionisadoptedfromtheResourceRateTypesetinthe
Administer,EnterpriseData,Resources,RateTypestab.•Differentratesmayberequiredfordifferentclientssuchasinternalprojectratesandrates
fordifferenttypesofexternalclients.
•ThedefaultrateforaprojectisselectedwhenaprojectiscreatedandmaybechangedintheProjectsWindow,EPStab,SelectProjectPreferences,Defaultstab,NewAssignments,RateTypedropdownbox.
Fiveresourceandroleratesmaynotbesufficientwhenacompanyhasanumberofclients.Therearesomeoptionswhichincludecreatinganewsetofresourcesfor
eachproject,oranewdatabaseforeachproject,ornotselectingtheoptionoflinkingcostsandunits.
Roleratesmaynotbevariedovertimeorleveled.
16.2.4LimitsTab
Thistablesetthelimitsforthenumberofrolesthatareavailableforassignment.
ThiswillnotstopyoufromassigningRolesbutwillindicateoverloadinhistogramsandtables.
TheAdminister,MyPreferences,Global,Resources,ResourceAssignments,DisplaytherolelimitbasedonsectionspecifiesforeachuserifthislimitisusedorifthenumberofResourcesassignedtoaRoleisusedtocalculatetheRoleLimit.
Thusdifferentusersmaydisplaydifferentvaluesinreportswhentheyselectdifferentoptionsintheformabove.
16.2.5RoleTeamsTabThisiswhereaRolemaybeassignedtoateamforreportingpurposes:
16.3CreatingResourcesandtheResourcesWindowOpentheResources,Administration,Resourcestabtoview,create,edit,ordeleteresources:
ResourceswouldnormallyhaveahierarchicalstructureinasimilarwaytoaWBSorEPSandare:
•Createdusingthe Addor AddSiblingicons,
•Deletedusingthe Deleteicon,
•Movedaroundinthehierarchicalstructureusingthe Moveicons
TheResourceWindowhasatopandbottompane:•Thebottompaneisopenedbyclickingonatabatthebottomand
•Closedbyclickingonthe MinimizeDetailsbutton:AsummaryResourcemaybeusedaseither:
•PlaceholderorheadingwhichisusedtogroupResourcesofasimilartype,suchasdesignersandthesemaybeplacedundera“Design”resource,buttheDesignresourceneverassignedtoanactivity,or
•AResourcethatmaybeassignedtoactivitiesandtheResourcescreatedundertheparentresource,theparentresourcethencouldrepresenttheirsupervisor.
16.3.1ResourcesGeneralTab
Thefieldsinthistabaremostlyself-explanatory:
•TheResourceIDhastobeuniquewithinadatabaseand•AResourceNameismandatory.
ResourceTypesTherearethreetypesofResources:
•Labor,intendedforpeople,•Nonlabor,intendedforequipmentusedtoperformprojectwork,•Material,intendedformaterials/supplies.
MaterialResourcesMaybeleveledandhavethefollowingdifferencesfromotherresources:
•TheymaybeassignedaUnitsofMeasure,whichiscreatedinAdminister,EnterpriseData,Global,Resources,UnitsofMeasuretab.
LaborandNonlaborresourcesaremeasuredinunitsoftimesuchashoursordaysanddependoneachuser’sindividualUserPreference,thereforebecarefulasdifferentusersmaydisplaydifferentresultsforthesamedata.
•TheymaynotbeassignedaRole.
•TheymaynotlogOvertime.Materialresourcesdonotdisplayunits(quantities)inanActivitiesWindowcolumn,aswithmanyotherproductslikeP3,SureTrak,andAstaPowerproject.Thesevaluesmaybedisplayedinotherviewsandinreports.
•TheEmployeeID,E-MailAddress,TitleandOfficePhoneareoptional,and
•WhentheActiveboxisunchecked,theResourceisinactiveandindicatesthattheresourceisnotavailable.WhenassigningResourcestoActivitiesthereisafiltertodisplayonlyactiveResources.Aresourcewouldbemadeinactivewhenhe/shehaslefttheprojectteambutisassignedtoactivitieswithactuals.
16.3.2ResourceTeamTabThisiswhereresourcesareassignedtoteamsandtheTeamfunctionisusedforreporting:
16.3.3ResourcesRolesTabThisiswhereaResourceisassignedtooneormoreRolesandtheRolesfunctionisusedforreporting:
•AResourcemaybeassignedmorethanoneRole,andtheirProficiencyfortheRole,issetinthistab.
•WhenmultipleRolesareassigned,oneisassignedasthePrimaryRole.
16.3.4ResourcesCodesTab
ResourceCodesareassignedtoResourcesandtheseallowadditionalfacilitiestogroup,sortandreportresourcesandtorecordinformationsuchaspersonaldetailsorofficelocation.
•ResourceCodesmaybedefinedintheResourceCodeDefinitionform,whichisopenedbyselectingAdminister,EnterpriseData,Resources,ResourceCodessection.
•TheyareassignedfromtheSelectResourceCodeformbyclickingonthe AssignResourceCodeicon.
•ResourceCodesmaythenbeselectedinaViewtosortandgroupResources.
16.3.5ResourcesUnitsandPricesTab
EffectiveDateandRatesEachResourcemayhaveuptofiverates(Price/Unit)andtheseratesmaybevariedovertime.
•TheEffectiveDaterepresentsachangeinRateoravailabilityatthatpointintime.•ThecolumntitlesofPrice/Unit1toPrice/Unit5mayhavetheirdescriptionseditedinthe
Administer,EnterpriseData,Resources,ResourceRateTypessection.ThesetitlesaresharedwithRoles.
•Whenarateisaddedtheeffectivedateisthedatefromwhichtherateisapplied.
ShiftsResourceShiftsareusedinconjunctionwithlevelingandshouldnotbeassignedunlesstheyarebeingused.ResourceShiftsarecoveredintheLevelingchapteroftheProfessionalandOptionalClientbook.
16.3.6ResourcesSettingsTab
CalendarTheResourceisassignedaGlobalorResourceCalendarinthisform.•ASharedCalendarmaybecreatedandassignedtomorethanoneResource.Thistopicis
coveredinmoredetailinthenextsectionofthischapter.
•APersonalCalendarforaresourceasoutlinedintheDEFININGCALENDARSchapter.TheResourcecalendarisusedtodisplaytheresourcelimitsirrespectiveofthecalendarassignedtoanactivity.
DefaultUnits/Time
TheDefaultUnits/Timeisthevaluethataresourceadoptswhenitisfirstassignedtoanactivity.InasimilarwaytoMicrosoftProject,theUnitsperTimePeriodmaybedisplayedasaPercentageorinUnits/Time.•SelectAdminister,MyPreferences,TimeUnits,Unit/Timesectiontabandselectthe
preferreddisplayfromtheUnits/TimeFormatsection:
Forexampleyoumayhaveafleetof12trucksandyouusuallyassignfourtruckstoeachloader.InthissituationyouwouldassigntheDefaultUnits/Timeas400%,or4d/d,32h/dor4h/hifthetrucksareworking8hoursperday.
OvertimeALaborResourcemaybeallowedtorecordOvertimeinthePrimaveratimesheetsystemwhentheOvertimeboxischeckedandthecostsderivedfromtheUnitRatesaremultipliedbytheOvertimeFactor.
ResourceandActivityAutoComputeActualsWhenthisoptionischecked,PrimaveracalculatestheActualUnitsbysubtractingtheRemainingUnitsfromthePlannedUnitswhentheApplyActualsfunctionisselected.Thisshouldbeswitchedoffifyouareusingtimesheets.
TheoptionmayONLYbeswitchedonoroffagainstaresourceintheResourcesSettingstabandifchangedintheResourcesSettingstabitwillaffectallresourceassignmentsforallprojectsforthisresource.
TheActivityAutoComputeActualsfieldmaybedisplayedasacolumnintheActivitiesWindow.Whenthisoptionischecked,allResourcesassignedtotheactivityAutoComputeActualsirrespectiveofhowtheyarecheckedintheResourcesWindow:
CurrencyAnalternateCurrencymaybeassociatedwitharesource.ThiswillnotaffecthowtheResourceUnitRatescostsareenteredbutprovidesafurthertaggingmechanismforsortingandreporting.Thecostsarestoredinthedefaultcurrencybutaredisplayedusingtheconversionrateinthecurrencyselectedfortheresource.
CalculateCostsfromUnitsWiththisoptionchecked,thecostsforaresourcearecalculatedfromtheResourceUnit/Timewhenaresourceisassignedtoanactivity.Whenunchecked,thecostsremainatzerowhenaresourceisassignedtoanactivity.ThiswascalledCostUnitsLinkedinearlierversionsofP6.
Whenaresourcehasbeenassignedtoanactivity,thereisaResourceAssignmentfieldavailableintheAssignmentstaboftheActivitiesWindowtitledCalculateCostsfromUnits.ThisischeckedtomatchtheCalculateCostsfromUnitsfieldintheResourcesWindow.TheActivitiesWindowfieldtitledCalculateCostsfromUnitsisnotlinkedtotheCalculateCostsfromUnitsfieldintheResourcesWindowandonlyadoptsthesettingwhenaresourceisassignedtoanActivity.
16.3.7NotesTabNotesmaybeaddedherebuttherearenoNotebookstopicsavailabletoResources.
16.4Workshop13–AddingResourcestotheDatabase
BackgroundThisworkshopwillonlyuseResourcesandthesemustnowbeaddedtothedatabase.
Wehaveupdatedourcurrentproject,butweneedaprojectthathasnotbeenupdatedforthenexttaskofassigningresources.Therefore,wewillhavetorestoretheBaselineschedulesavedpriortoupdatingthecurrentscheduletoprovideanunprogressedscheduleforthisexercise.
NOTE:Ifyouareworkinginadatabasewithotherpeoplecompletingthisworkshoptheneachperson’sResourceIDwillhavetobeunique,saybyaddingyourinitialsattheendofeachResourceID.Atrainingcourseleaderordatabaseadministratorshouldadvisehere.
Assignment1.SelectProject,Activities,Actions,DefineBaselines…andremoveallprojectBaselines
bysettingtheBaselinestothe<CurrentProject>.2.NOTE:BaselineBarswillnowdisplaythePlannedDatesandtheseshouldnotbe
displayed.
3.Clickonyouprojectandrestoretheprojectusingthe RestoreaBaselineicon.4.GototheProjects,EPSwheretherestoredbaselinefilewillbevisible.5.RenametherestoredBaselineprojectBidforFacilityExtension–ResourcedSchedule
andchangetheProjectIDtoOZB-R.NOTE:UserssharingadatabasewillneedtouseuniqueProjectIDs.
6.SaveyourchangesandopenONLYtherestoredBidforFacilityExtension–ResourcedScheduleproject.
7.OpentheMyPreferencesform,settheResourcesandTimeUnitstabasperthefollowing.Continued…
8.NowopentheResource,Administration,Resourcestab.9.FormatthecolumnsintheResourcesWindowasinthefollowingpicture.10.Addtheresourcesinthepicturebelowusingthe Addresourceor Addchild
icons:NOTES:Ifyouareworkinginadatabasewithotherpeoplewhencompletingthisworkshopthenyour
administratorshouldhavecreatedaResourceNodeforyoutocreateyourresourcesunder.
Eachperson’sResourceIDwillhavetobeunique,saybyaddingyourinitialsattheendofeachResourceID.
TheUnitsofMeasuremaynotbeavailableinyourdatabase,so:EitheradditinAdminister,EnterpriseData,Global,Resources,UnitsofMeasuretab,or
Ifyouhaveaccess,ordonotassignaUnitofMeasure.
11.Youmayneedtousethearrowsonthe Moveiconstomovetheresourcestothecorrectindentlocation.
12.EnsurethattheresourceEffectiveDateintheUnits&Pricestabissetto2December2013orearlierotherwisetheResourcewillbedelayedbeyondthisdatewhenlevelingtheresources.
13.UsetheResourcedefaultPrice/UnitintheUnits&Pricestabasperthetablebelow,whichisnormallyPrice/Unit1orStandardRate:
NOTES:YouwillneedtosavetheresourcesbeforeyoumayaddtheUnitRates.Youshould
useyourdatabasecurrency.
ProjectManager 120.00/h
SystemsEngineer 90.00/h
ProjectSupport 80.00/h
PurchasingOfficer 70.00/h
ClericalSupport 50.00/h
ReportBinding 100.00/Each
14.SettheDefaultUnits/Timeto8hoursperdayforalltheresources.15.SetthecalendarforallresourcestobeaGlobal5-DayWorkweek,with8hoursperday,
yourcalendarmaybecalledaStandard5Day/Weekorsimilar.
16.CheckCalculateCostsfromunitsandAutoComputeActualsforeachresource.
17ASSIGNINGROLES,RESOURCESANDEXPENSES
17.1UnderstandingResourcesDuringtheplanningstage,RolesmaybeassignedtoActivitiestogainanunderstandingofthelong-termresourcedemandandtheyarelaterreplacedbyaResourcewhenitisknownwhowillbeundertakingthework.IfyouarenotusingnamedresourcesthenyoushouldconsidernotusingRoles,asResourceshavemorefunctionalitythanRoles.AResourcemaybeassigned:
•DirectlytoanActivity,or
•ToaRolewhichhasbeenassignedtoanActivity.
Therearethreetypesofresources,Labor,NonlaborandMaterial,asdiscussedinthepreviouschapter.ALaborResourcehasadditionalfunctionalityincludingOvertime,ResourceCalendars,ShiftsanduserdefinedAutocostrules.TheLaborandNonlaborresourcesaresimilartotheMicrosoftProjectWorkResources.AMaterialresourceissimilartoMicrosoftProjectMaterialResources,butmaynothavetheunitsdisplayedinActivitiesWindowcolumns.
PrimaveraalsohasafunctiontitledExpenses,wherecostsmaybeassignedtoactivitieswithoutresourcesandmaybeassignedaquantityandthedefaultquantityisone.ThisfunctionissimilartotheCostResourcefunctioninMicrosoftProject.Astheprojectprogresses,ActualandToCompleteUnitsandCostsmaybeassignedtoExpensesinthesamewayasresources.ExpenseunitsmaynothavetheunitsdisplayedinActivitiesWindowcolumns,maynotbeassignedResourceCurves,butmayhavecostsassignedbeforetheactivityhasstarted,mayhaveRemainingCostswhentheactivityiscomplete,andmaybeassignedtoMilestones.
Thefollowingarethemorecommonlyusedfunctions:
Topic MenuCommands
•SetUnits/TimeFormatandResourceAssignments
SelectAdminister,MyPreferencestoopentheMyPreferencesformandselecttheTimeUnitsFormattabandResourcestab.
•SetDefaultDurationTypeandDefaultActivityType
SetthesedefaultsintheProjectPreferencesformbyselectingProjects,EPS,selectyourproject,SetProjectPreferences…,Defaultstab.
•AssignaRoletoanActivity
SelecttheAssignmentstabintheProjects,Activitydetailsformandclickonthe AssignRoleicononthetoolbartoopentheSelectRolesform.
•Toassigna
ResourcetoaRolethathasbeenassignedtoanactivity
SelecttheRoletobeassignedaResourcefromtheAssignmentstabandclicktheResourceNamefieldtheSelectResourceformandViewbyAssignedResource.
•ToassignaResourcetoanactivitywithoutaRole
SelecttheActivitytobeassignedtheResourceandclicktheiconontheAssigntoolbartoopentheSelectResourceform.
•ToassignRequestResourcesforanactivitywithaRoleassignment
SelecttheRoletobeassignedaRequestedResourcefromtheAssignmentstabandclickthe RequestResourcesicontheSelectResourceformandopentheOpenarequestforaresourceform.
17.2UnderstandingResourceCalculationsandTerminologyAResourcehasthreeprincipalcomponentsafterithasbeenassignedtoanActivity:
•Quantity,intermsofWorkinhoursordaysorMaterialquantitiesrequiredtocompletetheactivity,whicharereferredtoasUnitsbyPrimavera,
•TheResourceUnitRateistermedPrice/UnitinPrimavera,and•Cost,whichiscalculatedfromtheResourceUnitRatexUnits.
EachResourceandExpensehasthesamefourfieldsforCostsandUnits,whichare:•Planned,
•Remaining,
•Actualand
•AtCompletion.
TherelationshipamongthesefieldschangesdependingonwhethertheactivityisNotStarted,In-ProgressorComplete.
•WhenanactivityisNotStartedandthe%Completeiszerothen:
PlannedisnormallylinkedtoRemainingandAtCompletionandthereforeachangetoonewillchangetheothertwoandtheywillalwaysbeequal,and
Actualwillbezero.•WhentheactivityismarkedStartedandwouldnormallybeIn-Progressandthe%
Completeisbetween0.1%and99.9%then:
PlannedbecomesunlinkedfromRemainingandAtCompletion,thusallowingprogressandtheAtCompletionvaluetobecomparedtothePlannedvalue(ofthecurrentproject),oraBaselinePlannedvalueoraBaselineAtCompletionvalue,and
AtCompletion=Actual+RemainingandhavealinktotheUnit%Complete,whereachangeinvaluetoonewillresultinachangetotheothervalues.
•WhentheactivityisCompleteandtheUnits%Completeis100%then:
Remainingissettozero,andAtCompletion=Actual.
ThePlannedvaluesforCostsandUnitsarelinkedtotheAtCompletionvaluesuntil:
•AnActivityhasbeenmarkedasStartedorhasa%Complete,or
•TheLinkplannedandatcompletionfornotstartedactivitiesintheProjectWindowCalculationstabisunchecked,seethefollowingpicture:
InP3onewouldoftenunlinkBudget(Planned)andAtCompletionwhenaprojecthasbeenapprovedandare-estimateisrequiredwhilemaintainingtheBudget.
ThisfunctioninP6alsounlinksthePlannedDurationfromtheAtCompletionDurationforun-startedactivitieswhichaddsanothercomplicationthatshouldbeavoided.
ThecomparisonofthecurrentAtCompletionCostsisnormallymadewiththeBaselineprojectAtCompletionvalues.ThereforetheBudgetvalueinthecurrentscheduleiseffectivelyaredundantvalueandprobablyshouldnotbedisplayed.
SomepeopleconsiderthePlannedValueintheCurrentScheduletorepresenttheEstimatedValueofwork,orpossiblythevalueofunapprovedscopechangesandwhenaBaselineissetthePlannedValueorAtCompletionValueintheBaselineschedule.
17.3ProjectPreferencesForm,ResourceDefaultsPreferencesanddefaults(whichmaybechangedforeachresourceassignment)thataffecthowallresourcesinaprojectarecalculatedaresetintheProjectPreferencesformandpertaintoallactivitiesandresources.
TheDefaultstabintheProjectsPreferenceshassomeoptionsthatmustbeunderstood.
17.3.1RateTypeTherearefiveResourceRatesavailableinPrimavera.Oneratemaybesetasaprojectdefault.Afterassignmenttoanactivity,theResourceRatemaybechangedusingtheRateTypefieldintheAssignmentstaboftheActivitiesWindow.
17.3.2ResourcescanbeassignedtothesameactivitymorethanonceCheckingtheResourcescanbeassignedtothesameactivitymorethanonceboxenablesaresourcetobeassignedtoanactivitymorethanonce.Thisisusefulifitisrequiredtoassignaresourceatthebeginningofanactivityandlaterattheendofanactivitywithalag.
Forexample,onemaywanttoassignacraneonthefirstdayoftheactivitytoassistinerectingandonthelastdaytoassistindismantling.Thischeckboxneedstobecheckedforaresourcetobeassignedtwicetoanactivity.
TheWebClientdoesnotallowtheassignmentofaresourcelag,butresourcesmaybesetuphereforuseintheWindowsClient.
17.3.3UnderstandingResourceOptiontoDriveActivityDatesByDefaultAresourcehasthefollowingfields:
•PlannedDuration.Thedurationthataresourceisworking,•Start.Thedatetheresourcestartswork,and•Finish.ThisdateiscalculatedbytheadditionoftheActivityStartDate+thePlanned
Duration.
WhentheDriveActivityDatesoptionisswitchedoffitispossibleforaresourcetocalculateoutsidetheactivityduration.Inthefollowingexampletheactivitiesare5dayslongandtheresourcesassignedtoeachactivityareworkingfor10days.Thishasresultedintheresourcebeingoverloaded.TheResourcesacknowledgetheactivityStartdatebutnottheFinishDate.
TheWindowsClientscreenshotsareclearer:
NowtheDriveActivityDatesoptionhasbeencheckedagainsteachactivity,theactivitiesarenow10dayslong,andtheresourceisnotoverloaded.
TheClientscreenshotsareclearer:
ItisrecommendedthattheDriveactivitydatesbydefaultboxisalwayschecked,thusResourceswillbeassignedasDriveActivityDatesandthisensuresthatallworkiscontainedwithinthedurationofanactivity.TheActivityStartiscontrolledbytheActivityCalendar,thereforewhenanactivityisResourceDrivenitisimportanttosetanActivityCalendarthatwillallowtheresourcetostartworkwhenitisrequiredtostart.Thusifthereisamorningshiftstartingat4:00am,theActivityCalendarshouldstartat4:00amorearlier.InscheduleswithcomplexresourcecalendarsyoumaywishtoconsiderplacingalltheResourceDrivenactivitiesona24x7calendarandthenallresourceworkwillbecontrolledbytheresourcecalendars.
17.3.4Price/UnitThisrateisalsousedtocalculatetheresourcecostswhenanactivityisnotassignedrolesorresourcesbutisassignedaquantityintheActivitieslowerpane,Generaltab.•LaborUnitsenteredinthePlannedLaborUnits:
•LaborCostcalculatedinthePlannedLaborCost:
TheotherfunctionsinthistabaffecttheupdatingofresourcedactivitiesandarecoveredintheUPDATINGARESOURCEDSCHEDULEchapter.
ThisisknowninWindowsClientasthePrice/UnitforactivitieswithoutresourceorrolePrice/Units.
17.3.5ActivityTypeTherearefiveActivityTypesthatmaybesetasadefaultintheDefaultstabintheProjectsPreferenceschangedintheGeneraltabintheActivitiesWindow:
ActivityType Notes
TaskDependent
ActivitiesassignedasTaskDependentacknowledgetheirActivityCalendarwhenschedulingandtheFinishDateiscalculatedfromtheActivityCalendar.Resourcesignoretheirowncalendarsforcalculationpurposes
ThisActivityTypeisusedtoindicatethecommencementofaPhase,Stage,or
StartMilestone
amajoreventinaproject.
•IthasonlyaStartDateandnoDuration,
•TheFinishDateissettobethesameastheStartDateandnotblankasintheP6WindowsClient.
•ItmayonlyhaveStartConstraintsassigned.•Itmaynothavetime-dependentresourcesassignedbutmayhave:
AnOwnerassignedfromthelistofuserstoindicatewhoisresponsiblefortheactivity.“Owner,”thenewactivityfieldinPrimaveraVersion6.0,enablesauserwhoisNOTaresourcetobeassignedresponsibilityforanactivity.
APrimaryResourceassignedfromtheActivitiesWindow,GeneraltabwhomayupdatetheMilestone,butnoeffortisassignedorrecorded.
FinishMilestone
ThisActivityTypeisusedtoindicatethecompletionofaPhase,Stage,oramajoreventinaproject.
•IthasonlyaFinishDateandnoDuration.
•TheStartDateissettobethesameastheFinishDateandnotblankasintheP6WindowsClient.
•ItmayonlyhaveFinishConstraintsassigned.•Itmaynothavetime-dependentresourcesassignedbutmayhave:
AnOwnerassignedfromthelistofuserstoindicatewhoisresponsiblefortheactivity.“Owner,”thenewactivityfieldinPrimaveraVersion6.0,enablesauserwhoisNOTaresourcetobeassignedresponsibilityforanactivity.
APrimaryResourceassignedfromtheActivitiesWindow,GeneraltabwhomayupdatetheMilestone,butnoeffortmaybeassignedorrecorded.
ResourceDependent
ActivitiesassignedasResourceDependentacknowledgetheirResourceCalendarwhenbeingscheduled.ThisissimilartoanIndependentActivityTypeinP3andSureTrakandtheresourcesworkindependentlyanddonothavetobeavailableatthesametime.
TheActivityFinishDateiscalculatedbasedonthelongestResourceDurationwhentheresourceoptionofDriveActivityDatesischeckedagainsttheresourceassignment.
Theactivitystartdatecalculatedontheactivitycalendar,nottheresourcecalendar,maydelaythestartofanactivitywhentheresourcecalendarhaslongerworkinghoursthantheactivitycalendar.
ThisActivityTypespansotherActivities.ThereforetheStartDate,FinishDate,
LevelofEffort(LOE)
andDurationsmaychangeasthestartorfinishdateofactivitiesthatitisdependentuponchangeduringschedulingorupdating.
LOEActivityTypeissimilartoaHammockinP3andSureTrak,butmorerelationshipsmaycontroltheStartandFinishDates.ThereisnoequivalentinMicrosoftProject.ALevelofEffortactivitydoesnothavetheAstaPowerprojectHammockoptiontodisplaytheactivitiesitspansbelowtheLOEactivity.
Thistypeofactivitydoesnotcreateacriticalpathirrespectiveofthefloatcalculationsthataredisplayed.
TheStartDatemaybecontrolledbythefollowingrelationships:
•Finish-to-Startpredecessors
•Start-to-Startpredecessors
TheFinishDatemaybecontrolledbythefollowingrelationships:
•Finish-to-Finishpredecessors
•Start-to-Finishpredecessors
ResourcesassignedtoaLevelofEffortactivityarenotconsideredincalculationswhenascheduleisLeveled.LevelofEffortactivitiesmaynotbeassignedaConstraint.ThepicturebelowshowsthreedifferentwaysaLOEactivitymaycalculateandthetwoTaskDependentactivitiesareheldinplacebyconstraints
NOTE:DonotschedulewithaLOEactivityunlessithasrelationships.IfyoudoscheduleitwillcalculatetoazerodurationandbemarkedasCompleteontheDataDate.YouwillthenhavetomarkitasnotstartedintheActivitiesWindow,GeneraltabandassignadurationsoyoucanseeitontheGanttChart.
ThenewPrimaveraVersion5.0WBSSummaryActivityisanactivitythatspansthedurationofallactivitieswhichareassignedexactlythesameWBSCodeand,unlikeaLevelofEffortActivity,donothaveanypredecessorsorsuccessors.
WBSSummaryActivity
ThereforeaWBSactivitywillchangedurationwheneithertheearlieststartorlatestfinishofactivitiesthatitspansischanged.Thismayhappenastheprojectprogressesandactivitiesdonotmeettheiroriginalscheduleddates,orthedurationofanactivityischanged,orlogicischanged,orthescheduleisleveled.
ThisfunctioncalculatestheWBSActivityDurationinthesamewayasWBSactivitiesinP3orSureTrak,orTopicactivitiesinSureTrak.ItissimilartothewaySummaryactivitydurationsarecalculatedinMicrosoftProject,excepttheactivitiesdonotneedtobedemotedbelowthedetailedactivitiesasinMicrosoftProject.
WBSactivitiesmaybeusedfor:
•ReportingatsummarylevelbyfilteringonWBSactivities,
•EnteringestimatedcostsatsummarylevelforproducingcashflowtableswhilethedetailedactivitiesareusedforcalculatingtheoveralldurationfortheWBSandday-to-daymanagementoftheproject,and
•Recordingcostsandhoursatsummarylevelwhenisitnotdesirableorpracticaltorecordatactivitylevel,especiallywhenthedetailedactivitiesareliabletochange.
ItdoesnotmatterhowactivitiesareGroupedastheyalwaysspanactivitieswiththesameWBSCode.
17.3.6DurationTypeTheDurationTypebecomeseffectiveafteraresourcehasbeenassignedtoanactivity.TheDurationTypeforallnewactivitiesissetinintheProjectPreferencesformbyselectingProjects,EPS,selectyourproject,SetProjectPreferences…,Defaultstab:
TheDurationTypeforeachnewactivitymaybechangedintheActivitiesWindow,GeneraltaborbydisplayingtheDurationTypecolumn:
TheDurationTypedetermineswhichofthefollowingvariableschangewhenoneoftheothersischangedintheequation:
•ResourceUnits=ResourceUnitsperTimePeriodxDuration
Forexample,a40-houractivitywith2peopleworking8hoursperdaywilltake20hoursor2.5days:
•40hoursofwork=2peopleperhourx20hours
Whenanactivityisin-progressthisequationismodifiedto:
•RemainingResourceUnits=ResourceUnitsperTimeperiodxRemainingDuration
PrimaverahasfouroptionsforDurationType,MicrosoftProjecthasthreeoptions,andP3andSureTrakhavetwooptions(whicharealoteasiertounderstand).
ThePrimaveraterminologythatdescribesthewaythesoftwaretreatstherelationshipbetweenDurations,ResourceUnitsandResourceUnits/TimePeriodisdifferentfromMicrosoftProject,P3,andSureTrak.Primaverahasmoreoptionsthanalltheotherproductsandthisgivestheproductmoreflexibility.Thefollowingtableshouldclarifytheseoptions:
PurposeoftheDurationTypes
DurationType Purpose
Option1ThisoptionisusedwhentheDurationofanactivityshouldnotchangewhenResourcesareaddedorremovedorUnits/Timechanged.
Forexample,whenthetimetocompleteanactivityisfixed,theresourcesmaybemanipulateduntilasatisfactoryresourceloadingisestablishedwithouttheactivitydurationchanging.
•FixedDuration&Units
Option2AchangetotheDurationwillchangetheUnits/Time;however,theUnitswillremainconstant.
Ifonepersonisassignedtoanactivityfor8hoursperdayandtheactivityisdoubledinduration,therewillbenowbeonepersonworkingontheactivityfor4hoursperdayandtheactivitywillrequirethesamenumberofhourstocomplete.
IMPORTANTPOINT:TheEstimateatCompletionWILLNOTchangewhentheactivitydurationischangedandthenumberofresourcesWILLchange.
•FixedDuration&Units/Time
ThisDurationTypedisablestheMyPreferences,CalculationstaboptionRecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationType.Option1ThisoptionisusedwhentheDurationofanactivityshouldnotchangewhenResourcesareaddedorremovedorUnits/Timechanged.
Forexample,whenthetimetocompleteanactivityisfixed,theresourcesmaybemanipulateduntilasatisfactoryresourceloadingisestablishedwithouttheactivitydurationchanging.
Option2AchangeintheDurationwillchangetheUnits;however,theUnits/Timewillremainconstant.
Forexample,whentherearetwopeopleassignedtoanactivityandtheactivityisincreasedinduration,therewillstillbetwopeopleworkingbutforalongerperiodoftime.
IMPORTANTPOINT:TheEstimateatCompletionWILLchangewhentheactivitydurationischangedandthenumberofresourcesWILLNOTchange.
•FixedUnits
Thisoptionisusedwhentheamountofworkrequiredtofinishanactivityisconstant.
Forexample,ifthereare8,000brickstobelaidandabricklayerisabletolay100bricksperhour,thereare80hoursofworkforonebricklayer,40hoursfor2bricklayersand20hoursfor4bricklayers.ChangingtheDurationortheUnits/Timewillnotchangethenumberofhoursrequiredtocompletetheactivity.
•FixedUnits/Time
Thisoptionisusedwhenthesamenumberofpeoplearerequiredtocompleteanactivityirrespectiveoftheactivityduration.
Forexample,ifamachinerequirestwopeopletooperateitandthereforea
ResourceisassignedtotheActivityat200%,changingeithertheUnitsortheDurationwillnotchangetheUnits/Timeandtherewillalwaysbetwopeopleoperatingthemachine.
ThedurationofbothFixedUnitsandFixedUnits/TimeactivitieswillchangeiftheresourceUnits/TimePeriodorRemainingUnitsarechanged.Itistheauthor’spreferencetouse:
•FixedDuration&Unitswhentheestimateatcompletionmustnotchange,and•FixedDuration&Units/Timewhenthecrewsizemustremainconstant.
Thefollowingtabledisplayswhathappenstotherelationshipineachofthefouroptionswhenonevariableischangedand
•TheMyPreferences,CalculationstaboptionPreservetheUnits,Duration,andUnits/Timeforexistingassignmentsisselected:
DurationType
LaborUnitsChangeinGeneralTab
ActivityDurationChange
ResourceUnitsChange
Units/TimePeriodChange
AddorRemoveResources
FixedUnits/Time
DurationChange
UnitsChange
DurationChange
DurationChange
ActivityUnitsChange,ResourceUnitsConstant,DurationConstant
FixedDuration&Units/Time
Units/TimeChange
UnitsChange
Units/TimeChange
UnitsChange
ActivityUnitsChange,ResourceUnitsConstant,DurationConstant
FixedUnits
DurationChange
Units/TimeChange
DurationChange
DurationChange
ActivityUnitsChange,ResourceUnitsConstant,DurationConstant
FixedDuration&Units
Units/TimeChange
Units/TimeChange
Units/TimeChange
UnitsChange
ActivityUnitsChange,ResourceUnitsConstant,DurationConstant
Thefollowingtabledisplayswhathappenstotherelationshipineachofthefouroptionswhenonevariableischangedand
•TheMyPreferences,CalculationstaboptionRecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationTypeisselected:
LaborUnits Activity Resource Units/Time
DurationType
ChangeinGeneralTab
DurationChange
UnitsChange
PeriodChange
AddorRemoveResources
FixedUnits/Time
DurationChange
UnitsChange
DurationChange
DurationChange
ActivityUnitsConstant,ResourceUnitsChange,DurationChange
FixedDuration&Units/Time
Units/TimeChange
UnitsChange
Units/TimeChange
UnitsChange
ActivityUnitsChange,ResourceUnitsConstant,DurationConstant
FixedUnits
DurationChange
Units/TimeChange
DurationChange
DurationChange
ActivityUnitsConstant,ResourceUnitsChange,DurationChange
FixedDuration&Units
Units/TimeChange
Units/TimeChange
Units/TimeChange
UnitsChange
ActivityUnitsConstant,ResourceUnitsChange,DurationConstant
•Bolddescriptionsintherightcolumninthetableindicatethedifferencesfromtheuppertable.
•TheMyPreferences,CalculationstaboptionPreservetheUnits,Duration,andUnits/TimeforexistingassignmentswillnotfreezetheActivityUnitswhentheDurationTypeofFixedUnitsisselected.
17.4MyPreferencesApplicabletoAssigningResourcesSelectAdminister,MyPreferencestoopentheMyPreferencesform:
17.4.1Units/TimeFormatTheUnits/TimeFormatenablesMicrosoftProject-styleformattingofResource/TimeFormatshowingResourceutilizationasapercentageorasunitsperduration.
17.4.2ResourceAssignmentsThistabhastwoResourceAssignmentoptions:
•PreservetheUnits,Duration,andUnits/Timeforexistingassignments.Withthisoption,asResourcesareaddedordeletedthetotalnumberofhoursassignedtoanactivityincreasesordecreases.EachResource’shoursarecalculatedindependently.
•RecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationType.Thetotalnumberofhoursassignedtoanactivitywillstayconstantassecondandsubsequentresourcesareaddedorremovedfromanactivity.
NOTE:ThisfunctiondoesnotworkwhentheActivityTypeisFixedDurationandUnits/Time.
TheRecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationTypefunctionissimilartotheMicrosoftProjectEffortDrivenfunction.PreservetheUnits,Duration,andUnits/TimeforexistingassignmentsfunctionissimilartotheMicrosoftProjectNonEffortDrivenfunction.ThereisnosimilarfunctioninP3andSureTrak.
ItisrecommendedthatPreservetheUnits,Duration,andUnits/Timeforexistingassignmentsbeusedasadefaultaseachindividualresourceassignmentdoesnotchangeasresourcesareaddedorremovedfromanactivity.
17.4.3ResourceAssignmentsTheResourceAssignmentsoptionisself-explanatoryandshouldbeconsideredcarefullywhenresourcesandroleshavedifferentrates.IfitisnotunderstoodandsetincorrectlytheresourcemayendupwiththeincorrectunitratewhenassignedtoaRoleorexistingResource.
Whentwousershavedifferentsettingsthismayresultinaschedulehavingtwodifferentratesforthesameresource.
17.5ActivitiesWindowResourceInformation
17.5.1DetailsGeneralFormThisformhasasectiontitledLaborUnitsattherightsideasseeninthefollowingpicture.Thedropdownmenuenablesyoutoselectwhichdataistobedisplayedinthissectionoftheform.
Thereisalinkbetweentheentriesinthisformandthevaluesthatareassignedtoresources:
•ThevaluesinthisformarethesumofthevaluesassignedtoResourcesandRoles.
•Whenthesevaluesareedited,theywillchangethevaluesassignedtoResourcesandRoles.
ItispossibletoenteraLaborUnitvalueintheActivities,Generaltabandnotassignaresource.WhenaresourceisassignedtheresourcewilladoptthisvaluefromtheGeneraltab.ThisrateissetintheDefaultstabintheProjectsPreferencesform.
17.6AssigningandRemovingRolesToassignaRoletoanactivity:
•SelecttheoneormoreactivitytobeassignedtheRole,either
Clickonthe AssignRolesiconontheToolbar,orWhenonlyoneactivityhasbeenselectedclickonthe AssignRolesiconintheAssignmentstab,
•TheSelectRolesformwillopen:
•UsetheViewRolesBy:menutoselecthowtheRolesareorganized,•Clickonthe AssignicontoassigntheRolestotheactivities.
Atthispoint,theRoleshoursandcostsmaybeeditedasrequired.ToremoveaRole:
•SelecttheRole,and
•Clickonthe icon.
17.7AssigningandRemovingResourcesResourcesmaybeassigneddirectlyto:
•AnactivitythathasanAssignedRole,or
•AnActivitywithoutaRole.
17.7.1AssigningaResourcetoanAssignedRole
ToassignaResourcetoaRoleassignedtoanactivity:
•SelecttheactivitytobeassignedaResource,
•SelecttheRoletobeassignedaResourcefromtheAssignmentstab,•ClickintheResourceNamefieldintheAssignmentstab,•Thiswillcreatea OpenDropDownBoxiconintheResourcesfield,clickonthe
icontoopentheSelectResourceform,•UsetheViewResourcesby:dropdownboxandselectingAssignedRolewilldisplayonly
theresourcesthatareassignedtherole,
•SelecttherequiredresourceandclickOK:
Version8.4hasadditionalsearchingfunctionswhenassigningresourcesasperthepicturebelow:
17.7.2AssigningaResourcetoanActivityWithoutaRoleToassignaResourcetoanactivity:
•SelecttheactivitytobeassignedtheResource,
•Clickonthe AssignResourceicontoopentheSelectResourceform,•UsetheViewResourcesby:dropdownboxtoselectwhichresourceyouwishtoassign,•Clickonthe Assignicontoassigntheresource.
17.7.3RemovingaResourceorRoleBeforeyouremoveaResourceorRolefromanactivitythathasmorethanoneresourceassignedtoit,youmustbeawareofyourResourceAssignmentpreferences.ThesepreferencesdetermineifthetotalnumberofUnitsassignedtotheactivity(orwork)willbereducedorremainconstantasresourcesaredeleted.
Toremovearesource,selectoneormoreResourcesinthebottompaneResourcetabandeither:
•StriketheDelkey,or•Clickonthe DeleteiconontheAssignmenttoolbaratthebottomofthescreen,notthe
atthetopofthescreenwhichwilldeleteanactivity,
•YouwillbepresentedtheconfirmationboxbelowaseachresourceisremovedandclickYes:
Whenthelastresource(s)is(are)removedtherewillbethesamemessage:
•Ifyouselect Yesthentheresourcewillbedeleted,•ButtheresourceUnitsvaluesintheActivitiesWindow,Generaltabwillbeleftatthe
samevalueasbeforeyoudeletedthelastresource.
•YouwillnotreceivetheoptionfoundintheWindowsClienttoResetlaborunitstozeroandyouwillhaveunitsActivitiesWindow,GeneraltabandcostsagainsttheactivitywillbecalculatedfromthevalueenteredinthePrice/Unitfield.
•YouwillnowhavetodeletetheunitsfromtheActivities,Generaltabanddeletetheunitsifyouarenotgoingtoassignmoreresourcestothisactivity.
AtthispointyouwillhaveUnitsandpossiblyCostsassignedtoanactivitythatmaybeseenintheActivitiesWindow,Generaltabwithoutanyassignedresources,whichmaynotbedesirable.WhenyouassignaresourcetoanactivityinthisconditiontheresourcewilladopttheUnitsvaluefromtheActivitiesWindow,Generaltab,ignoringtheDefaultUnits/TimePeriodsetintheResourceWindow,butnormallycalculatetheresourcevaluefromtheresourceRate.
17.7.4AssigningaResourcetoanActivityMoreThanOnceTheoptionintheDefaultstabintheProjectsPreferencesundertheNewAssignmentsheadingenablesaresourcetobeassignedmorethanoncetoanactivity.
AresourcecouldbeassignedtoworkatthestartofanactivityandtheninconjunctionwithResourceLagworkagainattheendofanactivity.
Forexampleyoumayneedacraneonthefirstdayofanactivitytoliftupsomeformworkandonthelastdaytoremovetheformwork.
ThismaybeachievedintheWindowsClientbuttheWebdoesnothavetheoptiontoassignalagtoaresourceassignmentsothistypeofresourcemodelingmaynotbeachievedintheWeb
17.7.5SelectingMultipleItemsinAssignDialogForms
P6R8.3providestheabilitytoassignmultipleresources,roles,predecessorsandsuccessorsatthesametime.
Todothis:
•GototheActivitieswindowintheProjectssection,•OpenanAssignformbyclickingononeoftheiconslocatedonthetoolbarofthe
appropriatetabie..AssignmentstabintheActivityDetailswindowwillhave whilePredecessors/Successorswillhave ;
•SelectseveralitemsbypressingCtrl+ClickorShift+Clicktoselectarange;•Clickonthe buttontoassignallofthemtoanactivitysimultaneously.
ThisfeaturewillnotworkfromtheResourceAssignmentswindowortheResourcePlanningwindow.
17.8RequestResourcesARequestResourceisarequestforaresourceandinsummarycalledDemandResourcesintheProfessionalversion:
•AresourceorRoleisrequestedbythe RequestResourcesfunctionintheActivitieswindow,Assignmenttab.
•ThisResourceRequestmaybeviewedbythemanagerinaDashboard:
•Themanagerthenassignsaresourcefromthedashboard.
17.9ResourceandActivityDurationCalculationandResourceLags
17.9.1ActivityDurationAnactivityPlannedDuration(oractivityRemainingDurationofanIn-Progressactivity)isadoptedfromthelongestResourceDuration(orResourceRemainingDurationofanIn-Progressactivity)whenmorethanoneresourcehasbeenassignedtoanactivity.
InasituationwheremorethanoneResourcehasbeenassignedtoanactivitywithdifferentUnitsand/orUnits/Time,theResourcesmayhavedifferentdurations.
InthefollowingexampletheActivityDurationis10days,whichiscalculatedfromProjectSupportresourcePlannedDurationof10days:
ThisiscalculatedinasimilarwaytoP3andSureTrakwhenallResourcesaresettoDriving.
17.9.2ResourceLag–WindowsClientOnlyIntheWindowsClientaResourcemaybeassignedaLag,thedurationfromthestartoftheactivitytothepointatwhichtheResourcecommenceswork.
InthefollowingexampletheActivityDurationis20days,whichiscalculatedfromtheProjectSupportresourceOriginal(Planned)Lagof10daysplustheresourceOriginal(Planned)Durationof10days:
IntheWebitisnotpossibletoaccesstheResourceLagfield,butifwhenlagisassignedtoaresourceintheWindowsClientthentheincreaseddurationwillbeseenintheWebbuttheuserwillhavenoideafromwheretheincreaseddurationhasbeenderived.
Thepicturebelowdisplaysaresourcewitha10daydurationandtheactivitywitha20dayduration.
17.10Resource,PlanningWindowTheResource,PlanningwindowisoutofthescopeofthisbookbutitallowshighlevelresourceplanningbyallowingresourcesorrolestobeassignedatWBSNodelevel:
17.11ExpensesExpensesareintendedtobeusedforoneoffnon-resourcetypecostsandcouldinclude:
•Purchaseofofficeequipmenttosetupaprojectoffice,
•Travelcosts,
•Paymentforaconsultant’sreport,
•Insurancecosts,and
•Trainingcourses.
ExpensesmaybecreatedusingtheExpensestabofanactivity.
AnExpenseItemhasthefollowingfields:
•CostsandUnitsaremainlyself-explanatory.Thefollowinginformationisentered:PlannedUnits,ActualUnits,RemainingUnitsandAtCompletionUnits–thequantityoftheExpenseitem.WhenanExpenseiscreateditissetadefaultvalueof1.Ifsettozerothenthecostsaresettozeroandcostsmaynownotbeentered.Price/Unit–thecostperExpenseitem,
ThePlannedCosts,ActualCosts,RemainingCostandAtCompletionfieldsarecalculatedfromtheUnitsandPrice/Unit.
CheckAutoComputeActualstoallowthesoftwaretocalculatetheActualandRemainingCostsandUnits(quantities)basedontheRemainingDuration,whenApplyActualsisused,
AccrualType–thisenablesyoutoselectifthecostsareaccruedorcashflowedatthebeginning,end,oruniformlyoverthedurationoftheactivity.
•FieldsCreatedinAdminister,EnterpriseDataExpenseCategory–SelecttheExpenseCategory.CostAccount–SelectaCostAccountshouldyouwishtoseeorreportthecostsagainstaCostAccount.
•Otherfields
Vendor–Afreeformfieldtoenterthevendororsuppliername.DocumentNumber–AfreeformfieldtoenterthedocumentnumberthatcouldrepresentthePurchaseOrder,Contract,orInvoiceNumber.
UnitsofMeasure–thisisafreefromfieldwhereyoucantypeinformation.ItdoesnotreadfromtheMaterialResourceUnitsofMeasurelist.Description,PlannedUnitsandPlannedCostsintheWebaretheBudgetedUnitsandBudgetedCostsintheWindowsClientforsomeIndustryversions.
17.12SuggestedSetupforCreatingaResourcedScheduleTheorderthattopicsareintroducedinthischapterisalsoasatisfactoryorderofactionsthatshouldbeconsideredwhenpreparingtoassignresourcestoactivities.
Thesimplestcalculationoptionsshouldbeusedasadefault,andmorecomplexoptionsconsideredonlywhenthereisaspecificschedulingrequirement.
Thetablefollowinglistsprocessesandsuggestedoptionsthatcouldbeconsideredwhencreatingaresourcedschedule.Itisimportanttosetalltheparametersbeforetheactivitiesareaddedotherwisealotoftimeiswastedchangingparametersonanumberofactivities.Thesearenotintendedtosuiteveryprojectbutareastartingpointforlessexperiencedusers.
Step SuggestedSettings
•SettheUnits/TimeformatbyselectingAdminister,MyPreferencestoopentheMyPreferencesformandselecttheTimeUnitsFormatsection.
Thereisachoiceofpercentage(50%)orunits/duration(4h/d).Thisshouldbesetonpersonalpreference.Theauthorprefers(4h/d)asthisreducestyping.
•SettheResourceAssignmentsoptionbyselectingAdminister,MyPreferencestoopentheMyPreferencesformandselecttheResources
ItissuggestedthatthePreservetheUnits,Duration,andUnits/Timeforexistingassignmentsisselected.WiththisoptionasResourcesareaddedordeletedthetotalnumberofhoursassignedtoanActivityincreasesordecreases.EachResource’shoursarecalculatedindependently.
TheoptionsunderAssignmentStaffingneedtobecarefullyconsideredandunderstoodsothatwhenResourcesareassignedtoRolesandresource
section. assignmentsarechangedthattheuserunderstandswhichUnitRateandwhichUnitCostwillremainagainsttheactivity.
•IntheProjects,EPS,SetProjectPreferences…,DefaultstabsetthedefaultActivityType.
ItissuggestedthatTaskDependentisused,aswiththisoptionResourcecalendarsarenotusedmakingtheschedulesimpler.
ResourceDependentshouldbeusedwhenPersonalCalendarsareinuse.
•IntheProjects,EPS,SetProjectPreferences…,DefaultstabsetthedefaultDurationType.
ItissuggestedthatFixedDuration&Unitsisused.WiththisoptiontheActivityDurationdoesnotchangewhenresourceassignmentsarealtered,andwhenanActivityDurationischangedtheUnitsdonotchange,soyourestimateofhoursandcostswillnotchange.
•IntheProjects,EPS,SetProjectPreferences…,DefaultstabsetthedefaultPercentCompleteType.
TheauthorpreferstousePhysicalasthisenablestheActivityPercentCompletetobeindependentoftheActivityDurations.
•IntheProjects,EPS,SetProjectPreferences…,Defaults:
UnlessmultipleRatesarebeingusedthenPrice/UnitorStandardshouldbeselected.
CheckDriveactivitydatesbydefault.
17.13Workshop14–AssigningResourcesandExpensestoActivities
BackgroundTheResourcesmustnowbeassignedtotheirspecificactivities.
AssignmentOpentheOzBuildwithResourcesprojectandcompletethefollowingsteps.
1.EnsureyouhaveonlytheBidforFacilityExtension–ResourcedScheduleopen.2.ApplytheWorkshop6-Dates&DurationsViewandsaveasWorkshop16–
AssigningResourcesView.3.SetyourMyPreferencesasbelow,useyouowncountriescurrencyifyouwish:
4.IntheActivitiesWindowselecttheCreateTechnicalSpecificationactivity,5.DisplaytheExpensestabinthebottomwindow.6.AssignanExpensetotheCreateTechnicalSpecificationactivityperthepicture
below:
7.FormattheAssignmentstabwiththecolumnsshowninthefollowingpicture:
Continued…
8.SaveyourViewasWorkshop14–AssigningResources.9.AddtheResourceNamescolumntotheGanttChartperthepicturebelow.10.AssignthefollowingResourcestotheActivitiesusingtheAssignmentstab
AssignResourceicon:
11.Enter3asthePlannedUnitsandAtCompletionUnitsfortheReportBindingassignment.
12.Addthecolumnsasperbelowandyouranswershouldlooklikethis:
13.ChangetheMyPreferences,TimeUnits,UnitsFormat,UnitsperTimetoDaysandviewthedifference:
14.YouwillnoticethatthereisnocolumntodisplaytheMaterialsquantityatcompletion.
Inamulti-userenvironmentitisimportantthatallusershavethesameMyPreferencesotherwiseeachpersonmaydisplaydifferentQuantitiesatcompletion.
15.ChangetheMyPreferences,TimeUnits,UnitsFormat,UnitsofTimetoHours.16.SaveyourViewasWorkshop14–AssigningResources.
18RESOURCEOPTIMIZATIONTheschedulemaynowhavetoberesourceoptimizedto:
•Reducepeaksandsmooththeresourcerequirements,thusreducingthemobilizationanddemobilizationcosts,ortoreducethedemandforsitefacilities,or
•Reduceresourcedemandtotheavailablenumberofresources,or
•Reducedemandtoanavailablecashflowwhenaprojectisfinancedonincome.
18.1ReviewingResourceLoadingThereareanumberoffacilitiesforreviewingresourceloadingwhichconsistofeitherdisplayingaVieworrunningareport.TheTimescaleintervalaffectsthedisplays.Viewswillnotbecoveredindetail,astheyareself-explanatory.
ItisimportantthatthedatatobereviewedisSummarizedbeforeanyresourceanalysisisundertakenbysettingaProjects,ProjectScheduledServiceorbyselectingProjects,EPS, SummarizeProjects.
18.2AssignmentsViewThisviewallowsthedisplayofResourceAssignments,
•ThiswindowisdisplayedbyselectingtheResources,Assignmentstab.•ThepicturebelowshowstheOzBuildWorkshopresourcesonly.Thiswindowhasthree
panesasindicatedbythearrows:
ThelefthandpanethatjustdisplaystheActivityName.Thecenterpanehascolumnsofdataand
TherighthandpanemaydisplayTimePhasedDataoraGanttChartorbehiddenandthereforecapableofdisplayingalargertable:
ResourcesAssignmentsViewsViewsmaybecreatedinthesamewaysasActivityViewsusingtheViewicondisplayedbelow:
LeftHandPane•ThisonlydisplaystheActivityName.
•The GroupandSortandtheFiltericonswillallowausertoformattherowsofdatabygrouping,sortingandfilteringtheactivitiesfromthedatabase.
CenterPane•Datacolumnstobedisplayedmaybeselectedusingthe Columnsicon.
RightHandPaneTimePhasedDataTodisplaytimephaseddataincolumns:
•Clickonthe UsageSpreadsheeticon,•Clickonthe UsageOptionsicon(whichisthesameastheUsageSpreadsheeticon)to
opentheCustomizeUsageOptionsform,andselectwhichrowofdataistobedisplayedinthetable.
RightHandPaneGanttChartTodisplayaGanttChart:
•Clickonthe GanttCharticon,asperthepicturebelow,and•Thebarsareformattedwiththe GanttChartOptions iconinthesamewayasthe
GanttChartintheProjects,Activitiesview.
RightHandPaneHiddenTohidetherighthandpaneanddisplayalargercentertable:
•Clickonthe Tableicon:
FiltersFiltersshouldbeusedtoreducetheamountofdatathatisdisplayedonthescreenandassignmentfiltersarecreatedinasimilarwaytothewayfilteringactivitieswasoutlinedintheFORMATTINGTHEACTIVITYWINDOWANDVIEWSchapter.ThepicturebelowisfilteringontheOzBuildProjectIDOZB-R:
GroupingGroupingshouldbeusedtodisplaytheresourceassignmentdatainthewayyouwouldlikeitformatted.GroupingassignmentdataiscreatedinasimilarwaytothewaygroupingactivitieswasoutlinedintheFORMATTINGTHEACTIVITYWINDOWANDVIEWSchapter.ThepicturebelowisfilteringontheOzBuildProjectIDOZB-R:
18.3Resources,Analysis,RoleUsageWindowThiswindowallowsdisplayby:
•RoleHierarchyorRoleTeam,
•SpreadSheetorHistogram:
•Customizeallowssomeformattingoptions:
18.3.1Resources,Analysis,ResourceUsageWindowThiswindowallowsdisplayby:
•ResourceHierarchy,ResourceTeam,ResourceCodes,ResourceCodes(enablingviewingbyanofficeorlocation)orPrimaryRole,
•SpreadSheetorHistogram:
IntheSpreadsheetDisplayyoumaydoubleclickonaprojecttoseetheactivitiestheresourceisassigned:
AfterclickingonArcadia–AutomatedSystemsprojecttitleinthepictureabove:
18.3.2Resources,Analysis,ResourceAnalysisWindowThiswindowallowsHistogramdisplayby:
•ResourceHierarchy,ResourceTeam,ResourceCodes,ResourceCodes(enablingviewingbyanofficeorlocation)orPrimaryRole,
•ThereareoptionsofHistogram,StackedHistogram,AreaChartorPieChart,
•ThepicturebelowdisplaystheStackedHistogram:
•ThepicturebelowdisplaystheAreaChart:
•ThepicturebelowdisplaysthePieChart:
Tobeabletoviewdatainchartsyouwillhavetoperformsomeformattingbyfilteringoutthedatayouwishtoview,changingthetimescaleandsettingthedisplayunits.
TheCustomizebuttonwillopenuptheSelecttheinformationtodisplayinthechartform:
18.4MethodsofResolvingResourcePeaksandConflictsMethodsofresolvingresourceoverloadproblemsare:
•RevisingtheProjectPlan.Reviseaprojectplantomitigateresourceconflicts,suchaschangingtheorderofwork,contractingworkout,orusingoff-sitepre-fabrication,etc.
•DurationChange.Increasetheactivitydurationtodecreasetheresourcerequirements,soa5-dayactivitywith10peoplecouldbeextendedtoa10-dayactivitywith5people.
•ResourceSubstitution.Substituteoneresourcewithanotheravailableresource.•IncreaseWorkingTime.Thismayreleasetheresourceforotheractivitiesearlierandis
createdbyworkingmoredaysperweekorhoursperday.
•Splitanactivityaroundpeaksindemand.Somesoftwareenablesthesplittingofactivities,whichinturnenablesworktobesplitaroundpeaksinresourcedemand.ThesplitfunctionisnotavailableinPrimavera,however,anactivitymaybesplitintwoindividualactivitiestoallowtheworktoceaseintimesofpeakdemand.Ifoneneedstorelatebacktoabaselinethentwonewactivitiesmaybecreatedtorepresentthesplitandtheoriginalactivitymadeintoahammocktospanthetwonewactivities,butremembertodisplaythe
LOEBaselineBar.
•Levelingtheschedule.Thistechniquedelaysactivitiesuntilresource(s)areavailable.•ResourceCurvesmayassistinsomeinstances.
18.5Workshop15–ResourcesOptimization
Assignment1.BeforeanyUsageorAnalysisdatawillbedisplayedaprojectmustbeSummarized.Go
toProject,EPS,selecttheOZB-R–BidforFacilityExtension–ResourcedScheduleproject,rightclickandselectSummarizeProjects,
2.DisplaytheAssignmentsWindowbyselectingtheResources,Assignmentstab.3.CreateanAssignmentsviewtitledOzBuildAssignmentsthatissimilartothepicture
below:
CreateafilterthatselectonlyyourBidforFacilityExtension–ResourcedScheduleproject:
CreateagroupingbyProjectandthenResource:
DisplaytheGanttChart:
4.DisplayaResourceUsageHistogramfortheOzBuildResourcesintheResources,Analysis,ResourceAnalysiswindow:SelecttheOzBuildresourcesProjectManager:
ClickontheCustomizebuttontoopenuptheSelecttheinformationtodisplayinthechartformandsettheoptionasperbelow:
Createafilterasperbelow:
GroupbyProjectandyourpictureshouldbeasperbelow:
NowtrytheAreaChartandotheroptionssuchasselectingotherresources.
19UPDATINGARESOURCEDSCHEDULEItisoftenconsideredbestpracticetoupdateaprojectbetween10and20timesinitslifecycle.Somecompaniesupdateschedulestocorrespondwithaccountingperiods,whicharenormallyeverymonth.Thisfrequencyisoftentoolongforprojectsthatarelessthanayearinduration,astoomuchchangemayhappeninonemonth.Therefore,morefrequentupdatingmayidentifyproblemsearlier.
Updatingaprojectwithresourcesemploysanumberofpreferencesandoptions,whichareveryinteractiveandwillrequireasignificantamountofpracticebyausertounderstandandmasterthem.
Afterreadingthischapterandbeforeworkingonaliveproject,inexperiencedusersshouldgainconfidencewiththesoftwareby:
•CreatinganewprojectandsettingtheDefaults,Preferences,andOptionstoreflectthemethodinwhichyouwishtoenterinformationandhowyouwantPrimaveratocalculatetheprojectdata.
•Creatingtwoorthreeactivitiesandthenassigningtwoorthreeresourcestoeachactivity.
•UpdatingtheActivitiesandResourcesasifyouwereupdatingascheduleandobservetheresults.
•Alteringthepreferencesanddefaultsifyouarenotreceivingtheresultyourequire.Re-updateandnotethepreferencesanddefaultsforfuturereference.
Someofthesesettingsmayhavebeensetbyyourorganizationandyoumaynotbeassignedaccessrightstochangethesettings.Youshouldstillgothroughtheupdatingprocessinatestprojectwithdummydatasimilartoyourrealprojectdataandbepreparedtochangethosesettingstowhichyoudohaveaccess,asrequired.
Updatingaprojectwithresourcestakesplaceintwodistinctsteps:
•Thedates,durationsandrelationshipsareupdatedusingthemethodsoutlinedintheUPDATINGANUNRESOURCEDSCHEDULEchapter,and
•TheResource,ExpensesUnits(hoursandquantities)andCosts,boththeActualtoDateandToComplete,arethenupdated.ThesevaluesmaybeautomaticallyupdatedbyPrimaverafromthe%CompleteorimportedfromaccountingandtimesheetsystemsorupdatedbythePrimaveraTimesheetsystem.
Adecisionneedstobemadeaboutwhatdataistobeenteredorimportedintothescheduleandwhatdataistobecalculatedbythesoftwareandthesoftwareoptionssetappropriately.
Thischaptercoversthefollowingtopics:
•UnderstandingPlannedvaluesandBaselineProjects•UnderstandingtheCurrentDataDatewithrespecttoresources•Informationrequiredtoupdatearesourcedschedule
•ProjectPreferencesandActivitiesDefaults
•UpdatingResourcesandExpenses
•Reviewingtheupdatedschedule.
19.1UnderstandingPlannedValuesandBaselineProjects
19.1.1CostandUnitsPlannedValuesThePlannedValuesinPrimaveraareassignedtobothUnitsandCostsforeachResourceandExpenseatthetimetheResourceorExpenseisassignedtoanActivity.
PlannedValuesresideinthecurrentprojectandinallBaselineProjects.
ThePlannedvaluesnormally,bydefault,arelinkedtotheAtCompletionvalueswhenanactivityhasnotcommencedbutaftertheactivityisin-progressbybeingmarkedasStartedthesevaluesbecomeunlinked.
Shouldyouwishtore-estimatethecostofaprojectandcompareittoapreviousvaluewhenactivitieshavenotstartedyoucouldeither:
1.CreateaBaselineProjectbeforere-estimatingtheprojectandcompareyourrevisedcoststotheBaseline,or
2.UnchecktheProjects,EPS,SetProjectPreferences…,CalculationstabandunchecktheLinkplannedandatcompletionfornotstartedactivitieswhichwillunlink:
PlannedCostsfromAtCompletionCostsPlannedUnitsfromAtCompletionUnitsPlannedDurationsfromAtCompletionDurations
ThisoptiontounlinkOriginalandAtCompletionDurationsmaynotbedesirable,butthisoptiondoesnotinvolvesettingabaseline.Thisthereforeaddsfurthercomplicationsanditisrecommendedthatitisnotused.
19.1.2BaselineProjectandValuesABaselineprojectisacompletecopyofaprojectincludingtherelationships,resourceassignmentsandexpenses.
ThecreationandassignmentofaBaselineProjectwascoveredintheUPDATINGANUNRESOURCEDSCHEDULEchapter.•BaselineDatesarealsoknownasTargetDatesandarenormallyconsideredtobethe
approvedProjectEarlyStartandEarlyFinishdatesofanunprogressedproject,whicharerecordedbysavingaBaselineproject.
•BaselineDurationistheoriginalplanneddurationofanactivity,calculatedfromtheEarlyStarttotheEarlyFinishofanActivity.ThisisnottheP6PlannedDurationValue.
•BaselineCostsarealsoknownasBudgetsandrepresenttheoriginalprojectcostestimate.ThesearethefiguresagainstwhichtheActualCostsandCostatCompletion(orEstimateatCompletion)maybecompared.
•BaselineUnitsarealsoknownasBudgetedQuantityandrepresentstheoriginalestimateoftheprojectquantities.Thesearethequantitiesagainstwhichtheconsumptionof
resourcesmaybecompared.
TheBaselinevaluesarevaluesagainstwhichprojectprogressismeasured.Allthesevaluesmaybereadbyandcomparedwiththecurrentprojectvaluesandshowvariancesfromtheoriginalplan.
ABaselinewouldnormallybecreatedpriortoupdatingaprojectforthefirsttime.
ThePrimaveraVariancecolumnsuseBaselinedatafromBaselineProjectstocalculatevariances.
19.2UnderstandingtheCurrentDataDateTheDataDateisastandardschedulingterm.ItisalsoknownastheReviewDate,StatusDate,ReportDate,AsofDate,TimeNow,andUpdateDate.•TheDataDateisthedatethatdividesthepastfromthefutureintheschedule.Itisnot
normallyinthefuturebutisoftenintherecentpastduetothetimeitmaytaketocollecttheinformationrequiredtoupdatetheschedule.
•ActualCostsandQuantities/HoursorActualWorkoccurbeforetheDataDate.•CostsandQuantities/HourstoCompleteorWorktoCompletearescheduledafterthe
DataDate.
•ActualDurationiscalculatedfromtheActualStarttotheCurrentDataDateorSuspendDate.
•RemainingDurationisthedurationrequiredtocompleteanactivity.ItiscalculatedforwardfromtheCurrentDataDate.TheEarlyFinishdateofanin-progressactivityiscalculatedfromtheCurrentDataDateusingthe:
ActivityCalendarwhentheActivityTypeisTaskDependentorisResourceDependentbutnoResourceshavebeenassigned,or
ResourceCalendarwhentheActivityTypeisResourceDependentandusesthelongestResourceDuration.
PrimaverahasoneDataDate,theCurrentDataDate,whichoperatesinthesamewayastheP3andSureTrakDataDate.MicrosoftProjecthasfourdatesassociatedwithupdatingaschedule.TheMicrosoftProjectStatusDateissimilarinfunctiontothePrimaveraCurrentDataDate.P6doesnothaveafeaturelikeAstaPowerprojectwherealltheReportDatesmaybeestablishedinthesoftwareatthestartoftheproject.
19.3InformationRequiredtoUpdateaResourcedScheduleAprojectscheduleisusuallyupdatedattheendofaperiod,suchaseachday,week,ormonth.Onepurposeofupdatingascheduleistoestablishdifferencesbetweentheplan,whichisusuallysavedasaBaseline,andthecurrentschedule.
Thefollowinginformationisrequiredtoupdatearesourcedschedule:
Activitiescompletedintheupdateperiod:
•ActualStartdateoftheactivity,•ActualFinishdateoftheactivity,•ActualCostsandQuantities(Units)consumedorspentonLaborResources,Material
ResourcesandExpense.Thesemaybecalculatedbythesoftwareorcollectedandenteredintothesoftware.
Activitiescommencedintheupdateperiod:•ActualStartdateoftheactivity,•RemainingDurationorExpectedFinishdate,•ActualCostsand/orActualQuantities.Onlywhenthesearetobeenteredintothe
software,
•QuantitiestoCompleteandCoststoComplete.Onlywhenthesearetobeenteredintothesoftware,
•%Complete.ActivitiesNotCommenced:•ChangesinLogic,Constraints,orDuration,or
•ChangesinestimatedCosts,HoursorQuantitiesand•Addorremoveactivitiestorepresentscopechanges.
Theschedulemaybeupdatedafterthisinformationiscollected.
OtherConsiderationsPrimaveranormallybydefaultcalculates:
•TheUnitstoCompleteandinturntheActualUnitsbytherelationshipbetweentheRemainingDurationandResourceUnits.
•TheCoststoCompleteandtheActualCostsbytherelationshipbetweentheResourceUnitRateandResourceUnits.
WhentheserelationshipsareturnedoffthentheUnitsandCostsmaybeenteredmanually.
Amarked-upcopyoftheschedulerecordingtheprogressofthecurrentscheduleisoftenproducedpriortoupdatingthedatawithPrimavera.Ideally,themark-upshouldbepreparedbyaphysicalinspectionoftheworkorbyapersonwhointimatelyknowsthework,althoughthatisnotalwayspossible.Itisgoodpracticetokeepthismarked-uprecordforyourownreference.Ensurethatyounotethedateofthemark-up(i.e.,thedatadate)and,ifrelevant,thetime.
OftenaStatusReportormark-upsheetisdistributedtothepeopleresponsibleformarkinguptheproject’sprogress.Apagebreakcouldbeplacedateachresponsibleperson’sband,andwhenthescheduleisprinted,eachpersonwouldhaveapersonallistingofactivitiesthatareeitherin-progressorduetocommence.Thisisparticularlyusefulforlargeprojects.Themarked-upsheetsarethenreturnedtotheschedulerfordataentryintothesoftwaresystem.
Otherelectronicmethods,suchasthePrimaveraTimesheetsystemorane-mailbasedsystemwithspreadsheetorpdfattachments,maybeemployedtocollectthedata.
Irrespectiveofthemethodused,thesamedataneedstobecollected.
Itisrecommendedthatonlyonepersonupdateeachschedule.Thereisahighprobabilityforerrorswhenmorethanonepersonupdatesaschedule.
19.4ProjectPreferencesDefaultsforUpdatingaResourcedScheduleTheProjectPreferencessettingsaffectallactivitiesinaprojectthatisbeingupdated.Whenmorethanoneprojectisopen,theSchedulingOptionsoftheprojectatthetopofthelistofopenedprojectsareusedtocalculateallopenprojectswhentheyarescheduledorleveled.(ThereisnoDefaultProjectfunctionfoundintheWindowsClientintheWeb).
TheCalculationsandDefaultstabintheProjectsPreferencestabssetssomeimportantresourcedefaults:
19.4.1ProjectPreferencesCalculationsTab
•ThetwooptionsResetplanneddurationsandunitstoremaining(authorspreferred)andResetremainingdurationandunitstoplanneddeterminehowthePlannedDurationandUnitsareresetwhenprogressisremovedfromactivities.
•CalculateActivity%fromactivitysteps.ThePrimaveraStepfunctionenablesactivitiestobebrokendownintoelementscalledSteps.Eachelementearnsadesignated%CompletewhentheStepismarkedascomplete.Physical%CompleteTypemustbeselectedtouseSteps.
•UncheckingLinkplannedandatcompletionfornotstartedactivitiesenablestheusertore-estimatethecostorquantitiesofun-startedactivitieswhilepreservingtheoriginalPlannedValueofanactivity.ThisalsounlinksthePlannedDurationfromtheAt
CompletionDurationforun-startedactivitiesanditsuseisnotrecommended.•WhenupdatingActualUnitsorCosts.Therearetwooptions,whicharethesameasthe
P3AutocostRuleNumber3:
AddActualtoRemaining.WhenActualCostsareentered,theAtCompletionincreasesbytheamountoftheActualCosts.
SubtractActualfromAtCompletion.WhenActualCostsareentered,theAtCompletedoesnotchangeandtheToCompleteisreducedbythevalueoftheActual.Thisistheauthor’spreferredoption,astheAtCompletiondoesnotchangeuntiltheAtCompletionisexceededbytheActual.
•RecalculateActualUnitsandCostwhenduration%completechanges.ThisoptionlinkstheDuration%CompletetothePlannedandToComplete,thusanincreaseinDuration%CompletewillincreasetheActualanddecreasetheToCompletevalueskeepingtheAtCompletionconstant.ThisisusedwhenyouwantthesoftwaretoestimateActualcostsandunits.
•Linkactualtodateandactualthisperiodunitsandcost.ThisisthesameastheP3AutocostRuleNumber6.Withthisoptionchecked,whenyouenteranActualthisperiod,theActualtodatewillbecalculatedbyincreasingtheoriginalvaluebythevalueoftheActualthisperiod.Alternatively,youmayentertheActualtodateandPrimaverawillcalculatetheActualthisperiod.Whenunchecked,thetwofieldsareunlinkedandyoumayenteranyfigureineachfield.Thisoptionisgrayedoutiftheprojectisnotopenandisusedtofixerrorsindataentry.ThisallowsthefixingupofdataerrorswhentheStorePeriodPerformancefunctionisbeingused.
19.4.2ProjectPreferencesDefaultsTab
•DurationType.ThiswillaffecthowaresourceremainingunitscalculatewhenaremainingdurationischangedandhasbeencoveredindetailintheASSIGNINGROLES,RESOURCESANDEXPENSESchapter.
•Price/Units.ThisisthesameasthePrice/UnitforactivitieswithoutresourceorrolePrice/UnitsintheWindowsClient.WhenanactivityisassignedaquantityintheActivities,Generaltabbutnoresourceisassigned,thenthisrateisusedtocalculatethecostagainstLaborandNonlaborunits.
19.5ActivitiesWindow–PercentCompleteTypesTherearethree%Completetypeswhichmaybeassignedtoeachactivity.ThedefaultisadoptedfromtheselectionintheDefaultstabintheProjectsPreferencesform:•Physical•Duration•Units
19.5.1AssigningtheProjectDefaultPercentCompleteTypeTheDefaultPercentCompleteTypeforeachnewactivityineachprojectisassignedintheProjectPreferences,Defaultstab:
•EachnewactivityPercentCompleteTypeissettotheDefaultPercentCompleteandmaybechangedatanytimeintheintheActivitieswindow,Generaltab:
EachPercentCompleteTypehasitsowndatacolumnandisalwayscalculated.ThereisalsoanActivity%CompletecolumnwhichislinkedtoanddisplaysthevaluefromthePercentCompleteTypecolumnthathasbeenassignedtotheactivity.Seethefollowingpicture:
IntheWindowsClienttheActivity%CompleteisdisplayedontheBarbutintheWebonlytheDuration%Completeisalwaysdisplayedonthebar.
19.5.2PhysicalPercentCompleteTypeAnactivityassignedPhysicalPercentCompleteTypemayhavethe%PhysicalCompleteenteredinthePhysical%CompleteortheActivity%Complete.ThisfieldhasnoimpactonschedulecalculationsandisnotlinkedtoeithertheResourceUnitsortheActualandRemainingDurationsoftheActivity.
Physical%CompletemustbeusedwhenStepsarebeingusedtorecordprogress.ThePhysicalPercentCompletetypeisoftenusedwhentheprogressofanActivityisbeingmeasuredoutsidePrimavera.Forexample,anactivityrepresentingtheinstallationcablethatismeasuredbylengthofcableinstalledwouldhavethepercentcompletecalculatedby:
•%Complete=Qty.ofCableInstalled/TotalQty.ofCabletobeInstalled
Forexample,theactivitymayonlyhavetheinstallationlaborassignedtoit,andthereforetheinstallationlaborparametermaynotbeusedforthemeasurementoftheActivity%Complete.Inaddition,becausethepercentcompleteoftheactivityisbasedonthelengthofcableinstalled,theActivity%Complete(theprogressofthework)maybecomparedtotheresourceUnits%Complete(theamountoflaborused)whichiscalculatedfromtheformula:•Units%Complete=ActualUnits/AtCompletionUnits
Thisexampleisdemonstratedinthefollowingpicture:
•ThePhysical%Completeissetat50%.
•TheUnit%Completeof20%iscalculatedfromtheAtCompletionUnitsof12.00hrsandAtCompletionUnitsof60.00hrsandnotthePlannedUnitsof48.00hrs.
Afterasecondresourceisadded,theActivityUnits%Completeof40%iscalculatedfromtheadditionofthetworesourceActualUnitsandAtCompletionUnits:
•ActivityUnit%Complete=ActualLaborUnits/AtCompletionLaborUnits
•Therefore,40%=(12+36)/(60+60)
19.5.3DurationPercentCompleteTypeWithDurationPercentCompletethereisalinkestablishedbetween:
•Duration%Complete•PlannedDuration•RemainingDurationADuration%CompletemayonlybeenteredafteranActualStartDatehasbeenassignedandshouldbeinthepastwithrespecttotheCurrentDataDate.
Achangeinoneparameterwillchangeoneother:
•AchangeintheDuration%CompletewillchangetheRemainingDuration,and•AchangeinthePlannedDurationorRemainingDurationwillchangetheDuration%
Complete:
TheActualDurationisalwayscalculatedfromthedurationofActualStarttotheCurrentDataDate,orSuspendDatewhenset.TheActivityUnitsPercentCompleteisstillcalculatedfromtheResourceUnits.
19.5.4UnitsPercentCompleteType
WhenUnitsPercentCompletetypeisselected:•ThisoptioncreatesalinkbetweentheActivity%CompleteandtheactivityUnits%
Complete,and•TheUnits%CompleteiscalculatedfromtherelationshipbetweentheActualUnitsand
AtCompletionUnits.
19.6UsingStepstoCalculateActivityPercentCompleteAnactivitypercentcompletemaybedefinedbyusingsteps.AStepisameasurableoridentifiableactivityrequiredtocompleteanactivity.Insummary,tousesteps:
•ASteptemplatemaybecreatedbyselectingAdminister,EnterpriseData,Activities,StepTemplatestoopentheActivityStepTemplatesform.
•AddasmanyStepsasrequiredandassigntheirweightwhichwillbeusedtoapportionthepercentcompleteofanactivity.
•TheCalculationsandDefaultstabintheProjectsPreferencestabshasacheckboxtitledCalculateActivitypercent%fromactivitystepswhichmustbecheckedtoallowStepstobeused:
•YoumaydisplaytheActivitypercentcompletebasedonstepscheckboxintheProjects,EPSWindow,anddisplaytheCalculateActivitypercent%fromactivitystepsdatacolumn:
•SelectthePhysicalinthe%CompleteTypeforeachactivitythatistobemeasuredbystepsintheGeneraltabofActivitiesWindow,
•SelecttheStepstabintheActivitiesWindow,•Formatthecolumnsyouwishtodisplay,
•AddthenumberofstepsyourequireorimportfromaStepTemplate,•Editthedescriptionsasrequired,
•EdittheStepWeightsotheStepWeightPercentreflectsthedesiredvalueoftheStep,•ChecktheCompletedcheckboxaseachstepiscompletedandthiswillupdatethepercent
complete.
•TheRemainingDurationmaybeupdatedfromtheStep%CompleteviathePhysical%CompleteusingaGlobalChange.
19.7UpdatingtheScheduleThistakesplaceintwosteps:
•FirstlytheDatesandDurationsareupdatesinthesamewayasanun-resourcesschedule,then
•TheResourcesandExpensesUnitsandCostsareupdated.Itmustbedecidedhowthisoperationiscompletedastherearemanyoptions.
19.7.1Preferences,DefaultsandOptionsforUpdatingaProjectSomePrimaveraoptionsaregood,buttherearesomethatshouldbechanged.Theoptionsto
beconsideredandcheckedbeforeupdatingascheduleare:
Function Discussion
•%CompleteType
Itistheauthor’spreferencetousePhysical%CompletewhentheresourcesareInputresources,i.e.,thosedoingthework.Thisallowsthe%ofdeliverablescompletetobemeasuredindependentlyoftheresource(s)doingthework,thusallowingacomparisonofthedeliverablescompletedagainsttheresourcesconsumed.
•ActivityType
ActivitieswithknowndurationsshouldbesetasTaskDependentandwillusetheActivitycalendar(nottheResourceCalendar)forcalculatingthefinishdateoftheactivity.
ResourceDependentactivitiesshouldonlybeusedifthereareresourceavailabilityissueswhichmayonlyberesolvedbytheuseofResourceCalendars.
LevelofEffortandWBSactivitiesareusefulbutshouldbeavoidedbythenoviceuserastheseaddanadditionallevelofcomplexitythatisnotrequired.
Milestonesmaynotbeassignedresources.
•Linkactualtodateandactualthisperiodunitsandcost
TheLinkactualtodateandactualthisperiodunitsandcostoptionfoundintheCalculationstaboftheSetProjectPreferencesformshouldbecheckedifitisintendedtoStorePeriodPerformance.
•DurationType
Itistheauthor’spreferencetouseFixedDurationandUnitsbecausetheestimatetocompleteisnotalteredbychangingtheActivityDurationorUnits/Time.
ThisdurationtypealsosetstheResourceAssignmentsoptionintheMyPreferences,Global,ResourcesectiontoRecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationType.
•Timesheets
Timesheetsmaybeusedtoupdateactualsfornone,some,orallresources.Organizationsusingtimesheetsshouldhaveproceduresmanagingtheiruse.Timesheetsareoutofthescopeofthispublicationbutiftheyarebeingusedtheactualvaluesshouldbecarefullycheckedbeforebeingappliedtoensuretheyarelogical.
ResourceCostsmaybecalculatedfromtheResourceUnitRatesforeachindividualresourceassignment.
EachresourceassignmenthasafieldtitledCalculatecostsfromunits.
•ResourcesCostCalculation
Whenthisischeckedtheresourcecostsarecalculatedfromtheresourceunits.
TheCalculatecostsfromunitscheckboxintheResourceWindow,DetailstabsetsthedefaultvalueforCalculatecostsfromunitsfornewresourceassignments.
Thetwofieldsarenotlinkedandtheresourceassignmentsettingmaybechangedatanytime.
•AutoComputeActuals
Thisfieldislinkedtoallresourcesassignments.WhenthisoptionischeckedforaresourcePrimaveracalculatestheRemainingUnitsbasedontheRemainingDurationandtheActualUnitsbysubtractingtheRemainingUnitsfromBudgetedUnitswhenusingtheApplyActualsfunction.
AnuncheckedresourceassignmentoptionmaybeoverriddenbyapplyingtheActivityAutoComputeActualsoption
•CalculateCostsfromUnits
ThereisafieldavailablewhenaresourceisassignedtoanactivitytitledCalculatecostsfromunits.WiththisoptioncheckedthecostsforaresourcearecalculatedfromtheResourceUnit/TimewhenaresourceisaddedtoanactivityandwhenevertheResourceUnitsarechanged.
•ScheduleOptions
OneofthemoreimportantoptionstoreviewistheWhenschedulingprogressedactivitiesuseoptions,astheseaffecthowout-of-progresssequenceishandled.Theseoptionsshouldbereviewedtoensurethatwhenthescheduleisrecalculatedyouwillunderstandwhatishappening.
TheauthorprefersRetainedLogicasthisgivesamoreconservativescheduleandthoserelationshipsthatneededitingmaybeeditedtoreflectretainedlogicasrequired.
•Steps
ShoulditbedecidedtouseStepstoupdateascheduletheSetProjectsWindowPreferences,CalculationstabshouldhavetheActivitypercentcompletebasedonactivitystepsoptioncheckedand
TheActivitymustbeassignedPhysical%CompleteTypeintheGeneraltaboftheActivitiesWindowforeachactivity.
•Earnedvaluecalculation
TheAdminister,ApplicationSettings,EarnedValuetab,MUSTNOTBESETTO“Plannedvalueswithplanneddates”whenaBaselinehasprogress,otherwisethePlannedDateswillbedisplayedintheBaselineandthesemaycontainirrelevantdatawhentheschedulehasprogress.
19.7.2UpdatingDatesandPercentageCompleteThescheduleshouldbefirstupdatedasoutlinedintheUPDATINGANUNRESOURCEDSCHEDULEchapter.Insummary,thisiscompletedbyentering:•TheActualStartandActualFinishdatesofCompleteactivities.•TheActualStart,%Completeand/orRemainingDurationofIn-Progressactivities.
•AdjustLogic,ConstraintsandDurationsofUn-startedactivities.Beforeupdatingthe%Complete,the%CompleteTypeshouldbecheckedtoensurethattheActualandRemainingDurations,Costs,andUnitscalculateasrequired.Thisideallyshouldbedonebysettingtheprojectdefaultsatthetimetheprojectiscreatedandadjustingthesettingsasactivitiesareaddedandresourcesassigned.
19.8UpdatingResourcesTherearemanypermutationsavailableforcalculatingresourcedata.DuetothenumberofoptionsavailableinPrimavera,itisnotfeasibletodocumentallthecombinationsavailableforresourcecalculation.
Resourceunitsandcostsmaybeupdatedusingoneofthefollowingmethods:
•EnteringthedatausingtheAssignmentstabintheActivitiesWindow,or•EnteringthedatausingtherightsectionoftheGeneraltabintheActivitiesWindow,or•EnteringProgressAutomaticallyfromthetimesheets,aprocesstitledApplyingActuals,or•ImportingfromExcel.ActualdatesandRemainingDurationsmaybeimportedbutSuspend
andResumemaynot.
19.8.1AssignmentsTabTheAssignmentstabmaybeusedtoupdatetheresourceUnits(andCostsiftheUnitsandCostshavebeenunlinkedwiththeCalculatecostsfromunitsfield).AnupdatingViewcouldbecreatedandthecolumnsintheAssignmentstabformattedtoyourupdatingmethod;seethefollowingpicture:
19.8.2GeneralTabTherightwindowmaybeusedforupdatingtheresources.
•Whenthereisoneresourcetherewillbeadirectlinkbetweenthisformandthevaluesassignedtotheresource.
•Whenthereismorethanoneresourcetherewillbeaproportionalchangetoalltheresourcevalueswhenachangeismadeinthisform.
19.8.3ApplyingActualsThisfunctionsmaybeusedintwoverydifferentways:
•Updatesactivitieswithresources,whenassignedwithAutoComputeActuals,asiftheywentaccordingtothePlannedDates(thismaychangeActualDatesandcurrentscheduledates)andonlyupdatesactivitiesintheperiodfromtheoldtotheNewDataDate,or
•AppliesApprovedactualsenteredinthePrimaveraTimesheetsystem.
ToApplyActuals:
•ClickontheProjects,Activities ApplyActualsicontoopentheApplyActualsform,
•EntertheNewDataDateandclick icon.
•Ifmorethanoneprojectisopenadifferentdatadatemaybeselectedforeachproject.
•TheActivityrequirestheAutoComputeActualsfieldcheckedforthisfunctiontoapplytoanActivityandalltheResourcesassignedtoanactivity.
•WhentheAutoComputeActualsfieldisnotcheckedonlytheresourcesthathavetheResourceAutoComputeActualsfieldcheckedintheResourceWindowwillbeupdated.Ifoneresourceischeckedandonenot,thenthecheckedresourcewillbeupdatedandtheuncheckedresourceworkwillbedelayeduntilaftertheCurrentDataDate.
TherearesomeimportantissueswithusingApplyActualsthatmustbeunderstood:
•ThisfunctionusesthePlannedDates,notthecurrentscheduledates,toprogressaschedulesoActualStartDatesandtheEarlyFinishdatesmaybechangedbythisfunction.Thiscalculationprocessmakesthisfunctionoflittleusetomostschedulers.
•TheApplyActualsfunctiondoesnotworkinthesamewayastheP3/SureTrakfunction“UpdateProgress”ortheMicrosoftProjectfunction“UpdateProject”whichbothupdateallactivitiesandresourceassignmentsasiftheprojectprogressedexactlyaccordingtocurrentschedule.TheydonotchangeanyexistingActualDatesinthewaythePrimaveraUpdateProgressandApplyActualfunctionschangedatestothePlannedDateswhichmayholdirrelevantdata.
•WhentheActivityAutoComputeActualsISNOTcheckedonlyactivitieswithresourcesthatareassignedAutoComputeActualswillhavetheirdatesupdatedtotheirPlannedDatesandresourceassignmentsrecalculated.UnresourcedactivitiesarescheduledaftertheDataDate.
•WhentheActivityAutoComputeActualsIScheckedthentheseactivitieswillhavetheirdatesupdatedtotheirPlannedDatesandresourceassignmentsrecalculated.
•IntheWindowsClient,aGlobalChangemayberunfirsttosetthePlanneddatestotheStartandFinishdatesbeforeApplingActualsorUpdatingProgress,butthisresultsinachangetotheOriginalDurationandthereforethe%DurationwillcalculateincorrectlyandthereisariskthattheuserwillforgettoruntheGlobalChange.
19.9UpdatingExpensesExpensesareupdatedinasimilarwaytoresourcesintheActivitiesWindow,Expensetab.Expenseswillnotbecoveredindetail,butherearesomenotesaboutExpensesthatyoumayfinduseful:
•Expensesdonotautomaticallyupdatefromany%Completeandhavetobemanuallyupdated.
TheExpenseAutoComputeActualsonlyworkswiththeApplyActualsfunction.
•Expensesmayhaveacostassignedbeforetheiractivityismarkedstartedorcomplete;resourcesmaynot.Thisisusefultorepresentcontractor’smobilizationcosts.ThesearescheduledontheDataDate.
•ExpensesmayhaveacosttocompletebeforetheiractivityisNOTmarkedstarted;resourcesmaynot.Thisisusefultorepresentcontractorbackchargesorretention.ThesearescheduledonthePlannedDates:
•Expensesmustbeassignedaquantityandunitrate.Thequantityisbydefaultavalueofone.
•Expensequantitiesmaynotbedisplayedinthe:
ActivitiesWindowcolumns,orResourceUsageViews.
•ExpenseQuantitiesmaybedisplayedin:Reports,orActivityDetails,Expensestab.ThusitissimpletogetExpenseDataintothesystembutdifficulttogetExpenseQuantitydataoutofthesystem.
19.10UpdatingUsingProgressReporterProgressReporteristhePrimaveratimesheetapplication.WhenusingProgressReporter:
•InP6aresourceisdefinedasusingatimesheet,associatedwithaUserIDandgivenProgressReportermoduleaccess.
•Timesheetperiodshavetobesetupinthedatabase.
•CreatingaresourceassignmentagainstanactiveprojectwillcreateanentryinUserIDtimesheetassociatedwiththeresource.
•ThatactivitywillappearintheusertimesheetwhentheyopenthePrimaveraTimesheet.
•ThentheuserthroughtheProgressReporterrecordsthehoursworkedontheactivity.
•Dependingonthesystemconfigurationthetimesheetwillgothroughanapprovalprocess.
•ThehoursfromtheapprovedtimesheetswillbeconsolidatedandpostedwhenApplyActualsprocessisrunfromP6.
•Seethepicturebelowforanexampleofatimesheetbeingupdated:
WhenApplyActualsisrunthenthesubmittedandapprovedtimesheethourswillbeconsolidatedandpostedtotheresourcesassignment.
19.11Workshop16–UpdatingaResourcedSchedule
BackgroundWenowneedtoupdatetheactivitiesandresourcesasof09Dec13.
Assignment1.CreateandassignabaselineanddisplaytheBaselinebarbyselectingDefineBaseline
andcreateaBaselinebysavingacopyoftheexistingproject:
2.SelectthisasbothyourProjectBaselineandPrimaryUser’sBaseline,thusensuringthebaselinebarwilleitherbeblankordisplaytheBaselineandnotthePlannedDates.
3.GototheProjects,EPS,selectyourprojectandselectSetprojectpreferences…,Calculationstabandensureyoursettingsareperthefollowingpictureasthiswillmakeitsimplertoupdateyourschedule.TheseareNOTthestandardsettings:
4.ApplyyourWorkshop11–BaselineComparisonViewandtheBaselinebarshouldbedisplayed.
5.SavetheViewasWorkshop16–UpdatingResourcesandformatthecolumnsasinthefollowingpicturesanddisplaytheProjectBaselinebar.
6.GotoProjects,ActivitieswindowandassigntheProjectManagertotheCreateTechnicalSpecificationtaskasthisresourcewasmissedoutattheestimatingstageandwillgiveanimmediatedifferencebetweentheCurrentScheduleandtheBaselineUnitsandCosts.
7.UpdatethisschedulebyenteringthefollowingdataintheActivitiesWindow,Generaltaborthecolumns:
8.ScheduleandmovetheDataDateto09Dec1308:00.
9.OZ1010iscompletesotherearenoRemainingCostsorRemainingUnitsandtheActualshavebeensettoequalthePlanned,butmaybemanuallyadjusted.SelectOZ1010andopentheAssignmentstabandformatthecolumnsasperbelow:
10.OZ1020isinprogressandtheRemainingUnitsandCostshavebeencalculatedfromtheRemainingDurationandtheRemainingUnits/Time,butmaybemanuallyadjusted.
11.Displaycolumnsinthepictureaboveandcheckyouranswer:
12.SelectOZ1020,opentheExpensestabfortheSpecialistConsultantassignment.Expensesdonotautoupdate.AdjustcolumnsasrequireandupdatetheActualCoststo
$2,000.00andtheremainingto$4,500.00.
13.NowcreateaWorkshop16–PercentagesViewanddisplaythePercentCompletecolumnsperthefollowingpicture.EnsureGroupTotalsaredisplayed:
14.Enter80%againsttheActivity%CompleteofCreateTechnicalSpecification,ScheduleorSaveandseethePhysical%Completechangeto80%astheactivity%CompleteTypeisPhysical:
15.SelecttheCreateTechnicalSpecificationactivity,opentheGeneraltab,andchange:TheActualLaborUnitsfrom48hto24hintheUnitsandCostsboxontherightside,and
TheRemainingLaborUnitsto56.
SelectSaveandnoticetheUnits%Completechangeto30%asfewerhourshavebeenused,buttheRemaininghasincreasedto56hours:
16.NowlookattheAssignmentstab,adjustcolumnsasrequiredandbothresourcesnowshow12hActualand28hremainingeach.TheRemainingUnits/Timeisnow14hours/daybecausetheActivityTypeisFixedDurationandUnits:
17.NowchangetheRemainingUnitsofCreateTechnicalSpecificationintheGeneraltabto24,ScheduleorSave.NotethechangeintheUnitsandCostsagainsttheresources.
18.CreateanewViewtitledWorkshop16–BaselineComparisonandeditthecolumnssoyouareabletoseetheAtCompletionVariancesagainstactivityOZ1020,theTechnicalSpecificationWBSNode,andtheProject:
20OTHERMETHODSOFORGANIZINGPROJECTDATATheWorkBreakdownStructure–WBSfunctionwasdiscussedearlierasamethodoforganizingprojectsandactivitiesunderhierarchicalstructures.TherearealternativefeaturesavailableinPrimaveraforgrouping,sortingandfilteringactivities,resources,andprojectinformation:
•ActivityCodes
•UserDefinedFields(UDF)
•WBSCategories–notcoveredinthisbook
•ResourceCodes–notcoveredinthisbook
•CostAccounts–notcoveredinthisbookTherearenoActivityIDCodesinPrimaveralikethefunctionfoundinP3andSureTrak.InPrimaveraP6eachactivitymusthaveauniqueActivityIDbutnologicalcodemaybeassociatedwiththeActivityID.Someusersdouble-codeactivitiessosomeActivityIDcharactersarethesameasanActivityCode.
20.1UnderstandingProjectBreakdownStructuresAProjectBreakdownStructurerepresentsahierarchicalbreakdownofaprojectintologicalfunctionalelements.Someorganizationshavehighlyorganizedanddisciplinedstructureswith“rules”forcreatingandcodingtheelementsofthestructure.SomeclientsalsoimposeaWBScodeonacontractorforreportingand/orclaimingpayments.Thefollowingareexamplesofsuchstructures:
•WBS WorkBreakdownStructurebreaksdowntheprojectintotheelementsofworkrequiredtodeliveraproject.
•COACodeofAccounts,alsoknownasCostBreakdownStructure.Oftenthiscontainscoststhatarenotincludedinaschedule,suchasinsurancesandoverheads.TheWBSwouldinthissituationrepresentpartoftheCOA.
•OBSOrganizationBreakdownStructureshowsthehierarchicalmanagementstructureofaproject.Primaverahasapredefinedfieldforthisbreakdownstructure.
•CBS ContractBreakdownStructureshowsthebreakdownofcontractsintoelements.
•SBS SystemBreakdownStructure,aSystemEngineeringmethodofbreakingdownacomplexsystemintoelements.
•PBSProductBreakdownStructure,aPRINCE2termusedforthebreakdownofprojectdeliverablesundertwoheadingsofProjectManagementandSpecialistsproducts.
20.2ActivityCodes
ActivityCodesmaybeusedtoGroup,Sort,andFilteractivitiesfromoneormoreopenprojects.
•ActivityCodes,suchasPhases,Trades,orDisciplines,areoftendefinedintheActivityCodesDefinitionform.
•ActivityCodeValuesaredefinedintheAdminister,EnterpriseData,Activities,ActivityCodestabs,suchas:
PhasesofDesign,Procure,InstallandTest,
TradesofBrickwork,PlumbingandElectrical,and
DisciplinesofConcrete,Mechanical,Pipework.
•ActivityCodesareassignedfromtheActivitiesWindowusingtheCodestabinthelowerpaneordisplayingtheappropriateActivityCodecolumn.
20.2.1UnderstandingActivityCodesTherearethreetypesofActivityCodes:
•GlobalActivityCodesthatmaybecreatedatanytimeandappliedtoanyproject.•EPSwhicharecreatedforprojectsassociatedwithoneEPSNodeandmayonlybe
assignedtoprojectactivitiesthatareassociatedwiththatEPSNode.ThusyoumaywishtocreateRailwayEPSActivityCodesforprojectsintheRailwayEPSandSoftwareDevelopmentEPSActivityCodesforprojectsintheSoftwareDevelopmentEPS.
•ProjectActivityCodesthatmayonlybecreatedwhenaprojectisopenedandappliedonlytotheprojecttheywerecreatedfor.ThesemaybemadeGlobalbyclickingthe iconintheActivityCodes–Projectform.
Activity Codes may be added, deleted, or modified in the Activity Codes tabs in theAdminister,EnterpriseData,Activities,ActivityCodestabs,•SelecteitherGlobal,EPSorProjecttabdependingonwhetherthecodesareforaspecific
projectoravailabletoallprojects,
•ThefirstindentistheActivityCodeandmayhaveoneormoreActivityCodeValuesandassociatedActivityCodeDescriptionandoneONLYmaybeassignedtoanactivity,unlikeAstaPowerprojectthatmayhavemultiplecodesvaluesfromonecodesassignedtoanactivity.
•ThelengthoftheCodeisdefinedwhenthecodeiscreated;seethenextsection.
20.2.2ActivityCodeCreationThisprocesscreatesafieldinthedatabasewheretheActivityCodesmaybeadded.
•OpenanActivityCodestabandselect:Global,orEPS,orProject.
EachformisslightlydifferentandActivityCodesmaybecreated,deleted,ormadeintoGlobalandreorderedintheseforms.
•ClicktheAddCode icontoaddanewCode.
•TheMaximumLengthisthemaximumnumberofcharactersacodemaybeassignedwhenitiscreatedintheActivityCodes.
•TheSecureCodeallowsaccesstobecontrolledthroughtheUsersSecurityProfile.•TheActivityCodes–Projectformhasthefollowingicons:
MovetoGlobal iconmakesaProjectActivityCodeaGlobalActivityCode,andMovetoEPS iconmakesaProjectActivityCodeanEPSActivityCode.
•ThepicturebelowshowsthecreationofaProjectActivityCodetitledBranch/Department.
20.2.3DefiningActivityCodeValues,DescriptionsandColorsToDefineanActivityCodeValue:
•SelecttheappropriateActivityCode,
•Clickonthe AddActivityCodeValueicon(whichlooksthesameastheAddActivityCodeicon),
•EntertheNamewhichisnormallycalledacodeandthedescription,•The ArrowiconsmaybeusedtoreorderCodes,and
•SelectcolorsforcoloringGanttChartBars:
20.2.4AssigningActivityCodeValuestoActivitiesActivityCodesmaybeassignedtoanactivityfromtheProjects,Activitieswindow:•SelecttheCodestabinthelowerpanebyclickingthe Assigncodeicontoopenthe
SelectCodeValueformandassignanActivityCode,or•Displaytheappropriateactivitycodecolumn.
20.2.5AddActivityCodesWhenAssigningCodesActivityCodesmaybeaddedontheflybyclickingonthe AddCodeValueiconontheSelectActivityCodesformthatallowsActivityCodestobecreatedastheyareassigned:
20.2.6Grouping,SortingandFilteringwithActivityCodesWhenmorethanoneprojectisopenanActivityCodemaybeusedtogroupactivitiesfromalltheopenprojectsunderonecodestructure.
ActivityCodesareGroupedandFilteredinthesamewayasWBScodes,TheexamplebelowisusingtheOzBuildProjectGroupedbyBranch/Department:
20.2.7ImportingActivityCodeswithExcelIfanActivityCodeistobeimportedwithactivitiesusingthePrimaveraExcelImportfunction,itmustexistinthedatabasebeforeitisimported;otherwise,thecodewillnotbeimported.
ActivityCodesmaybeimportedbyloadingtheSoftwareDevelopmentKit(SDK)andusinganExcelspreadsheetavailablefromtheOraclePrimaveraKnowledgebase.InstructionsforloadingtheSDKareavailablefromtheAdministrationGuide.
TherearealsoanarticleontheauthorswebsiteabouttheSDK.
20.3UserDefinedFieldsUserDefinedFieldsaresimilartoCustomDataItemsinP3,orCustomFieldsinMicrosoftProject,orUserfieldsinAstaPowerprojectandprovidetheabilitytoassignadditionalinformationtodatabaserecords.TheymaybeusedforrecordinginformationaboutthedatafieldasanalternativetoActivityCodesandotherpredefinedPrimaverafields.ThetypeofdatathatmaybeassignedtoUserDefinedFieldswouldbeequipmentnumber,ordernumber,variationorscopenumber;road,railwayorpipelinechanges;addressandadditionalcostsdata.
Activitydatamaybefiltered,grouped,andsortedusingtheseUserDefinedFieldsinasimilarwaytoActivityCodes.
Datamaybeimportedintothefieldsand,unlikeActivityCodes,thedataitemdoesnothaveto
existinthedatabasebeforeimporting.
Thereareanumberofpredefinedfieldsthatmayberenamedandnewonesmaybecreated.UserDefinedFieldsmaybedefinedfor:
•Activities
•ActivityResourceAssignments
•ActivitySteps
•Issues
•ProjectExpenses
•Projects
•Resources
•Risks
•WBS
•WorkProductsandDocuments
ThefieldsareassignedaDataTypefromthefollowinglist:•Text–maximumof255characters
•StartDateandFinishDate–whichmaybeusedtocreatebars
•Cost
•Indicator–selectfrom
•Integer
•Number
Aftersomedatahasbeenenteredagainstafieldinanyproject,theDataTypemaynotbechanged.
OneadvantageofUserDefinedFieldsoverNotebooksisthattheymaybealsodisplayedincolumnsandbecutandpastedintootherprogramslikeExcel.AlsoUserDefinedFielddatamayeasilybeimportedfromExcelandwillnotchangeyourprojectdata.YoumayconsiderimportingdataintoUserDefinedFieldsandthenGlobalChangetheinformationintotheappropriatelocationasasecondstep.
•ThusResourcedataneedstobeimportedintoResourceUserDefinedFields,and
•ActivitydataneedstobeimportedintoActivityUserDefinedFields.YoumustbecarefulthatyoudonotmakeaUserDefinedFieldwiththesamenameasaP6field,otherwiseyouwillnotknowwhichiswhichwhencreatingfilters.YoumayconsideraddingafullstopattheendofeachUserDefinedFieldnamesoitisclearwhichisaUserDefinedfieldandwhichisaP6field.
TocreateormodifyUDFs:
•SelectAdminister,EnterpriseDataandlocatetherequiredUDFfield,suchasActivityUDFsorExpenseUDFs.
•SelecttheSubjectAreainthedropdownboxinthetopright-handsideoftheform.•Usethe Addand Deleteiconstocreateanddeletefields.•SelecttheDataTypefromthedropdownlist.
ThelistofUserDefinedfieldswillre-sortassoonasanewfieldisaddedorthetitleeditedandyoumayhavetoscrollupordowntofinditinthelist.
•TodisplayoreditdatainaUserDefinedFieldthecolumnshouldbedisplayedintheappropriatewindow.
•Forexample,ifanActivityUserDefinedFieldhasbeencreatedthentheActivitiesWindowshouldbeselectedandthefieldwillbedisplayedunderaUserDefinedcolumn.
•TheexamplebelowhasaSafetyandaNotesUDFdisplayedandpopulated:
20.4Workshop17–ActivityCodesandUserDefinedFields(UDF)
BackgroundThisworkshopwilllookatcreatinganActivityCodeandsomeUDFs.
Wewillcreateanactivitycodetorepresentthedepartments’responsibilitiesfortheProject.
IfyouareusingashareddatabaseyouradministratorwillcreatetheActivityCodesandyouwillstartthisassignmentatpara4.
Assignment–ActivityCodes1.SelectintheAdminister,EnterpriseData,Activities,ActivityCodes–Projecttab,2.AddaBranch/DepartmentcodeasperthepicturebelowwiththreeDepartments,3.EnsureyouassignadifferentcolortoeachCode.
4.CreateaviewWorkshop17–ActivityCodesandaddtheBranch/Departmentcolumn.
5.AssigntheBranch/DepartmentusingtheCodestabandcolumnasperthepicturebelow:
6.GrouptheActivityCode:Branch/Department,sortbyActivityID.TheMilestonesarenowatthetopofthescreen.
7.OpentheCustomizeGanttChartOptionsform,BarstabandcolorthebarsbyBranch/Department:
8.YourpictureshouldlooklikethiswithadifferentcolorbarforeachDepartment:
9.NowgroupWBS,sortbyActivityId.10.SavetheView.
Assignment–UDFs11.Ifyouareworkinginashareddatabasethenyoushouldbeabletodisplaysome
existingUDFfieldsandpopulatethem,yourinstructorshouldadvisehere.
12.IfyouareworkinginastandalonedatabasethencreatetwoactivityUDFsbyselectingAdminister,EnterpriseData,Activities,ActivityUDFs:SafetyasanIndicator,andNotesasText.
13.DisplayWorkshop6-Dates&DurationsviewandsaveasWorkshop17–UDFs,14.DisplaytheUDFsascolumnsandassignsomedataasshownintheexamplebelow:
21INDEXAccrualType,282ActiveProject,87Activity
Add,93AssigningCalendars,104AutoComputeActuals,257Calendar,69,303Codes,83,322Codes–EPS,236Codes–Global,236Codes–Project,236CodesDefinitionform,322Codesform,322,323CodesMaximumNumber,229Constraintform,156Copy,100Detailsform,93,135,140,153,155,158Dissolving,142Duration,280Hierarchy,40ID,102Information,101In-Progress,207,208Lifecycle,207Networkform,149Notebooks,158PercentComplete,96,210Recording,105Sorting,105Summarizing,88Type,21,65,69,97Type-ResourceDependent,69UDFs,236Window,307
ActualCostsandQuantities,303Dates(similartoRetainedLogic),186Duration,208,303Finish,60,205,210
Start,60,205,207,208,210ActualStartandFinish,177Actualthisperiod,306Actualtodate,306Actualsform,314Add
NewActivities,93,99NewActivityDefaults,94NotebookTopics,158Notes,158Relationships,135SiblingWBS,85WBS,85
AddChildWBS,85AddProjectform,52,54AdditionalProjectInformation,61ADM,12Adminform,221Administer
Defaultstartpage,227Administration,30Administrationtab,29AdvancedScheduleOptionsform,137Allappliedfilters,121Allofthefollowing,123Allowuserstospecifythenumberofworkhoursforeachtimeperiod,231Analysistab,29ANP,55AnticipatedDates,84
Project,60WBS,87
AnticipatedFinish,60AnticipatedStart,60Anyappliedfilters,121Anyofthefollowing,123ApplicationSettings,30ApplyaView,112,113ApplyActuals,314ApproveTimesheets,26ArrowDiagramming,12
AsOfDate.SeeCurrentDataDate.Assign
ActivityCodesform,324CalendarstoActivities,104Constraints,155MultipleItems,279Resourceform,277Resources,283Rolesform,275Successorform,135
Assignmentstab,29AtCompletionDuration,208AutoComputeActuals,257,314AutomaticCalculation,145Automaticallysummarizeprojectafterassigningresources,223Auto-numberingDefaults,93,99BandsWBS,107Barcolors,323Bartab,197Barsform,176,213BaseCalendar,74Baseline,4,19,175,205
Additionalfields,198Bars,213ComparingtoProgress,213Costs,302Dates,302Define,175Delete,192Duration,302MaximumNumber,191,229Restoring,192Saving,192Setting,194Type,194Types,235Update,193Work,302
Baselinesform,175,192BottomPane,101
BrowserWindows,42Budget
Log,87Quantity,302
BudgetLog,84CalculateActivitypercent%fromactivitysteps,305,310Calculatecostsfromunits,257,312Calculateperformanceandearnedvalueinformationby,222Calculatestart-to-startlagfrom,187Calculation
Automatic,145form,224,272Manual,145
Calendar,256Activity,69,303Assigning,104Copy,72Create,68,69DatabaseDefault,66,127DefaultActivity,67,98Delete,73ForSchedulingRelationshipLag,190form,70Global,66,72,98Lag,138Personal,65Project,66,67,68,98Renaming,73Resource,65,69,303ResourceDependent,65Shared,65,69View,129
CalendarUsedByform,75Cancel(Ecs),58Cancle(Ecs),106CBS(ContractBreakdownStructure),321ChainLinking,142Changetheuserpassword,227,228CheckOut,59CircularRelationships,142
ClosedNetwork,13ClosingDown,45COA,321CodeActivity,83CodeofAccounts,321CodeSeparator,230Codes
Activity,322Codestab,322CollapseAll,104,107Columnwidth,115Columns
Sortmultiple,106Columnsform,104,114Commandtoolbar,107ComparingProgressWithBaseline,213ComputeTotalFloatas,189Constraint,136,153
AsLateAsPossible,154ExpectedFinish,154FinishConstraint,153FinishOn,154FinishOnorAfter,154FinishOnorBefore,154MandatoryFinish,154MandatoryStart,154MustFinishBydate,157None,154Primary,153PrimaryStart,155Secondary,153,155StartNoEarlierThan,153StartOn,154StartOnorAfter,154StartOnorBefore,154Types,15
ContingentTime,18ContractBreakdownStructure,321Copy
Calendar,72
Activity,100ActivityOptionsform,100Calendar,72fromexistingprojectortemplate,53,54,64Options,101ProjectOptionsform,53
CostAccount,98,236,282CostandUnitsPlannedValues,302CostBreakdownStructure,321CostUnitsLinked,257Create
ActivityCodes,322,323Filterform,122Roles,248,249
CreatingaBlankProject,53CriticalPath,14,145,150Currenciesform,233Currency,257CurrencyID,233CurrencyName,233CurrencyOptionsform,226CurrencySymbol,233CurrentDataDate,175,210,213,301,303CustomizeActivityViewform,105,113,125,149CustomizeColumns,87,140CustomizeColumnsform,111CustomizeFiltersform,120Customizeform,113CustomizeGanttChartOptionsform,111,159CustomizeGroupingform,111CustomizeViewform,114,115Dashboardmenu,26Dashboards,26DashboardsFunctionalityArea,25DataDate,19,60,205,303DataDateformatting,175,205DataLimitsform,191DataType,327Database
MicrosoftSQLServer,54
Oracle,54DatabaseDefaultCalendar,66,79,127Databases,24DateCheckedOut,59DateFormat,37DayView,129Default
ActivityCalendar,67,98ActivityDuration,99,230Auto-numbering,99NewActivities,94Price/UnitforactivitieswithoutresourceorrolePrice/Units,266,306Project,67,244Units/Time,256
Defaults,51Defaultsform,65DefineBaseline,175Definecriticalactivitiesas,187Delete
Baseline,192Calendar,73WBS,85
Dependencies,135Detailsform,95DetailsGeneralform,274Discretionarydependencies,13DisplayDurationsin,37Displayschedulingloguponcompletion,143DissolvingActivities,142DocumentCategories,239DocumentStatuses,239DocumentUDFs,239Documents,41,84,87Driveactivitydatesbydefault,265DrivingRelationships,150Duration
Actual,208,303AtCompletion,208Elapsed,101,137Format,223
In-ProgressActivity,208Original,208PercentCompleteType,309Planned,208Remaining,208Type,94,270,271
EarlyFinish,150EarlyStart,150EarnedValue,87,194Earnedvaluecalculation,312Edit
Relationshipform,135WorkingDays,75WorkingHours,75
EditDayform,77,79EditHoursperPeriod,82EditRelationshipform,139EditingNotebooksTopic,158ElapsedDuration,101,137E-MailAddress,254EmployeeID,254Enterprise
ProjectManagement,9ProjectStructure(EPS),9,34
EnterpriseData,30EnterpriseDataform,194EnterpriseProjectStructure,30EPS-EnterpriseProjectStructure,9,30,34ERP,55EstimatetoComplete,87ETC(EstimateToComplete),87ExceptionPlan,6ExchangeRate,233ExpandAll,104,107ExpectedFinishConstraint,154,156ExpenseCategories,236ExpensesWindow,282Export,55ExternalDates,181Externaldependencies,13
ExternalEarlyStart,181ExternalLateFinish,181F9,137Feedback,102FileANP,55FileTypes,55
ERP,55MSProjectXML,56PCF,55PLF,55XER,55xml,55
FillDown,104FilterParameter,122Filters,119
ProjectIDfiltering,124Filtersform,120FinancialPeriods,233Find,43FindingtheBarsintheGanttChart,101FinishConstraint,153FinishMilestone,97,267FinishNoLaterThanConstraint,153FinishVariance,213Finish-to-FinishRelationship,136Finish-to-StartRelationship,136FirstColumn,115Firstdayofweek,230Fitto,167FixedDuration&Units,271FixedDuration&Units/Time,271FixedUnits,271FixedUnits/Time,271Float,14
FreeFloat,15,145TotalFloat,14,145
ForeignLanguage,23Form
ActivityCodes,322,323ActivityCodesDefinition,322
ActivityConstraint,156ActivityDetails,93,135,140,153,155,158ActivityNetwork,149Actuals,314AddProject,52,54Admin,221AdvancedScheduleOptions,137,184AssignActivityCodes,324AssignResource,277AssignSuccessor,135Bars,176,213Baselines,175,192Calculations,224,272Calendar,70CalendarUsedBy,75Column,104,113Columns,114CopyActivityOptions,100CopyProjectOptions,53CreateFilter,122Currencies,233CurrencyOptions,226CustomizeActivityView,105,113,125,149CustomizeColumns,111CustomizeFilters,120CustomizeGanttChartOptions,111,159CustomizeGrouping,111CustomizeView,114,115DataLimits,191Defaults,65Details,95,211DetailsGeneral,274EditDay,79EditDay,77EditRelationship,135,139EnterpriseData,194Filters,120Grouping,117MergeorDeleteWBSElement(s),85MyPreferences,222,273,283
Notebooks,61Openarequestforaresource,225PageSetup,164Predecessor,140Print,164ProjectInformation,104ProjectPreferences,60,67,94,261,270RenumberActivityIDbasedonselectedactivities,100ResourceRateTypes,237Schedule,205ScheduleOptions,184ScheduleProject,137,145,213ScheduleProjectOptions,67,180SecurityProfiles,242SelectCalendar,67SelectCalendarToCopy,69,72SelectCode,324SelectProject,192SelectProjectorTemplate,53Selectprojectschedulingoptions,137SelectResource,70SelectWBS,93SetTimePeriods,78Sort,105StandardWorkWeek,75TimePeriods,79UserPassword,227,228Users,240
FormatColumnWidth,115Durations,223Units,223
FreeFloat,15,145FullScreenMode,41,111Funding,84FundingSources,235Generaltab,211,313Global
Calendar,66,72,98,256Dashboards,26
Profile,241ResourceTeam,248RoleTeam,248ScheduledServices,30
GroupResources,246Grouping,83Groupingform,117HardLogic,13,135HeaderandFooter,165Help,42
Online,43Histogram:,292HoursperPeriod,78HoursperTimePeriod,37,231IDLengths,230Ignorerelationshipstoandfromotherprojects,181Import
XMLdatacontrol,57ImportingaProject,54ImportingActivityCodeswithExcel,325InactiveProject,87IndividualResources,246Industry,177,208,282InheritHolidaysandExceptionsfromaGlobalCalendar,74In-ProgressActivities,12,207InputResources,246Issues,41,87,102IssuesCodes,239IssuesUDFs,239Jelen'sCostandOptimizationEngineering,6Jumpingtoanactivity,141Lag,13,137
Resource,264LagforCalendar,138Landscape,165Language,23LateFinish,150LateStart,150Lead,13,137LevelofEffort,97,268
LevelofPlans,6Licensing,240Limits,251LinkActivities,135,142Linkactualtodateandactualthisperiodunitsandcost,306,311Linkplannedandatcompletionfornotstartedactivities,178,208,262,302,305Links,135LOE,97LoggingIn,23Logic,135
Hard,135Links,12Looping,14Preferred,135Primary,135Secondary,135Sequencing,135Soft,135
Login,23,240Logout,45LongestPath,187LoopingLogic,14Makeopen-endedactivitiescritical,182ManageDashboards,26ManagePortfolios,28ManagePortfoliosViews,28ManageScenarios,28Mandatorydependencies,13ManualCalculation,145Margins,165Mark-upSheet,206,304MaterialResources,253Maximumnumberofrowsdisplayedintreesandpicklists,222Maximumnumberorrowsdisplayedineachsection,222MergeorDeleteWBSElement(s)form,85MergeWBS,85MethodologyManager,53MicrosoftSQLServerDatabase,54Milestones,12,97
Finish,97
Start,97MoveToolbar,85MSProjectXML,56MultipleBrowserWindows,42MustFinishBy,52MustFinishBydate,52,60,157MustFinishDate,16MyCalendar,221MyPreferences,30,37MyPreferencesform,222,273,283NegativeLag,13,137NewActivityDefaults,94NodeSeparator,85Notebook,84,87
Activity,158AddNotes,158form,61TopicEditing,158Topics,158,235
Notestab,257OBS,30OfficePhone,254Openarequestforaresourceform,225OpenExclusively,36OpenPortfolio,28OpenProject,35OracleDatabase,54OrganizationBreakdownStructure,30,242,321Orientation,165OriginalDuration,208Outlining,321OutputResources,247OverheadCodes,234Overtime,256Page
Layout,165Numbering-Printing,167Order,167Setup,165Setupform,164
ParameterFilter,122Password,23,222PasswordPolicy,230
Enable/Disable,230Passwordtab,227,228PBS-ProjectBreakdownStructure,11PCF,55PDM,12PercentComplete,94,208
Activity%Complete,96,210Default%Complete,95,209Duration%Complete,95,209Physical%Complete,95,209Type,94Units%Complete,95,209Updating,313
PercentCompleteTypeDuration,309Physical,308Units,309
PersonalCalendar,65,70PERT,135,136Phases,5PhysicalPercentCompleteType,308PieChart,294PlannedDates,195PlannedDuartion,177,208PlannedDuration,Resource,264PlannedFinish,177PlannedProject,87PlannedStart,52,60,177PlanningCycle,4Planningtab,29PLF,55PMBOK®Guide,5Portfolios,27Portlets,25,26Portrait,165PrecedenceDiagrammingMethod,12Predecessor,136
Predecessorform,140PreferredLogic,135PreservetheUnits,Duration,andUnits/Timeforexistingassignments,224Price/Unit,98,266Price/UnitforactivitieswithoutresourceorrolePrice/Units,264,266PrimaryLogic,135PrimaryRole,249PrimaryStart,155PrimaveraPrime,24PrimaveraUnifier,24Prime,24PRINCE2,5,6,321PrintPreview,165PrintRange,167Printtableonallpages,167Printing,163
Enhancement,167form,164HeaderandFooter,165Options,167PageNumbering,167PageSetup,163,164,165Preview,164PrintPreview,163Zoom,164
Proficiency,21,249,254Profile
Global,241Project,242
ProgramPlan,6Progress
CalculationSummary,210Overide,185Override,184Recording,206Spotlight,212Tracking,19
ProgressReporter,24,316ProgressSpotlight,111Project
Access,240Baseline,194BreakdownStructure,11,83,321Calendar,66,67,68,98,235FinishDate,60Hierarchy,40ID,52,59Information,104Must,16,52,157MustFinishBydate,157MustFinishByDate,52Name,52Owner,59Phase,88Planned,16Preferences,60,67Preferencesform,94,261,270Profile,242Savinginformation,57settingup,59Status,59,87Toolbar,84UDSs,235WBS,83Web,163
ProjectIDFiltering,124
ProjectsFunctionalityArea,25ProjectsWindow,38Promote,72Promptbeforesendingemail,222RateType,263Recalculateassignmentcostsafterscheduling,184RecalculatetheUnits,Duration,andUnits/Timeforexistingassignmentsbasedontheactivity
DurationType,224RecordingActivities,105Relationship
administer,144Detailwindow,144
Relationships,136
Add,135ChainLinking,142Colors,15Driving,150LinkActivities,142Predecessor,136Successor,136
RemainingDuration,208RemainingEarlyStartandFinish,179RenameCalendar,73RenumberActivityIDbasedonselectedactivitiesform,100Replace,43ReportScheduleProjectLog,143Reporting,163Reports,169RequestResource,280RequestResources,261,280Resetplanneddurationsandunitstoremaining,305Resetremainingdurationandunitstoplanned,305Resource
Assigning,277,283Assignments,274AssignmentsWindow,175Calendar,65,69,256,303Codes,237,255Cost,262DependentActivityType,97,267DependentCalendar,65Group,246Individual,246Input,246Labor,261Lag,264,281Nonlabor,261Output,247PlannedDuration,264Proficiency,254Quantity,262RateType,263RateTypesform,237
Removing,277Shifts,255tab,263,267,278Teams,248Types,253UDFs,238Updating,313
Resource/TimeFormat,223Resources
tab,313Resourcescanbeassignedtothesameactivitymorethanonce,264ResourcesFunctionalityArea,25ResourcesWindow,245ResponsibleManager,36,52,59,87ResponsibleManger,241RestoringaBaseline,192Resume,205,212RetainedLogic,184,185Right-clickingwiththeMouse,41RiskAnalysis,18RiskCatogories,238RiskScoringMatricies,238RiskThresholds,238RiskUDFs,238Risks,41,102,238RoleHierarchy,292RoleTeam,292RoleTeams,248Roles,21RollingWave,5Saving
AdditionalProjectInformation,61Baseline,192
Scale,167Scheduleautomaticallywhenachangeaffectsdates,183ScheduleOptionsform,184ScheduleProjectform,137,145,213ScheduleProjectLog,143ScheduleProjectOptionsform,67,180ScheduleUpdating,211
Scheduler,143Schedulerform,205SchedulingtheProject,145SDK,325Search,42SecondaryConstraint,155SecondaryLogic,135SecurityProfilesform,242SelectCalendarform,67SelectCalendarToCopyform,69,72SelectCodeform,324SelectProjectform,192SelectProjectorTemplateform,53Selectprojectschedulingoptionsform.,137SelectReplacementCalendar,73SelectResourceform,70Selecttheinformationtodisplayinthechart,295,298SelectWBSform,93Sende-mailtoresourcesuponaddingorremovingassignments,222SequencingLogic,13,135Services,230Setdayas,76SetProjectPreferences,86SetTimePeriodsform,78SettingBaseline,194SetupFilterstab,228SharedCalendar,65,69,256SharingViews,129Shifts,255ShowDurationlabel,37Showfirstcolumnas,115Slack,14SoftLogic,135SoftwareDevelopersKit,325Sortform,105Sortfunction,105Sorting
MultipleColumns,106SortingActivities,105Specificdaterange,167
SpellCheck,107SpreadSheet,292StaffedRemainingUnits,247StagePlan,6StakeholderAnalysis,10StandardWorkWeekform,75Start
Milestone,97,267NoEarlierThanConstraint,153Variance,213
StartandFinishDates,177StartMilestone,97StartingDayoftheWeek,230Start-to-FinishRelationship,136Start-to-StartRelationship,136Status,175,205StatusDate,60,175,301StatusingReport,206,304StepTemplates,236StepUDFs,236Steps,102,305,308,310StorePeriodPerformance,233,306Sub-projects.,5Sub-units,37Successor,136Successorform,140SummaryActivities,107SummaryProgressCalculation,210SuspendandResume,212SystemBreakdownStructure,321Tab
Administration,29Analysis,29Assignments,29Codes,322General,313Notes,257Password,227,228Planning,29Resources,263,267,278,313
SetupFilters,228Target,4,175TaskDependent,97,267TeamMember,24TeamPlan,6TechniqueforcomputingEstimatetoComplete(ETC),229Techniqueforcomputingperformancepercentcomplete,229Templates,53TimePeriods,230TimePeriodsform,79Timesheets,183,230Title,254Toolbar
Command,107Move,85Project,84
Toolbars,39Top-DownBudgeting,21TotalFloat,14,145,150TotalFloatlessthanorequalto,187Totalworkhours,75TraceLogic,103TrackingProgress,19,175,205TrackingWindow,88,89Type
Activity,21,69,97Duration,94PercentComplete,94,208
UDF,231UNCEFACT
XML,57Unifier,24UnitsFormat,223UnitsofMeasure,238,253UnitsPercentCompleteType,309Units/TimeFormat,223UnstaffedRemainingUnits,247Update,175,205
Activity,211Baselines,193
Schedules,211UpdateProject,213UpdatingaCompleteactivity,211UpdatingaResourcedSchedule,303Updatinganactivitythathasnotstarted,212UpdatinganIn-progressactivity,211UpdatingExpenses,315UpdatingtheSchedule,311Useassignedcalendartospecifythenumberofworkhoursforeachtimeperiod,78,231UseExpectedFinishDates,183Usethisproject’ssettings,181UserAccess,30Userdashboards,26UserDefinedField,30,231,326UserInterfaceViews,30,242UserPasswordform,227,228UserPreferences,221UserResourceTeam,248UserRoleTeam,248UserSessions,30,244Username,23Usersform,240View
Calendar,129Day,129Sharing,129
Views,112WBS,5
Activity,269Add,85Bands,107Categories,88,235CodeSeparator,86Copy,85Delete,85Merge,85Milestones,87Name,87Node,87NodeSeparator,85
OrganizingActivities,83Project,83Reordering,107Summary,97UDFs,235Window,84WorkBreakdownStructure,11
WebSitePublisher,163What-ifProject,87Whenschedulingprogressedactivitiesuse,184Window
Resources,245Tracking,88WBS,84
WorkAfterDate,301WorkBreakdownStructure,5,11WorkPackage,5WorkProductsandDocumentsWindow,102WorkingHours,75WP&Docs,84XER,55XML,56
Granulardatacontrol,57Import/Export,56UN/CEFACT,57
xmlFileType,55ZoomPrinting,164Zoomtofit,127