planning and control using oracle primavera p6 version 8.2 to 8.4 eppm
DESCRIPTION
PlanningTRANSCRIPT
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PLANNINGANDCONTROLUSING
ORACLE®PRIMAVERA®P6Versions8.2to8.4EPPMWEB
“EnterprisePortfolioProjectManagement”
PlanningandProgressingProjectSchedulesWithandWithout
RolesandResourcesinan
EstablishedDatabase
BY
PAULEASTWOODHARRIS
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©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
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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
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PrimaveraP6onyourprojects.
APPRECIATIONIwouldlikethankMichaelJack,RanSunandJanHanakfortheirassistanceinwritingthisbook.IwouldalsoliketothankJesicaPaulaYaboforherassistanceinupdatingthisbookfromVersion8.2.
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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.
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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,
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•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
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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,
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•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
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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.
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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.
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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
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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
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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
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•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
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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
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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
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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
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•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
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followingstopstheactivitystartingontheProjectStartDate:•ThereisaCalendarNonWorktime,or
•Aconstraint,or
•Arelationship.
AprojectMustFinishDateisoptional,butoncesetthiscontrolsTotalFloat(oftenreferredtoasFloatinP6).
WhenaprojectMustFinishDateconstraintisassignedthenTotalFloatiscalculatedtothisdate.
•ThepictureshowsaprojectwithaProjectFinishdateonFriday26Septemberdeveloping5daysTotalFloat.
P6WebdoesnotdisplaytheTotalFloatonMilestones,unliketheP6WindowsClientwhichwilldisplaythefloatbaronaMilestone,seeimagebelow:
•ThepictureshowsaschedulewithaprojectMustFinishDatedateofFriday12,•Thisisearlierthanthecalculatedfinishdate,thuscalculating5daysNegativeFloat:
TheP6displaysthenegativefloatbarfromtheFinishoftheactivitygoingforwardin
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timeanddoesnotdisplaytheNegativeFloatonMilestones.Othersoftwarepackagesdisplayfloatfromthestartoftheactivitygoingforwardintimewhichmakesthescheduleeasiertoread.
•ThepicturebelowwascreatedusingtheP6WindowsClientandshowsanegativefloatbarisdrawnagainstMilestones:
2.4.14ActivityConstraintsTypicalexamplesofactivityconstraintswouldbe:
•StartonorAfterfortheavailabilityofasitetocommencework,and
•FinishonorBeforeforthedatethatatotalprojectmustbecompletedorhandedover.
ActivityEarlyStartConstraint•AnactivitywillnolongerstartontheDataDatewhenaStartOnorAfterconstraintis
assigned
•ThisismorecommonlyknownasanEarlyStartconstraint.
NOTES:InP6thetimemustalwaysbedisplayedasP6willoftensetconstraintsat00:00hrswhichismidnightandisnotveryoftenanappropriatetimetosetconstraints.
ActivityLateFinishConstraintEarlierthantheScheduledFinish•ThispicturebelowshowsaschedulewithaFinishDateOnorBeforeconstraintassigned
4daysearlierthanthecalculatedfinishdate,
•ThusNegativeFloatiscreated,representingtheamountoftimethatneedstobecaughtup.
•ThisismorecommonlyknownasaLateFinishconstraint:
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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
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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
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•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
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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
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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.
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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.
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3STARTINGUPANDNAVIGATION
3.1ImplementingWebBasedProjectManagementToolsWebbasedtechnologiesoftenrequirespecialistknowledgetoimplementtoensurethesoftwarewillfunctionasdesigned.Thesystemconfigurationofboththehardwareandsoftwarecanalsoimpactthespeedofthesystemwhenimplementedandduetothenumberofdifferentsystemcombinations.
ThebrowserusedforwritingthisbookswasMicrosoftWindowsInternetExplorerVersion8.Duringthecourseofwritingthisbooktheauthorfoundthattheconfigurationsettingsofthebrowseroccasionallyneededadjustingtoallowpopupstoactivateandsomebrowserupdatestobeinstalled.
3.2LoggingInYourSystemsAdministratorwillprovideyouwith:
•AWebAddresstoaccessthePrimaveraWebClientsoftwareLoginscreen,whichmaybedifferenttotheonebelow,
•AUsernameandaPassword,•ADatabaseIDwhentherearemultipledatabasestoselectfrom,•OpentheAdvancedtabtoselectanotherdatabaseortochangetheLanguage,•Clickontothe Loginbutton:
YoumaybetakentothePersonalWorkspacewhichmaylooklikethepicturebelow:
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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.
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•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.
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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.
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Therearethefollowingtypesofdashboards:
•Userdashboardsareprivateworkspacesthatausermaycreateandarenotavailabletootherusers.Theycontaininformationspecifictoauser,suchthelistofactivitiesassignedtotheuser.
•Multi-userdashboardsareaccessibletoaspecificgroupofusers.ThedashboardswouldtypicallybeconfiguredbythesystemadministratorandcanbeviewedbytheassigneduserontheDashboardsHomepage.
•Globaldashboardscontaininformationrelevanttoallusers,andareaccessiblebyalluserswithaccesstotheDashboardsmodule.
ADashboardincludesuserdefinedinformationinsmallwidowscalledPortlets.ThePortletsmaybeformattedandthedataineachPortlethiddenordisplayed:
TheFilterbyfieldonthetoprighthandsidespecifieswhichportfolioprojectdataisviewed.TheDashboardmenushownbelowhasfollowingoptions:•ManageDashboards–whereoneormoreDashboardsarecreatedandformatted.•ApproveTimesheets–whereamanagermayapprovetimesheets.
Afteramenuitemhasbeenselectedthetitleofthecurrentwindowisdisplayed,asshowninthepicturebelowwhereManageDashboardswasselected:
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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.
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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.
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Thiswindowwillbecoveredindetailinthisbook.
3.4.4ResourcesTabThiswindowiswhereresourcesareadded,removedandmanaged:
•Assignmentstabiswhereresourcesareassigned,•PlanningtabiswhereresourcesmaybeassignedtoaWBSNodeforlongtermplanning
andisoutofscopeofthisbook,
•Analysistabiswhereresourceloadingmaybeanalysed,and•Administrationtabiswhereresourcesarecreatedandadministered.
3.4.5AdministerTabAllconfigurationoftheEnterprisedatabaseforthePrimaveraP6EPPMVersions8.2to8.4isperformedusingtheP6WebClientandmaynotbeperformedwiththeOptionalWindows
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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:
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Administer,MyPreferences,Viewtabiswheretheuserdefineswhichmenuitemsaredisplayed:
Administer,MyPreferences,Passwordtabiswhereausermayresettheirpassword:
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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:
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•ThepicturebelowexplainsthefunctionsavailableforformattingthetabsaftertheGeneraltabwasopened:
Thefunctionsinthelowerwindowwilltakesomepracticetomaster.
AfteratabhasbeenmadeFloatingitispossibletomakemultiplewindowsvisibleinthelowerpane.
ToaddaFloatingpanebackintothemainwindowclickonthe RestoreiconintheTopRightHandSideofthefloatingwindowwhenanotherwindowisdisplayed,thisfunctiondoesnotworkwhentherearenononFloatingpanesvisible.
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3.4.9SavingDataItisveryimportanttounderstandthatdataisnotautomaticallysavedwhenausernavigatesawayfromapageanddatamustbesavedbeforemovingfromonepagetoanother.Thesoftwarewilloftenpromptausertosave,butitisimportantthatyoudosavewhenpromoted:
•Datathathasbeenmodifiedandisyettobesavedwillbeidentifiedbythe ChangedandUnsavedDataicon.
•Fieldsintablecolumnscanbeediteddirectlyonscreen,butthedatamustbesavedprioraftertheupdateiscompletedbyclickingonthe Saveiconortheeditswillbelost.
•Editstodatainformswillnotbesaveunlessthe Saveiconatthebottomoftheformisclicked:
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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:
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3.5.3OpeningaProjectTherearetwomethodsofopeningaproject:
•FromtheProjects,OpenProjectsmenu,or•TheProjects,EPSWindow.
ToopenoneormoreprojectsfromtheOpenProjectsmenu:•SelecttheOpenProjectscommandtoopentheProjectsMenu,OpenProjectform,•TheprojectorEPSNodetobeopenedisselectedinthelefthandsideandismovedtothe
righthandsideusingthearrowsofdoubleclickingontheprojecttitleorEPSNode,
•Theprojectslistedintherighthandsidewillbeopenedwhentheformisclosed,
•Closetheformbyselectingthe OKiconandtheprojectdatawillbeavailableforediting:
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•TheprojectactivitieswillbedisplayedwhenyouareintheActivitiesWindow:
ToopenoneormoreprojectsfromtheProjects,EPSWindow:•SelecttheProjects,EPStoopentheEPSWindow,
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•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:
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3.5.5MyPreferences–DateandTimeDisplayAdminister,MyPreferencesenableseachusertoselecthowsomeinformationisdisplayedorcalculated.ToadjusthowthedateandtimearedisplayedselectAdministerfromthetoprighthandsideofthemenuandselecttheMyPreferences,Globaltab,TimeUnitsFormatarea:
•GototheTimeUnitsFormatarea:
TheDisplayDurationsindetermineshowtheactivitydurationsaredisplayed.PrimaveraessentiallycalculatesinhoursandtheHoursperTimePeriodoptionsconvertthedurationinhourstoDays,Weeks,MonthorYearsforallprojectsthattheuserhasopened.
ItisimportantthattheShowDurationlabelandSub-unitsarecheckedwhendisplayingdurationsinhoursandthenyouwillseeimmediatelywhennonrounddaysfordurationshavebeencreated.
•GototheDateFormatareatoformat:Thedatedisplay,and
Thetimedisplay.
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Dateformat.ItisVERYstronglyrecommendedusingMonthnameoninternationalprojectssothereisnoconfusionbetweentheUSmm/dd/yyformatandtheROW(RestofWorld)formatofdd/mm/yy.Timeformat:ItisSTRONGLYrecommendedthatthetimeisALWAYSdisplayedin24hourformatsotheuserknowsthetimeofanyselecteddate.Thisisbecausethesoftwarewilloftenselect00:00,firstsecondofadaywhenassigningdates.Theauthordoesnotdisplayminutestokeepthedatecolumnwidthsslightlynarrower.
3.6UnderstandingtheProjectsWindowTheProjectsWindowhasanumberofwindowsandclickingoneachiconwilltakeyoutoeachwindow:
3.6.1ActivitiesWindowThisiswheretheWBSNodesandactivitiesareaddedandtheschedulecreated:
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3.6.2ActivitiesWindowMenu•ThereareadditionalmenusavailableintheActivitiesWindow.
•Actionsallowstheusertoperformdatamanipulationactivities,suchasaddordeletingactivities,defineprojectbaselines,calculatetheprojectschedule,printthecurrentvieworimport/exportprojectdata.
•Editallowstheusertocut,copyandpasteactivitiesandtore-organizetheWBShierarchybymovingtheelementsupordownorindentingthem.
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•Viewallowstheusertomodifytheviewsonthescreen,bychangingthetypeofchartsbeingdisplayed,addingordeletingcolumns,changingthegroupingoftheactivitiesorselectingfilters.
3.6.3ActivityToolbarsRightclickingintheactivitytoolbarallowstheusertocustomizethetoolbarbyaddingor
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deletingshortcuticons.
Someiconsmaybehiddenandthetoolbarsmayneedtobeadjustedbydraggingtorevealthesebuttons.
3.6.4ViewingtheHierarchyforActivity,Project,andResourceCodesP6R8.3showsthefullhierarchyforassignedproject,activityandresourcecodesintheCodesdetailwindowavoidingconfusionwhenduplicatecodesorcodevaluesexist.Bydisplayingthefullhierarchy,itispossibletoseealltheassociatedinformationwithouthavingtoaccessthecodesdictionary.
Furthermore,intheActivitieswindow,anewcolumnhasbeenintroducedintheCodesdetailwindowtabindicatingifanassignedactivitycodeisanEPS,global,orprojectlevelcode.
Tousethisfunction:
•IntheProjectssection,ontheEPSorActivitieswindow,clicktheCodesdetailwindowtabor;
•ClickontheResourcestablocatedonthetopmenutoaccesstheResourcessectionandthenclickontheAdministrationtab.
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3.6.5WorkspaceThisiswheresummaryinformationfromuserdefinablePortletsmaybeviewed:
3.6.6TeamUsageOnceresourcesareassignedthisallowsthedisplayofresourceshistogramsandusagespreadsheet:
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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:
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Sometimesawindowisnotdisplayedandishidden,theauthorfoundthishappenedwiththeprintpreviewfunction.IfyouthinkthishashappenedpressAltTab.
3.10SearchFunctionYouwilloftenseea Searchiconandclickingonthisiconwillopenacontextsensitivesearch.Forexamplethepicturebelowisasearchforaresourcethatcontainsprojinthenameandhasshortlistedfourresources:
3.11AccessingHelpThePrimaverahelpfilemaybeaccessedby:
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•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.
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3.13ClosingaProjectTherearetwomethodsforclosingaproject:
•FromtheProjects,OpenProjectsmenu,leavingoneprojectopentousethisform,•Version8.4nowallowsyoutoreviewcurrentUserswhenselectingaprojecttoopenor
close:
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•SelectingProjects,EPS,Actions,CloseAll willcloseallprojects:
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3.14PopupWindowsTherearetwotypesofpopupwindowsyoumaybepresentedwith:
•Awebbrowserwindowwhenthebrowserrequirestheusertoallowpop-upsortoloadfurthersoftwaretooperatesuchaJavascript.Theseshouldnormallybeallowedotherwisethesoftwarewillnotoperate:
•P6popupslikethepicturebelowwhichonceyouunderstandhowthesoftwareoperatesyoushoulddisablebyselectingtheDonotshowagainoption.
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3.15ClosingDownToclosedown:
•SelectLogoutfromthetoprighthandsideofthescreentoclosedowntheapplication.•Thenclosethewebbrowserifyounolongerrequirethebrowseropen.
3.16Workshop1–NavigatingAroundtheWindows
BackgroundTobecomefamiliarwithPrimaverayouwillopenyourdatabaseandnavigatearoundtheWindows.
Note:Yourwindowmaylookdifferentfromtheoneusedinthispublication.
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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:
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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:
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TheCurrencyshouldbesetbyyouradministratortoyourcountriescurrency.Changingthecurrencyherecouldaffectallthecostsofalltheprojectsyouopenandtheymaycalculateadifferentvaluetothevalueseenbyotherusers.
Clickon Savebeforeleavingthiswindoworyouwillloseyouredits.9.ClickonAdministertab,MyPreferences…,Viewtab,thisiswhereyoumayseewhich
datayouhavebeenallowedtoaccessbytheAdministrator.
Youmayre-orderorhidethetabsfromviewinthisscreen.
Clickon SaveandCloseatthebottomofthescreentoensureyoureditsaresaved.
NOTESFORTRAININGCOURSEINSTRUCTORSAND/ORDATABASEADMINISTRATORS:
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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.
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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:
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•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.
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•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.
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AnEPSNodemayalsobeselectedandcopiedintheProjectswindow,andpastedtoanotherlocationwhichwillcopytheprojectsandaddanotherEPSNode.
Multipleprojectsmaynotbecopied,exceptbycopyinganEPSNode.
ThecopiedprojectsandcopiedEPSNodeswillbeassignedanewIDwithasequentialnumberaddedtotheOriginalID.
UnliketheWindowsClientthesettingsintheformabovearenotrememberedthenexttimeyoucopyaproject.
4.3UsingtheProjectTemplatesFunction
4.3.1CreatingaNewProjectfromaTemplateP6Version8releasedanewfeaturecalledProjectTemplateswhichhasreplacedtheformerP6MethodologyManagerfeature.TheprojecttemplatescanstoreitemssuchasprojectandWBSinformationaswellasactivityleveldataincludingrelationshipsandcostinformation.Thiscanallowtheorganizationtoenforcecommonschedulingstandardsacrosstheenterprise.
Projectscanbecreatedfromtemplatesandtemplatescanalsobecreatedfromprojectsallowingbestpracticeprojectstobeusedinthefuture.
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YoumaycreateanewprojectfromanexistingtemplatebyfollowingthesamestepsintheCreatingaBlankProjectprocedureaboveuntilyoureachtheCopyformexistingprojectortemplatestep,then:
•Selectthe iconfromtheCopyfromexistingprojectortemplateoption.
•TheSelectProjectorTemplateformwillnowbedisplayed:•Changethefilteratthetopoftheformtodisplaythetemplates:
•Navigatetotherequiredtemplateandselect OK.
4.3.2CreatingaNewTemplate
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TocreateanewProjectTemplate:
•SelecttheProjects,EPSWindow,Actions,Add,AddTemplate ,
•UsetheCopyfromexistingprojectortemplateoptiontoselectanexistingtemplateorprojecttocopy,
•ClickontheAdvancedtabtoselectwhichdatatocopy:
4.4ImportingaProjectDifferentVersionsofPrimaverarunondifferentdatabasesincludingOracleandMicrosoftdatabases.Primaverawillonlyoperatewiththedatabaseformatwithwhichithasbeeninstalledandsetup.
Primaverawillnotopenastand-aloneprojectfile,doesnotsupplyareader,andallprojectdatahastobeimportedintoadatabasebeforeitmaybeopened.
Importingaprojectmaybringinlargequantitiesofunwanteddataandmaycalculatedifferentlyfromthedatabaseitoriginatedfrom.
Youmayberequiredtoimportaprojectthathasbeencreatedinanotherprogramsuppliedbysomeonefromwithinoroutsideyourorganization.Primaveraisequippedwithasetoftoolsforimportingprojectsfromothersources.
4.4.1PrimaveraFileTypesThereareafewPrimaveraproprietaryfileformatsthatyouneedtobeawareofwhenusing
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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.
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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.
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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.
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4.4.5GranularDataControlDuringXMLImportP6R8.3hasanewscreenfortheXMLprojectimportfunctionalitywhichprovidestheuserwiththepossibilitytoviewthedatainthefilethatisbeingimportedandmodifyitasrequiredbeforeimportingitintothedatabase.
UnlikepreviousversionsofP6inwhichProjectManagershadtomanuallyscanandmodifydatabeforeimporting,inP6R8.3ispossibletoexcludealltheunwanteddatasuchascodes,UDFsandresourcesbeforeimporting.
4.5SavingProjectInformationonChangingWindowsUnliketheP6WindowsClienttheEPPMWebClientrequirestheusertosaveinformationwhenchangingwindows.
TheuserisoftenpromptedwhenchangingwindowsandthisprocessensuresthatthedataiswrittentotheEPPMdatabase.
•Dependentonwhichscreenyouarecurrentlymodifyingdatawithinyoumaynoticethatasmall iconappearsnexttoactiveelement.
•Examplesofthisdatawouldbeeithera iconintheprojectsscreen,orthe iconoriconintheactivitiesscreen.
•Tosaveprojectandactivityinformationselectthe SaveiconfromthetoolbaroralternativelyselectCtrlS.
•Ifyouattempttoleavetheactivescreenwithoutsavingyouwillbepromptedwithaform
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•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:
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TheGeneraltabwillnowdisplayfromthebottomofthewindow
•TheProjectIDandProjectNamecanbeeditedfromthiswindow.•TheProjectStatuscanbeeditediftheprojectisopen.•TheResponsibleManagercanbechangedhereallowingaccessrightstotheprojecttobe
edited.
•AnewfeatureforassigningaProjectOwnercannowassignedinthiswindowtoanexistingresourceinthedatabase.
•CheckOutStatusenablestheusertodetermineiftheprojectischeckedinorcheckedout(NewtoVersion4.1).CheckedOutByandDateCheckedOutenablestheusertoestablishiftheprojectiscurrentlycheckedout.
Atthispoint,aprojectwouldhavenormallynotstartedandyouwouldsettheprojectstartdatesometimeinthefutureusingtheProjectPlannedStartfieldintheProject,Details,Generaltab:
•ScheduledDates
TheProjectPlannedStartisthedatebeforewhichnoactivitywillbescheduledto
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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:
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4.8SavingAdditionalProjectandEPSInformation–NotebooksOftenadditionalinformationaboutaProjectorEPSNodeisrequiredtobesavedwiththeprojectsuchaslocation,clientandtypeofproject.ThisdatamaybesavedintheProjectDetails,Notebookstab.
ToaddaNotetoaProject:•Clickto opentheNotebooksform.•SelectaSelectNotebookTopicfromthelistbyclickingontheNotebookTopicyouwish
toselectandclickontheAssignicontoaddthetopictotheNotebook:
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•Closetheformbyclickingonthe Closeicon.YoumaynowaddnotestotheselectedProjectNotebookTopicbydoubleclickinginthenotebooktopicrowellipsis button:
•NotesmaybeaddedtoEPSNodes,ActivitiesandWBSNodesinthesamewayasProjects.
4.10Workshop2–CreatingYourProject
BackgroundYouareanemployeeofWilsonInternationalandareresponsibleforplanningtheBid
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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
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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
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zonethendouble-clickintheGanttChartarealevelwiththeprojecttobringthebarintoview.
13.SelecttheNotebookstabatthebottomandaddaNotebookTopicusingasuitabletopicsuchasAssumptionsstating,“RFQwillnotbeavailablepriorto02December2013”.
14.Savethedatabyclickingonthe Saveiconatthetopofthepage.
15.Yourprojectshouldlooklikethis:
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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
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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:
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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,
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•SelecttheDefaultsoptionfromtheleftoftheProjectPreferencesform,•ClickontheCalendaricontoopentheSelectCalendarform:
•Selectthecalendartobeassignedtotheproject.Careshouldbetakenwhenselectingthecorrectcalendarastheglobal,resourceandprojectcalendarsiconswillbothappearidenticaltotheuserwithinthisform.Theauthorsuggeststhatyouuseacalendarnamingconventiontodifferentiatethedifferenttypesofcalendars.
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•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.
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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.
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APersonalCalendarmayalsobemadeintoaSharedCalendarby:•HighlightingthePersonalCalendar,andselectingtheConvertToSharedCalendar
icon,
•Click Yeswhentheformasksforconfirmation,•Clickonthe Saveicon.
5.6.2CreatingNewPersonalCalendarThesemaybecreatedfromtheCalendarformby:•SelectAdminister,EnterpriseData,Resources,ResourceCalendars,•SelectPersonalCalendars,•Thenclickonthe icontocreateanewcalendartodisplaytheSelectResourceform
and
•Expandthehierarchicaltree,selecttheappropriateresourceandclick OK,
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•Clickonthe Saveicon.
ASharedCalendarmayalsobemadeintoaPersonalCalendarby:
•HighlightingtheSharedCalendar,andselectingtheConvertToPersonalCalendaricon,•Click Yeswhentheformasksforconfirmation,•Clickonthe Saveicon.
5.6.3PersonalandSharedCalendarsCalculationandDisplayThepicturebelowdisplaysthreeactivitieseach5dayslong:
•A1000isTaskDependentandacknowledgesthe5-dayperweekactivitycalendarandignoresallresourcecalendars,
•A1010andA1020bothacknowledgetheirrespectivePersonalorSharedCalendarsforschedulingthework,but
•A1010andA1020bothignoreResourceCalendarsforBarNecking:
•ThepicturebelowisfromtheWindowsClientanddisplayshowthecalendarsoperate.
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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
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Tocopyacalendarfromoneprojecttoanother:
•Opentheprojectthatthecalendarcurrentlyresidesinandtheprojectthatitistobecopiedtoo,
•SelectAdminister,EnterpriseData,Projects,ProjectCalendars,•Thenclickonthe icontodisplaytheSelectCalendarToCopy,•SelecttheProjectradiobutton,•SelecttheProjectcalendartocopyfrom,
•Click OK,•Assignaname.Itisbesttokeeptheseshortastheyaretheneasilydisplayedinacolumn,
•Clickonthe Saveicon.
5.8.3RenamingaCalendarTorenameacalendar:
•SelectAdminister,EnterpriseData,Global,•Selectthecalendartoberenamed,
•Typetonewnameintothenamefield,
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•Clickonthe Saveicon.
5.8.4DeletingaCalendarTodeleteacalendar:
•SelectAdminister,EnterpriseData,•Selectthecalendartobedeleted,
•Clickonthe icon,
•WhentheCalendarhasbeenassignedtoactivitiesthenyouwillbepresentedwiththeoptiontoSelectReplacementCalendar:
•WhentheCalendarhasnotbeenassigned:
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•Clickon Yestoconfirm,•Clickonthe Saveicon.
5.9BaseCalendars
5.9.1UnderstandingBaseCalendarsWhencreatinganewProjectorResourcecalendar,aGlobalCalendarmaybeselectedfromthedropdownboxandthisfunctionwilllinkthecalendarholidaysfromtheselectedGlobalCalendarintothedisplayedcalendar.
IntheWindowsClientthisfunctioniscalledInheritHolidaysandExceptionsfromaGlobalCalendar.
TheGlobalexceptionswillremainlinkedtotheProjectorResourcecalendars(inthesamewayasaGlobalCalendarinSureTrakandP3)andachangetoaGlobalcalendarholidaywillbereflectedinacalendarwithInheritedHolidays.
Itissuggestedthatthisoptionisneverbeused.Eachcalendarshouldbecreatedasastandalonecalendar,withoutinheritingholidaysfromanothercalendar,and
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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:
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•Toeditthestartandfinishtimes:
Grabthetoporbottomofthedaywiththemouseanddrag,or
ToaddorremoveabreaksuchasaalunchbreakclickontheDetailedworkhoursradiobutton.
•SelectingDetailedworkhoursallowstheadditionofmultipleworkperiodsforcreatingmealbreaksetc.byclickingonthe Addicon.
YOUMUSTEDITTHESTARTANDFINISHTIMESNOTTHENUMBEROFHOURS.
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AnotherwaytomakeWorkDaysintoNonworkDaysisto,•Highlightthedayyouwanttoedit,
•SelectSetdayastobeNonworkandclick :
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•TomakeWorkDaysintoNonworkDays,highlighttheday(s)youwanttoeditasdescribedintheparagraphSetdayastobeWorkandclick .
WhenmakingaNonworkDayintoWorkDayensureyoucheckthattheworkinghoursarethesameastherestofthecalendar.
5.10.2EditingSelectedDaysWorkingHoursToedittheworkinghoursofindividualdays:
•SelecttheCalendartaband•ClickonthedaytoopentheEditDayformandeditthehours:
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Whenanycalendarischangedoredited,theenddateofallactivitiesassignedwiththecalendarwillberecalculatedbasedonthenewcalendar.Thismaymakeaconsiderabledifferencetoyourprojectscheduledates.
Whencalendarshavedifferentstartandendtimessomeactivitieswillspanonedaymorethanthedurationoftheactivitybecause,forexample,thelasthourofthetaskwillrollintothenextday.
5.10.3ViewingtheCalendarWorkingHoursToviewthecalendarworkinghours:
•SelecttheCalendartaband•ClickonShowExceptionsOnlyandselectShowAllWorkTime:
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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,
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•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
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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
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thatmaybeconsideredtoensureone-dayactivitiesspanonedayandtwo-dayactivitiesspantwodays,etc.are:
•Applyanappropriatelagtotherelationship,or
•WhentheStartandFinishTimesarenotanimportantschedulingconsiderationthenassignallthecalendarsthesameStartandFinishtimebutadjustthedurationofthelunchbreaksothedayshavethedesirednumberofhours.Forexample,a10-hourdaycalendarcouldstartat07:00andfinishat17:00withoutanylunchbreakandan8-hourcalendarcouldstartat07:00andfinishat17:00andbeassigneda2-hourlunchbreak.
Thepicturebelowshowshow8-houradayand12-houradaycalendarsinthesameprojectmaybesetuptoensureallactivitiesstartandfinishonthesameday:
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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,
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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:
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13.Clickonthe Saveicon,
14.CreateanewcalendartitledOzBuild6d/wforthe6-dayweekbycopyingtheOzBuild5d/wcalendar,
15.Ensuretheworkhoursarefrom8:00to16:00fromMondaytoSaturdayandclosetheform,
16.EnsuretheBaseCalendarissettoBlank,
17.Clickonthe EditHoursperPeriodicontoopentheSetTimePeriodsformandchecktheHoursperTimePeriodarethesameasinthediagrambelowandthenclosetheform:
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18.Addtheholidaysabovein2013and2014only,
19.Clickonthe Saveicon,
20.PresstheF11key.
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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
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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.
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•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.
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•CopycopiesaWBSNodeandtheassociatedactivities,
•PastepastestheWBSNodeandtheassociatedactivities,includingallassociateddatasuchresourcesandrelationshipsamongsttheactivities,
•CutpreparestomoveaWBSNodeandtheassociatedactivitiestoanotherlocation.
6.3WBSNodeSeparatorTheDefaultWBSNodeSeparatorisassignedbyselectingAdminister,ApplicationSettings,Generaltab.
EachindividualprojectWBSNodeseparatormaybedefinedfromtheProjectsWindowby:•SelectingtheEPStab,•Selectingyourproject,
•Right-clickandselect SetProjectPreferences…,
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•SelecttheGeneraltaband•EntertherequiredseparatorintheWBSCodeSeparatorfield:
Analternativeseparatormaybeneededtomeetclientsorcontractrequirementsortoallowimportofdatafromanenterprisesystembymatchingthecodestructure.
6.4ActivityWindowWorkBreakdownStructureLowerPaneDetails
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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
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assignedtoaWBSNode.•EarnedValuetabiswheretherulesforcalculatingtheEstimatetoComplete(ETC)and
otherEarnedValueparametersareset.
•DocumentstabenablestheassignmentofdocumentstoaWBSNodeandoperatesinthesamewayastheactivitiesDocumentstab.
•IssuestabiswhereIssuesmaybeassignedtoactivities.
6.5WBSCategoriesWBSNodesmaybeassignedcategories,whichenableWBSNodeswithinanEPStobegroupedandsortedindifferentways.WBSCategoriesaretoWBSNodesasActivityCodesaretoActivities.InearlierP6versionsthesewerereferredtoasProjectPhases.•CreateWBSCategoriesbyselectingAdminister,EnterpriseData,Projects,WBS
Categories:
•WBSCategoriesareassignedtoandremovedfromWBSNodesbyinsertingtheWBSCategoriescolumnintotheGeneraltab.
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OneuseofaWBSCategoryintheWindowsClientcouldbe,forexample,totagtheWBSNodeswiththephasessuchasDesign,ProcureandInstallandthentheActivitiesmaybegroupedbyWBSCategoryandthenWBSorsomeotherActivityCode.
IntheWebitisnotpossibletoGrouporFilteractivitieswiththeWBSCategory.
•ThistopiciscoveredinmoredetailsintheFORMATTINGTHEACTIVITYWINDOWANDVIEWSchapter.
WBSCategoriesmayalsobeusedintheTrackingWindowoftheWindowsClient.
6.6WhyaPrimaveraWBSisImportantPeopleconvertingfromP3andSureTrakwillbeusedtousingActivityCodesandActivityIDCodes.PrimaveradoesnothaveActivityIDcodes.
YoumaybetemptedtoignoretheWBSanduseActivityCodesinstead.ThisparagraphwillexplainthemainpurposesoftheWBSfunction:
•UserAccessmaybeassignedatthislevel,sotwoschedulersmayopenthesameprojectandonemayonlychangeactivitiesinWBSNodesthathavebeenassignedtothatuser.
•EarnedValuecalculationsandProjectPerformancemaybemeasuredatthislevel.•ProgressattheWBSlevelmaybemeasuredwiththeuseofWBSMilestones.•WBSActivitiesareveryusefulassummaryactivities.•AnticipatedDatesmaybeassignedattheWBSleveltoprovideabarwhennoactivities
havebeenaddedtoaWBSNode.
•TheWindowsClientTrackingWindowoperatesdowntoWBSNodelevel.
•ThereareanumberofstandardReportsthatfunctionatWBSNodelevel.
6.7Workshop4–CreatingtheWorkBreakdownStructure
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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.
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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:
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7.1.1DurationTypeNoneoftheDurationTypeoptionsaffectshowtheschedulecalculatesuntiloneormoreresourcesisassignedtoanActivity.Thefollowingoptionsareavailable:
•FixedUnits•FixedDuration&Units/Time•FixedUnits/Time•FixedDuration&UnitsIfyoudonotplantoaddresourcestoActivities,thenyoudonotneedtoassignaDurationTypeanditmaybeleftasthedefault.ThistopicwillbecoveredindetailintheASSIGNINGROLES,RESOURCESANDEXPENSESchapter.
7.1.2PercentCompleteTypeThePercentCompletetypeshouldbeunderstoodifitisintendedtobeusedtoupdate(statusorprogress)theschedule.ThisoptionmaybesetforeachactivityindividuallyinPrimaveraandthedefaultfornewactivitiesissetinthePercentCompleteTypedropdownbox.PrimaverahasmanyActivityPercentCompletefieldsthatmaybedisplayedincolumnsandwewilldiscussfourofthemnow:
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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
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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:
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7.1.3ActivityTypesandMilestonesAnActivitymaybeassignedoneofthefollowingdefaultActivityTypesusingthedropdownboxintheGeneraltab:
•FinishMilestone
•LevelofEffort
•ResourceDependent
•StartMilestone
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•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
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wayasP3andSureTrak,whereaStartMilestonehasastartdateandnofinishdateandaFinishMilestonehasafinishdateandnostartdate.ThisisunlikeMicrosoftProject,whichonlyhasonetypeofMilestone.LaterversionsofMicrosoftProjectallowmilestoneswithdurations.
TheWindowsandtheWebClientdisplayMilestonedatesdifferentlysobotharedisplayedbelow.
•IntheClienttheStartMilestonedoesnotshowFinishDatesandtheFinishMilestonedoesnotshowStartDatesasP3andSureTrak:
•IntheWebtheStartMilestonesandFinishMilestonesbothshowStartDatesandFinishDatesasmostotherschedulingsoftwarelikeMicrosoftProjectandAstaPowerproject:
7.1.4CostAccount
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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
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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.
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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.
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7.6ElapsedDurationsAnactivitymayNOTbeassignedanElapseddurationasinMicrosoftProject.Theactivityshouldbescheduledona24-hourperdayand7-dayperweekcalendar.
7.7FindingtheBarsintheGanttChartAttimesyouwillfindtherearenobarsdisplayedintheGanttChartbecausetheTimescalehasscrolledtoofarintothepastorfuture.Double-clickintheGanttChartinlinewithanactivityandtheTimescalewillscrolltodisplaytheactivitybar.
7.8ActivityWindow–BottomPaneTheBottompanehasanumberoftabswhereinformationaboutthehighlightedactivitymaybeviewedandedited.(Thesearenotinanyspecificorderasthetabsmaybereorderedonthescreen.)
Thisformdisplaysthefollowingareasandfunctions:
•DetailsshowingtheActivityID,ActivityDescription,ActivityTypeandLocation.
•DurationsshowingtheactivitydurationsandDurationType.
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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.
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Issues Thisiswhereissuesmaybeaddedorremoved.
Risks Thisiswhererisksmaybeaddedorremoved.
TraceLogic ThisiswheretheTraceLogicfunctionmaybeoperatedandallowstherelationshipstobeviewedinaNetworkDiagramFormat.
Discussion Thisiswhereteammemberscanstartaconversationtoupdateothermembersregardingtheproject,
ThereisnoSummaryformasintheWindowsClienttool.
7.9DiscussionFeatureAnewtabhasbeenaddedtotheActivitiesWindowinP6Version8.3,titledDiscussionwhichenables:
•Userstocreateadiscussionthreadforeachactivity,
•EachentryissavedwiththedateofentryandusernameandtheentirethreadisrecordedallowingandinteractivediscussionbetweenuserswhohaveaccesstoP6,
AnewfieldtitledUnreadCommentshasbeencreatedsousersmayidentifyactivitieswithnewcommentsthattheyhavenotread.ThismaybeaccessedthroughTeamMemberWeb,theTeamMemberforiPhoneapp,andP6.
Toaccessthisfeature:
•SelectanactivityandclicktheDiscussiontablocatedinthedetailwindowontheActivitiespage,
•Addacommentontherightpaneandthenpressthe Postbutton.
ThisfunctionhaslimiteduseintheenvironmentwhereonlytheprojectschedulerhasaccesstoP6.
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7.10AssigningCalendarstoActivitiesActivitiesoftenrequireadifferentcalendarfromthedefaultProjectCalendarthatisassignedintheProjectInformationform.Primaveraenableseachactivitytobeassignedauniquecalendar.AnActivityCalendarmaybeassignedbydisplayingtheCalendarcolumn.TheRightclick,FillDownmaybeusedtoassignanewcalendartomultipleselectedactivities.
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Toviewthecalendarassignedtoanactivity,rightclickonanactivitydatacolumnandselectViewCalendar.
7.11AssigningActivitiestoaWBSNodeActivitiesareassignedtoaWBSNodefromtheActivitiesWindow.Theymaybeassignedusingthefollowingmethods:
•AnewactivitywillinherittheWBSNodeofaselectedexistingactivitywhentheprojectisorganizedbyWBSNodesandanactivityiscreated,
•CuttingandPastingactivitiesfromoneWBStoanother,
•ChangetheactivityWBSby:
InsertingtheWBScolumnbyclickingonthe ColumnsiconandselectingWBSfromtheColumnsformunderGeneral,then
ClickingintheWBScolumnofanactivitywillopentheSelectWBSform:
•The ExpandAllandCollapseAlliconsareusedtoexpandorrolluptheWBSstructure.
7.12ReorderingorSortingActivitiesThesortorderofactivitieswithinabandissetbyanorderfromoneormorecolumnsandyoumaynotdragactivitiesupordownthescheduleinthesamewayasotherproducts.
Therearetwoprincipalmethodsoforderingactivitiesaftertheyhavebeenadded:
•UsingtheSortfunctionintheCustomizeActivityViewform:SelectCustomizeViewoption
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ClickontheColumnstabandusetheColumnOptionfunction.
ItisunfortunatethatwithPrimavera,assoonasyouusetheoptionbelowtosortactivitiesthenwithoutanywarningthesortingfieldsenteredintotheSortformaboveareoverwrittenbythecolumnthathasbeenusedtosorttheactivities.
•Highlightingacolumntitleandclickingwiththemouse.Theactivitieswithinabandwillbereorderedwithinthatbandintheorderindicatedwithanarrowintherightsideofthecolumnheader.TheorderwillbeeitherAscendingorDescending:
ThisfunctionchangesallthesettingsmadeintheSortformonapermanentbasis.
TheActivitiesIDsarenotrenumberedwhentheyhavebeenreorderedastheyarewithMicrosoftProject.
SortingonMultipleColumnsInP6R8.3itispossibletosortonmultiplecolumnseitherontheEPS,Activities,andResourcesAssignmentswindows.However,itisstillpossibletosortonanindividualcolumnbyjustclickingonthecolumnheadertothedesiredsortingorder.
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TheCustomizeColumnsformhastwotabs:
•Columns:AllowsyoutoSelectcolumnstodisplayinthecurrentview;•Sorting:AllowsyoutoSpecifycolumnstosortby,sortingorder(ascendingor
descending),andcolumnsortingpriority
Tousethisfunctionality:
•FromtheViewmenu,selectColumnsor;•Clickthe ColumnsiconlocatedinthetoolbartoopentheCustomizeColumnsform;•ClicktheSortingtabintheCustomizeColumnsform;•Selectthecriteriayouwantthecolumnstobesortedby;
•Addadditionalcriteriabyclicking addbuttonormoveupanddownusingthearrows.ThenclickApplyandOk.
Sortingchoicescanbesavedaspartoftheview.
7.13Undo
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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
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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
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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:
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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.
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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
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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.
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8.3ColumnsandActivitySortOrderThecolumnstaballowstheselectionandhorizontalorderingofthecolumnsandsortingoftheactivitieswithinbands.
Thecolumnsmaybeeditedusingeither:
•TheColumnsformbyclickingonthe icon,or
•CustomizeViewform.Bothformsoperateinthesameway.
TheActivityNameisusuallydisplayedinthefarleftcolumnandtheActivityIDasthesecondcolumnotherwisethenamesinthebandssuchastheProjectName,WBSnamearetruncatedsotheyareunreadable,asperthepicturebelow:
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8.3.1SelectingtheColumnstobeDisplayedTheavailablecolumnsaredisplayedintherightwindowandmaybelistedunderCategoriesandeachcategorymaybeopenedbyclickingonthe icons.
ThecolumnstobedisplayedarelistedintherightSelectedColumnswindowandarecopiedfromtheAvailableColumnstoandfromSelectedColumnsusingthe icons.
Version8.4nowallowsyoutoselectthepositionofthenewcolumnbeforeaddingthecolumn.
8.3.2SettingtheOrderoftheColumnsfromLefttoRightontheScreenTheorderofthecolumnsonthescreen,fromlefttoright,isthesameastheorderintheCustomizeActivityViewformSelectedColumnswindowfromtoptobottom.Theorderofthecolumnsmaybealtered:
•HighlightthecolumnintheColumnsformSelectedOptionswindowandusethe andicons,or
•ClosetheformandLeft-clickonthecolumntitleintheProjects,ActivitiesWindowanddragthecolumn.
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8.3.3AdjustingtheWidthofColumnsYoumayadjustthewidthofthecolumnbydraggingthecolumntitleseparatorintheProjects,ActivitiesWindow:•Movethemousepointertotherighthandsideoftheheadertitleand
•A iconwillthenappearandenablethecolumntobeadjustedbyLeft-clickinganddragging.
8.3.4FirstColumnDataDisplayThefirstcolumnmaydisplaytheActivityIDorActivityNameandthisoptionissetin:
•TheCustomizeViewformColumnstaborthe•Columnsform.
WhentheShowfirstcolumnasissettoActivityIDthentheWBSDescriptionmaybetruncated.
YoumayfinditbettertodisplaytheActivityNameastheShowfirstcolumnasandActivityIDasthefirstSelectedColumn:
8.3.5RenamingColumnsP6R8.3allowsuserstorenamecolumnsontheActivitiespage..
Torenameacolumn:
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•IntheActivitiespage,Right-clickonacolumnheaderandselectRenameColumntoopentheRenameColumnform;
•Torenamethecolumn’sDefaultName,typethenewnameintheboxprovidednexttoNewName;
•ClickOktoconfirmchanges.
8.3.6ActivitySortOrder
Theactivitysortorderissetby:
•UsingtheSortbyandSortOrderoptionsintheColumnsform,or
•Clickinginthecolumntitle.ThesortorderisindicatedbyanarrowinthecolumntitleheaderandusersoftheP6WindowsClientwillnoticethatthesearrowsareinthereversedirectionoftheP6WindowsClient.
ClickinginthecolumnheaderwilldestroyanysortordersetupintheColumnstab.SoifyouhaveaveryspecificsortorderdefinedinaViewthenyoushouldsavetheviewassoonaspossibleincaseyouclickintheheaderinerror.
8.4GroupingTheGroupingactivitiesunderthebandsmaybeeditedusingeither:
•TheGroupingformbyclickingonthe Groupingicon,or
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•CustomizeViewform.
Bothformsoperateinthesameway.
GroupingenablesactivitiesintheProject,ActivityWindowtobesortedandorganizedunderotherparameterssuchasWBS,TotalFloatand.ThisfunctionissimilartoGroupandSortintheWindowsClient,OrganizeinP3andSureTrakandGroupinginMicrosoftProjectandAstaPowerproject.
TheGroupingformhasseveraloptions:Field,LevelandToLevelWhenahierarchicalcodesuchasaWBSandtheToLevelofAllisselected,thenthesubsequentbandsforLevel2,Level3etc.arecompletedbythesoftwareandtherearenootherbandingoptionsavailableandtheWBSisdisplayedhierarchically:
WhenahierarchicalcodesuchasaWBSisselectedandtheToLevelisassignedavaluethenallthesubsequentbandsareNOTcompletedbythesoftwareandotherbandsmaybe
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selected:
Band,ColorandTextColor•Theseoptionsareusedtoformatthetextofthebands:
SortOrderEachbandmaybesortedusingtheSortOrder,whichoperateson:•TheID/CodewhenHierarchyisselectedand
•Name/DescriptionwhenAscendingorDescendingisselected.
HierarchyshouldnormallybeselectedbuttheName/DescriptionallowsanothersortorderfortheWBS.
BandOptionsTheseoptioncontrolthedisplayofBandtitles,summaryinformationassociatedwithbandsandwhenabandhasnoactivitiesitmaybehidden.
Thepicturebelowshowstheeffectwithalltheoptionsunchecked:
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Andchecked:
8.5FiltersThissectioncoverstheabilityofPrimaveratocontrolwhichactivitiesaredisplayed,bothonthescreenandinprintouts,byusingFilters.
8.5.1UnderstandingFiltersPrimaverahasanabilitytodisplayactivitiesthatmeetspecificcriteria.YoumaywanttoseeonlytheincompleteActivities,ortheworkscheduledforthenextcoupleofmonthsorweeks,ortheActivitiesthatarein-progress.
•P6WindowsClientfiltersarenotavailableinP6Web.
•Primaveradefaultstodisplayingallactivities.Thereareanumberofpre-definedfiltersavailablethatyoumayuseoredit.Youmayalsocreateoneormoreofyourown.
Afiltermaybeappliedtodisplay,butNOTtohighlightasinotherproducts,thoseactivitiesthatmeetacriteria.
Therearethefollowingtypesoffilters:
•StandardFilterswhicharesuppliedwiththesystemandmaynotbeeditedordeleted.•Globalwhicharemanagedbytheadministratorandmaybeappliedbyanyusertoany
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project.
•MultipleUseravailabletomorethanoneuser.•Userfilterswhichareeditedasrequired.Therearealargenumberofoptionsavailabletocreateafilterandfromthefollowingexamplesyoushouldbeabletoexperimentandaddyourownfilters.
YoumightconsiderplacingtheprojectnameornumberatthestartofaFilternamesoyoumayidentifywhichFilterbelongstowhichprojects.DatabaseswithalargenumberofGlobalFiltersbecomedifficulttomanage.
Thefollowingtypesoffiltersarenotavailable:
•DropdownorAutofiltersasinExcelandMicrosoftProject.
•InteractivefiltersasavailableinSureTrakandMicrosoftProject.Thisiswhenafilterisappliedandtheuserisofferedchoicesfromdropdownlist.Thelackofthisfunctionmayresultinanexcessivequantityoffiltersbeinggeneratedortheusercontinuallyeditingfrequentlyusedfilters.
•Projectfilters,whichwouldonlybeavailablewhenaprojectisopened.
8.5.2ApplyingaFilterToapplyanexistingsinglefilter:
•Clickonthe Filtericon,or•Select Filters….fromtheViewmenutoopentheCustomizeFiltersform:
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•Checkthefilteryouwishtoapplyand
Select toapplythefilterandleavetheCustomizeFiltersformopenand
Select toapplythefilterandclosetheCustomizeFiltersform.Toapplymultiplefilters:
•Clickonthe Filtericon,•Select Filters….iconfromtheViewmenutoopentheCustomizeFiltersform,•Checktwoormorefilters,and
•SelectfromShowmatchesforifyouwishtoselect:
allappliedfiltersthatwillnormallyresultinfeweractivities,oranyappliedfiltersthatwillnormallyresultinmoreactivitiesbeingdisplayed.
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•Then:
Select toapplythefilterandleavetheCustomizeFiltersformopenandSelect toapplythefilterandclosetheCustomizeFiltersform.
8.5.3RemovingafilterToremoveafilter:
•OpentheCustomizeFiltersformanduncheckallthecheckboxes,or•Clickonthe icon,or
•Selectingthe ClearFiltersiconontheFiltersmenu:
8.5.4CreatingaFilterTocreateanewfilter:
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•Clickonthe Filtericon,andeitherSelect Filters….fromtheViewmenutoopentheCreateFiltersformandclickonthe AddNewFilter….icontoopentheCreateFilterform,or
Clickonthe AddNewFilter….IcontoopentheCreateFilterform:Youarenowreadytoaddthefilternameandcreatethenewfilterandpopulatethefields:
•ClickontheAccesstabtodecidetowhomayaccessandassignthefilter:
8.5.5OneParameterFilterThefollowingexampleisafiltertodisplayactivitieswithTotalFloatthatislessorequalto2days:
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8.5.6TwoParameterFilterThefollowingexampleisafiltertodisplaycriticalactivitiesthatstartafter1Jan2014:
•ThedropdownboxunderbyMatchhastwooptions:
Matchallofthefollowingrules.Thisisusedwhenanactivitymustmeetalloftheselectedparameters.
Matchanyofthefollowingrules.Thisisusedwhenanactivitymustmeetanyoftheselectedparameters.
IftheSelectFilterCriteriaofMatchallofthefollowingruleswasselectandthenONLYCriticalActivitiesstartingafter1Jan14andallCriticalactivitieswouldbedisplayed.
IftheSelectFilterCriteriaofMatchallofthefollowingruleswasselectedthenallCriticalActivitiesandallactivitiesstartingafter1Jan14wouldbedisplayed.
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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,
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•contains,
•doesnotcontain,
•startswith,
•endswith,
Tousethisoption:
•OpenthePortfoliosmenuandselectManagePortfolios,•ClickonCreateProjectPortfolio,•EnteradesirednameandselecttheByFilterfromtheManagethisPortfoliooptions,•SelectProjectIDfromthedropdownmenuontheParameterlist.
8.8BarsTheoptionsforformattingthebarsisself-explanatoryandareeditedfromtheCustomizeActivityViewformbyselecting:
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• Viewicon,
• Customizeicon:
TheOptionsiconallowtheformattingoftextonthebars:TheoptiontoselectaBlanknamebythebardidnotworkontheauthor’ssystemwhenthebookswaswritten.Topreventabarnamebeingdisplayedtheauthorusedablankfieldsononamewasdisplayedbythebar.ThiscouldbeaRoleIDorResourceNameiftheyarenotbeingassigned,StepsorFeedbackiftheyarenotbeingused,
8.9GanttChart–Timescale
8.9.1CustomizeActivityViewform–GanttCharttabTheoptionsforformattingthebarsareself-explanatoryandareeditedfromtheCustomizeActivityViewformbyselecting:• View,
• CustomizeView:
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•ProgressLineswillbecoveredintheUPDATINGANUNRESOURCEDSCHEDULEchapter.
8.9.2Right-clickinTimescaleOptions•TheTimescalemayalsobeformattedbyrightclickingintheTimescale:
•NonworktimeshadingisshowninthepictureaboveisderivedfromtheDatabaseDefaultCalendarsetintheAdminister,ApplicationSettings,GlobalCalendars.
8.9.3ZoomtofitIcon
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ThetimescaleshouldbemadetofittheavailableareaonthescreenbyclickingontheZoomtofit toolbaricon.
Thisfunctiondidnotoperateasexpectedintheauthorssystematthetimeofwritingthisbookandresultedinthetimescalebeingsetwiththebarsbeingmadeextremelyshortasperthepicturebelow.Thismaybefixedwithaservicepack.
8.9.4DraggingtheTimescaleThetimescalemaybeadjustedtofitanarea.
ThisfunctiondoesnotworkinthesamewayastheProfessionalandOptionalClient.
Usingthepictureaboveasastartingpoint:
•ThemousewasleftclickedinthemiddleofNovember,
•Letgoofthemousebutton,
•MovethemousetothemiddleofFebruary,
•Thiswilldragtheblackshading,
•Thepicturewilllookasperbelow:
•Left-clickinthemiddleofFebruaryandthetimescalewillexpandtofillfromthemiddleofNovembertothemiddleofFebruary:
Itisnotpossibleforuserstodisplaydifferentnonworkperiodsfordifferentprojectsorviews,asinmostotherschedulingsoftwarepackages,withoutaffectingallotherprojectsinadatabase.ThismaybecomeanissuewithprojectsthathavedifferentworkperiodsandmaybesolvedbycreatinganotherdatabasewithadifferentDatabaseDefaultCalendar.
8.10ActivityNetworkTheActivityNetworkviewisdisplayedby ActivityNetworkicon:
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TheActivityNetworkisformattedintheCustomizeActivityViewform,ActivityNetworktab:
ThiswillbecoveredinmoredetailintheACTIVITYNETWORKVIEWchapter.
8.11TableViewTheTableViewisdisplayedby TableiconandhidestheGanttChartallowingatabularreporttobeprinted.
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8.12CalendarViewTheCalendarViewisdisplayedby TableiconanddisplaysaviewthatissimilartoaMicrosoftProjectCalendarView:
DoubleclickingonadayopensuptheDayView.8.13Access–SharingViewswithOtherUsersThistaballowsausertoshareaviewwithallpeopleorspecificusers:
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8.14Workshop6–FormattingtheBarChart
BackgroundManagementhasreceivedyourdraftreportandrequestssomechangestothepresentation.
Dependingonthesettings,yourGanttChartviewmaydifferfromthatshown,e.g.,theremaybenocriticalbarsforexample.
AssignmentWewillcreateanewviewshowingthedates,durationsandfloatonly:
1.SelecttheProjects,ActivitiestoopentheActivitiesWindow,
2.AssignaviewthathastheactivitiesorganizedbyWBS.
3.CreateanewviewusingtheSaveViewAs icontitledWorkshop6-Dates&Durations.
4.CustomizetheViewasperthepicturesbelow:
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5.Adjustthecolumnwidthssotheyarealloptimized,
6.Show,hideandthenshowagainthefullscreenbyclickingonthe iconthreetimes,
7.AssigntheOzBuild6d/wcalendartoactivitiesA1070andA1080,8.PressF9toopentheScheduleProjectformandschedulebyclickingontheSchedule
icon,
9.FormatTimescaletofitbyusingthe toolbaricon,
10.ThenusetheDragtheTimescalefunctiontoresizethetimescale,11.Saveyourview,
12.Yourfullscreenshouldlooklikethisandtheredbaristhecriticalpath:
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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
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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:
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TheSFdependencylookslikethis:
TheFFdependencylookslikethis:
9.3UnderstandingLagsandLeadsALagisadurationthatisappliedtoadependencytomakethesuccessorstartorfinishearlierorlater.
•AsuccessoractivitywillstartlaterwhenapositiveLagisassigned.Therefore,anactivityrequiringa3-daydelaybetweenthefinishofoneactivityandstartofanotherwillrequireapositivelagof3days.
•Conversely,alagmaybenegativewhenanewactivitymaybestartedbeforethepredecessoractivityisfinished.ThisiscalledaLeadorNegativeLag.
LeadsandLagsmaybeappliedtoanyrelationshiptype.AnexampleofaFSwithpositivelag:
AnexampleofaFSwithnegativelag:
HerearesomeimportantpointstounderstandaboutLags:
•ThelagdurationiscalculatedonthelagasinMicrosoftProjectandotherPrimaveraproducts.AlagisnotassignedtooneorbothofthePredecessorandSuccessoractivitiesasinAstaPowerproject,whichismorelogical.
LagsmaybeassignedoneoffourcalendarsfromtheCalendarforSchedulingRelationshiplagdropdownboxintheSelectprojectschedulingoptionsform.Thisformisopenedby:•Clicking Scheduler(F9)icontoopentheScheduleProjectform:
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•Thenclickingonthe tabtoopentheSelectprojectschedulingoptionsform.
9.4UnderstandingtheLagCalendarThefourLagCalendaroptionsareatthebottomoftheform:
•PredecessorActivityCalendar,
•SuccessorActivityCalendar,
•24-HourCalendar,and
•ProjectDefaultCalendar.LagsarecalculatedbyPrimaveraP3andSureTraksoftwareusingthePredecessorCalendar.MicrosoftProject2003to2010usestheSuccessorCalendarormayhaveanElapsedDurationLag.EarlierversionsofMicrosoftProjectusedtheProjectCalendar.AstaPowerprojectassignsthelagtoeitheroreitherthepredecessororsuccessorthusallowingeitherthePredecessororSuccessorCalendartobeselectedforeachrelationship.YoumustbecarefulwhenusingalagtoallowfordelayssuchascuringconcretewhentheLagCalendarisnotaseven-daycalendar.Becausethistypeofactivitylapsesnonworkdays,theactivitycouldfinishbeforePrimaveracalculatedfinishdate.YoumustbeextremelycarefulwhenopeningmultipleprojectswhentheLagCalendaroptionisdifferentforeachproject.Thisisbecausealltheprojectschedulingoptionsareadoptedfromtheprojectatthetopofthelistofopenedprojectandthereforesomeofyourprojectsmaynotcalculatethesamewayastheydidbeforeopeningtheprojectstogether.ThisisdifferenttothewaytheWindowsClientcalculatesmultipleprojects;theWebdoesnotrecognizetheWindowsClientDefaultProjectfunction,pleaseseeProfessionalandOptionalClientbookformoredetailsonthistopic.
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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,
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•Right-clicktodisplayamenu,
•SelectEditRelationshiptoopentheEditRelationshipformandedittherelationship,andtheclickonDeleteor
•ClickonDeleteRelationshiptodeletearelationship.
9.6.2Adding,DeletingandEditingRelationshipswiththeActivityDetailsFormTheActivityDetailsforminthelowerpanemaybeusedforaddinganddeletingrelationships.
OpeningtheForm•SelecteitherthePredecessorortheSuccessortab(theyalloperateinasimilarway).The
Predecessortabisdisplayedinthefollowingpicture:
EditingtheFormThePredecessorandSuccessortabsmaybothbeformattedandthecolumnsyourequiremaybedisplayed:
•SelectthePredecessororSuccessortab,and•Select CustomizeColumnsicontoopentheColumnsmenu,
•Thefollowingpicturedisplaysthefieldsthatareavailable:
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•Thedatafieldsyourequiremaybedisplayedorhidden.
AddingandDeletingaRelationshipToAddapredecessororsuccessor:•Clickonthe AssignicontoopentheSelectPredecessorActivityformtoassigna
predecessor:
•EntertheRelationshipTypefromtheRelationshipTypedropdownlistandthelag,ifrequired,fromtheLagdropdownlist.
•Toenteranotherrelationship,clickthenextactivityline.TheSelectPredecessorActivityorSelectSuccessorActivitySuccessorformwillremainopen.
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•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.
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9.8CircularRelationshipsACircularRelationshipiscreatedwhenaloopiscreatedinthelogic.WhenyourescheduleyouwillbepresentedwiththeErrorform,whichidentifiesthereisaprobleminthelogic,butnotspecificallyidentifiesaloop.
Ifanerrorisdetectedwhenschedulingaproject,theScheduleProjectLogreportshouldbedisplayedwhichwillidentifyanyproblems:
TodisplaytheScheduleProjectLogreportafterscheduling:•PressF9orclickonthe SchedulericontoopentheScheduleProjectform,
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•ClickontheDisplayschedulingloguponcompletionicontodisplaythereportaftertheprojecthasbeenscheduled.
Toremoveacircularrelationshipeitherselectthefirstactivityinthelistandremovetheoffendingpredecessor,whichisthelastActivityinthelist,orgotothelastactivityinthelistandremovetheoffendingsuccessor,whichisthefirstactivityinthelist.
9.9RelationshipsDetailWindowontheActivitiesPageP6R8.3hasintroducedanewRelationshipsdetailwindowontheActivitiespagethatallowsuserstocreateandadministertherelationshipbetweenpredecessorsandsuccessorswithinthesamewindow.ThiswindowprovidesthesamecapabilitiesastheseparatewindowsforPredecessorsandSuccessors.
Tousethisfeature:
•OpentheViewmenuontheActivitieswindowandselectCustomizeDetailWindows;•SelecttheRelationshipscheckboxandthenSave.
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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.
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ThepicturebelowisfromtheWindowsClientastheWebwillnotdisplayPredecessorsasActivityIDsonlyasActivityName.
4.PressF9orclickonthe icontoscheduleyourproject.
5.HideanddisplaytheLogicLinksusingthe iconandleavethemdisplayed.
AnswertoWorkshop76.AddthePredecessorcolumnandcheckyourdata:
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7.Nowformatthecolumnsperthefollowingpictureandcheckyourdata:
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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
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screen. dragthepicture.
ShowProgressonactivityboxes.
Selectthe CustomizeicontoopentheCustomizeActivityViewform,
SelecttheActivityNetworkformtab.
10.2EarlyDate,LateDateandFloatCalculationsTohelpunderstandthecalculationoflateandearlydates,floatandcriticalpath,wewillnowmanuallyworkthroughanexample.Theboxesbelowrepresentactivities.
•Theforwardpasscalculatestheearlydates:EF=ES+DUR–1
Startthecalculationfromthefirstactivityandworkforwardintime.
•Thebackwardpasscalculatesthelatedates:LS=LF–DUR+1
Startthecalculationatthelastactivityandworkbackwardsintime.
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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.
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4.Seeoverthepagefortheanswer:
AnswertoWorkshop8
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ForwardPassEF=ES+DUR–1
BackwardPassLS=LF–DUR+1
FloatCalculationTF=LS–ES
TheEarlyBaristheupperbar,theLateBarthelowerbarandtheendoftheTotalFloatbar,whichisthethinbar,endsattheLateFinishdate.
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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.
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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:
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AnactivityassignedanAsLateasPossibleconstraintinPrimaveraP6,PrimaveraContractor,PrimaveraP3,andSureTraksoftwarewillscheduletheactivitysoitabsorbsonlyFreeFloatandwillnotdelaythestartofanysuccessoractivities,thisisnormallycalledaZeroFreeFloatconstraint.InMicrosoftProject,anactivityassignedwithanAsLateasPossibleconstraintwillbedelayedtoabsorbtheTotalFloatanddelayallitssuccessoractivitieswhichhavefloat,notjusttheactivitywiththeconstraint.
11.1AssigningConstraintsWhensettingconstraintssometimestheconstrainttimewillnotbesetatthestartorfinishoftheactivitycalendarbutsetat00:00orsomeotherirrelevanttime.ThereforewhensettingconstraintsyoushouldalwaysdisplaythetimebyselectingAdminister,MyPreferences,DateFormatheadingtoensuretheconstrainttimeiscompatiblewiththeactivitycalendar.
11.1.1NumberofConstraintsperActivityEachactivitymaybeassignedtwoconstraintswhicharetitledPrimaryandSecondaryConstraint.AfterthePrimaryhasbeenset,aSecondarymaybesetonlywhenthecombinationislogicalandthereforeareducedlistofconstraintsisavailableafterthePrimaryhasbeenset.
11.1.2SettingaPrimaryConstraintUsingtheActivityDetailsFormToassignaconstraintusingtheActivityDetailsform:•Selecttheactivityrequiringaconstraint,
•OpentheGeneraltabontheActivityDetailsform,
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•SelectthePrimaryConstrainttypeandDatefromthedownlisttotherightofPrimaryConstraint:
11.1.3SettingaSecondaryConstraintUsingtheActivityDetailsFormASecondaryConstraintmayonlybesetafteraPrimaryConstrainthasbeenset.ToassignaconstraintusingtheActivityDetailsform:•Selecttheactivityrequiringaconstraint,
•OpentheGeneraltabontheActivityDetailsform,•SelecttheSecondaryConstrainttypeandDatefromthedownlisttotherightofthe
SecondaryConstraint:
ThepictureaboveshowsthatafteraPrimaryStartOnorAfterconstraintissetthereareonlytwoSecondaryConstraintsavailable.
AfteraconstraintissettheStartdateorFinishdatewillhaveanasterisk“*”nexttothedatewhendisplayedinActivityViewcolumns.
11.1.4ExpectedFinishConstraintThisconstraintisNOTsetinthedatesStatusareaasintheWindowsClientandacolumnmustbedisplayedtosetanExpectedFinishConstraint.
11.1.5SettingConstraintsUsingColumnsThefollowingconstraintcolumnsmaybedisplayedandtheConstraintseditedorassignedusingthesecolumns:
•PrimaryConstraint
•PrimaryConstraintDate
•SecondaryConstraint
•SecondaryConstraintDate
•ExpectedFinish
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11.1.6SettingConstraintsbyDragginganActivityAnactivitymaybedraggedtosetaconstraint.
WhendraggedyouwillbepresentedwiththeActivityConstraintformtoconfirmyourintension:
11.2ProjectMustFinishByDateAnabsolutefinishdatemaybeimposedontheprojectusingtheEPSWindow,Generaltab:
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ImposingaprojectMustFinishBydatemakesPrimaveracalculatethelatedatesfromtheMustFinishBydateratherthanthecalculatedearlyfinishdateofthelastactivity.ThiswillintroducepositivefloattoactivitieswhenthecalculatedEarlyfinishdateispriortotheMustFinishBydate:
Thiswillalsocreatenegativefloatwhentheactivity'scalculatedearlyfinishdateisaftertheMustFinishBydate,butitisnotobviouswherethenegativefloatisbeingdrivenfromastherearenoconstraintsassignedtoactivities:
ToremoveaProjectMustFinishBydate,highlightthedate,presstheDeletekeyandthentheEnterkeyortaboutofthecelltoensurethedateisremoved.ThisfunctionissimilartotheP3andSureTrakfunctionbutverydifferentfromthewayMicrosoftProjectFinishDateoperates.AfteraFinishDateissetinMicrosoftProjectallnewTasksaresetwithanAsLateAsPossibleconstraintandtheStartDateiscalculated.PrimaveradoesnotsetAsLateAsPossibleconstraintsafteraMustFinishBydateissetandtheProjectStartDateisstilleditable.
ItisnotobviouswherethefloatisbeinggeneratedafteraMustFinishBydateisimposedonaproject.ThisisoftenconfusingtopeoplenewtoschedulinganditisrecommendedthatyoudonotuseaMustFinishBydate.Instead,tieallactivitiestoaFinishMilestonewhichhasaLatefinishconstraint.
11.3ActivityNotebooksItisoftenimportanttonotewhyconstraintshavebeenset.Primaverahasfunctionsthatenableyoutonoteinformationassociatedwithanactivity,includingthereasonsassociatedfor
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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:
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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
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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.
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11.DuetotheproximitytoChristmas,managementhasrequestedthatyoudelaytheObtainQuotesfromSuppliersuntilfirstthingintheNewYear(02Jan2014).ConsensusisthatabetterresponseandsharperpriceswillbeobtainedaftertheChristmasrush.
Toachievethis,setaStartOnorAfterconstraintdateof02Jan201408:00ontheObtainQuotesfromSuppliersactivity.
Nowreschedule.
Observetheimpactonthecriticalpathandenddates.
YouwillnoticethattheFinishConstraintontheBidDocumentSubmittedactivityhascreatedsomenegativefloat,whichisdisplayedintheTotalFloatcolumnandtheNegativeFloatbar.
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DisplaytheNotebooktabintheActivitiesWindow.12.AddaNotebookTopicagainsttheObtainQuotesfromSupplieractivityindicatingwhy
thereisaconstrainton02Jan2014.
13.OpentheGroupandSortformbyclickingonthe iconandgroupbyTotalFloatandclosetheform.
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14.Sortonduration(byclickinginthePlannedDurationcolumn)tobringthelongestactivitytothetop.Itisnormallythelongesttaskthatmaybeshortened.Thechangefrom-2dto-3dandbackto-2disduetochangeofcalendarsfrom5-dayto6-dayperweek.NOTE:Notalltheactivitiesaredisplayedinthetwopicturesbelow:
15.Afterreview,itisagreedthat2daysmaybedeductedfromReviewBidDocumentactivity.Changethedurationofthisactivityto2days,
16.Reschedule:
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17.NowGroupbyWBS,donotShowfieldtitleandsortbyActivityID:
18.Noticethatactivitieswithconstraintshavean“*”bytheirdates.
19.SaveyouView.
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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
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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.
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•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.
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12.3.2HeaderandFooterTabsHeadersappearatthetopofthescreenaboveallscheduleinformationandfootersarelocatedatthebottom.BoththeHeadersandFootersareformattedinthesameway.Wewilldiscussthesetting-upofFootersinthischapter.
TherearetwooptionstosettheHeadersandFooters:
•Youmayeitherclickonthedropdownboxandselectcontentfromthedropdownbox,or
•Toclickonthe or buttonsandselectthedataandfontsizeusingtheoptionsintheforms.
12.3.3CustomHeaderandCustomFooterTabsTheCustomHeader&CustomFootertabsoperateinthesamewayandclickingonthe
or buttonswillopenuptheappropriateform:
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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.
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•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.
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AvailableDateOptions:
•EarliestProjectStart
•EarliestProjectBLStart
•LatestProjectFinish
•LatestProjectBLFinish
•EarliestDataDate
•CurrentDate
•CustomDate
Rollingoptions:
•Days
•Weeks
•Months
•Quarters
•Years
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Tousethisfunctionality:
•FromtheActionsmenuintheActivitiesorEPSwindowintheProjectssection,selectPageSetupor;
•Clickonthe PrintPreviewbuttononthetoolbarandthenclickonthe PageSetupbuttonintheform;
•UsethePrintRangeoptionslocatedintheSheettab.
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12.5ReportsReportsarerunfromthedashboardandarenotpartofthisbook:
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12.6OtherPrimaveraReportingOptionsThereareseveralotherseveralothertoolsavailablefromOraclethatmaybeusedgeneratePrimaverareports.
TheseincludeVisualizer,P6AnalyticsandBIPublisherwhicharenotcoveredinthisbook.
12.7Workshop10–Printing
BackgroundWewanttoissueareportforcommentbymanagement.
AssignmentOpenyourOzBuildBidprojectfromthepreviousworkshoptocompletethefollowingsteps:1.CreateaWorkshop10–Printingviewasperthepictureoverthepage.GroupbyWBS
anddisplaythefollowingcolumns:
ShowfirstcolumnasActivityName
ActivityID
PlannedDuration
Start
Finish
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TotalFloat
2.Adjustyourtimescaletoweekandmonths.
3.Clickthe iconorselectActions,PrintPreviewtopreviewtheprintout:
TheauthorfoundthatthePrintPreviewforwasopenedasanewwindowinthebrowserbehindtheworkingviewandthereforehidden,youwillneedtochangewindowstoseetheprintpreview.UsetheAlt+Tabkeystochangewindows.
4.InthePageLayouttabselectLandscapeandpapersizetobeLetterorA4.
5.IntheHeader/Footertabsetasperthepictures:TheHeaderformisopenedwiththe button.
TheHeadertitleiscreatedusingthe&[File] option,
Theheaderissettoalargerfont,say16Bold,
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TheFooterformisopenedwiththe button,
ThecentersectioniscreatebytypingPage of ,
Therightsectioniscreatebyclickingofthetwoicons :
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6.IntheSheettabsetdaterangefromweekbeforetheprojectstarttotheweekaftertheprojectfinishtoallowsomespaceattheendsofthebars.
7.Compareyourresultwiththepicturebelow.
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AnswerstoWorkshop9
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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
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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.
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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:
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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
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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,
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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.
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13.1.8RemainingLateStartandFinishThesearethelatestdatesthattheincompleteportionsofactivitiesmaystartandfinish.
•Theyareblankwhenanactivityiscompleteandmaynotbeedited,
•TheyaresettoequaltheLateDates.
13.2SchedulingOptions–GeneralTabWhenaprojectisrescheduledtherearesomeoptionsavailableintheScheduleProject,Optionsform,GeneraltabwhichisopenedbyselectingScheduler,Options:
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•Thereisno iconthatwillsettheoptionsbacktotheP6defaultsasintheWindowsClient.
•Thedefaultoptionsareusuallygooddefaultsbutsomeneedtobechangedtosuitspecificsituations.
•Theseoptionsapplytoallactivitiesinthecurrentlyopenedschedule.WhenopeningmultipleprojectsintheWebitcalculatesdifferentlytotheWindowsClient.TheWindowsClienthasaDefaultProjectoptionthatdoesnotexistintheWeb.
•IntheWebtooltheScheduleOptionsoftheprojectlistedatthetopoftheopenedprojectslist(whichwillrearrangewhenyouclosetheformtoanalphabeticallist)isusedtocalculateallprojectsand(unliketheWindowsClient)willnotchangetheScheduleOptionsoftheotheropenedprojects.ThusachangetoyourProjectIDopenedwithotherprojectsmayresultinaprojectcalculatingdifferentlyiftheprojectispusheddownthelistofopenedprojectsand
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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.
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13.2.2Makeopen-endedactivitiescriticalAnopen-endedactivityisanactivitywithoutasuccessorandwhichhasfloattotheendoftheproject.Checkingtheboxmakestheseactivitiescriticalwithzerototalfloatwhentheydonothaveasuccessor.
•Open-endsNotCritical:
•Open-endsCritical:
Thisalsoallowstheusertodisplaymultiplecriticalpathsinoneprojectwithouttheuseofconstraintsandisusefulshouldyouwishtoseetheindividualcriticalpathsforeachareaofaproject.Inorderforthisfunctiontoworkthelastactivityineachchainoreventsmustnothaveasuccessor:
•Open-endsNotCritical:
•Open-endsCritical:
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13.2.3UseExpectedFinishDatesTheintentionofthisoptionisforpeopleusingtimesheetstobeabletosetanExpectedFinishconstraintforanactivity.
OnceanExpectedFinishdateissetthenthesoftwarecalculatestheRemainingDurationfrom:
•TheEarlyStartwhenanactivityhasnotstarted,or
•TheDataDatewhenanactivityhasstarted,or
•AResumedateifaSuspendandresumedatehasbeenset.
ThereforeExpectedfinishdatesmaybeassignedfromtheTimesheetsmoduleandthisoptionallowstheprojectmanagertoignorethesedatessubmittedwiththetimesheets.
ThisisalwayscheckedbydefaultandwilldisableorenableExpectedFinishconstraintsassignedintheGeneraltaboftheActivitiesDetailstaborfromacolumn.ThisisusuallynotturnedoffandthepicturesbelowshowtheeffectofthisconstraintbeforeandafterschedulinganactivitywithanExpectedFinishConstraintassigned:
•Beforescheduling:
•Afterscheduling:
13.2.4Scheduleautomaticallywhenachangeaffectsdates–NotintheWebClient
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ThisissimilartoautomaticrecalculationinotherproductsandthisrecalculatestheschedulewhendatathataffectsthetimingofthescheduleischangedandisnotavailableintheWebClient.
P6isadatabaseproductandScheduleAutomaticallyintheWindowsClientwillresultintheschedulerecalculatingeverytimeyoumakeachange.Thismayslowdownyourworksignificantly;thisoptionisusuallyleftoff.
13.2.5LevelresourcesduringschedulingLevelingascheduledelaysactivitiesuntilresourcesbecomeavailable.Thisisaformofresourceoptimizationandthisoptionlevelstheprojectresourceseachtimeitisscheduled.ResourcelevelingiscoveredintheProfessionalandOptionalClientbook.
ThisisNOTrecommendedasitslowsdowntheschedulecalculationandthescheduleoftenchangeseachtimeitisscheduled.
Itisusuallybettertousesequencingrelationshipstolevelaschedule.
13.2.6RecalculateassignmentcostsafterschedulingResourceUnitRatesmaybesettochangeovertimeintheUnitsandPricestaboftheAdministration,ResourcesWindowlowerpane:
Thisoptionrecalculatesaresourcecostwhenaresourceisscheduledintoadifferentcostratestimebracket.
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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.
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Intheexamplefollowing,theFinish-to-Startrelationshipbetweenthepredecessorandsuccessorisdisregarded,andtheunworkedportionoftheactivity(theRemainingDuration)continuesbeforethepredecessorhasfinished.NOTE:TherelationshipisnotadrivingrelationshipandDOESNOTformpartofthecriticalpathintheexamplebelowandthepredecessorhasfloat:
TheWindowsClientpictureshowsasimilartheresult:
•ActualDates.ThisfunctionoperateswhenthereisanactivitywithActualStartDatesinthefuture,whichisnotlogical.Withthisoptiontheremainingdurationofanin-progressactivityiscalculatedaftertheactivitywithactualstartandfinishinthefuture:
TheWindowsClientpictureisclearerinshowingtheresult:
WhentherearenoActualDatesinthefuturethisoptioncalculatesasRetainedLogic.
ThissituationwithActualsinthefuturemayhappenwhentwoprojectsopentogetherandhavedifferentDataDates.ThissituationisbestavoidedanditisbettertomakealltheDataDatesofallprojectsthesame.
RetainedLogicandProgressOverridearenottermsusedbyMicrosoftProjectbutareusedinP3andSureTrakandoperateinthesamewayinPrimavera.MicrosoftProjectusesthetermSplitinProgress.
RetainedLogicproducesamoreconservativeschedule(alongerduration
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schedule)andismorelikelytoplaceanout-of-progressrelationshiponthecriticalpathandadjustmentsmaybemadeasrequired.
IfyourschedulehasActualdatesinthefutureoftheDataDate(whichmayoccurwhentheupdateinformationiscollectedatdifferenttimesandtheearlierdateisusedastheDataDateormultipleprojectsareopen)thentheuseofActualDateswouldcalculatethemostconservativeschedule.
13.2.8Calculatestart-to-startlagfromThesuccessorofanactivitywithaStart-to-Startandpositivelagwouldstartafterthelaghasexpired.WhenthepredecessorcommencesoutofsequencethelagmaybecalculatedfromthepredecessorcalculatedEarlyStartortheActualStart.
•TheActualStartgivesalessconservativeschedule:
TheWindowsClientpictureisclearerinshowingtheresult:
•TheEarlyStartgivesamoreconservativeschedule:
TheWindowsClientpictureisclearerinshowingtheresult:
13.2.9DefinecriticalactivitiesasCriticalActivitiesDefinitioncriteriaisdefinedintheScheduleProject,Optionsform:
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Theseoptionsareusedforanalyzingschedulesthatutilizemultiplecalendarswhichmayresultinactivitiesonthecriticalpathpossessingfloat.
•TotalFloatlessthanorequalto–Activitiesmaybemarkedascriticalandwithachosenfloatvalue.Sometimesasmallpositivevalueisusedtoisolatethenearcriticalactivitiesonschedulesordisplayingthefullcriticalpathonmultiplecalendarschedules.
•LongestPath–Thisoptionisolatesthelongestchainofactivitiesinascheduleandshouldbeusedwhenmultiplecalendarsareinuseandsomeactivities,whichformpartofthecriticalpath,stillhavefloatwhenthesuccessorisassignedacalendarwithfewerordifferentworkingdays.
•IntheexamplebelowtheTotalFloathasbeensettoTotalFloatlessthanorequaltozeroandthecriticalpathhasdisappeared:
•WhentheTotalFloatisthensettolessthanorequalto1dayresultsinthepicturebelow:
•WhentheTotalFloatisthensettoLongestPathresultsinthepicturebelow:
Longestpathisrecommendedforprojectswithmultiplecalendars.
13.2.10CalculatefloatbasedonfinishdateThisisanewfunctiontoVersion6.2.WhenmorethanoneprojectisopenedtheTotalFloat
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maybecalculatedbasedoneachindividualprojectorthelongestproject:
•Eachproject–usedwheneachproject’scriticalpathisrequired:
•Openedprojects–usedwhenalltheP6projectsarerelatedandfloatisrequiredtobebasedonthelongestproject:
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13.2.11ComputeTotalFloatasTherearethreeoptionsforthecalculationoftheFloatvaluedisplayedintheTotalFloatcolumnofWBSandLOEactivitiesonly:
•StartFloat=LateStart–EarlyStart
•FinishFloat=LateFinish–EarlyFinish
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•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–
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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.
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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.
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13.3.4UpdateBaselinesTheWindowsClientUpdateBaselinefunctionwasaddedtotheWebinVersion8.4.ThisallowsthemodificationofanexistingBaselinewithnewofchangeddatafromthecurrentscheduleasanalternativetocreatinganewbaseline.
ToUpdateaBaseline:
•SelecttheEPSorActivitiesPage,ActionsmenuDefineBaselines,•SelectabaselineBaselinesform,and
•ClickontheUpdateBaselineicon.
13.3.5CopyingaProjectwithBaselinesYoumaycopybaselineswhenaprojectiscopiedintheEPSWindowusingCopyandPastebytickingtheappropriateboxes.
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13.3.6SettingtheBaselineProjectToassignaProjectBaselineorUser’sPrimaryBaseline:•OpentheBaselinesform,•Selectthebaselineprojecttobeassigned,
•SelecttherequiredProjectBaselineorUser’sPrimaryBaselinefromtheappropriatecolumnsdropdownbox,
•BaselineTypesareoptionalandaredefinedintheAdminister,EnterpriseDataform,BaselineTypetab:
•TheProjectBaselineorUser’sPrimaryBaselinemaybeusedforcalculatingEarnedValue.SeeAdminister,ApplicationSettings,EarnedValuetabforotherEarnedValueoptions.ThisBaselineisseenbyanyUserwhoopenstheproject.
SecondaryandTertiaryUserBaselinesintheWindowsClientarenotavailableintheWeb.
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TheUser’sPrimaryBaselineareonlyseenbytheUserwhohassettheBaseline.Sootheruserswhoopenaprojectandapply,forexample,aProjectViewthatdisplaysaUserBaseline,willhavetoalsomakesurethattheysetthesamebaselineastheoriginaluser.
•EarnedValuecalculationsmaybeperformedusingeitherthePrimaryBaselinevaluesortheUser’sPrimaryBaselinevaluesfromthecurrentproject.SelecttheSettingstabintheProjects,EPSWindow,Actions, SetProjectPreferences:
•TheAdminister,ApplicationSettings,EarnedValuetab,Earnedvaluesectionhasthreeoptions.ThisoptiondecideswhichBaselineschedulevaluesarereadtocalculatetheEarnedValuefieldsandwhichbarsaredisplayedasBaselineBars.TheAtCompletionvalueswithcurrentdatesistheauthor’spreferredoptionwhenresourcesareassigned.
WhenthePlannedvalueswithplanneddatesisselected,whichisoftenthedefaultvaluewhenthesoftwareisloaded,thenthePlannedDatesaredisplayedasabaselinebar.Thisisundesirablewhenaprogressedscheduleisdisplayedasa
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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:
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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.
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Thisisgenerallynotacceptedasagoodpractice.Therearesomesignificantissuesherethatneedtobecarefullymanaged:
•IfnoBaselineissetandaviewthatdisplaysabaselinebarisapplied,thenabaselinebarmaycontainirrelevantdatesfromthePlannedDateswillbedisplayed.Thismaycreateconfusionandthesebarsmaychangeoneachscheduleupdate.
•IfoneusersetsaPrimaryUser’sBaselineandthereforeonlyseenbythatuser,andadifferentuseropensaproject,thenthisseconduserwillseeonlythe<CurrentProject>baselineandnottheotherPrimaryUser’sBaseline.Thiswillresultinoneuserseeingsomethingdifferentfromanotheruserwhentwousersopenaproject.
Youmaywishtorestricttheaccesstoaprojectscheduletopreventthe<CurrentProject>baselinebeingdisplayedinadvertently.
13.3.8DisplayingtheBaselineDataTheBaselineDatesmaybedisplayedby:
•DisplayingtheBaselinecolumns:
BListheProjectBaselineBL1istheUserPrimaryBaseline
•ShowingabaselinebarontheBarChartbyselectingtheappropriatebarsintheCustomizeGanttChartOptionsform,Barstab:
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TheWindowsClientBL2,theSecondaryUserBaselineandBL3,theTertiaryUserBaselinemaynotbedisplayedintheWebClient.
13.4AdditionalBaselineFields
P6R8.3hasaddedextrabaselinefieldsintheCustomizeColumnsformtobedisplayedontheActivitieswindowafterabaselinehasbeenassignedtoaproject.
Thenewfieldsareavailablefortheprojectbaseline(BL)anduser'sprimarybaseline(BL1):
•ActualExpenseCost
•ActualLaborCost
•ActualMaterialCost
•ActualNonlaborCost
•ActualTotalCost
•ActualStart
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•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.
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13.5Workshop11–WBS,LOEsandSettingtheBaseline
BackgroundWewillfirstlookathowWBSandLOEactivitiesworkandthensetaBaseline.
Assignment–WBSActivityOpenyourOzBuildBidprojectfileandcompletethefollowingsteps:1.ApplytheWorkshop6Dates&Durationview,checkthecolumnsareasperthepicture
below,
2.DisplaytheFloatBarastheSecondbar,inblackwithaheightof4,3.CreateanewactivityundertheBidDocumentWBSNode,IDOZ1140titledWBS
Activity,4.AssignitanActivityTypeofWBSSummaryusingtheActivitiesWindow,Generaltab.5.SaveandpressF9toScheduletoseehowitcalculates.
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6.MovetheWBSActivitytotheDeliveryPlanWBSNodebycopyingandpastingandscheduletoseehowitoperates.
7.MovetheWBSActivityusingCutandPastetotheTechnicalSpecificationWBSNodeandschedule:
8.GototheScheduler(F9),OptionsformandchangetheComputeTotalFloattoStartFloat:
9.ScheduleandyouwillseethatthefloatvalueisnowthesamevalueastheStartFloat,buttheFloatBarstillshowstheFinishFloatValue:
10.GototheSchedulingOptionsformandchangetheComputeTotalFloattoFinishFloatandschedule.
Assignment–LOEActivity11.ChangetheWBSActivityTypetoaLevelofEffortandrenameittoLOEActivity,12.DonotschedulewithaLOEactivityunlessithasrelationships.Ifyoudoscheduleitwill
calculatetoazerodurationandbemarkedasCompleteontheDataDate.YouwillthenhavetomarkitasnotstartedintheActivitiesWindow,GeneraltabandassignadurationsoyoucanseeitontheGanttChart.
13.MoveOZ1140totheDeliveryPlanWBSNodeandsortonActivityID,
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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.
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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:
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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:
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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.
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•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.
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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
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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:
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•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:
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•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
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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
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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.
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•TheactivitymusthaveanActualStartdatebeforeyoucanrecordaSuspenddate.
•OnlyResourceDependentandTaskDependentactivitiesmaybesuspendedandresumed.
•Thesuspendedperiodisnotcalculatedaspartoftheactivitydurationandresourcesarenotnormallyscheduledinthisperiod.
UnliketheProfessionalandOptionalClientyoumaynotupdatethesedatesinanylowerwindowtab,youmustdisplaythecolumns.
TheSuspendandResumetimemaybesetattheincorrecttimeoftheday.TheauthorhasfoundthattheSuspendisusuallysetatthestartofthedayandResumeusuallyattheendoftheday;thereforethedefaultsforbothareillogical.ThereforeyouSHOULDALWAYSdisplaythetimewhensettingSuspendandResumedatestoensurethattheyarecorrect.
14.6SchedulingtheProjectAtanytime,butusuallyaftersomeoralltheactivitieshavebeenupdated,theprojectisscheduled:
•OpentheScheduleProjectform:SelectScheduler(F9) iconor
PresstheF9key,or
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•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.
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EithertheProjectBaselineorthePrimaryUser’sBaselinemaybeusedandtherearefouroptions:
•DifferencebetweentheBaselineStartDateandActivityStartDate,•DifferencebetweentheBaselineFinishDateandActivityFinishDate,•ConnectingtheprogresspointsbasedontheActivity%Complete,•ConnectingtheprogresspointsbasedontheActivityRemainingDuration.
ThepicturebelowisusingtheoptionsinthepictureabovebutalltheactivitiesaresetasaPhysical%CompletebuttheWebtoolonlydisplaystheProgressonthebarsandActivity%CompleteonthebarsasintheWindowsClient.
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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.
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•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
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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:
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12.ThishasresultedintheRemainingDurationnolongerbeingexpressedinwholedaysandactivitieswhicharetwodayslong,forexampleActivityOZ1030,nowspanningthreedaysbecausetheystartandfinishatmidday.
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13.ThesituationofhavingdurationsthatarenotrounddaysisoftennotdesirableandmaybepreventedbyusingPhysical%CompleteandenteringtheRemainingDurationinwholedays.
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15ADMINISTERMENU
15.1AdministerMenuTheAdminmenuisavailableintheP6ProfessionalClient.WhentheWebisinstalledandtheP6OptionalClientisusedtheAdminmenuisnolongeravailableandalladministrationfunctionsmustbeaccessedthroughtheWebmodulewhenusingtheOptionalClient.
P6ProfessionalTheAdmincommandopenstheAdminform.DependingonhowPrimaverahasbeeninstalledandyouraccessrightsset,youmayormaynothaveaccesstosomeorallofthesemenus.
P6WebThewebAdministermenuiswheretheOptionalAdmincommandsarelocatedandtheseareallverysimilartotheProfessionalClient.
TheWebcommandswillnotbecoveredindetailinthisbookbuttheyoperateinexactlythesamewayastheWindowsProfessionalClient.
ThischapterwilllookatthefollowingtopicsundertheAdministermenu:
•MyCalendar
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•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
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MaximumnumberorrowsdisplayedineachsectionandMaximumnumberofrowsdisplayedintreesandpicklistsrestricttheamountofdataavailableinlists.Anexampleofthistypeofrestrictionisdisplayedinthepicture.
Itisrecommendedthathighvaluesaresetheresoasnottohidedata.
Sende-mailtoresourcesuponaddingorremovingassignmentsandPromptbeforesendingemailareself-explanatory.CalculateperformanceandearnedvalueinformationbyCostsorLaborUnitsaffectsEVcalculationsandthisisaninterestingfeatureasthisallowsdifferentuserstoreportdifferentdataforthesameprojects.
15.3.2Global,General,TimeUnitsFormatTabTheDisplayTimeUnitsinsectionofthetabisusedtodefinetheUnitofTimeformatthatresourceinformationandresourceassignmentsaredisplayedwith,e.g.daysorhours.
TheDisplayDurationsFormatinsectionofthetabisusedtodefinetheUnitofTimeformatthatactivitydurationsaredisplayedwith,e.g.,daysorhours.
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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.
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DisplayResourceAssignmentsUncheckingthesedoesnothidethesedataitemsintheProject,Activitiesbottomwindowbutwillhidethisdatainsomeotherviews.
DisplayNotebookUncheckingthesedoesnothidethesedataitemsintheProject,Activitiesbottomwindowbutwillhidethisdatainsomeotherviews.
DisplayStepsUncheckingthesedoesnothidethesedataitemsintheProject,Activitiesbottomwindowbutwillhidethisdatainsomeotherviews.
15.3.4Global,ResourcesTab,ResourceAssignmentsWhenaddingorremovingmultipleresourceassignmentsonactivitiessectionhastwooptions:
PreservetheUnits,Duration,andUnits/Timeforexistingassignments.Withthisoption,asResourcesareaddedordeletedthetotalnumberofhoursassignedtoanActivityincreasesordecreases.Thehoursassignedforeachresourcearecalculatedindependently.
RecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationType.Thetotalnumberofhoursassignedtoanactivitywillstayconstantas
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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:
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15.3.5Global,ProjectScoreTabTheseoptionsareusedforProjectandPortfolioreportingandareoutofscopeofthisbook.
15.3.6Global,PerformanceThresholdTabThissectionisusedtocustomizethedashboards:
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15.3.7Global,CurrencyTabTheCurrencyOptionstabselectsthecurrencysymbolusedtodisplaycosts.
TheCurrenciesform,availablefromtheAdminister,EnterpriseData,Globalsectionmenuitem,isusedtodefinetheBaseCurrency.AllcostsarestoredintheBaseCurrencyandallotherCurrenciesarecalculatedvaluesusingtheBaseCurrencyvalueandconversionrate.
Itispossibletohavetwocurrencieswiththesamesymbolandifauserselectsadifferentcurrencythenallcostsdisplayedbytheuserwillbeconvertedtoadifferentvalue.Thisoptionmustbecarefullymonitoredandifyoudonotneedmultiplecurrenciesthenitissuggestedthatyoushoulddeleteallbutonecurrency,toavoidany
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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.
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15.3.10ViewTabTheViewtabisusedtodisplayorhideP6windows:
15.3.11SettingaDefaultStartPageInP6R8.3itispossibletospecifythedefaultstartpagethatauserwillbepresentedwithuponlogginginby:
•Settingthedefaultstartpage;
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•ThenselectingaP6sectionintheStartPagelistand;
•Ensuringthatthestartpageisthetop-mostpageselectedfordisplay.
Toaccessthisfeatureeither:
•GotoAdminister,MyPreferencesandselectViewtab;or•GotoAdministerandselectUserInterfaceViewsand•ClickontheContenttaboftheGeneralsection.
15.3.12PasswordTabTheUserPasswordtabisusedtochangetheuserpassword.
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15.4ApplicationSettingsThisiswheresomedatabaseparametersarecreatedandedited:
15.4.1DataLimitsTheDataLimitstabspecifies:•Themaximumnumberoflevelsallowedinallhierarchicalcodestructures,
•ThemaximumnumberofActivityCodesperproject,
•ThemaximumnumberofBaselinesperproject,
•PrimaveraVersion6.0addedtheMaximumbaselinescopiedwithproject,whichislimitedto50.
15.4.2EarnedValueSeetheEarnedValuechapterintheProfessionalandOptionalClientbookformoreinformation.
ThistabsetstheWBSdefaultsforcalculatingEarnedValueandmaybechangedindividuallyforeachWBSandapplytoallactivitieswithineachWBSNode.
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•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.
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15.4.6TimesheetsThisiswheresomeofthetimesheetrulesaresetbytheadministrator.
15.4.7TimePeriods
CheckingUseassignedcalendartospecifythenumberofworkhoursforeachtimeperiod(titledAllowuserstospecifythenumberofworkhoursforeachtimeperiodintheWindowsClient)enablesuserstoedittheHoursperTimePeriodineachcalendar.WhenthisisnotcheckedthentheHoursperTimePeriodvaluesinthisformareusedtoconvertfromonetimeperiodUnittoanotherforallcalendars,forexamplefromdaystohours.Therefore,a40hoursactivitywouldbealwayscalculatedas5dayswiththesettingdisplayedinthepictureaboveirrespectiveoftheactivitycalendarHours/Day.
Itisimportantthattheseconversionsareunderstood.PleaserefertotheDEFININGCALENDARSchapterformoredetails.ItisveryimportantwhenmultiplecalendarswithdifferenthoursperdayarebeingusedthatthischeckboxischeckedandtheusercorrectlysetstheHoursperTimePeriodineachcalendar.
TimePeriodAbbreviationsareusedtoindicatethedurationabbreviationseverywhereinthesoftwareforallusers.
15.5EnterpriseDataThisiswhereGlobalCodes,Calendarsandotherdatabasefieldsarecreatedandedited:
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Thissectionofthesoftwareisnormallymanagedbythedatabaseadministerandtheintentionofthisbookistointroduceuserstothesefunctionssowhentheyareunabletouseafunctionthentheyareabletoasktheadministratorforaccesstospecificfunctions.
15.5.1UnderstandingUDFsandActivityCodesAUDFisaUserDefinedField.ThesemaybecreatedinadatabaseforanydatatablesuchasActivities,ResourcesandExpensesandthenvaluesassignedforeachactivity.TheyareusedtoholdadditionaldatathatmaynotbeheldbythestandardPrimaverafields.ThesearesimilartoMicrosoftProjectCustomFields.AUDFmaybecreatedforoneofthefollowingDataTypes:
•Text
•StartDate
•FinishDate
•Cost
•Number
•Integer
•Indicator,4graphicaliconsonly
ToassignaUDFtheappropriatecolumnisDisplayed.ThereforeanActivityDeadlineUDFisassignedfromtheProjects,ActivitiesviewbydisplayingtheDeadlineUDFcolumn,seetheexamplebelow:
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AUDFmaybeassignedanyvalidvalueanditissimpletoentertwosimilarvalues,suchas“Bookshop”and“Bookshop”intoacolumnasUDFvaluesarenotdrawnfromalookuptable.Whenthishappensthesedonotfilterandsortproperly,whichisadisadvantageofUDFs.
AnActivityCodeorResourceCodeiscreatedinatableandhaveaValueandDescription.Thevalueisassignedtoanactivityandthedescriptionislookedupfromthetable.
AnactivityCodemustexistinthetablebeforeitisassignedbutmaybecreatedwhenassigningacode:
TheactivitycodemaybeusedtoGrouporFilteractivitiesandallowsahigherlevelofdisciplineandcontrolthanUDFs.
15.5.2Currencies
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TheCurrenciesformopenedfromtheAdminister,EnterpriseData,Globalsectionmenuitemisusedtodefinesystemcurrencies.Currencyfieldsare:
•CurrencyID•CurrencyName•CurrencySymbol•ExchangeRateTomaketheBasecurrencyintoyourcountry’scurrencyyouwillneedtoedittheCurrencyIDandCurrencySymbolasthefirstcurrencyispermanentlychecked.
Itispossibletohavetwocurrencieswiththesamesymbolandifauserselectsadifferentcurrencythenallcostsdisplayedbytheuserwillbeconvertedtoadifferentvalue.Thisoptionmustbecarefullymonitoredandifyoudonotneedmultiplecurrenciesthenitissuggestedthatyoushoulddeleteallbutonecurrency,toavoidanypossibleproblems.Ifyouareusingmultiplecurrenciesthenmakesurethatallhaveadifferentsignsothereisnoconfusion.
15.5.3FinancialPeriods
ThisiswheretheFinancialPeriodsassociatedwithStoringPeriodPerformancearecreated.
FordetailsonthisfunctionseethesectiononStorePeriodPerformanceintheEarnedValuechapterintheProfessionalClientbook.
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FinancialPeriodshavetobeusedwhenitisimportanttohavedatathatreflectshowmuchworkwascompletedorcostsspentineachperiodandnotjustaveragedovertheperiodstodate.PerioddataisoftenusedtocreateS-Curves.
15.5.4GlobalCalendarsThesewerecoveredintheDEFININGCALENDARSchapter.
15.5.5Locations
Thisiswherethelocationtableisedited.
15.5.6OverheadCodes
ThisiswheretheOverheadCodesthatmaybeusedwithtimesheets.
15.5.7TimesheetPeriods
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ThisiswhereTimesheetPeriodsarecreated,
15.5.8ProjectsThisiswherethefollowingtablesaremanaged:
•BaselineTypes UsedtoidentifyBaselines.
•FundingSources Usedtoidentifyprojectfundingsources
•NotebookTopics TopicunderwhichNotebookTopicsarecreated.
•ProjectCalendars CoveredintheDEFININGCALENDARSchapter.
•ProjectUDFs UserDefinedFieldsmayholdspecificdataaboutaproject.
•WBSCategories UsedtoGroupandSortWBSNodes
•WBSUDFs UserDefinedFieldsmayholdspecificdataaboutaWBSNode.
15.5.9Activities
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Thisiswherethefollowingtablesaremanaged:
•ActivityCodes–EPS
ActivitiesCodescreatedhereareonlyavailabletoprojectsunderthespecifiedEPSNode.ThisfunctionallowsActivityCodesthatareonlysuitableforcertainprojecttypestoonlybeavailabletothoseprojects.ForexampleRailProjectsmayallbekeptunderaRailwayEPSNodeandallrailwayEPSActivityCodessuchasBallast,OverheadWiresandSwitchesetc.wouldbemadeasEPSCodes.
•ActivityCodes–Global
ActivitiesCodescreatedhereareavailabletoallprojects.
•ActivityCodes–Project
ActivitiesCodescreatedhereareONLYavailabletotheprojecttheyarecreatedfor.
•ActivityUDFs ToassignaUDFtheappropriateActivityColumnisDisplayed.
ActivitiesmaybeFilteredorGroupedbyaUDF.
DatamaybeimportedfromExcelintoaUDF.
•CostAccounts
CostaccountsarenormallycreatedandassignedtoResourceand/orExpenseassignmentssocostsofaspecifictypemaybeaddeduptocreateAccountingBudget.
ThisareaiswhereCostsAccountsaremanaged.
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NormallyadefaultCostsaccountisassignedtoaResourceandthenwhenaresourceisassignedtoanactivitytheResourceAssignmentadoptsthedefaultCostsAccountassignedtotheResource.InPrimaverathedefaultCostsAccountisassignedtotheProjectandallResourceAssignmentsadoptsthedefaultCostAccountwhichmakestheCostsAccountfieldinP6lessusefulaseveryRecourseassignmentwillhavetobeeditedifthedefaultisnotvalid.
•ExpenseCategories
ExpenseCategoriesaremanagedhere.ThesecategoriesmaybeassignedtoExpensesandallowExpensetobesummedupbyaCategory.ThisfunctionmaybeusedtosetafinancialbudgetsbyexportingthetotalcostperExpenseCategorytoafinancialmanagementsoftwarepackage.
•StepTemplates
AnactivitymaybebrokenintoStepsallowingprogresstobemeasuredagainstanactivityinameasurableway.Stepsforadocumentcouldbeforexample:
•Start–10%
•FirstDraft–40%
•InternalReview–30%
•Complete–20%
AStepTemplateallowsforStepstobeassignedtoactivitiesquicklyandaremanagedhere.
•StepUDFs AStepUDFmaybecreatedforStepsandvalues,textordatesmaybeassignedtotheStepUDF.
15.5.10Resources
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AssignmentUDFsTheseareUDFsthatmaybeassignedtoaResourceAssignment.IfyouwishtomakeanoteofwhythisresourcehasbeenassignedtoanactivityandyoumaychoosetouseanAssignmentUDF.
RateTypesPrimaverahasfiveresourceratestypesandtheResourceRateTypesformenablesyoutorenamethetitlesoftherates.Youmayhave,forexample,ratesfor:
•Standardrate
•Internalconsulting,
•Externalconsulting,
ResourceCalendarsThesewerecoveredintheDEFININGCALENDARSChapter.
ResourceCodesResourcesmaybeassignedResourceCodesandmaybeusedtorecordinformationaboutaresourcethatmaybetakenfromapicklistsuchastheoffice,employmenttype(fullorparttime),gender(MaleorFemale)etc.
ResourceCurvesResourceCurvesenableanon-linearassignmentofresourcestoschedulesinthesamewayasP3andMicrosoftProject.Theseareoftenusedonlongactivitieswherethereisnotarequirementforalinearassignmentofresources.
ResourcecurvesareassignedintheCurvecolumnintheAssignmentstaboftheActivitieslowerpane.
ResourceUDFs
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ResourcesmaybeassignedResourceUDFstorecordpersonaldetailsthatarenotsuitedtousingResourceCodessuchasaddress,nextofkinnameetc.
UnitsofMeasure
Thesearecreatedhereandareusedinconjunctionwithmaterialresources,butnorExpenses.
15.5.11Risks
ThefollowingRiskcodesaresetuphere:
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•RiskCategories•RiskScoringMatrices•RiskThresholds•RiskUDFs
15.5.12Issues
ThefollowingIssuescodesaresetuphere:
•IssuesCodes•IssuesUDFs
15.5.13Documents
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ThefollowingDocumentscodesaresetuphere:
•DocumentCategories•DocumentStatuses•DocumentUDFs
15.6GlobalScheduleServicesAGlobalScheduleServicemaybescheduledtoberunbytheadministratorhere.
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Version8.4nowallowsthestatusofservicestobereviewedintheEPS,EnterpriseProjectStructure,Actionsmenu,ViewServiceStatus….
15.7UserAccessThisiswhereusersarecreatedandassignedaccesstothesoftwareandprojects:
15.7.1UsersTheUsersformisusedtoaddanddeletesystemusers.Theinformationmayberecorded
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suchasthePersonalName(theperson’sname),LoginName,telephonenumber,emailaddressandtheUsersAssociatedResource.
•ProjectAccesstab-thisiswheretheUserisassignedtooneormoreOBSNodesandmayonlyaccessProjectsassociatedwiththoseOBSNodes.ThelevelofuseraccesstoprojectscontrolledbythedesignatedSecurityProfile.
•ModuleAccesstab-thisiswhereapersonisassignedalicense.Alicenseneedstobeassignedbeforethepersonmayoperatethesystem.
•UsersareassignedaResponsibleMangerwhoapprovestimesheets.•Version8.4allowstheoptionofassigningmultipleResponsibleManagerstoaResource.
ThisallowsaresourcetohaveadifferentResponsibleManagefordifferentprojects.
15.7.2OBSTheOBS–OrganizationalBreakdownStructureisanEnterprisehierarchicalstructurethatisintendedtorepresentthecompany’sOBS.
TheOBSfunctionisthesecuritygatewayanddoesnothavetomirroryourcompany’sOBS.AnystructurethatenablesyoutoassignuseraccesstoprojectsisusuallysatisfactoryandsomecompaniesjustduplicatetheirEPSastheOBSand
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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.
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DoubleclickingonanexistingUserInterfaceViewwillopenuptheView,Detailsformwheretheviewisdesigned.
TheUserInterfaceViewisassignedtotheUserintheAdminister,UserAccess,Usersform:
15.7.5CopyUserViewswhenCopyingaUserInP6R8.3whenacurrentuseriscopied,theuser-levelviewsandmulti-userviewsarecopiedtoo.
Toaccesstheviews:
•GotoAdminister,UserAccessandthenselectUserstocopyanuserandcreateanew
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one;
•Todisplaytheviewsthatwerecopiedalongwiththeuser,gototheViewlistontheEPS,ActivitiesorResourceAssignmentswindow.
15.8UserSessions
Thisallowstheidentificationofalluserswhoareusingthesystem.
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15.9MiscellaneousDefaults
15.9.1DefaultProjectThereisnoDefaultProjectasintheWindowsClientandyoushouldreadthesectionintheSchedulingOptions–GeneralTabtounderstandthewaymultipleopenedprojectscalculateintheWeb.
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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.
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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.
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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
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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:
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TheRoleWindowhasatopandbottompane:•Thebottompaneisopenedbyclickingonatabatthebottomand
•Closedbyclickingonthe MinimizeDetailsbutton:
RolesmayhaveahierarchicalstructureinasimilarwaytoaWBSorEPSandare:
•Createdusingthe Addor AddSiblingicons,
•Deletedusingthe Deleteicon,
•Movedaroundinthehierarchicalstructureusingthe Moveicons
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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
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clientssuchasinternalprojectratesandratesfordifferenttypesofexternalclients.
•ClickonthePricestabtoedittheRolePrice/Unit.•TheRoleRateTypedescriptionisadoptedfromtheResourceRateTypesetinthe
Administer,EnterpriseData,Resources,RateTypestab.•Differentratesmayberequiredfordifferentclientssuchasinternalprojectratesandrates
fordifferenttypesofexternalclients.
•ThedefaultrateforaprojectisselectedwhenaprojectiscreatedandmaybechangedintheProjectsWindow,EPStab,SelectProjectPreferences,Defaultstab,NewAssignments,RateTypedropdownbox.
Fiveresourceandroleratesmaynotbesufficientwhenacompanyhasanumberofclients.Therearesomeoptionswhichincludecreatinganewsetofresourcesfor
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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:
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ResourceswouldnormallyhaveahierarchicalstructureinasimilarwaytoaWBSorEPSandare:
•Createdusingthe Addor AddSiblingicons,
•Deletedusingthe Deleteicon,
•Movedaroundinthehierarchicalstructureusingthe Moveicons
TheResourceWindowhasatopandbottompane:•Thebottompaneisopenedbyclickingonatabatthebottomand
•Closedbyclickingonthe MinimizeDetailsbutton:AsummaryResourcemaybeusedaseither:
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•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.
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•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:
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•AResourcemaybeassignedmorethanoneRole,andtheirProficiencyfortheRole,issetinthistab.
•WhenmultipleRolesareassigned,oneisassignedasthePrimaryRole.
16.3.4ResourcesCodesTab
ResourceCodesareassignedtoResourcesandtheseallowadditionalfacilitiestogroup,sortandreportresourcesandtorecordinformationsuchaspersonaldetailsorofficelocation.
•ResourceCodesmaybedefinedintheResourceCodeDefinitionform,whichisopenedbyselectingAdminister,EnterpriseData,Resources,ResourceCodessection.
•TheyareassignedfromtheSelectResourceCodeformbyclickingonthe AssignResourceCodeicon.
•ResourceCodesmaythenbeselectedinaViewtosortandgroupResources.
16.3.5ResourcesUnitsandPricesTab
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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
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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:
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CurrencyAnalternateCurrencymaybeassociatedwitharesource.ThiswillnotaffecthowtheResourceUnitRatescostsareenteredbutprovidesafurthertaggingmechanismforsortingandreporting.Thecostsarestoredinthedefaultcurrencybutaredisplayedusingtheconversionrateinthecurrencyselectedfortheresource.
CalculateCostsfromUnitsWiththisoptionchecked,thecostsforaresourcearecalculatedfromtheResourceUnit/Timewhenaresourceisassignedtoanactivity.Whenunchecked,thecostsremainatzerowhenaresourceisassignedtoanactivity.ThiswascalledCostUnitsLinkedinearlierversionsofP6.
Whenaresourcehasbeenassignedtoanactivity,thereisaResourceAssignmentfieldavailableintheAssignmentstaboftheActivitiesWindowtitledCalculateCostsfromUnits.ThisischeckedtomatchtheCalculateCostsfromUnitsfieldintheResourcesWindow.TheActivitiesWindowfieldtitledCalculateCostsfromUnitsisnotlinkedtotheCalculateCostsfromUnitsfieldintheResourcesWindowandonlyadoptsthesettingwhenaresourceisassignedtoanActivity.
16.3.7NotesTabNotesmaybeaddedherebuttherearenoNotebookstopicsavailabletoResources.
16.4Workshop13–AddingResourcestotheDatabase
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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…
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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
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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.
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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
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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
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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.
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17.3.1RateTypeTherearefiveResourceRatesavailableinPrimavera.Oneratemaybesetasaprojectdefault.Afterassignmenttoanactivity,theResourceRatemaybechangedusingtheRateTypefieldintheAssignmentstaboftheActivitiesWindow.
17.3.2ResourcescanbeassignedtothesameactivitymorethanonceCheckingtheResourcescanbeassignedtothesameactivitymorethanonceboxenablesaresourcetobeassignedtoanactivitymorethanonce.Thisisusefulifitisrequiredtoassignaresourceatthebeginningofanactivityandlaterattheendofanactivitywithalag.
Forexample,onemaywanttoassignacraneonthefirstdayoftheactivitytoassistinerectingandonthelastdaytoassistindismantling.Thischeckboxneedstobecheckedforaresourcetobeassignedtwicetoanactivity.
TheWebClientdoesnotallowtheassignmentofaresourcelag,butresourcesmaybesetuphereforuseintheWindowsClient.
17.3.3UnderstandingResourceOptiontoDriveActivityDatesByDefaultAresourcehasthefollowingfields:
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•PlannedDuration.Thedurationthataresourceisworking,•Start.Thedatetheresourcestartswork,and•Finish.ThisdateiscalculatedbytheadditionoftheActivityStartDate+thePlanned
Duration.
WhentheDriveActivityDatesoptionisswitchedoffitispossibleforaresourcetocalculateoutsidetheactivityduration.Inthefollowingexampletheactivitiesare5dayslongandtheresourcesassignedtoeachactivityareworkingfor10days.Thishasresultedintheresourcebeingoverloaded.TheResourcesacknowledgetheactivityStartdatebutnottheFinishDate.
TheWindowsClientscreenshotsareclearer:
NowtheDriveActivityDatesoptionhasbeencheckedagainsteachactivity,theactivitiesarenow10dayslong,andtheresourceisnotoverloaded.
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TheClientscreenshotsareclearer:
ItisrecommendedthattheDriveactivitydatesbydefaultboxisalwayschecked,thusResourceswillbeassignedasDriveActivityDatesandthisensuresthatallworkiscontainedwithinthedurationofanactivity.TheActivityStartiscontrolledbytheActivityCalendar,thereforewhenanactivityisResourceDrivenitisimportanttosetanActivityCalendarthatwillallowtheresourcetostartworkwhenitisrequiredtostart.Thusifthereisamorningshiftstartingat4:00am,theActivityCalendarshouldstartat4:00amorearlier.InscheduleswithcomplexresourcecalendarsyoumaywishtoconsiderplacingalltheResourceDrivenactivitiesona24x7calendarandthenallresourceworkwillbecontrolledbytheresourcecalendars.
17.3.4Price/UnitThisrateisalsousedtocalculatetheresourcecostswhenanactivityisnotassignedrolesorresourcesbutisassignedaquantityintheActivitieslowerpane,Generaltab.•LaborUnitsenteredinthePlannedLaborUnits:
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•LaborCostcalculatedinthePlannedLaborCost:
TheotherfunctionsinthistabaffecttheupdatingofresourcedactivitiesandarecoveredintheUPDATINGARESOURCEDSCHEDULEchapter.
ThisisknowninWindowsClientasthePrice/UnitforactivitieswithoutresourceorrolePrice/Units.
17.3.5ActivityTypeTherearefiveActivityTypesthatmaybesetasadefaultintheDefaultstabintheProjectsPreferenceschangedintheGeneraltabintheActivitiesWindow:
ActivityType Notes
TaskDependent
ActivitiesassignedasTaskDependentacknowledgetheirActivityCalendarwhenschedulingandtheFinishDateiscalculatedfromtheActivityCalendar.Resourcesignoretheirowncalendarsforcalculationpurposes
ThisActivityTypeisusedtoindicatethecommencementofaPhase,Stage,or
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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,
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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.
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WBSSummaryActivity
ThereforeaWBSactivitywillchangedurationwheneithertheearlieststartorlatestfinishofactivitiesthatitspansischanged.Thismayhappenastheprojectprogressesandactivitiesdonotmeettheiroriginalscheduleddates,orthedurationofanactivityischanged,orlogicischanged,orthescheduleisleveled.
ThisfunctioncalculatestheWBSActivityDurationinthesamewayasWBSactivitiesinP3orSureTrak,orTopicactivitiesinSureTrak.ItissimilartothewaySummaryactivitydurationsarecalculatedinMicrosoftProject,excepttheactivitiesdonotneedtobedemotedbelowthedetailedactivitiesasinMicrosoftProject.
WBSactivitiesmaybeusedfor:
•ReportingatsummarylevelbyfilteringonWBSactivities,
•EnteringestimatedcostsatsummarylevelforproducingcashflowtableswhilethedetailedactivitiesareusedforcalculatingtheoveralldurationfortheWBSandday-to-daymanagementoftheproject,and
•Recordingcostsandhoursatsummarylevelwhenisitnotdesirableorpracticaltorecordatactivitylevel,especiallywhenthedetailedactivitiesareliabletochange.
ItdoesnotmatterhowactivitiesareGroupedastheyalwaysspanactivitieswiththesameWBSCode.
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17.3.6DurationTypeTheDurationTypebecomeseffectiveafteraresourcehasbeenassignedtoanactivity.TheDurationTypeforallnewactivitiesissetinintheProjectPreferencesformbyselectingProjects,EPS,selectyourproject,SetProjectPreferences…,Defaultstab:
TheDurationTypeforeachnewactivitymaybechangedintheActivitiesWindow,GeneraltaborbydisplayingtheDurationTypecolumn:
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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.
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•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
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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
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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.
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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.
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ItisrecommendedthatPreservetheUnits,Duration,andUnits/Timeforexistingassignmentsbeusedasadefaultaseachindividualresourceassignmentdoesnotchangeasresourcesareaddedorremovedfromanactivity.
17.4.3ResourceAssignmentsTheResourceAssignmentsoptionisself-explanatoryandshouldbeconsideredcarefullywhenresourcesandroleshavedifferentrates.IfitisnotunderstoodandsetincorrectlytheresourcemayendupwiththeincorrectunitratewhenassignedtoaRoleorexistingResource.
Whentwousershavedifferentsettingsthismayresultinaschedulehavingtwodifferentratesforthesameresource.
17.5ActivitiesWindowResourceInformation
17.5.1DetailsGeneralFormThisformhasasectiontitledLaborUnitsattherightsideasseeninthefollowingpicture.Thedropdownmenuenablesyoutoselectwhichdataistobedisplayedinthissectionoftheform.
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Thereisalinkbetweentheentriesinthisformandthevaluesthatareassignedtoresources:
•ThevaluesinthisformarethesumofthevaluesassignedtoResourcesandRoles.
•Whenthesevaluesareedited,theywillchangethevaluesassignedtoResourcesandRoles.
ItispossibletoenteraLaborUnitvalueintheActivities,Generaltabandnotassignaresource.WhenaresourceisassignedtheresourcewilladoptthisvaluefromtheGeneraltab.ThisrateissetintheDefaultstabintheProjectsPreferencesform.
17.6AssigningandRemovingRolesToassignaRoletoanactivity:
•SelecttheoneormoreactivitytobeassignedtheRole,either
Clickonthe AssignRolesiconontheToolbar,orWhenonlyoneactivityhasbeenselectedclickonthe AssignRolesiconintheAssignmentstab,
•TheSelectRolesformwillopen:
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•UsetheViewRolesBy:menutoselecthowtheRolesareorganized,•Clickonthe AssignicontoassigntheRolestotheactivities.
Atthispoint,theRoleshoursandcostsmaybeeditedasrequired.ToremoveaRole:
•SelecttheRole,and
•Clickonthe icon.
17.7AssigningandRemovingResourcesResourcesmaybeassigneddirectlyto:
•AnactivitythathasanAssignedRole,or
•AnActivitywithoutaRole.
17.7.1AssigningaResourcetoanAssignedRole
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ToassignaResourcetoaRoleassignedtoanactivity:
•SelecttheactivitytobeassignedaResource,
•SelecttheRoletobeassignedaResourcefromtheAssignmentstab,•ClickintheResourceNamefieldintheAssignmentstab,•Thiswillcreatea OpenDropDownBoxiconintheResourcesfield,clickonthe
icontoopentheSelectResourceform,•UsetheViewResourcesby:dropdownboxandselectingAssignedRolewilldisplayonly
theresourcesthatareassignedtherole,
•SelecttherequiredresourceandclickOK:
Version8.4hasadditionalsearchingfunctionswhenassigningresourcesasperthepicturebelow:
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17.7.2AssigningaResourcetoanActivityWithoutaRoleToassignaResourcetoanactivity:
•SelecttheactivitytobeassignedtheResource,
•Clickonthe AssignResourceicontoopentheSelectResourceform,•UsetheViewResourcesby:dropdownboxtoselectwhichresourceyouwishtoassign,•Clickonthe Assignicontoassigntheresource.
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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.
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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.
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17.8RequestResourcesARequestResourceisarequestforaresourceandinsummarycalledDemandResourcesintheProfessionalversion:
•AresourceorRoleisrequestedbythe RequestResourcesfunctionintheActivitieswindow,Assignmenttab.
•ThisResourceRequestmaybeviewedbythemanagerinaDashboard:
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•Themanagerthenassignsaresourcefromthedashboard.
17.9ResourceandActivityDurationCalculationandResourceLags
17.9.1ActivityDurationAnactivityPlannedDuration(oractivityRemainingDurationofanIn-Progressactivity)isadoptedfromthelongestResourceDuration(orResourceRemainingDurationofanIn-Progressactivity)whenmorethanoneresourcehasbeenassignedtoanactivity.
InasituationwheremorethanoneResourcehasbeenassignedtoanactivitywithdifferentUnitsand/orUnits/Time,theResourcesmayhavedifferentdurations.
InthefollowingexampletheActivityDurationis10days,whichiscalculatedfromProjectSupportresourcePlannedDurationof10days:
ThisiscalculatedinasimilarwaytoP3andSureTrakwhenallResourcesaresettoDriving.
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17.9.2ResourceLag–WindowsClientOnlyIntheWindowsClientaResourcemaybeassignedaLag,thedurationfromthestartoftheactivitytothepointatwhichtheResourcecommenceswork.
InthefollowingexampletheActivityDurationis20days,whichiscalculatedfromtheProjectSupportresourceOriginal(Planned)Lagof10daysplustheresourceOriginal(Planned)Durationof10days:
IntheWebitisnotpossibletoaccesstheResourceLagfield,butifwhenlagisassignedtoaresourceintheWindowsClientthentheincreaseddurationwillbeseenintheWebbuttheuserwillhavenoideafromwheretheincreaseddurationhasbeenderived.
Thepicturebelowdisplaysaresourcewitha10daydurationandtheactivitywitha20dayduration.
17.10Resource,PlanningWindowTheResource,PlanningwindowisoutofthescopeofthisbookbutitallowshighlevelresourceplanningbyallowingresourcesorrolestobeassignedatWBSNodelevel:
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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.
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•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
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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:
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4.IntheActivitiesWindowselecttheCreateTechnicalSpecificationactivity,5.DisplaytheExpensestabinthebottomwindow.6.AssignanExpensetotheCreateTechnicalSpecificationactivityperthepicture
below:
7.FormattheAssignmentstabwiththecolumnsshowninthefollowingpicture:
Continued…
8.SaveyourViewasWorkshop14–AssigningResources.9.AddtheResourceNamescolumntotheGanttChartperthepicturebelow.10.AssignthefollowingResourcestotheActivitiesusingtheAssignmentstab
AssignResourceicon:
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11.Enter3asthePlannedUnitsandAtCompletionUnitsfortheReportBindingassignment.
12.Addthecolumnsasperbelowandyouranswershouldlooklikethis:
13.ChangetheMyPreferences,TimeUnits,UnitsFormat,UnitsperTimetoDaysandviewthedifference:
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14.YouwillnoticethatthereisnocolumntodisplaytheMaterialsquantityatcompletion.
Inamulti-userenvironmentitisimportantthatallusershavethesameMyPreferencesotherwiseeachpersonmaydisplaydifferentQuantitiesatcompletion.
15.ChangetheMyPreferences,TimeUnits,UnitsFormat,UnitsofTimetoHours.16.SaveyourViewasWorkshop14–AssigningResources.
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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:
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ResourcesAssignmentsViewsViewsmaybecreatedinthesamewaysasActivityViewsusingtheViewicondisplayedbelow:
LeftHandPane•ThisonlydisplaystheActivityName.
•The GroupandSortandtheFiltericonswillallowausertoformattherowsofdatabygrouping,sortingandfilteringtheactivitiesfromthedatabase.
CenterPane•Datacolumnstobedisplayedmaybeselectedusingthe Columnsicon.
RightHandPaneTimePhasedDataTodisplaytimephaseddataincolumns:
•Clickonthe UsageSpreadsheeticon,•Clickonthe UsageOptionsicon(whichisthesameastheUsageSpreadsheeticon)to
opentheCustomizeUsageOptionsform,andselectwhichrowofdataistobedisplayedinthetable.
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RightHandPaneGanttChartTodisplayaGanttChart:
•Clickonthe GanttCharticon,asperthepicturebelow,and•Thebarsareformattedwiththe GanttChartOptions iconinthesamewayasthe
GanttChartintheProjects,Activitiesview.
RightHandPaneHiddenTohidetherighthandpaneanddisplayalargercentertable:
•Clickonthe Tableicon:
FiltersFiltersshouldbeusedtoreducetheamountofdatathatisdisplayedonthescreenandassignmentfiltersarecreatedinasimilarwaytothewayfilteringactivitieswasoutlinedintheFORMATTINGTHEACTIVITYWINDOWANDVIEWSchapter.ThepicturebelowisfilteringontheOzBuildProjectIDOZB-R:
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GroupingGroupingshouldbeusedtodisplaytheresourceassignmentdatainthewayyouwouldlikeitformatted.GroupingassignmentdataiscreatedinasimilarwaytothewaygroupingactivitieswasoutlinedintheFORMATTINGTHEACTIVITYWINDOWANDVIEWSchapter.ThepicturebelowisfilteringontheOzBuildProjectIDOZB-R:
18.3Resources,Analysis,RoleUsageWindowThiswindowallowsdisplayby:
•RoleHierarchyorRoleTeam,
•SpreadSheetorHistogram:
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•Customizeallowssomeformattingoptions:
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18.3.1Resources,Analysis,ResourceUsageWindowThiswindowallowsdisplayby:
•ResourceHierarchy,ResourceTeam,ResourceCodes,ResourceCodes(enablingviewingbyanofficeorlocation)orPrimaryRole,
•SpreadSheetorHistogram:
IntheSpreadsheetDisplayyoumaydoubleclickonaprojecttoseetheactivitiestheresourceisassigned:
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AfterclickingonArcadia–AutomatedSystemsprojecttitleinthepictureabove:
18.3.2Resources,Analysis,ResourceAnalysisWindowThiswindowallowsHistogramdisplayby:
•ResourceHierarchy,ResourceTeam,ResourceCodes,ResourceCodes(enablingviewingbyanofficeorlocation)orPrimaryRole,
•ThereareoptionsofHistogram,StackedHistogram,AreaChartorPieChart,
•ThepicturebelowdisplaystheStackedHistogram:
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•ThepicturebelowdisplaystheAreaChart:
•ThepicturebelowdisplaysthePieChart:
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Tobeabletoviewdatainchartsyouwillhavetoperformsomeformattingbyfilteringoutthedatayouwishtoview,changingthetimescaleandsettingthedisplayunits.
TheCustomizebuttonwillopenuptheSelecttheinformationtodisplayinthechartform:
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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
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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:
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DisplaytheGanttChart:
4.DisplayaResourceUsageHistogramfortheOzBuildResourcesintheResources,Analysis,ResourceAnalysiswindow:SelecttheOzBuildresourcesProjectManager:
ClickontheCustomizebuttontoopenuptheSelecttheinformationtodisplayinthechartformandsettheoptionasperbelow:
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Createafilterasperbelow:
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GroupbyProjectandyourpictureshouldbeasperbelow:
NowtrytheAreaChartandotheroptionssuchasselectingotherresources.
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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
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•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
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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:
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•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.
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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
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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
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•DurationType.ThiswillaffecthowaresourceremainingunitscalculatewhenaremainingdurationischangedandhasbeencoveredindetailintheASSIGNINGROLES,RESOURCESANDEXPENSESchapter.
•Price/Units.ThisisthesameasthePrice/UnitforactivitieswithoutresourceorrolePrice/UnitsintheWindowsClient.WhenanactivityisassignedaquantityintheActivities,Generaltabbutnoresourceisassigned,thenthisrateisusedtocalculatethecostagainstLaborandNonlaborunits.
19.5ActivitiesWindow–PercentCompleteTypesTherearethree%Completetypeswhichmaybeassignedtoeachactivity.ThedefaultisadoptedfromtheselectionintheDefaultstabintheProjectsPreferencesform:•Physical•Duration•Units
19.5.1AssigningtheProjectDefaultPercentCompleteTypeTheDefaultPercentCompleteTypeforeachnewactivityineachprojectisassignedintheProjectPreferences,Defaultstab:
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•EachnewactivityPercentCompleteTypeissettotheDefaultPercentCompleteandmaybechangedatanytimeintheintheActivitieswindow,Generaltab:
EachPercentCompleteTypehasitsowndatacolumnandisalwayscalculated.ThereisalsoanActivity%CompletecolumnwhichislinkedtoanddisplaysthevaluefromthePercentCompleteTypecolumnthathasbeenassignedtotheactivity.Seethefollowingpicture:
IntheWindowsClienttheActivity%CompleteisdisplayedontheBarbutintheWebonlytheDuration%Completeisalwaysdisplayedonthebar.
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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)
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19.5.3DurationPercentCompleteTypeWithDurationPercentCompletethereisalinkestablishedbetween:
•Duration%Complete•PlannedDuration•RemainingDurationADuration%CompletemayonlybeenteredafteranActualStartDatehasbeenassignedandshouldbeinthepastwithrespecttotheCurrentDataDate.
Achangeinoneparameterwillchangeoneother:
•AchangeintheDuration%CompletewillchangetheRemainingDuration,and•AchangeinthePlannedDurationorRemainingDurationwillchangetheDuration%
Complete:
TheActualDurationisalwayscalculatedfromthedurationofActualStarttotheCurrentDataDate,orSuspendDatewhenset.TheActivityUnitsPercentCompleteisstillcalculatedfromtheResourceUnits.
19.5.4UnitsPercentCompleteType
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WhenUnitsPercentCompletetypeisselected:•ThisoptioncreatesalinkbetweentheActivity%CompleteandtheactivityUnits%
Complete,and•TheUnits%CompleteiscalculatedfromtherelationshipbetweentheActualUnitsand
AtCompletionUnits.
19.6UsingStepstoCalculateActivityPercentCompleteAnactivitypercentcompletemaybedefinedbyusingsteps.AStepisameasurableoridentifiableactivityrequiredtocompleteanactivity.Insummary,tousesteps:
•ASteptemplatemaybecreatedbyselectingAdminister,EnterpriseData,Activities,StepTemplatestoopentheActivityStepTemplatesform.
•AddasmanyStepsasrequiredandassigntheirweightwhichwillbeusedtoapportionthepercentcompleteofanactivity.
•TheCalculationsandDefaultstabintheProjectsPreferencestabshasacheckboxtitledCalculateActivitypercent%fromactivitystepswhichmustbecheckedtoallowStepstobeused:
•YoumaydisplaytheActivitypercentcompletebasedonstepscheckboxintheProjects,EPSWindow,anddisplaytheCalculateActivitypercent%fromactivitystepsdatacolumn:
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•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
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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.
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•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.
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•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.
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•Whenthereisoneresourcetherewillbeadirectlinkbetweenthisformandthevaluesassignedtotheresource.
•Whenthereismorethanoneresourcetherewillbeaproportionalchangetoalltheresourcevalueswhenachangeismadeinthisform.
19.8.3ApplyingActualsThisfunctionsmaybeusedintwoverydifferentways:
•Updatesactivitieswithresources,whenassignedwithAutoComputeActuals,asiftheywentaccordingtothePlannedDates(thismaychangeActualDatesandcurrentscheduledates)andonlyupdatesactivitiesintheperiodfromtheoldtotheNewDataDate,or
•AppliesApprovedactualsenteredinthePrimaveraTimesheetsystem.
ToApplyActuals:
•ClickontheProjects,Activities ApplyActualsicontoopentheApplyActualsform,
•EntertheNewDataDateandclick icon.
•Ifmorethanoneprojectisopenadifferentdatadatemaybeselectedforeachproject.
•TheActivityrequirestheAutoComputeActualsfieldcheckedforthisfunctiontoapplytoanActivityandalltheResourcesassignedtoanactivity.
•WhentheAutoComputeActualsfieldisnotcheckedonlytheresourcesthathavetheResourceAutoComputeActualsfieldcheckedintheResourceWindowwillbeupdated.Ifoneresourceischeckedandonenot,thenthecheckedresourcewillbeupdatedandtheuncheckedresourceworkwillbedelayeduntilaftertheCurrentDataDate.
TherearesomeimportantissueswithusingApplyActualsthatmustbeunderstood:
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•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:
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•Expensesmustbeassignedaquantityandunitrate.Thequantityisbydefaultavalueofone.
•Expensequantitiesmaynotbedisplayedinthe:
ActivitiesWindowcolumns,orResourceUsageViews.
•ExpenseQuantitiesmaybedisplayedin:Reports,orActivityDetails,Expensestab.ThusitissimpletogetExpenseDataintothesystembutdifficulttogetExpenseQuantitydataoutofthesystem.
19.10UpdatingUsingProgressReporterProgressReporteristhePrimaveratimesheetapplication.WhenusingProgressReporter:
•InP6aresourceisdefinedasusingatimesheet,associatedwithaUserIDandgivenProgressReportermoduleaccess.
•Timesheetperiodshavetobesetupinthedatabase.
•CreatingaresourceassignmentagainstanactiveprojectwillcreateanentryinUserIDtimesheetassociatedwiththeresource.
•ThatactivitywillappearintheusertimesheetwhentheyopenthePrimaveraTimesheet.
•ThentheuserthroughtheProgressReporterrecordsthehoursworkedontheactivity.
•Dependingonthesystemconfigurationthetimesheetwillgothroughanapprovalprocess.
•ThehoursfromtheapprovedtimesheetswillbeconsolidatedandpostedwhenApplyActualsprocessisrunfromP6.
•Seethepicturebelowforanexampleofatimesheetbeingupdated:
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WhenApplyActualsisrunthenthesubmittedandapprovedtimesheethourswillbeconsolidatedandpostedtotheresourcesassignment.
19.11Workshop16–UpdatingaResourcedSchedule
BackgroundWenowneedtoupdatetheactivitiesandresourcesasof09Dec13.
Assignment1.CreateandassignabaselineanddisplaytheBaselinebarbyselectingDefineBaseline
andcreateaBaselinebysavingacopyoftheexistingproject:
2.SelectthisasbothyourProjectBaselineandPrimaryUser’sBaseline,thusensuringthebaselinebarwilleitherbeblankordisplaytheBaselineandnotthePlannedDates.
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3.GototheProjects,EPS,selectyourprojectandselectSetprojectpreferences…,Calculationstabandensureyoursettingsareperthefollowingpictureasthiswillmakeitsimplertoupdateyourschedule.TheseareNOTthestandardsettings:
4.ApplyyourWorkshop11–BaselineComparisonViewandtheBaselinebarshouldbedisplayed.
5.SavetheViewasWorkshop16–UpdatingResourcesandformatthecolumnsasinthefollowingpicturesanddisplaytheProjectBaselinebar.
6.GotoProjects,ActivitieswindowandassigntheProjectManagertotheCreateTechnicalSpecificationtaskasthisresourcewasmissedoutattheestimatingstageandwillgiveanimmediatedifferencebetweentheCurrentScheduleandtheBaselineUnitsandCosts.
7.UpdatethisschedulebyenteringthefollowingdataintheActivitiesWindow,Generaltaborthecolumns:
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8.ScheduleandmovetheDataDateto09Dec1308:00.
9.OZ1010iscompletesotherearenoRemainingCostsorRemainingUnitsandtheActualshavebeensettoequalthePlanned,butmaybemanuallyadjusted.SelectOZ1010andopentheAssignmentstabandformatthecolumnsasperbelow:
10.OZ1020isinprogressandtheRemainingUnitsandCostshavebeencalculatedfromtheRemainingDurationandtheRemainingUnits/Time,butmaybemanuallyadjusted.
11.Displaycolumnsinthepictureaboveandcheckyouranswer:
12.SelectOZ1020,opentheExpensestabfortheSpecialistConsultantassignment.Expensesdonotautoupdate.AdjustcolumnsasrequireandupdatetheActualCoststo
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$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:
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16.NowlookattheAssignmentstab,adjustcolumnsasrequiredandbothresourcesnowshow12hActualand28hremainingeach.TheRemainingUnits/Timeisnow14hours/daybecausetheActivityTypeisFixedDurationandUnits:
17.NowchangetheRemainingUnitsofCreateTechnicalSpecificationintheGeneraltabto24,ScheduleorSave.NotethechangeintheUnitsandCostsagainsttheresources.
18.CreateanewViewtitledWorkshop16–BaselineComparisonandeditthecolumnssoyouareabletoseetheAtCompletionVariancesagainstactivityOZ1020,theTechnicalSpecificationWBSNode,andtheProject:
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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
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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.
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20.2.2ActivityCodeCreationThisprocesscreatesafieldinthedatabasewheretheActivityCodesmaybeadded.
•OpenanActivityCodestabandselect:Global,orEPS,orProject.
EachformisslightlydifferentandActivityCodesmaybecreated,deleted,ormadeintoGlobalandreorderedintheseforms.
•ClicktheAddCode icontoaddanewCode.
•TheMaximumLengthisthemaximumnumberofcharactersacodemaybeassignedwhenitiscreatedintheActivityCodes.
•TheSecureCodeallowsaccesstobecontrolledthroughtheUsersSecurityProfile.•TheActivityCodes–Projectformhasthefollowingicons:
MovetoGlobal iconmakesaProjectActivityCodeaGlobalActivityCode,andMovetoEPS iconmakesaProjectActivityCodeanEPSActivityCode.
•ThepicturebelowshowsthecreationofaProjectActivityCodetitledBranch/Department.
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20.2.3DefiningActivityCodeValues,DescriptionsandColorsToDefineanActivityCodeValue:
•SelecttheappropriateActivityCode,
•Clickonthe AddActivityCodeValueicon(whichlooksthesameastheAddActivityCodeicon),
•EntertheNamewhichisnormallycalledacodeandthedescription,•The ArrowiconsmaybeusedtoreorderCodes,and
•SelectcolorsforcoloringGanttChartBars:
20.2.4AssigningActivityCodeValuestoActivitiesActivityCodesmaybeassignedtoanactivityfromtheProjects,Activitieswindow:•SelecttheCodestabinthelowerpanebyclickingthe Assigncodeicontoopenthe
SelectCodeValueformandassignanActivityCode,or•Displaytheappropriateactivitycodecolumn.
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20.2.5AddActivityCodesWhenAssigningCodesActivityCodesmaybeaddedontheflybyclickingonthe AddCodeValueiconontheSelectActivityCodesformthatallowsActivityCodestobecreatedastheyareassigned:
20.2.6Grouping,SortingandFilteringwithActivityCodesWhenmorethanoneprojectisopenanActivityCodemaybeusedtogroupactivitiesfromalltheopenprojectsunderonecodestructure.
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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
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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:
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•SelectAdminister,EnterpriseDataandlocatetherequiredUDFfield,suchasActivityUDFsorExpenseUDFs.
•SelecttheSubjectAreainthedropdownboxinthetopright-handsideoftheform.•Usethe Addand Deleteiconstocreateanddeletefields.•SelecttheDataTypefromthedropdownlist.
ThelistofUserDefinedfieldswillre-sortassoonasanewfieldisaddedorthetitleeditedandyoumayhavetoscrollupordowntofinditinthelist.
•TodisplayoreditdatainaUserDefinedFieldthecolumnshouldbedisplayedintheappropriatewindow.
•Forexample,ifanActivityUserDefinedFieldhasbeencreatedthentheActivitiesWindowshouldbeselectedandthefieldwillbedisplayedunderaUserDefinedcolumn.
•TheexamplebelowhasaSafetyandaNotesUDFdisplayedandpopulated:
20.4Workshop17–ActivityCodesandUserDefinedFields(UDF)
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BackgroundThisworkshopwilllookatcreatinganActivityCodeandsomeUDFs.
Wewillcreateanactivitycodetorepresentthedepartments’responsibilitiesfortheProject.
IfyouareusingashareddatabaseyouradministratorwillcreatetheActivityCodesandyouwillstartthisassignmentatpara4.
Assignment–ActivityCodes1.SelectintheAdminister,EnterpriseData,Activities,ActivityCodes–Projecttab,2.AddaBranch/DepartmentcodeasperthepicturebelowwiththreeDepartments,3.EnsureyouassignadifferentcolortoeachCode.
4.CreateaviewWorkshop17–ActivityCodesandaddtheBranch/Departmentcolumn.
5.AssigntheBranch/DepartmentusingtheCodestabandcolumnasperthepicturebelow:
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6.GrouptheActivityCode:Branch/Department,sortbyActivityID.TheMilestonesarenowatthetopofthescreen.
7.OpentheCustomizeGanttChartOptionsform,BarstabandcolorthebarsbyBranch/Department:
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8.YourpictureshouldlooklikethiswithadifferentcolorbarforeachDepartment:
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9.NowgroupWBS,sortbyActivityId.10.SavetheView.
Assignment–UDFs11.Ifyouareworkinginashareddatabasethenyoushouldbeabletodisplaysome
existingUDFfieldsandpopulatethem,yourinstructorshouldadvisehere.
12.IfyouareworkinginastandalonedatabasethencreatetwoactivityUDFsbyselectingAdminister,EnterpriseData,Activities,ActivityUDFs:SafetyasanIndicator,andNotesasText.
13.DisplayWorkshop6-Dates&DurationsviewandsaveasWorkshop17–UDFs,14.DisplaytheUDFsascolumnsandassignsomedataasshownintheexamplebelow:
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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