106p_d64422gc10_sg

Advanced Project Management in Primavera P6 Rel 7

Student Guide

D64422GC10

Edition 1.0

February 2010

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Copyright 2010, Oracle and/or its affiliates. All rights reserved.

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Advanced Project Management in Primavera P6 Rel. 7.0 i

Course Contents

Lesson 1: Creating a Project with Project Architect 1

Project Architect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Create a New Project Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Project Start and End Dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Responsible Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Project Architect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Select Base or Plug-in? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Select Base Methodology . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Select Plug-In Methodologies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Estimate Size and Complexity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Tailoring the Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Tailor WBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Tailor WPs & Docs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Tailoring Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Update Project Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Save Methodologies and View Details . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Finish . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Viewing the Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Lesson 2: Assigning Codes 21

Codes in P6 Project Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Assigning Project Code Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Assigning Resource Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Viewing Resources Organized By Resource Code . . . . . . . . . . . . . . . . . . 25

Assigning Global-Level Activity Code Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

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Course Contents

ii Advanced Project Management in Primavera P6 Rel. 7.0

Creating a Project-Level Activity Code . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Assigning Project-Level Activity Code Values . . . . . . . . . . . . . . . . . . . . . . 28

Assigning EPS-Level Activity Code Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Lesson 3: User-Defined Fields and Global Change 33

User-Defined Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Subject Areas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Data Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Creating a User-Defined Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Displaying Fields and Assigning Values . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Global Change . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Creating a New Global Change . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Global Change Report Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Viewing Global Change Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Using If/Then/Else Logic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Viewing Global Change Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Lesson 4: Portfolios 51

Portfolios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Creating a Portfolio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Adding Projects to the Portfolio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Using Portfolios To Open Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Using Portfolios in the Projects Window . . . . . . . . . . . . . . . . . . . . . . . . . 58

Lesson 5: Advanced Scheduling 61

Multiple Float Paths . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

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Advanced Project Management in Primavera P6 Rel. 7.0 iii

Course Contents

Scheduling Progressed Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Using Retained Logic . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Using Progress Override . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Calendar Effect on Lag . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Using the Predecessor Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Using the Successor Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Lesson 6: Monitoring Thresholds and Issues 73

Thresholds and Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Managing Thresholds and Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Creating a Threshold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76

Monitoring Thresholds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Addressing Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Issue History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Navigating Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Notify Issue Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Adjusting the Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Closing Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Lesson 7: Importing and Exporting Data 87

Importing and Exporting Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Export Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Export Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Project(s) to Export . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

File Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

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Course Contents

iv Advanced Project Management in Primavera P6 Rel. 7.0

Import Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Import Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

File Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Import Project Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Modifying Import Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Completing the Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Viewing the New Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

Lesson 8: Transferring Data Between Primavera and MS Excel 99

The Export Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Export Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Export Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Select Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Select Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Select XLS File Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Modifying Project Data in Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Updating Data in Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Importing from Excel into Primavera . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Reviewing Import Updates in Primavera . . . . . . . . . . . . . . . . . . . . . . . . 113

Adding New Schedule Data via Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Importing New Project Data into P6 . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Lesson 9: Updating Baselines 121

Updating a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Updating Baselines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Adding and Removing Activities in the Baseline . . . . . . . . . . . . . . . . . . . 125

Update Baseline Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

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Advanced Project Management in Primavera P6 Rel. 7.0 v

Course Contents

Lesson 10: Claim Digger 131

Claim Digger Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

Launching Claim Digger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

Main Application Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

Configuring Projects, Output Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

Choosing Comparison Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

Reviewing the Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

Lesson 11: Duration Types 139

Duration Types Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

Balancing the Equation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

Duration Type: Fixed Units/Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142

Duration Type: Fixed Duration and Units/Time . . . . . . . . . . . . . . . . . . . 143

Duration Type: Fixed Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

Duration Type: Fixed Duration & Units . . . . . . . . . . . . . . . . . . . . . . . . . 145

Assigning a Duration Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146

Modifying Activity with Fixed Units/Time Duration Type . . . . . . . . . . . . . . . . . . . . 148

Changing Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Changing Duration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

Changing Units/Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

Adding a Resource . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

Lesson 12: Calculating Percent Complete 157

Percent Complete Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

Assigning a Percent Complete Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

Updating Activities Based on Physical Percent Complete . . . . . . . . . . . . . . . . . . . . 161

Updating Activities Based on Duration Percent Complete . . . . . . . . . . . . . . . . . . . 163

Updating Activities Based on Units Percent Complete . . . . . . . . . . . . . . . . . . . . . . 165

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vi Advanced Project Management in Primavera P6 Rel. 7.0

Weighted Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167

Setting Up Weighted Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168

Adding Weighted Steps to Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . 170

Updating Weighted Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171

Lesson 13: Earned Value Analysis 173

Earned Value Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

Planned Value Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

Earned Value Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

Actual Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

Earned Value Graph . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

Earned Value Project Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176

Calculating Planned Value Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177

Calculating Actual Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178

Calculating Earned Value Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179

Performance % Complete . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180

Weighted Milestones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181

Creating Weighted Milestones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182

Updating Weighted Milestones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183

Effect of Weighted Milestones on Activities . . . . . . . . . . . . . . . . . . . . . . 184

50/50 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185

Activity Percent Complete . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186

Conclusions Based on Earned Value . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187

Schedule Performance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187

Cost Performance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187

Cost, Schedule Performance Indices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188

Cost Performance Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188

Schedule Performance Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189

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Advanced Project Management in Primavera P6 Rel. 7.0 vii

Course Contents

Calculating Estimate to Complete . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190

Estimate To Complete . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190

Performance Factor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191

Using Remaining Cost for Activity to Calculate ETC . . . . . . . . . . . . . . . . 192

Using CPI to Calculate ETC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193

Using CPI and SPI to Calculate ETC . . . . . . . . . . . . . . . . . . . . . . . . . . . 195

Lesson 14: Activity Usage Profile and Spreadsheet 199

Activity Usage Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200

Displaying Cost Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201

Displaying Bars and Curves . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202

Activity Usage Spreadsheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203

Displaying Usage for Selected Activities . . . . . . . . . . . . . . . . . . . . . . . . 204

Displaying Usage For a Specific Time Period . . . . . . . . . . . . . . . . . . . . . 205

Displaying Fields in the Activity Usage Spreadsheet . . . . . . . . . . . . . . . . 206

Lesson 15: Top-Down Budgeting 209

Top-Down Budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211

Establishing Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212

EPS Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212

Project Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213

WBS Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214

Tracking Budget Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215

Approved Change . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217

Establishing a Spending Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218

Spending Plan Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218

Spending Plan Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218

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viii Advanced Project Management in Primavera P6 Rel. 7.0

Establishing a Spending Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219

EPS Node . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219

Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220

Undistributed Current Variance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221

Benefit Plan Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222

Tracking and Analyzing Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223

Budget Summary Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223

Budget Summary Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224

Funding Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225

Assigning Funding Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226

Lesson 16: Top-Down Estimating 231

Top-Down Estimation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232

Assigning Estimation Weights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233

Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234

Calculating Top-Down Estimation Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235

Performing Top-Down Estimation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236

Top-Down Estimation Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236

Viewing New Top-Down Estimates . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239

Applying Top-Down Estimation to the Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240

Lesson 17: Documenting Risk 245

Risks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246

Viewing Risk Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247

Adding a Risk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248

General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249

Description Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250

Control Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251

Calculating Exposure Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252

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Course Contents

Calculating a Risks Impact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253

Changing an Activitys Duration Type . . . . . . . . . . . . . . . . . . . . . . . . . . 254

Calculating Risk Impact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255

Lesson 18: Tracking Layouts 261

Tracking Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262

Types of Tracking Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262

Navigating in the Tracking Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263

Open a Project Table Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264

Creating a New Tracking Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265

Creating a Project Bar Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266

Grouping the Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268

Creating a Resource Analysis Layout . . . . . . . . . . . . . . . . . . . . . . . . . . 269

Creating a Project Gantt/Profile Layout . . . . . . . . . . . . . . . . . . . . . . . . 270

Lesson 19: Auto Compute Actuals 273

Auto Compute Actuals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274

Business Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274

Auto Compute Activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275

Auto Compute Resource . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279

Auto Compute Expense . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280

Lesson 20: Reflection Projects 283

Reflection Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284

Creating a Reflection Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284

Making Changes to the Reflection Project . . . . . . . . . . . . . . . . . . . . . . . 286

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x Advanced Project Management in Primavera P6 Rel. 7.0

Merging Reflection into Source Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289

Previewing Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290

Merging Reflection into Source Project . . . . . . . . . . . . . . . . . . . . . . . . . 292

Viewing Updated Source Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293

Updating Reflection Project via Activity Owner . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294

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2009 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc. 1

LESSON 1

Creating a Project with Project Architect

Objectives Create a project using Project Architect

Customize the project plan

Key Terms

Project Architect

Size and Complexity Percentage

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Lesson 1: Creating a Project with Project Architect

2 2009 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.

Project ArchitectProject Architect is a wizard that guides you through the process of a creating a project using the Methodology Management tool.

These are some of the options a project manager should consider when running Project Architect to create a project plan from methodologies:

Select base/plug-in methodologies.

Select the appropriate methodology from the repository.

Specify size and complexity.

Use a wizard, or your best judgement, to calculate the duration, units, and expenses for this project plan.

Tailor elements of the project plan to meet the project requirements.

WBS and activities

Activity attributes

Work products & documents

Project ArchitectWizardMethodology

ManagementMethodologies

Project TemplatesStandard Processes

ProjectManagement

Project Plans

FIG. 1.1: Project Architect helps you create a project based on a methodology.

Closing

Controlling

Executing

Planning

MethodologyManagement

Initiating

Incorporate lessons learned

Create/update methodologies

Project Architect

Create new project plans

Closing

Controlling

Executing

Planning

MethodologyManagement

Initiating

Incorporate lessons learned

Create/update methodologies

Project Architect

Create new project plans

FIG. 1.2: A methodology enables you to standardize elements of a project and incorporate lessons learned.

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Create a New Project WizardThe Create a New Project wizard guides you through the steps required to add a project to the Enterprise Project Structure. You begin by establishing basic project structures - Project Name, Responsible Manager, EPS, etc. and end by using Project Architect to incorporate methodologies.

EXERCISE: Add the Highway Extension project to the Highway Construction EPS node.

Steps

1. Click Start, Programs, Oracle - Primavera P6, Project Management.

2. Type a Login Name and Password .

3. Click OK.

4. In the File menu, click New.

5. Click to view the EPS.

6. Highlight an EPS node, Highway Const - Highway Construction.

7. Click , and then click Next.

FIG. 1.3: Click to select an EPS node.

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Project NameThe name of the project is Highway Extension. You can shorten this name to create the Project ID, HwyExt.

Project ID must be unique; Project Name should also be unique but this not required.

EXERCISE: Enter the Project ID and Project Name.

Steps

1. In the Project ID field, type .

2. In the Project Name field, type .

3. Click Next.

FIG. 1.4: Type a Project ID and Project Name.

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Project Start and End DatesThe project is scheduled to start the week of 11-Jan-2010.

The project does not have a Must Finish By date at this time. You can add one later in the Dates tab in the Projects window.

EXERCISE: Enter the Planned Start date of the project.

Steps

1. In the Planned Start field, click .

2. Select a date, 11-Jan-10, and then click Select.

3. Click Next.

FIG. 1.5: Select the Planned Start date.

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Responsible ManagerThe Responsible Manager is selected from the Organizational Breakdown Structure (OBS). The OBS is a hierarchical arrangement of an organizations project management structure.

The OBS can be configured to represent a detailed organizational breakdown (with employee names) or a more general approach using departments, teams, or types of responsibility.

EXERCISE: Assign the VP of Construction responsible for the Highway Extension project.

Steps

1. In the Responsible Manager field, click .

2. In the Display Options bar, click Filter By, All OBS Elements.

3. Select a Responsible Manager, VP of Construction, and then click .

4. Click Next.

5. For the Assignment Rate Type, accept the default, Commercial, and then click Next.

FIG. 1.6: Select the Responsible Manager.

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Project ArchitectAt this point in the Create a New Project wizard, you have the option to run Project Architect.

EXERCISE: Initiate the Project Architect.

Steps

1. Select Yes, run the Project Architect.

2. Click Next.

3. After reading the welcome message, click Next.

FIG. 1.7: Select to run Project Architect.

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Select Base or Plug-in?Project Architect allows you to build a new project plan by selecting one base methodology, and if necessary, one or more plug-in methodologies.

EXERCISE: Select a base methodology to use in Project Architect.

Steps

1. Verify Base Methodology is selected.

2. Click Next.

FIG. 1.8: Choose base or plug-in methodology.

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Select Base MethodologySelect a specific base methodology for the new project.

EXERCISE: Use the Roadway Extension methodology as the base methodology for the new project.

Steps

1. Click Select Base.

2. Mark the checkbox next to a base methodology, Roadway Extension.

3. Click Close.

4. Click Next.

FIG. 1.9: Click to display the Select Base Methodology dialog box.

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Select Plug-In MethodologiesIf the selected base methodology has linked plug-in methodologies, select one or more to include in the project plan.

EXERCISE: Add the Road Branching plug-in methodology to customize the project plan.

Steps

1. Click Add.

2. Mark the checkbox next to a plug-in methodology, Road Branching.

3. Click Close.

4. Click Next.

FIG. 1.10: Click Add to add a plug-in methodology.

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Estimate Size and Complexity Do not press the Enter key after typing the new percentage. Project Architect will perform its calculations and advance one dialog box.

The project Size and Complexity percentage is used to calculate a value between the low and high values defined for duration, labor/nonlabor units, and expense costs assigned to each activity in the methodology.

To specify the percentage for each methodology you can:

Manually enter a percentage for each methodology.

Use the Size and Complexity wizard. The values, or answers, you select are then used to determine the Size and Complexity percentage.

EXERCISE: Manually enter the percentage you want Project Architect to use to calculate durations or labor units, and expenses.

Steps

1. Select a plug-in, Road Branching.

2. In the Size & Complexity field, type .

3. Click Next.

FIG. 1.11: Type a Size and Complexity %.

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Tailoring the Project At this point, Project Architect allows you to customize the new project plan by selecting WBS elements, activity attributes, and work products and documents that you want to include in the project.

Tailor WBSDetermine which WBS elements to include in the project. The Tailor WBS dialog box displays WBS elements from the base and plug-in methodologies.

EXERCISE: View the Tailor Work Breakdown Structure dialog box.

1. Click Tailor.

2. Click Close.

3. Click Next.

FIG. 1.12: Click to select the WBS elements.

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Tailor WPs & DocsIf work products and documents have been assigned to the activities or WBS elements in the base or plug-in methodologies, you can choose to include or remove them from the new project.

EXERCISE: View the Tailor Work Products & Documents dialog box.

Steps

1. Click Tailor.

2. Click Close.

3. Click Next.

FIG. 1.13: Click to to select the work products and documents to include or remove.

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Tailoring OverviewThe tailoring overview summarizes the activities and documents that you removed during the tailoring process. It also displays any broken relationships that now exist in the project plan as a result of the tailoring process.

Since you did not tailor any elements in the project, there are no removed activities, WPs & Docs, or broken relationships to view in this dialog box.

EXERCISE: View the Tailoring Overview dialog box.

Steps

1. View the Tailoring Overview, and then click Next.

2. Select Use the Project Rate Type for all resource assignments.

3. Click Next.

4. Select Use the responsible manager assigned to the project.

5. Click Next.

FIG. 1.14: The Tailoring Overview.

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Update Project OptionsWhen creating a new project plan using methodologies, some data may conflict with existing global or project data. The Update Project Options dialog box allows you to create import configuration layouts to define actions when imported data conflicts with existing data.

EXERCISE: Use the Default Configuration layout to import the Roadway Extension methodology.

Steps

1. Select the Default Configuration layout.

2. Click Next.

FIG. 1.15: Update Project Options dialog box.

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Save Methodologies and View DetailsYou can now see an overview of the new project and view details about the elements that will be included in the new project.

EXERCISE: View the details of the newly created project.

Steps

1. Click View Details.

2. Review the information displayed.

3. Click Close.

FIG. 1.16: Click to view details of the new project.

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FinishThe project is ready to be created. Click Finish to complete the wizard.

If the project is not satisfactory, click Prev and make changes.

EXERCISE: Finish the New Project wizard.

Steps

1. Click Finish.

2. When prompted, click OK.

FIG. 1.17: Click Finish to create the new project.

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Viewing the ResultsThe Highway Extension project plan has been successfully created using Project Architect.

EXERCISE: View the activities that have been added to the Highway Extension project.

Steps

1. In the Directory bar, click Activities.

2. In the Tools menu, click Schedule.

3. Confirm the data date, 11-Jan-2010, and then click Schedule.

FIG. 1.18: Activities are displayed for the new Highway Extension project.

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Viewing the Results (continued)

4. In the Directory bar, click Projects.

5. Scroll down to locate the project, HwyExt - Highway Extension.

6. In the File menu, click Close All.

7. When prompted Are you sure you want to close this project?, click Yes.

FIG. 1.19: The Highway Extension project is displayed in the EPS.

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LESSON REVIEW

Key Concepts

Project Architect is a wizard that enables you to use methodologies, stored in the Methodology Management database, to build a project.

In Project Architect, you can customize the new project by including or removing WBS elements, work products and documents, and activities from the selected methodologies.

Review Questions

1. True or False: You must assign a Project Must Finish By constraint to projects created using Project Architect.

2. True or False: Activities that are currently a part of a base/plug-in methodology can be removed by using Project Architect.

3. Project Architect allows for the customization or tailoring of the following:

a. Activities

b. WBS

c. Work Products and Documents

d. All of the above

e. b and c

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LESSON 2

Assigning Codes

Objectives Assign project code values to activities

Assign resource code values to resources

Assign activity code values to activities

Key Terms

Project code

Resource code

Activity code

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Lesson 2: Assigning Codes


Codes in P6 Project ManagementCodes and code values enable you to group, filter and sort data. Each type of code is used to group specific data in the database.

Project codes Project codes classify and categorize projects according to your organizational needs.

Project codes are global, which means they are available to all projects in the database.

Filter and organize projects based on your organizations requirements across the Enterprise Project Structure.

Resource codes Resource codes classify and categorize resources according to your organizational needs.

Resource codes are global, which means they can be assigned to all resources in the database.

Filter and organize resources based on your organizations requirements.

Activity codes Activity codes provide a way to organize activities. Each activity code can have an unlimited number of activity code values. Three types of activity codes are available in Primavera:

Global-level activity codes are available to all projects in the database.

EPS-level activity codes are available to all projects in an EPS node.

Project-level activity codes are available only to activities in the specific project.

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Assigning Project Code Values Assign project code values to projects in the Codes tab in Project Details. You can also display project codes as columns in the Projects window and assign the code values to projects.

You will assign the project code values for the Project Risk and Business Unit project codes to the Bldg-TDE project.

EXERCISE: Assign project code value to a project.

Steps

1. In the Directory bar, click Projects.

2. In the Layout Options bar, click Layout, Open.

3. Select a layout, Selected Tabs, and then click Open.

4. Select a project, Bldg-TDE.

5. In Project Details, click the Codes tab.

6. Click Assign.

7. In the Business Unit project code, select a project code value, NatGas, and

then click .

8. Close the dialog box.

FIG. 2.1: Project codes are assigned to the Bldg-TDE project.

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Assigning Resource CodesAssign resource code values in the Resources window. You can also display resource codes as columns and assign a code value to each resource within the column.

EXERCISE: Assign a resource code to a resource.

Steps

1. Open a project, Bldg-TDE.

2. In the Directory bar, click Resources.

3. Select a resource, Excav-Excavator.

4. In Resource Details, click the Codes tab.

5. Click Assign.

6. Select a resource code, Classification- Construction, and then click .

7. Close the Assign Resource Codes dialog box.

FIG. 2.2: The Resources window.

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Viewing Resources Organized By Resource CodeGroup resources and resource assignments by resource codes in the Resources window and the Resource Assignments window.

EXERCISE: View the resources organized by the resource code, Classification.

Steps

1. In the Display Options bar, click Group and Sort By, Customize.

2. In the Group By column, select Classification.

3. Click OK.

4. View the resources organized by the Classification resource code.

FIG. 2.3: View the resources grouped by the Classification resource code.

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Assigning Global-Level Activity Code ValuesAssign global-level activity code values to activities in any project.

EXERCISE: Assign global-level code values to activities.

Steps



3. Select a layout, Classic WBS Layout, and then click Open.

4. Select an activity, BA3200 - Excavation.

5. In Activity Details, click the Codes tab.

6. Click Assign.

7. Verify Global is selected.

8. In the Display Options bar, click Filter By, All Values.

9. Select a code value, Organization - Owner, and then click .

10. Close the Assign Activity Codes dialog box.

FIG. 2.4: The Organization activity code value can be assigned to the activity.

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Creating a Project-Level Activity Code Project-level activity codes and values are only available to activities in the projects for which the codes were created.

EXERCISE: Create a project-level activity code and values.

Steps

1. In the Enterprise menu, click Activity Codes.

2. In the Activity Codes dialog box, select Project.

3. In the Select Activity Code section, click Modify.

4. Click Add.

5. Type a new activity code name , and then click Close.

6. Click Add.

7. In the Code Value column, type .

8. In the Description column, type .

9. Click Add.

10. In the Code Value column, type .

11. In the Description column, type .

12. Click Close.

FIG. 2.5: Click to select a project - level activity code.

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Assigning Project-Level Activity Code ValuesAssign project-level activity code values to activities in multiple areas:

Columns in the Activities window and Resource Assignments window.

Codes tab in Activity Details.

Command bar in the Activities window.

EXERCISE: Assign a project-level activity code value to an activity.

Steps

1. Select an activity, BA4400 - Concrete First Floor.

2. In the Codes tab in Activity Details, click Assign.

3. At the top of the dialog box, select Project to display the project-level activity codes.

4. Assign an activity code value, LVL1.


FIG. 2.6: The Assign Activity Codes dialog box

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Assigning EPS-Level Activity Code Values Assign EPS-level activity code values to activities. The EPS node to which an EPS-level activity code is assigned determines which projects can access the code and its values. You will open two projects to verify that codes are assigned to the correct EPS element.

EXERCISE: Verify access to an EPS-level activity code.

Steps

1. Control+click to select the following activities: BA3000, BA3100, BA3200, BA3300, BA3400.

2. In the Command bar, click Activity Codes.

3. At the top of the dialog box, select EPS.

The EPS activity codes are displayed.

4. Select HANCON- Hanover Construction, and then click .


6. Open a project, HwyNorth - Phase 2 Northbound.

7. Expand the Activity ID column.

FIG. 2.7: The EPS-level activity code values can be assigned to the activities in the Bldg - TDE project.

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Assigning EPS-Level Activity Code Values (continued)

8. Select an activity, HWPN3100 - Remove Temp Pavement.

9. In the Codes tab, click Assign.

10. Click EPS.

You should not see the Pennsylvania - Project Sub Grouping EPS activity code. The project in which the activity is located is not in the EPS node where the EPS-level code exists.


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LESSON REVIEW

Key Concepts

Project codes, resource codes, and activity codes provide ways to classify and categorize data according to your organizational needs.

The EPS node to which an EPS-level activity code was assigned, determines which projects can access the EPS-level activity code values.

Review Questions

1. Based on the activity code type, the activity code values can be assigned at the global, __________, or project levels.

2. True or False: Project-level activity codes and values are only available to activities in the projects for which the codes were created.

3. You can group resources and resource assignments by ______________ codes in the Resources window and the Resource Assignments window.

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LESSON 3

User-Defined Fields and Global Change

Objectives Establish user-defined fields

Define global change parameters

Run a global change

Key Terms

User- defined field

Global change

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Lesson 3: User-Defined Fields and Global Change


User-Defined FieldsUser-defined fields enable you to add your own custom fields to the project database. These fields can be used to group, sort, and filter project data within layouts, as well as organize reports for analysis.

Subject AreasThe subject area determines the available data types and the level of the database at which user-defined fields can be accessed.

Activity

Activity resource assignments

Activity steps

Issues

Project expenses

Project

Resources

Risks

WBS

Work products and documents

Data TypesA user-defined fields data type determines the kind of data that can be entered in the user-defined field.

Start date Dates and times.

End date Dates and times.

Integer Numeric (except currency); no decimals.

Number Numeric; with decimals.

Text Text or combinations of text and numbers.

Cost Currency values.

Indicator Color-coded icons.

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Creating a User-Defined FieldCreate user-defined fields in the User Defined Fields dialog box.

EXERCISE: Open a project and add two user-defined fields.

Steps

1. Open a project, Bldg - GC.

2. In the Enterprise menu, click User Defined Fields.

3. In the Select Subject Area field, verify Activities is selected.

4. Click Add.

5. In the Title field, type .

Verify you have the field Up Front Costs selected. It may be shuffled after typing in the value.

6. In the Data Type field, select Number.

7. Click Add.

8. In the Title field, type .

9. In the Data Type field, select Indicator.

10. Click Close.

FIG. 3.1: Select a subject area from the drop-down list.

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Users with security privileges to edit user-defined fields can add, modify, or delete user- defined fields. Other users can still view them in the User Defined Fields dialog box.

Displaying Fields and Assigning ValuesIn the Activities window, display activity-type user-defined fields as columns. Use the user-defined field columns to assign or type a value for each activity.

In the Projects window, display project-type user-defined fields as columns. Use the user-defined field columns to assign or type a value for each project.

EXERCISE: Add columns for the newly created custom user-defined fields and manually enter an Up Front Cost for an activity.

Steps



3. Select a layout, Analyzing the Budget, and then click Open.

4. In the Layout Options bar, click Columns.

5. In the Available Options section, click + to expand User Defined.

6. Select Up Front Costs, and then click .

FIG. 3.2: Add the user-defined columns to the layout.

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Displaying Fields and Assigning Values (continued)

7. Select Up Front Cost Indicator, and then click .

8. Click OK.

9. Select an activity, BA1200 - Review Bids for Flooring.

10. In the Up Front Costs column in the Activity Table, type .

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Global Change Global change is a powerful feature that can change data in an open project in a single process. You can make changes to data in the Activities, Activity Resource Assignments, or Project Expenses subject areas. Use global change to perform various functions, such as replacing existing data with new data, populating user-defined fields, activity codes, and other data items. Use arithmetic equations to change numeric data such as units, costs, and durations. For example, you can use global change to change budget values and store dates for comparison when leveling.

Global change specifications rely on If/Then/Else logic:

"If" statements, which are optional, compare two values to determine whether to make the change.

"Then" statements change data when the "If" statement is true. All global change specifications require at least one "Then" statement.

When no "If" statement is defined, the "Then" statement is applied to all activities in the current filter, not all activities in memory.

"Else" statements change data when the "If" statement is false. To specify an "Else" statement, there must be at least one "If" statement.

You can define an unlimited number of "If, Then, and Else" statements.

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Creating a New Global ChangeAdd statements to define the new global change specification. You can use one of the following three subject areas to