PLANNINGANDCONTROLUSING
ORACLE®PRIMAVERA®P6
VERSIONS8.1TO15.1PPMPROFESSIONAL
PlanningandProgressingProjectSchedulesWithandWithoutRolesandResources
inanEstablishedDatabase
BY
PAULEASTWOODHARRIS
©Copyright2015byEastwoodHarrisPtyLtd.Nopartofthispublicationmaybereproducedorusedinanyformorbyanymethodwithoutthewrittenpermissionoftheauthor.
OracleandPrimaveraareregisteredtrademarksofOracleand/oritsaffiliates.
Windows,Microsoft®OfficeProjectStandard2013,Microsoft®OfficeProjectProfessional2013,Windows,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]
Web: http://www.eh.com.au
Tel: +61(0)411187701
Pleasesendanycommentsonthispublicationtotheauthor.
ISBN978-1-925185-16-4–B5PaperbackISBN978-1-925185-17-1–A4SpiralISBN978-1-925185-18-8–eBook
25May2105
INTRODUCTIONThispublicationisanupgradeoftheProjectPlanning&ControlUsingPrimaveraP6Version7andhasbeenwrittentoenablenewuserstolearntheplanningandschedulingfunctionsofPrimaveraVersion8.1to15.1.Pleasenotetherearenoversions9to14andOraclechangedtheirnamingconventionwiththereleaseof15.1sothenameisthesameastheyearoftherelease.Duetothechangesinthemenusinthisrelease,itisnotpossibletomakethebookbackwardcompatibletoearlierversionsofthesoftware.
ManyuserswillhavepriorexperiencewithSureTrak,P3,AstaPowerprojectorMicrosoftProjectandtheauthorexplainswheretherearedifferencesintheproducts’functionality.
Theauthorwouldappreciateanyconstructivecommentsonhowthispublicationmaybeimproved.
SUMMARYThepublicationmaybeusedas:
Atrainingmanualforathree-daytrainingcourse,or
Aself-teachbook,or
Areferencemanual.
ThescreenshotsforthispublicationaretakenfromPrimaveraVersion8.1or8.2or8.3or8.4or15.1.
One-,two-,orthree-daytrainingcoursesmayberunusingthispublicationanditincludesexercisesforthestudentstocompleteattheendofeachchapter.Afterthecourse,studentsmayusethispublicationasareferencebook.Instructors’PowerPointpresentationsareavailablefromEastwoodHarriswebsites.
ThispublicationisidealforpeoplewhowouldliketoquicklygainanunderstandingofhowthesoftwareoperatesandexplainshowthesoftwarediffersfromPrimaveraP3,SureTrakandMicrosoftProject,thusmakingitidealforpeoplewhowishtoconvertfromtheseproducts.
CUSTOMIZATIONFORTRAININGCOURSESTrainingorganizationsorcompaniesthatwishtoconducttheirowntrainingmayhavethispublicationtailoredtosuittheirrequirements.Thismaybeachievedremoving,reorderingoraddingcontenttothepublicationandbywritingtheirownexercises.Pleasecontacttheauthortodiscussthisservice.
AUTHOR’SCOMMENTAsaprojectcontrolsconsultantIhaveusedanumberofplanningandscheduling
softwarepackagesforthemanagementofarangeofprojecttypesandsizes.ThefirstpublicationsIpublishedwereuserguides/trainingmanualsforPrimaveraSureTrak,P3andMicrosoftProjectusers.Thesewerewellreceivedbyprofessionalprojectmanagersandschedulers,soIdecidedtoturnmyattentiontoPrimaveraEnterprise,whichisnowcalledPrimaveraP6.Thispublicationfollowsthesameprovenlayoutofmypreviouspublications.ItrustthispublicationwillassistyouinunderstandinghowtousePrimaveraP6onyourprojects.
APPRECIATIONIwouldlikethankMichaelJackforhisassistanceinwritingthisbook.
CURRENTBOOKSPUBLISHEDBYEASTWOODHARRIS99TricksandTrapsforMicrosoftOfficeProject-IncludingMicrosoftProject2000to2007
PlanningUsingPrimaveraProjectPlannerP3Version3.1-Revised2006
PlanningUsingPrimaveraSureTrakProjectManagerVersion3.0-Revised2006
ProjectPlanningandSchedulingUsingPrimaveraContractorVersion6.1-IncludingVersions4.1,5.0and6.1
PlanningandSchedulingUsingMicrosoftOfficeProject2007-IncludingMicrosoftProject2000to2003-Revised2009
PlanningandControlUsingMicrosoftProjectandPMBOKGuideFourthEdition
PlanningandControlUsingMicrosoftProject2010andPMBOKGuideFourthEdition
ProjectPlanning&ControlUsingPrimaveraP6Version7-ForallindustriesincludingVersions4to7Updated2012
PlanningandSchedulingUsingMicrosoftProject2010-Updated2013IncludingRevisedWorkshops
PlanningandControlUsingMicrosoftProject2010&PMBOKGuideFifthEdition
PlanningandControlUsingMicrosoftProject2013
PlanningandControlUsingMicrosoftProject2013&PMBOKGuideFifthEdition-NoSubtitle
PlanningandControlUsingOraclePrimaveraP6-Versions8.2&8.3EPPMWeb
99TricksandTrapsforMicrosoftProject2013
OraclePrimaveraP6EPPMWebAdministratorsGuide
PlanningandControlUsingOraclePrimaveraP6Versions8.1to15.1PPMProfessional
PlanificaciónyControlUsandoOraclePrimaveraP6Versiones8.1a15.1PPMProfesional
规划和控制OraclePrimaveraP6应用版本8.1-15.1PPM专业版
PlanningandControlUsingOraclePrimaveraP6-Versions8.2to15.1EPPMWeb
SUPERSEDEDBOOKSBYTHEAUTHORPlanningandSchedulingUsingMicrosoft®Project2000
PlanningandSchedulingUsingMicrosoft®Project2002
PlanningandSchedulingUsingMicrosoft®Project2003
PlanningandSchedulingUsingMicrosoft®OfficeProject2007
PRINCE2TMPlanningandControlUsingMicrosoft®Project
PlanningandControlUsingMicrosoft®ProjectandPMBOK®GuideThirdEdition
ProjectPlanningandSchedulingUsingPrimaveraEnterprise®–TeamPlayVersion3.5
ProjectPlanningandSchedulingUsingPrimaveraEnterprise®–P3e&P3e/cVersion3.5
ProjectPlanningandSchedulingUsingPrimavera®Version4.1forITProject
ProjectPlanningandSchedulingUsingPrimavera®Version4.1orE&C
PlanningandSchedulingUsingPrimavera®Version5.0–ForITProjectOffice
PlanningandSchedulingUsingPrimavera®Version5.0–ForEngineering&Construction
ProjectPlanning&ControlUsingPrimavera®P6–UpdatedforVersion6.2
PlanningUsingPrimaveraProjectPlannerP3®Version2.0
PlanningUsingPrimaveraProjectPlannerP3®Version3.0
PlanningUsingPrimaveraProjectPlannerP3®Version3.1
ProjectPlanningUsingSureTrak®forWindowsVersion2.0
PlanningUsingPrimaveraSureTrak®ProjectManagerVersion3.0
PlanningandControlUsingOraclePrimaveraP6-Version8.1ProfessionalClient&OptionalClient
Planning&ControlUsingPrimavera®P6TMForallindustriesincludingVersions4to7
PlanningandControlUsingOraclePrimaveraP6-Versions8.2EPPMWeb
PlanningandControlUsingOraclePrimaveraP6-Versions8.2&8.3EPPMWeb
PlanningandControlUsingOraclePrimaveraP6-Version8.1&8.2ProfessionalClient&OptionalClient
PlanningandControlUsingOraclePrimaveraP6-Version8.1,8.2&8.3ProfessionalClient&OptionalClient
ProjectPlanningandControlUsingOraclePrimaveraP6-Versions8.1,8.2&8.3ProfessionalClient&OptionalClient
PlanificaciónyControldeProyectosUsandoOraclePrimaveraP6-Versiones8.1,8.2y8.3ClienteProfesionalyOpcional
项目规划和控制ORACLEPRIMAVERAP6应用-版本8.1,8.2&8.3专业&可选客户端
ProjectPlanningandControlUsingOraclePrimaveraP6-Versions8.1to8.4ProfessionalClient&OptionalClient
PlanningandControlUsingOraclePrimaveraP6-Versions8.2to8.4EPPMWeb
PlanificaciónyControldeProyectosUsandoOraclePrimaveraP6Versiones8.1a8.4ClienteProfesional&ClienteOpcional
规划和控制ORACLE®PRIMAVERA®P6应用版本8.1-8.4专业&可选客户端
1INTRODUCTION1.1Purpose
1.2RequiredBackgroundKnowledge
1.3PurposeofPlanning
1.4ProjectPlanningMetrics
1.5PlanningCycle
1.6LevelsofPlanning
1.7MonitoringandControllingaProject
2CREATINGAPROJECTPLAN2.1UnderstandingPlanningandSchedulingSoftware
2.2EnterpriseProjectManagement
2.3UnderstandingYourProject
2.4Level1–PlanningWithoutResources
2.4.1CreatingProjects
2.4.2DefiningtheCalendars
2.4.3DefiningtheProjectBreakdownStructures
2.4.4AddingActivities
2.4.5AddingtheLogicLinks
2.4.6DevelopingaClosedNetwork
2.4.7SchedulingtheProject
2.4.8CriticalPath
2.4.9TotalFloat
2.4.10FreeFloat
2.4.11RelationshipColors
2.4.12ConstraintsTypes
2.4.13ProjectConstraints
2.4.14ActivityConstraints
2.4.15RiskAnalysis
2.4.16ContingentTime
2.4.17FormattingtheDisplay–LayoutsandFilters
2.4.18PrintingandReports
2.4.19IssuingthePlan
2.5Level2–MonitoringProgressWithoutResources
2.5.1SettingtheBaseline
2.5.2TrackingProgress
2.5.3CorrectiveAction
2.6Level3–SchedulingWithResources,RolesandExpenses
2.6.1EstimatingorPlanningforControl
2.6.2TheBalanceBetweentheNumberofActivitiesandResources
2.6.3CreatingandUsingResources
2.6.4CreatingandUsingRoles
2.6.5TheRelationshipBetweenResourcesandRoles
2.6.6ActivityTypeandDurationType
2.6.7Budgets
2.6.8ResourceUsageProfilesandTables
2.6.9ResourceOptimization
2.7Level4–MonitoringandControllingaResourcedSchedule
2.7.1MonitoringProjectswithResources
2.7.2ControllingaProjectwithResources
3STARTINGUPANDNAVIGATION3.1LoggingIn
3.2TheProjectsWindow
3.2.1ProjectWindowTopPane
3.2.2ProjectWindowBottomPaneDetailsTab
3.3OpeningOneorMoreProjects
3.4DisplayingtheActivitiesWindow
3.5OpeningaPortfolio
3.6TopandBottomPanesofWindows
3.7UserInterfaceUpdate
3.7.1NewCustomizableToolbars
3.7.2Customizablemenus
3.7.3StatusBar
3.8UserPreferences
3.8.1TimeUnitFormatting
3.8.2DateFormatting
3.9StartingDayoftheWeek
3.10AdminPreferences–SetIndustryType
3.11ApplicationofOptionswithinForms
3.12DoNotAskMeAboutThisAgain
3.13Right-clickingwiththeMouse
3.14AccessingHelp
3.15RefreshData–F5Key
3.16CommitChanges–F10Key
3.17SendProject
3.18ClosingDown
3.19Workshop1–NavigatingAroundtheWindows
4CREATINGANEWPROJECT4.1CreatingaBlankProject
4.2CopyanExistingProject
4.3ImportingaProject
4.3.1PrimaveraFileTypes
4.3.2NonPrimaveraFileTypes
4.4SettingUpaNewProject
4.5ProjectDates
4.6SavingAdditionalProjectandEPSInformation–NotebookTopics
4.7Workshop2–CreatingYourProject
5DEFININGCALENDARS5.1DatabaseDefaultCalendar
5.2AccessingGlobalandProjectCalendars
5.3TheProjectDefaultCalendar
5.3.1UnderstandingtheProjectDefaultCalendar
5.3.2AssigningaDefaultProjectCalendar
5.4CreatingaNewGlobalorProjectCalendar
5.5ResourceCalendars
5.5.1CreatingaNewSharedResourceCalendar
5.5.2CreatingNewPersonalResourceCalendars
5.5.3PersonalandSharedCalendarsCalculationandDisplay
5.6Move,Copy,RenameandDeleteaCalendar
5.6.1MovingaProjectCalendartoGlobal
5.6.2CopyaCalendarfromOneProjecttoAnother
5.6.3RenamingaCalendar
5.6.4DeletingaCalendar
5.7EditingCalendarWorkingDays
5.8InheritHolidaysandExceptionsfromaGlobalCalendar
5.9AdjustingCalendarWorkingHours
5.9.1EditingCalendarWeeklyHours
5.9.2EditingSelectedDaysWorkingHours
5.9.3EditingDetailedWorkHours/Day
5.10CalculationofActivityDurationsinDays,WeeksorMonths
5.11CalendarsforCalculatingProject,WBSandOtherSummaryDurations
5.12TipsforMixedCalendarSchedules
5.13Workshop3–MaintainingtheCalendars
6CREATINGAPRIMAVERAPROJECTWBS6.1OpeningandNavigatingtheWBSWindow
6.2CreatingandDeletingaWBSNode
6.3WBSNodeSeparator
6.4WorkBreakdownStructureLowerPaneDetails
6.5WBSCategories
6.6DisplayingtheWBSintheActivityWindow
6.7WhyaPrimaveraWBSisImportant
6.8Workshop4–CreatingtheWorkBreakdownStructure
7ADDINGACTIVITIESANDORGANIZINGUNDERTHEWBS7.1NewActivityDefaults
7.1.1DurationType
7.1.2PercentCompleteType
7.1.3ActivityTypesandMilestones
7.1.4CostAccount
7.1.5Calendar
7.1.6Auto-numberingDefaults
7.2AddingNewActivities
7.3DefaultActivityDuration
7.4CopyingActivitiesfromotherPrograms
7.5CopyingActivitiesinP6
7.6RenumberingActivityIDs
7.7ElapsedDurations
7.8FindingtheBarsintheGanttChart
7.9ActivityInformation–BottomLayout
7.10AssigningCalendarstoActivities
7.10.1AssigningaCalendarUsingGeneralTaboftheBottomLayoutForm
7.10.2AssigningaCalendarUsingaColumn
7.11AssigningActivitiestoaWBSNode
7.12ReorderingorSortingActivities
7.13Undo
7.14SummarizingActivitiesUsingWBS
7.15SpellCheck
7.16Workshop5–AddingActivities
8FORMATTINGTHEDISPLAY8.1FormattingtheProjectWindow
8.2UnderstandingForms
8.3FormattingtheBars
8.3.1FormattingActivityBars
8.3.2FormattingBarsIssues
8.3.3BarStyleTab
8.3.4BarSettingsTab
8.3.5BarLabelsTab
8.3.6BarChartOptionsForm
8.4ProgressLineDisplayontheGanttChart
8.5FormattingColumns
8.5.1SelectingtheColumnstobeDisplayed
8.5.2ColumnHeaderAlignment
8.5.3AdjustingtheWidthofColumns
8.5.4SettingtheOrderoftheColumnsfromLefttoRightontheScreen
8.6RowHeightandShowIcon
8.7FormatTimescale
8.7.1MovingandRescalingtheTimescale
8.7.2FormatTimescaleCommand
8.7.3NonworkPeriodShadinginTimescale
8.8InsertingAttachments–TextBoxesandCurtain
8.8.1AddingandDeletingaTextBox
8.8.2AddingandDeletingaCurtain
8.9FormatFontsandFontColors
8.10FormatColors
8.11LineNumbers
8.12Workshop6–FormattingtheBarChart
9ADDINGRELATIONSHIPS9.1Constraints
9.2UnderstandingRelationships
9.3UnderstandingLagsandLeads
9.4FormattingtheRelationships
9.5AddingandRemovingRelationships
9.5.1GraphicallyAddingandDeletingaRelationship
9.5.2GraphicallyDeletingaRelationship
9.5.3AddingandDeletingRelationshipswiththeActivityDetailsForm
9.5.4AddingandDeletingRelationshipsUsingColumns
9.5.5ChainLinking
9.5.6UsingtheAssignToolbarIconstoAssignRelationships
9.6DissolvingActivities
9.7CircularRelationships
9.8SchedulingtheProject
9.9ReviewingRelationships,Leadsandlags
9.10Workshop7–AddingtheRelationships
10ACTIVITYNETWORKVIEW10.1ViewingaProjectUsingtheActivityNetworkView
10.2AddingandDeletingActivities
10.2.1AddinganActivity
10.2.2DeletingandActivity
10.3Adding,EditingandDeletingRelationships
10.3.1GraphicallyAddingaRelationship
10.3.2UsingtheActivityDetailsForm
10.4FormattingtheActivityBoxes
10.5ReorganizingtheActivityNetwork
10.6SavingandOpeningActivityNetworkPositions
10.7EarlyDate,LateDateandFloatCalculations
10.8Workshop8–SchedulingCalculationsandActivityNetworkView
11CONSTRAINTS11.1AssigningConstraints
11.1.1NumberofConstraintsperActivity
11.1.2SettingaPrimaryConstraintUsingtheActivityDetailsForm
11.1.3SettingaSecondaryConstraintUsingtheActivityDetailsForm
11.1.4ExpectedFinishConstraint
11.1.5SettingConstraintsUsingColumns
11.1.6TypinginaStartDate
11.2ProjectMustFinishByDate
11.3ActivityNotebook
11.3.1CreatingNotebookTopics
11.3.2AddingNotes
11.4Workshop9–Constraints
12GROUP,SORTANDLAYOUTS12.1GroupandSortActivities
12.1.1DisplayOptions
12.1.2GroupBy
12.1.3GroupByOptions
12.1.4Sorting
12.1.5ReorganizeAutomatically
12.1.6Auto-Reorganization
12.1.7SetPageBreaksintheGroupandSortForm
12.1.8GroupandSortProjectsatEnterpriseLevel
12.2UnderstandingLayouts
12.2.1ApplyinganExistingLayout
12.2.2CreatingaNewLayout
12.2.3SavingaLayoutafterChanges
12.2.4LayoutTypes
12.2.5ChangingActivityLayoutTypesinPanes
12.2.6ActivitiesWindowLayoutPanes
12.2.7WBSandProjectsWindowPanes
12.3CopyingaLayoutToandFromAnotherDatabase
12.4Workshop10–OrganizingYourData
13FILTERS13.1UnderstandingFilters
13.2ApplyingaFilter
13.2.1FiltersForm
13.2.2ApplyingaSingleFilter
13.2.3ApplyingaCombinationFilter
13.3CreatingandModifyingaFilter
13.3.1CreatingaNewFilter
13.3.2OneParameterFilter
13.3.3TwoParameterFilter
13.3.4MultipleParameterFilter
13.3.5EditingandOrganizingFilterParameters
13.3.6UnderstandingResourceFilters
13.4Workshop11–Filters
14PRINTINGANDREPORTS14.1Printing
14.2PrintPreview
14.3PageSetup
14.3.1PageTab
14.3.2MarginsTab
14.3.3HeaderandFooterTabs
14.3.4OptionsTab
14.4PrintForm
14.5PrintSetupForm
14.6Reports
14.6.1RunningReports
14.6.2EditingReports
14.6.3PublishtoaWebSite
14.7TimescaledLogicDiagrams
14.8Visualizer
14.9Workshop12–Printing
15SCHEDULINGOPTIONSANDSETTINGABASELINE15.1UnderstandingDateFields
15.1.1EarlyStartandEarlyFinish
15.1.2LateStartandLateFinish
15.1.3ActualStartandFinish
15.1.4StartandFinish
15.1.5PlannedDates
15.1.6PlannedDatesIssues
15.1.7RemainingEarlyStartandFinish
15.1.8RemainingLateStartandFinish
15.2SchedulingOptions–GeneralTab
15.2.1Ignorerelationshipstoandfromotherprojects
15.2.2Makeopen-endedactivitiescritical
15.2.3UseExpectedFinishDates
15.2.4Scheduleautomaticallywhenachangeaffectsdates
15.2.5Levelresourcesduringscheduling
15.2.6Recalculateresourcecostsafterscheduling
15.2.7Whenschedulingprogressedactivitiesuse
15.2.8Calculatestart-to-startlagfrom
15.2.9Definecriticalactivitiesas
15.2.10Calculatefloatbasedonfinishdate
15.2.11ComputeTotalFloatas
15.2.12CalendarforschedulingRelationshipLag
15.2.13SchedulingOptions–AdvancedTab
15.3SettingtheBaseline
15.3.1CreatingaBaseline
15.3.2DeletingaBaseline
15.3.3RestoringaBaselinetotheDatabaseasanActiveProject
15.3.4UpdateBaselines
15.3.5CopyingaProjectwithBaselines
15.3.6SettingtheBaselineProject
15.3.7Understandingthe<CurrentProject>Baseline
15.3.8DisplayingtheBaselineData
15.4Workshop13–WBS,LOEsandSettingtheBaseline
16UPDATINGANUNRESOURCEDSCHEDULE16.1PracticalMethodsofRecordingProgress
16.2UnderstandingtheConcepts
16.2.1ActivityLifecycle
16.2.2AssigninganActualStartDateandTimeofanActivity
16.2.3AssigninganActualFinishDateandTimeofanActivity
16.2.4CalculationofDurationsofanIn-ProgressActivity
16.2.5SummaryBarsProgressCalculation
16.2.6UnderstandingtheCurrentDataDate
16.3UpdatingtheSchedule
16.3.1UpdatingActivitiesUsingtheStatusTaboftheDetailsForm
16.3.2UpdatingActivitiesUsingColumns
16.4ProgressSpotlightandUpdateProgress
16.4.1HighlightingActivitiesforUpdatingbyDraggingtheDataDate
16.4.2SpotlightingActivitiesUsingSpotlightIcon
16.4.3UpdatingaProjectUsingUpdateProgress
16.5SuspendandResume
16.6SchedulingtheProject
16.7ComparingProgresswithBaseline
16.8ProgressLineDisplayontheGanttChart
16.9CorrectiveAction
16.10CheckListforUpdatingaSchedule
16.11Workshop14–ProgressingandBaselineComparison
17USERANDADMINISTRATIONPREFERENCESANDSCHEDULINGOPTIONS17.1UserPreferences
17.1.1TimeUnitsTab
17.1.2DatesTab
17.1.3CurrencyTab
17.1.4E-MailTab
17.1.5AssistanceTab
17.1.6ApplicationTab
17.1.7PasswordTab
17.1.8ResourceAnalysisTab
17.1.9CalculationsTab
17.1.10StartupFiltersTab
17.2AdminMenu
17.2.1Users
17.2.2SecurityProfiles
17.2.3Currencies
17.2.4FinancialPeriods
17.2.5TimesheetDates
17.3AdminPreferences
17.3.1GeneralTab
17.3.2TimesheetsTab
17.3.3DataLimitsTab
17.3.4IDLengthsTab
17.3.5TimePeriodsTab
17.3.6EarnedValueTab
17.3.7ReportsTab
17.3.8OptionsTab
17.3.9RateTypesTab
17.3.10IndustryTab
17.3.11AdminCategories
17.4MiscellaneousDefaults
17.4.1DefaultProject
17.4.2SetLanguage
18CREATINGROLESANDRESOURCES18.1UnderstandingResourcesandRoles
18.1.1IndividualResources
18.1.2GroupResources
18.1.3InputandOutputResources
18.1.4UnderstandingRoles
18.2CreatingRoles
18.3CreatingResourcesandtheResourcesWindow
18.3.1ResourceBreakdownStructure–RBS
18.3.2FormattingtheResourcesWindow
18.3.3AddingResources
18.3.4GeneralTab
18.3.5CodesTab
18.3.6DetailsTab
18.3.7UnitsandPricesTab
18.3.8RolesTab
18.3.9NotesTab
18.3.10ProgressReporterTab
18.4Workshop15–AddingResourcestotheDatabase
19ASSIGNINGROLES,RESOURCESANDEXPENSES19.1UnderstandingResourceCalculationsandTerminology
19.2ProjectWindowResourcePreferences
19.2.1ResourcesTab
19.2.2UnderstandingResourceOptiontoDriveActivityDates
19.2.3CalculationsTab
19.3UserPreferencesApplicabletoAssigningResources
19.3.1Units/TimeFormat
19.3.2ResourceAssignments
19.3.3AssignmentStaffing
19.4ActivitiesWindowResourcePreferencesandDefaults
19.4.1DetailsStatusForm
19.4.2ActivityType
19.4.3DurationType
19.5AssigningandRemovingRoles
19.6AssigningandRemovingResources
19.6.1AssigningaResourcetoanAssignedRole
19.6.2AssigningaResourcetoanActivityWithoutaRole
19.6.3RemovingaResource
19.6.4AssigningaResourcetoanActivityMoreThanOnce
19.7ResourceandActivityDurationCalculationandResourceLags
19.7.1ActivityDuration
19.7.2ResourceLag
19.8Expenses
19.8.1ExpensesWindow
19.8.2ExpensesTabintheActivitiesWindow
19.9SuggestedSetupforCreatingaResourcedSchedule
19.10Workshop16–AssigningResourcesandExpensestoActivities
20RESOURCEOPTIMIZATION20.1ReviewingResourceLoading
20.1.1ActivityUsageSpreadsheet
20.1.2ActivityUsageProfile
20.1.3ResourceUsageSpreadsheet
20.1.4EditingtheResourceUsageSpreadsheet–BucketPlanning
20.1.5ResourceUsageProfiledisplayingaResourceHistogram
20.1.6ActivityUsageProfileDisplayingS-Curves
20.2ResourceAssignmentsWindow
20.3CopyingandPastingintoExcel
20.4OtherToolsforHistogramsandTables
20.5MethodsofResolvingResourcePeaksandConflicts
20.6ResourceLeveling
20.6.1MethodsofResourceLeveling
20.6.2ResourceLevelingFunction
20.6.3LevelResourcesForm
20.7LevelingExamples
20.7.1LevelingwithPositiveFloat
20.7.2LevelingwithoutPositiveFloat
20.8ResourceShifts
20.8.1CreatingShifts:
20.8.2AssigningShiftstoResources
20.8.3LevelingWithShifts
20.9GuidelinesforLeveling
20.10WhattolookforifResourcesareNotLeveling
20.11ResourceCurves
20.12Workshop17–ResourcesOptimization
21UPDATINGARESOURCEDSCHEDULE21.1UnderstandingBudgetValuesandBaselineProjects
21.1.1CostandUnitsBudgetValues
21.1.2BaselineProjectandValues
21.2UnderstandingtheCurrentDataDate
21.3InformationRequiredtoUpdateaResourcedSchedule
21.4ProjectWindowDefaultsforUpdatingaResourcedSchedule
21.5ActivitiesWindow–PercentCompleteTypes
21.5.1AssigningtheProjectDefaultPercentCompleteType
21.5.2PhysicalPercentCompleteType
21.5.3DurationPercentCompleteType
21.5.4UnitsPercentCompleteType
21.6UsingStepstoCalculateActivityPercentComplete
21.7UpdatingtheSchedule
21.7.1Preferences,DefaultsandOptionsforUpdatingaProject
21.7.2UpdatingDatesandPercentageComplete
21.8UpdatingResources
21.8.1ResourcesTab
21.8.2StatusTab
21.8.3ApplyingActuals
21.9UpdatingExpenses
21.10Workshop18–UpdatingaResourcedSchedule
22OTHERMETHODSOFORGANIZINGPROJECTDATA22.1UnderstandingProjectBreakdownStructures
22.2ActivityCodes
22.2.1UnderstandingActivityCodes
22.2.2ActivityCodeCreation
22.2.3DefiningActivityCodeValuesandDescriptions
22.2.4AssigningActivityCodeValuestoActivities
22.2.5AddActivityCodesWhenAssigningCodes
22.2.6Grouping,SortingandFilteringwithActivityCodes
22.2.7ImportingActivityCodeswithExcel
22.3UserDefinedFields
22.4WBSCategoryorProjectPhase
22.5ResourceCodes
22.6CostAccounts
22.7OwnerActivityAttribute
22.8Workshop19–ActivityCodesandUserDefinedFields(UDF)
23GLOBALCHANGE23.1IntroducingGlobalChange
23.2TheBasicConceptsofGlobalChange
23.3SpecifyingtheChangeStatements
23.4ExamplesofSimpleGlobalChanges
23.5SelectingtheActivitiesfortheGlobalChange
23.6DurationCalculationswithGlobalChange
23.7(Anyofthefollowing)and(Allofthefollowing)
23.8TemporaryValues
23.9GlobalChangeFunctions
23.10MoreAdvancedExamplesofGlobalChange
23.11Workshop20–GlobalChange
24MANAGINGTHEENTERPRISEENVIRONMENT24.1MultipleUserDataDisplayIssues
24.2EnterpriseProjectStructure(EPS)
24.3ProjectPortfolios
24.4OrganizationalBreakdownStructure–OBS
24.4.1CreatinganOBSStructure
24.4.2GeneralTab
24.4.3UsersTab
24.4.4ResponsibilityTab
24.5Users,SecurityProfilesandOrganizationalBreakdownStructure
24.6ProjectCodes
24.7Filtering,GroupingandSortingProjectsintheProjectsWindow
24.8ProjectDurationsintheProjectsWindow
24.9WhyAreSomeDataFieldsGrayandCannotBeEdited?
24.10SummarizingProjects
24.11JobServices
24.12TrackingWindow
25MULTIPLEPROJECTSCHEDULING25.1MultipleProjectsinOnePrimaveraProject
25.2MultipleP6PrimaveraProjectsRepresentingOneProject
25.3SettingUpPrimaveraProjectsasSub-projects
25.3.1OpeningOneorMoreProjects
25.3.2DefaultProject
25.3.3SettingtheProjectsDataDates
25.3.4TotalFloatCalculation
25.4RefreshDataandCommitChanges
25.5WhoHastheProjectOpen?
25.6SettingBaselinesforMultipleProjects
25.7RestoringBaselinesforMultipleProjects
26UTILITIES26.1ReflectionProjects
26.2AdvancedSchedulingOptions
26.2.1CalculatingMultiplePaths
26.2.2DisplayingMultiplePaths
26.3AuditTrailColumns
26.4ExcelImportandExportTool
26.4.1Notesand/orRestrictionsonExport
26.4.2NotesandRestrictionsonImport
26.5ProjectImportandExport
26.6CheckInandCheckOut
26.7UN/CEFACTXMLformat
26.8OnlineHTMLHelp
26.9ActivityDiscussionFeature
27EARNEDVALUEMANAGEMENTWITHP627.1PerformanceMeasurementBaseline
27.2PlannedValue
27.3EarnedValue
27.3.1Performance%Complete
27.3.2Activitypercentcomplete
27.3.3WBSMilestonespercentcomplete
27.3.40/100
27.3.550/50
27.3.6Custompercentcomplete
27.3.7ExampleoftheCalculationoftheEarnedValue
27.4ActualCosts
27.4.1TotaltoDate
27.4.2FinancialPeriods
27.5EstimatetoComplete
27.5.1EstimatetoCompletefromResourceData
27.5.2EstimatetoCompletefromP6EVCalculations
27.6ActivityUsageS-Curves
27.6.1ActivityUsageProfileBarsandCurves
27.6.2ShowEarnedValueCurves
27.7SampleGraphicalS-Curves
28WHATISNEWINP6VERSION8.1to15.128.1UserInterfaceUpdate
28.1.1NewCustomizableToolbars
28.1.2Customizablemenus
28.2AdminPreferences–SetIndustryType
28.3TabbedWindowLayouts
28.4TiledWindows
28.5PersonalandSharedResourceCalendars
28.5.1PersonalResourceCalendars
28.5.2SharedResourceCalendars
28.6Auto-Reorganization
28.7SetPageBreaksintheGroupandSortForm
28.8HTMLeditor
28.9E-mailwhenprintingareportorreportbatch
28.10TimescaledLogicDiagrams
28.11RemovalofFields
28.12ExportProjectsorRunaReportBatchfromtheCommandLineasaService
28.13ActivityDetailsFeedbackTab
28.14RiskModuleRewrite
28.15LineNumbers
28.16Visualizer
28.17ActivityDiscussionFeature
28.18XMLImport/ExportEnhancements
28.19XMLImport/ExportBaselineImportandExportinVersion15.1
28.20UNCEFACTXMLformat
28.21LoadingResourceSummaryDataonStartup
28.22SQLiteDatabaseAvailableforStandAloneInstallation
28.23JobServiceEnhancements–Version8.4Enhancements
28.23.1ManageBaselines
28.23.2XMLFileImport
28.24PrimaveraUnifierandPrimaveraPrimeIntegration
28.25AdministrationMenuChangesinVersion15.1
29WHATISNEWINP6VERSION729.1Calendars–HoursperTimePeriod
29.2CalendarsforCalculatingWBSandOtherSummaryDurations
29.3RenumberingofActivityIDswithCopyandPasteCopy
29.4RenumberingActivityIDs
29.5ProgressLineDisplayontheGanttChart
29.6AddActivityCodeswhenAssigningCodes
29.7CopyBaselineWhenCreatingaBaseline
29.8LicenseMaintenanceChanges
29.9RecentlyOpenedFileList
30TOPICSNOTCOVEREDINTHISPUBLICATION
1INTRODUCTION1.1PurposeThepurposeofthisbookistoprovideamethodforplanning,schedulingandcontrollingprojectsusingPrimaveraP6Version8.1to15.1ProfessionalClientandOptionalClientwithinanestablishedEnterpriseProjectdatabaseorablankdatabaseuptoanintermediatelevel.Pleasenotetherearenoversions9to14asOraclehaschangedtheirnamingconventionwiththereleaseof15.1,sothenameisthesameastheyearoftherelease.TherearedifferencesbetweenhowtheProfessionalClient(thetermusedwhenopeningaPPMdatabase)andOptionalClient(thetermusedwhenopeningaEPPMdatabase)operateandtheseareidentifiedthroughoutthebook.
Duetothechangeinthemenusystem,itisnotpossibletomakethemenusinthisbookbackwardcompatibletoearlierversionsofPrimaveraP6,butusersofearlierversionsshouldbeabletousethisbookasmostfunctionsarethesameonceonehasinvokedamenucommand.
Thisbookcoversthefollowingtopics:
• Understandthestepsrequiredtocreateaprojectplanandmonitoraproject’sprogress
• UnderstandthePrimaveraP6environment
• Createaprojectandsetupthepreferences
• Definecalendars
• CreatingaWorkBreakdownStructureandaddingactivities
• Formatthedisplay
• Addlogicandconstraints
• UseFilters,Group,SortandLayouts
• Printreports
• Recordandtrackprogressofanun-resourcedschedule
• UserandAdministrationPreferencesandSchedulingOptions
• Createandassignrolesandresources
• Resourceoptimizationincludingleveling
• Updateaprojectcontainingresources
• OthermethodsoforganizingdataandGlobalChange
• Managingtheenterpriseenvironmentincludingmultipleprojectscheduling
ThebookisnotintendedtocovereveryaspectofPrimaveraP6,butitdoescoverthemainfeaturesrequiredtocreateandupdateaprojectschedule.Itshould
provideyouwithasolidgrounding,whichwillenableyoutolearntheotherfeaturesofPrimavera6byexperimentingwiththesoftware,usingthehelpfilesandreviewingotherliterature.
Thisbookwaswrittentominimizesuperfluoustext,allowingtheusertolocateandunderstandtheinformationcontainedwithinasquicklyaspossible.Ifatanytimeyouareunabletounderstandatopicinthisbook,itissuggestedthatyouusethePrimaveraVersion6.0HelpmenuorUserManuals,whichareavailableonthesoftwaredownloadsinpdfformat,ortheOraclewebsitetogainafurtherunderstandingofthesubject.
The“WhatIsNew”chaptersidentifythemajorchangesinthesoftwarefromVersions6.0and7.Ifyouareusingthisbookwithanolderversion,youmayfindsomefeaturesdonotexist,butIhavetriedtoindicateinwhichversionthenewfeatureswereintroducedand/orremoved.PrimaveraSystemsInc.andthenewownersOracleCorporationcontinuallyreleasesServicePacksforthesoftwareandtheremaybeinstanceswherethesoftwareoperatesdifferentlyduetotheloadingofaServicePack.
1.2RequiredBackgroundKnowledgeThisbookdoesnotteachyouhowtousecomputersortomanageprojects.ThebookisintendedtoteachyouhowtousePrimaverainaprojectenvironment.Therefore,tobeabletofollowthisbookyoushouldhavethefollowingbackgroundknowledge:
• Theabilitytouseapersonalcomputerandunderstandthefundamentalsoftheoperatingsystem.
• Experienceusingapplicationsoftware,suchasMicrosoftOffice,whichwouldhavegivenyouexposuretoWindowsmenusystemsandtypicalWindowsfunctionssuchascopyandpaste.
• Asoundunderstandingofhowprojectsaremanaged,suchasthephasesandprocessesthattakeplaceoverthelifetimeofaproject.
1.3PurposeofPlanningTheultimatepurposeofplanningistobuildamodelthatenablesyoutopredictwhichactivitiesandresourcesarecriticaltothetimelycompletionoftheproject.Strategiesmaythenbeimplementedtoensurethattheseactivitiesandresourcesaremanagedproperly,thusensuringthattheprojectwillbedeliveredbothOnTimeandWithinBudget.Planningaimsto:• Identifythetotalscopeoftheprojectandplantodeliverit,
• Evaluatedifferentprojectdeliverymethods,
• IdentifyProducts/Deliverablesrequiredtodeliveraprojectunderalogical
breakdownoftheproject,
• Identifyandoptimizetheuseofresourcesandevaluateiftargetdatesmaybemet,
• Identifyrisks,plantominimizethemandsetpriorities,
• Provideabaselineplanagainstwhichprogressismeasured,
• Assistinstakeholders’communication,identifyingwhatistobedone,whenandbywhomand
• Assistmanagementtothinkaheadandmakeinformeddecisions.
Planninghelpstoavoidorassistinevaluating:• Increasedprojectcostsorreductioninscopeand/orquality,
• Additionalchangeoverand/oroperationcosts,
• Extensionsoftimeclaimsagainstyourcustomerorclient,
• Lossofyourclient’srevenue,
• Contractualdisputesandassociatedresolutioncosts,
• Thelossofreputationofthoseinvolvedinaproject,and
• Lossofafacilityorassetintheeventofatotalprojectfailure.
1.4ProjectPlanningMetricsThecomponentsthatarenormallymeasuredandcontrolledusingplanningandschedulingsoftware:
• Scope
• Time
• ResourceEffort/Work(thesearecalledUnitsinPrimaveraP6)
• Cost
Achangeinanyoneofthesecomponentsnormallyresultsinachangeinoneor
moreoftheothers.
Otherprojectmanagementfunctionsthatarenottraditionallymanagedwithplanningandschedulingsoftwarebutmayhavecomponentsreflectedinthescheduleinclude:
• DocumentManagementandControl,
• QualityManagement,
• ContractManagement,
• IssueManagement,
• RiskManagement,
• IndustrialRelations,and
• Accounting.
ThedevelopmentofEnterpriseProjectManagementsystemshasresultedintheinclusionofmanyofthesefunctionsinprojectplanningandschedulingsoftware.Primaveraincludesmodulesfor:
• IssueManagement,
• RiskManagement,and
• DocumentManagement.
1.5PlanningCycleTheplanningcycleisanintegralpartofmanagingaproject.AsoftwarepackagesuchasPrimaveramakesthisactivitymucheasier.
Whentheoriginalplanisagreedto,theBaselineorTargetisset.TheBaselineisacopyoftheoriginalplanandisusedtocompareprogressofanupdatedschedule.Earlierversionswerelimited50baselinesbutthisrestrictionhasbeenremovedinlaterversions.
Afterprojectplanninghasendedandprojectexecutionhasbegun,theactualprogressismonitored,recordedandcomparedtotheBaselinedates.TheprogressisthenreportedandevaluatedagainsttheBaseline.
TheplanmaybechangedbyaddingordeletingactivitiesandadjustingRemainingDurations,LogicorResources.Arevisedplanisthenpublishedasprogresscontinues.ArevisedBaselinemaybesetiftheoriginalBaselinebecomesirrelevantduetotheimpactofprojectscopechanges,achangeinmethodologyorexcessivedelays.
Updatingascheduleassistsinthemanagementofaprojectbyrecordinganddisplaying:
• Progressandtheimpactofprojectscopechangesanddelaysastheprojectprogresses,
• Therevisedcompletiondateandfinalforecastofcostsfortheproject,
• Historicaldatathatmaybeusedtosupportextensionoftimeclaimsanddisputeresolution,and
• Historicaldatathatmaybeusedinfutureprojectsofasimilarnature.
1.6LevelsofPlanningProjectsareoftenplannedatasummarylevelandthenatalaterdatedetailedoutbeforetheworkcommences.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,whichdonotoverlapintimeandarereferredtoasManagementStages.TheendofaStagemaysignifyamajorevent,suchassigningamajorcontract.ProjectPhasesmayoverlapintime,butStagesdonot.UnderPRINCE2aProjectPlanisdividedintoStagesandaStageplanisdetailedoutpriortoitscommencement.PRINCE2definesthefollowinglevelsofplans:
• ProgrammePlan–whichmayincludeProjectPlansoroneormoreportfoliosofmultipleprojects,
• ProjectPlan–thisismandatoryandisupdatedthroughthedurationofaproject,
• StagePlan–thereisaminimumoftwoStagePlans:anInitiationStagePlanandFirstStagePlan.TherewouldusuallybeoneStagePlanforeachStage,
• ExceptionPlan–whichisatthesamelevelanddetailasaStagePlanand
replacesaStagePlanattherequestofaProjectBoardwhenaStageisforecasttoexceedtolerances(contingenttime),and
• TeamPlan–whichisoptionalandwouldbeusedonlargerprojectswhereTeamsdeliverProductsthatrequiredetailedplanning.Atypicalexampleisacontractor’splan,whichwouldbesubmittedduringthebidprocess.
Jelen’sCostandOptimizationEngineeringThisbookdefinesthefollowinglevelsofplans:
• Level0:Thisisthetotalprojectandis,ineffect,asinglebarspanningthetimefromstarttofinish.
• Level1:Thisschedulestheprojectbyitsmajorcomponents.Forexample,alevel1scheduleforaprocessplantmaybebrokenintoprocessarea,storageandhandlingarea,siteandservices,andutilities.Itisshowninbarchartformat.
• Level2:Eachofthelevel1componentsisfurthersubdivided.Forexample,utilitysystemsarebrokenintowater,electrical,gas,sanitary,etc.Inmostcases,thisschedulelevelcanonlybeshowninbarchartformatalthoughabarchartwithkeyconstraintsmaybepossible.
• Level3:Thesubdivisioncontinues.Thisisprobablythefirstlevelthatameaningfulcriticalpathnetworkcanbedrawn.Itisalsoagoodlevelfortheproject'soverallcontrolschedulesinceitisneithertoosummarizednortoodetailed.
• Levels4–?:Thesubdivisioncontinuestowhateverlevelofdetailisneededbytheuser.Whenoperatingatthesemoredetailedlevels,theplannersgenerallyworkwithlessthanthetotalschedule.Inmostcasesthese“look-ahead”schedulesspanperiodsof30–180days.TheusermayutilizeeitherbarchartorCPMformatfortheseschedules.
ThisparagraphwasreproducedfromJelen’sCostandOptimizationEngineering,authorF.Jelen,copyright1983,ISBN0-07-053646-5,withthewrittenpermissionfromthepublisherMcGraw-Hill.
1.7MonitoringandControllingaProjectAfteraplanhasbeenproduced,itshouldbeexecutedandtheworkauthorizedinaccordancewiththeplan.Ifthereistobeachangeintheplan,thentheplanshouldbeformallychanged.Ifnecessary,theclientshouldbeinformedand,ifrequiredbythecontract,approvalshouldbesought.
Itmaybedifficulttoobtainapprovalforextensionoftimeclaimswhentheplanisnotfollowedthenandfurthermorethiswillmakedisputeresolutionmoredifficult.
Monitoringaprojectrecordsprogresstodate:
• Recordsthestartandfinishdatesofcompletedactivities,
• Confirmsthattherequiredqualityismet,
• Thusconfirmsthedeliverables/productsthathavebeenproduced,
• Confirmsthatthedeliverables/productsareproducedontime,withtheplannedresourcesandtobudget,
• Recordstheprogressofstartedactivities,
• Appliestheproductivitytodateforfuturesimilaractivities,
• Addoramendscheduletoreflectchanges,and
• Historicaldataisrecordedforuseinplanningfutureprojects.
Controllingaprojectprovidesthenextlevelofmanagementwithinformationthatenablesthemtomanageaprojectandmakeinformeddecisionsonproblems:
• Ensurethattheprojectisbeingexecutedaccordingtotheplan,
• Comparetheproject’sprogresswiththeoriginalplan,
• Reviewstheproductivitytodateandhowthecurrentproductivitywillaffectfutureactivities,
• Forecastproblemsasearlyaspossiblewhichenablescorrectiveactiontobetakenasearlyaspossible,
• Reviewoptionstoimprovetheschedule,and
• Obtaindatarequiredforpreparingextensionoftimeclaimsandfordisputeresolution.
2CREATINGAPROJECTPLANTheaimofthischapteristogiveanunderstandingofwhataplanisandsomepracticalguidanceonhowaschedulemaybecreatedandupdatedduringthelifeofaproject.
2.1UnderstandingPlanningandSchedulingSoftwarePlanningandschedulingsoftwareenablestheuserto:
• Enterthebreakdownstructureoftheprojectdeliverablesorproductsintothesoftware.ThisisoftencalledaWorkBreakdownStructure(WBS)orProductBreakdownStructure(PBS),
• BreakaprojectdownintotheworkrequiredtocreatethedeliverablesandentertheseintothesoftwareasActivitiesundertheappropriateWBS,
• Assigndurations,constraints,predecessorsandsuccessorsoftheactivitiesandthencalculatethestartandfinishdateofalltheactivities,
• Assignresourcesand/orcosts,whichrepresentpeople,equipmentormaterials,totheactivitiesandcalculatetheprojectresourcerequirementsand/orcashflow,
• Optimizetheprojectplan,
• SetBaselineDatesandBudgetstocompareprogressagainst,
• Usetheplantoapprovethecommencementofwork,
• RecordtheactualprogressofactivitiesandcomparetheprogressagainsttheBaselineandamendtheplanwhenrequired,allowingforscopechanges,etc.,
• Recordtheconsumptionofresourcesand/orcostsandre-estimatetheresourcesand/orcostsrequiredtofinishtheproject,and
• Producemanagementreports.
Therearefourmodesorlevelsinwhichplanningandschedulingsoftwaremaybeused.
Planning Tracking
WithoutResources
LEVEL1PlanningwithoutResources
LEVEL2TrackingprogresswithoutResources
WithResources
LEVEL3Planningwith
LEVEL4Trackingprogresswith
Resources Resources
Asthelevelincreases,theamountofinformationrequiredtomaintaintheschedulewillincreaseand,moreimportantly,yourskillandknowledgeinusingthesoftwarewillincrease.ThisbookisdesignedtotakeyoufromLevel1toLevel4.
2.2EnterpriseProjectManagementPrimaveraisanEnterpriseProjectManagementsoftwarepackagethatenablesmanyprojectstobemanagedinonedatabase.TheseprojectsmaybesummarizedunderahierarchicalstructuretitledtheEnterpriseProjectStructure(EPS).ThisfunctionissimilartosummarizingactivitiesofaprojectunderaWorkBreakdownStructure(WBS).
AnEPSisusedforthefollowingpurposes:
• Tomanageuseraccesstoprojectswithinthedatabase.
• Tomanageactivitiesovermultipleprojectsthathaveacommoninterest,suchasacriticalresource.
• Top-downbudgetingofprojectsandresourcesthatmaylaterbecomparedtothebottom-upordetailedprojectestimates.
• Toallowstandardizedreportingofallprojectsinthedatabase.
IndividualprojectsmustbecreatedwithinanEPSdatabase.PrimaverahasnotbeendesignedasasingleprojectplanningandschedulingsoftwarepackageandthereisanadministrativeoverheadinmanagingprojectsinanEPSdatabase.YoumaywishtoconsidermanagingsingleprojectsusingPrimaveraContractor,whichdoesnothavetheoverheadofmanaginganEnterprisedatabasebuthasactivitylimits.
PrimaverahasafunctiontitledPortfoliosthatenablesalimitednumberofprojectstobeviewedatatime.Forexample,Portfoliowouldenableyoutoviewprojectsinaphysicalarea,orofaspecifictypeorclient.
2.3UnderstandingYourProjectBeforeyoustarttheprocessofcreatingaprojectplan,itisimportanttohaveanunderstandingoftheprojectandhowitwillbeexecuted.Onlarge,complexprojects,thisinformationisusuallyavailablefromthefollowingtypesofdocuments:
• Projectcharterorbusinesscase
• Projectscopeorcontractdocumentation
• Functionalspecification
• Requirementsbaseline
• Plansanddrawings
• Projectexecutionplan
• Contractingandpurchasingplan
• Equipmentlists
• Installationplan
• Testingplan
ManyprojectmanagersconductaStakeholderAnalysisatthestartofaproject.Thisprocesslistsallthepeopleandorganizationswithaninterestintheprojectandtheirinterestsordesiredoutcomes.
• Keysuccessfactorsmaybeidentifiedfromtheinterestsoftheinfluentialstakeholders.
• Itisimportanttousethestakeholderanalysistoidentifyallthestakeholderactivitiesandincludethemintheschedule.
Itisimperativetogainagoodunderstandingofhowtheprojectistobeexecutedbeforeenteringanydataintothesoftware.Itisconsideredgoodpracticetoplanaprojectbeforecreatingascheduleinanyplanningandschedulingsoftware.ThesedocumentsarereferredtobymanytermssuchasProjectExecutionPlanorProjectMethodologyStatement.Youshouldalsounderstandwhatlevelofreportingtheprojectteamrequires,asprovidingeithertoolittleortoomuchdetailwilloftenleadtoadiscardedschedule.
Therearethreeprocessesrequiredtocreateormaintainaplanateachofthefourlevels:
• Collectingtherelevantprojectdata,
• Enteringandmanipulatingthedatainsoftware,and
• Distributing,reviewingandrevisingtheplan.
Theabilityoftheschedulertocollectthedataisasimportantastheabilitytoenterandmanipulatetheinformationusingthesoftware.Onlargerprojects,itmaybenecessarytowritepoliciesandprocedurestoensureaccuratecollectionofdatafromthevariouspeople,departments,stakeholders/companies,andsites.
2.4Level1–PlanningWithoutResourcesThisisthesimplestmodeofplanning.
2.4.1CreatingProjectsTocreateaprojectinaPrimaveradatabase,youwillneedthefollowinginformation:
• AnEPSNode,OBSNodeinthedatabasetoassigntheproject,
• ProjectID(acodeassignedtotheproject)andtheProjectName,
• TheProjectStartDate(andperhapstheFinishDate),and
• TheRateType.Primaverahasfiveratesperresourceandthisoptionenablesyoutoselectarateasthedefaultresourcesrate.
Itwouldalsobeusefultoknowotherinformationsuchas:
• Clientname,and
• Projectinformationsuchaslocation,projectnumberandstakeholders.
2.4.2DefiningtheCalendarsBeforeyoustartenteringactivitiesintoyourschedule,itisadvisabletosetupthecalendars.Theseareusedtomodeltheworkingtimeforeachactivityintheproject.Forexample,a6-daycalendariscreatedforthoseactivitiesthatwillbeworkedfor6daysaweek.Thecalendarshouldincludeanypublicholidaysandanyotherexceptionstoavailableworkingdays,suchasplanneddaysoff.
Primaverahasthreetypesofcalendars:
• Global–whichmaybeassignedtoactivitiesandresourcesinanyproject,• Project–theseareproject-specificcalendarsassignedtoactivities,and• Resource–thatareassignedtoresources.ProjectandResourcecalendarsmaybelinkedtoGlobalcalendars,enablinganychangestoholidaysmadetoaGlobalcalendartobeinheritedbytheassociatedProjectandResourcecalendars.
2.4.3DefiningtheProjectBreakdownStructuresAprojectbreakdownstructure(PBS)isawayofcategorizingtheactivitiesofaprojectintonumerouscodesthatrelatetotheproject.Thecodesactastagsorattributesofeachactivity.
Duringoraftertheactivitiesareaddedtotheschedule,theyareassignedtheirPBSssothattheymaybegrouped,summarized,andfilteredinoroutofthedisplay.
PrimaverahastwoprincipalmethodsofassigningaPBStoyourproject:
• TheWorkBreakdownStructure(WBS)function,whichiscomparabletotheP3andSureTrakWBSfunctions.
• TheActivityCodefunctionthatoperatesinawaysimilartoP3andSureTrak.
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.Itisrecommendedthat,ifpossible,anactivityshouldnotspanmorethantworeportingperiods.ThatwaytheactivitiesshouldonlybeIn-Progressforonereport.Ofcourse,itisnotpracticaltodothisonlongdurationactivities,suchasprocurementanddeliveryactivities,thatmayspanmanyreportingperiods.
Goodpracticerecommendsthatyouhaveameasurablefinishpointforeachgroupofactivities.ThesemaybeidentifiedintheschedulebyMilestonesandaredesignatedwithzeroduration.Youmayissuedocumentationtoofficiallyhighlighttheendofoneactivityandthestartofanother,therebyaddingclaritytotheschedule.Examplesoftypicaldocumentsthatmaybeissuedforclarityare:
• Issueofadrawingpackage
• Completionofaspecification
• Placingofanorder
• Receiptofmaterials(deliverylogsorticketsordockets)
• Completedtestingcertificatesforequipmentorsystems
2.4.5AddingtheLogicLinks
Thelogicisaddedtothescheduletoprovidetheorderinwhichtheactivitiesmustbeundertaken.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. Externaldependenciesareusuallyeventsoutsidethecontroloftheprojectteamthatimpactsontheschedule.Anexamplewouldbetheavailabilityofasitetostartwork.ThisisusuallyrepresentedinPrimaverabyaMilestonethathasaconstraintappliedtoit.Thistopicisdiscussedinmoredetailinthenextsection.
Thesoftwarewillcalculatethestartandfinishdatesforeachactivity.Theenddateoftheprojectiscalculatedfromthestartdateoftheproject,thelogicamongsttheactivities,anyLeads(oftenreferredtoasNegativeLag)orLagsappliedtothelogicanddurationsoftheactivities.Thefollowingpictureshowstheeffectofalagandaleadonthestartofasuccessoractivity:
2.4.6DevelopingaClosedNetworkItisgoodpracticetocreateaClosedNetworkwithwiththelogic.InaClosedNetwork,allactivitieshaveoneormorepredecessorsandoneormoresuccessorsexcept:
• Theprojectstartmilestoneorfirstactivity,whichhasnopredecessors,and
• Thefinishmilestoneorfinishactivity,whichhasnosuccessors.
WhenaclosednetworkisnotestablishedthentheCriticalPath,TotalFloatandFreeFloatwillnotcalculatecorrectly
Theproject’slogicmustnotloopbackonitself.LoopingoccursifthelogicstatesthatAprecededB,BprecededC,andCprecededA.Thatisnotalogicalprojectsituationandwillcausethesoftwaretogenerateanerrorcommentduringnetworkcalculations.
Thus,whenthelogiciscorrectlyapplied,adelaytoanactivitywilldelayallitssuccessoractivitiesanddelaytheprojectenddatewhenthereisinsufficientspareslippagetimetoaccommodatethedelay.ThissparetimeisnormallycalledFloatbutnotethatMicrosoftProjectusesthetermSlackforFloat.2.4.7SchedulingtheProjectThesoftwarecalculatestheshortesttimeinwhichtheprojectmaybecompleted,ActivitiesaremovedforwardintimeuntiltheymeetaRelationshiporConstraintoracalendarnonworktime.Un-startedactivitieswithoutlogicorconstraintsarescheduledtostartattheProjectStartDateoraspermittedbycalendarnonworktimes.
SchedulingtheprojectwillidentifytheCriticalPath(s)whenthereisaClosedNetwork.TheCriticalPathisthechain(s)ofactivitiesthattakesthelongesttimetoaccomplish;adelaytoanyactivityinthechainwilldelaytheenddateoftheproject.Thecalculatedcompletiondatedependsonthecriticalactivitiesstartingandfinishingontime.Ifanyofthemaredelayed,thewholeprojectwillbedelayed.
2.4.8CriticalPathTheCriticalPathistheshortestdurationthataprojectmaybecompletedinandadelaytoanyactivitywilldelaytheenddateoftheproject,activitiesA1000toA1030andA1060belowalsoshowninredareonthecriticalpath:
2.4.9TotalFloatTotalFloatistheamountoftimeanactivitymaybedelayedwithoutextendingtheprojectenddate.
• AnactivitywithTotalFloatmaydelayanotheractivity,
• MaybedisplayedinacolumnandintheGanttChart,asperthethinblackbarbelowand
• Maybenegative.
2.4.10FreeFloatTheFreeFloatistheamountoftimeanactivitymaybedelayedwithoutdelayinganotheractivity.
• Displayedonlyinacolumnand
• Isneverinthenegative.
P6doesnotdisplayFreeFloatasabar.
2.4.11RelationshipColorsRelationshipcolorsinP6maynotbeformattedaswithmostothersoftware:
• SolidRedareCriticalandnormallydonothaveTotalFloat,
• SolidBlackareDrivingNon-CriticalandtheirsuccessorshaveTotalFloat,
• DottedBlackareNon-DrivingNon-CriticalandtheirpredecessorshaveFree
Float.
2.4.12ConstraintsTypesTherearetwotypesofconstraints:
• ProjectConstraintswhichincludestheProjectStartDateandProjectFinishDate,and
• ActivityConstraints;thetwomostcommonareStartOnorAfter(EarlyStart)andFinishOnorBefore(LateFinish).
ExternaldependenciesareappliedtoascheduleusingConstraintsandthesemaymodeltheimpactofeventsoutsidethelogicalsequenceofactivities.Aconstraintwouldbeimposedtospecificdatessuchastheavailabilityofafacilitytostartworkortherequiredcompletiondateofaproject.Constraintsshouldbecross-referencedtothesupportingdocumentation,suchasMilestoneDatesfromcontractdocumentation,usingtheNotebookTopicsfunction.2.4.13ProjectConstraintsAProjectStartDatecalledProjectPlannedStartinP6istheearliestdatethatanyactivitymaybescheduledtostart.AnactivitywillstartontheProjectStartDateunlessoneofthefollowingstoptheactivitystartingontheProjectStartDate:• ThereisaCalendarNonWorktime,or
• Aconstraint,or
• Arelationship.
AProjectMustFinishDatesoptional,butoncesetthiscontrolsTotalFloat(oftenreferredtoasFloatinP6).
WhenaProjectMustFinishDateconstraintisassignedthenTotalFloatiscalculatedtothisdate.
• ThepictureshowsaprojectwithaProjectFinishdateonFriday26Septemberdeveloping5daysTotalFloat.
• ThepictureshowsaschedulewithaProjectFinishdateofFriday12,
• Thisisearlierthanthecalculatedfinishdate,thuscalculating5daysNegativeFloat:
2.4.14ActivityConstraintsTypicalexamplesofactivityconstraintswouldbe:
• StartonorAfterfortheavailabilityofasitetocommencework,and• FinishonorBeforeforthedatethatatotalprojectmustbecompletedor
handedover.
ActivityEarlyStartConstraint• AnactivitywillnolongerstartontheDataDatewhenaStartOnorAfter
constraintisassigned
• ThisismorecommonlyknownasanEarlyStartconstraint.
InP6thetimemustalwaysbedisplayedasP6willoftensetconstraintsat00:00hrswhichismidnightandisnotveryoftenanappropriatetimetosetconstraints.
ActivityLateFinishConstraint• ThispicturebelowshowsaschedulewithanadditionalFinishDateOnor
Beforeconstraintassigned4daysearlierthanthecalculatedfinishdate,• ThusNegativeFloatiscreated,representingtheamountoftimethatneedsto
becaughtup.
• ThisismorecommonlyknownasaLateFinishconstraint:
• ThepicturebelowshowsaschedulewithaFinishDateOnorBeforeconstraintassignedafterthecalculatedfinishdate,
• TheTotalFloatisNOTcalculatedtotheconstraintdatewhentheconstraintdateisLATERthecalculatedEarlyFinish.
• PositiveTotalFloatisNOTcreatedandacriticalpathofzerodaysfloatismaintained:
2.4.15RiskAnalysisTheprocessofplanningaprojectmayidentifyrisks,soaformalriskanalysisshouldbeconsidered.Ariskanalysismayidentifyriskmitigationactivitiesthatshouldbeaddedtotheschedulebeforeitissubmittedforapproval.
2.4.16ContingentTimeTheadditionofcontingenttimeshouldbeconsideredwhensubmittingascheduleforapproval.Estimatesusuallyhavecontingencyandifthismoneyistobeexpendedthenanallowancefortimetospendthecontingentfundsneedstobemade.Contingenttimemaybeaddedtoascheduleinanumberofways:
• Insertoneormorecontingenttimeactivitiesintheproject.Thesewouldbeadjustedinlengthastheprojectprogressestomaintaintheplannedenddate.
• Assignworkdaysinthecalendarnonworkdays.Forexample,abuildingprojectcouldbescheduledona5-dayperweekbasis,knowingthatworkwillbeundertakenontheSaturday.
• Increasetheactivitydurationsbyafactor,thiswillaffecteithertheresourceUnitsperTimeperiodortotalresourceUnitsandshouldnotbeusedonaresourcedschedule.
• Assignpositivelagsbetweenactivities,althoughthisisnotrecommendedbytheauthor.
2.4.17FormattingtheDisplay–LayoutsandFiltersTherearetoolstomanipulateanddisplaytheactivitiestosuittheprojectreportingrequirements.ThesefunctionsarecoveredintheGroup,SortandLayoutsand
theFilterschapters.2.4.18PrintingandReportsTherearesoftwarefeaturesthatenableyoutopresenttheinformationinaclearandconcisemannertocommunicatetherequirementstoallprojectmembers.ThesefunctionsarecoveredinthePrintingandReportschapter.2.4.19IssuingthePlanAllmembersoftheprojectteamshouldreviewtheprojectplaninanattemptto:
• Optimizetheprocessandmethodsemployed,and
• Gainconsensusamongteammembersastotheproject’slogic,durations,andProjectBreakdownStructures.
Teammembersshouldcommunicatefrequentlywitheachotherabouttheirexpectationsoftheprojectwhileprovidingeachwiththeopportunitytocontributetothescheduleandfurtherimprovetheoutcome.
2.5Level2–MonitoringProgressWithoutResources2.5.1SettingtheBaselineTheoptimizedandagreed-toplanisusedasabaselineformeasuringprogressandmonitoringchange.Thesoftwaremayrecordthebaselinedatesofeachactivityforcomparisonagainstactualprogressduringthelifeoftheproject.
2.5.2TrackingProgressThescheduleshouldbeUpdated(progressed)onaregularbasisandprogressrecordedatthatpoint.ThedateonwhichprogressisreportedisknownbyanumberofdifferenttermssuchasDataDate,UpdateDate,TimeNowandStatusDate.TheCurrentDataDateisthefieldPrimaverausestorecordthisdate.TheDataDateisNOTthedatethatthereportisprintedbutratherthedatethatreflectswhentheupdateinformationwasgathered.
Whateverthefrequencychosenforupdating,youwillhavetocollectthefollowingactivityinformationinordertoupdateaschedule:
• Completedactivities
ActualStartdate
ActualFinishdates
• In-progressactivities
ActualStartdate
PercentageCompleted
DurationorExpectedFinishDateoftheActivity
• Un-startedwork
Anyrevisionstoactivitiesthathavenotstarted
Newactivitiesrepresentingscopechanges
Revisionstologicthatrepresentchangestotheplan
Theschedulemaybeupdatedafterthisinformationhasbeencollected.TherecordedprogressiscomparedtotheBaselinedates,eithergraphicallyorbyusingcolumnsofdata,suchastheBaselineFinishVariancecolumn:
2.5.3CorrectiveActionAtthispoint,itmaybenecessarytofurtheroptimizethescheduletobringtheprojectbackontrackbydiscussingtheschedulewiththeappropriateprojectteammembers.Thepossibleoptionsare:
• Reducethecontingenttimeallowance.
• AssignanegativelagonaFinishtoStartrelationship,whichenablesasuccessortocommencebeforeapredecessoriscompleted.
• Changerelationshipstoallowactivitiestobeexecutedinparallel.
• Reducethedurationsofactivities.Inaresourcedschedule,thiscouldbeachievedbyincreasingthenumberofresourcesassignedtoanactivity.
• Worklongerhoursperdayordaysperweekbyeditingthecalendars,or
• Reducethescopeanddeleteactivities.
2.6Level3–SchedulingWithResources,RolesandExpenses2.6.1EstimatingorPlanningforControlTherearetwomodesthatthesoftwaremayuseatLevel3.
• Estimating.Inthismode,theobjectiveistocreateaschedulewithcoststhatareusedonlyasanestimate.Theschedulewillneverbeupdated.Activitiesmayhavemanyresourcesassignedtothemtodevelopanaccuratecostestimateandincludemanyitemsthatwouldneverbeupdatedintheprocessofupdatingaschedule.
• PlanningforControl.Inthismode,theintentionistoassignactualunits(hours)andcoststoresources,thencalculateunitsandcoststocompletion,andpossiblyconductanEarnedValueanalysis.Inthissituation,itisimportanttoensurethattheminimumnumberofresourcesareassignedtoactivities,and
preferablyonlyoneresourceassignedtoeachactivity.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.
Enteringacostrateforeachresourceenablesyoutoconductaresourcecostanalysis,suchascomparingthecostofsupplementingoverloadedresourcesagainstthecostofextendingtheprojectdeadline.
Estimatesandtime-phasedcashflowsmaybeproducedfromthisresource/costdata.
2.6.4CreatingandUsingRolesPrimaverahasanadditionalfunctiontitledRoles,whichisusedforplanningandmanagingresources.
• ARoleisaskillortradeorjobdescriptionandmaybeusedasanalternativetoresourcesduringtheplanningperiodofaproject.
• RolesaredefinedinahierarchicalstructureandholdaProficiencyLevel.• Rolesmaybeassignedtoactivitiesinawaysimilartohowresourcesare
assigned.Rolescanbereplacedlaterbyresourcesafterithasbeendecidedwhoisgoingtobeassignedthework.
• PrimaveraVersion5.0introducedafunctionallowingaRoletobeassignedarate.
2.6.5TheRelationshipBetweenResourcesandRolesPrimaverahastheabilitytodefinerolesandassociatethemwithresources.Aroleisajobtitle,tradeorskillandmayhavemanyresources.Amulti-skilledresourcemayhavemultipleroles.Forexample,arolemaybeaClericalAssistantandtheremaybefiveclericalassistantsinacompanywhowouldbeassignedtheClericalAssistantRole.Ifoneclericalassistantwerealsoadataentryperson,thenthisresourcewouldbeassignedtworoles:ClericalAssistantandDataEntry.
2.6.6ActivityTypeandDurationTypeActivitiesmaybeassignedanActivityTypeandDurationType,,whichwhichaffecthowresourcesarecalculated.Additionalsoftwarefeaturesenabletheusertomoreaccuratelymodelreal-lifesituations.ThesefeaturesarecoveredintheAssigningRoles,ResourcesandExpenseschapter.2.6.7BudgetsTheBudgetfunctionenablesTop-DownBudgetingatasummarylevelagainsteachEPSNodeinanaccountingstyle.BudgetsmaybecomparedtothedetailedestimatescalculatedafterresourceshavebeenassignedtoActivities.TheBudgetfunctionisnotcoveredindetailinthisbook.
2.6.8ResourceUsageProfilesandTablesThesefeaturesenablethedisplayandanalysisofprojectresourcerequirementsbothintablesandgraphs.
ThedatamaybeexportedtoExcelorreportsrunforfurtheranalysisandpresentation.
2.6.9ResourceOptimizationTheschedulemaynowhavetoberesourceoptimizedto:
• Reducepeaksandsmooththeresourcerequirements,or
• Reduceresourcedemandtotheavailablenumberofresources,or
• Reducedemandtoanavailablecashflowwhenaprojectisfinancedbyacustomer.
Levelingisdefinedasdelayingactivitiesuntilresourcesbecomeavailable.Thereareseveralmethodsofdelayingactivities,andthuslevelingaschedule,whichareoutlinedintheResourceOptimizationchapter.
2.7Level4–MonitoringandControllingaResourcedSchedule2.7.1MonitoringProjectswithResourcesWhenyouupdateaprojectwithresources,youwillneedtocollectsomeadditionalinformation:
• Thequantitiesand/orcostsspenttodateperactivityforeachresource,and
• Thequantitiesand/orcostsrequiredperresourcetocompleteeachactivity.
Youmaythenupdatearesourcedschedulewiththisdata.
Afteraschedulehasbeenupdated,thenareviewofthefutureresourcerequirements,projectenddate,andcashflowsmaybemade.
Updatingaresourcedprojectistimeconsumingandrequiresexperienceandagoodunderstandingofhowthesoftwarecalculatesaschedule.Ideally,thisshouldonlybeattemptedbyexperiencedusersorbyanoviceundertheguidanceofanexperienceduser.
2.7.2ControllingaProjectwithResourcesAtthispoint,itispossibletoundertakeagreatdealofanalysisandoftenEarnedValuePerformanceMeasurementtechniquesareused.
3STARTINGUPANDNAVIGATION3.1LoggingInAfterclickingontheiconormenuitemonyourdesktoptostartPrimavera,youwillbepresentedwiththeLoginform.
Whenyouhavemorethanonedatabasetoselectfrom,youmayclickontheiconunderDatabase.ThisopenstheEditDatabaseConnectionsformwhereyoumayselectanalternativedatabasetoopen:
• Selecttherequireddatabasefromthelistofdatabases,
• Clickthe icon,
• EnteryourLoginNameandPassword,whicharecasesensitive,andthen
• Click toopentheselecteddatabase.
Youscreenmaylooklikethepicturebelowdependingonwhatversionofthesoftwareyouhave(EPPMOptionalClientorProfessionalProjectManager),howyoursystemhasbeenconfigured,whatindustryversionyouareusing.TheEnterprisemenuitemhasbeenopenedintheProfessionalProjectManager:
ItissuggestedthatyouselectfromtheUserPreferences…,ApplicationtabeithertheProjectsifyouworkondifferentprojectsallthetimeortheActivitiesoptionifyouworkonthesameprojectallthetime.
3.2TheProjectsWindowThesampledatabasesuppliedwithPrimaverawillbeusedtodemonstratehowtonavigatearoundthescreens.ClickonEnterprise,ProjectstoopentheProjectsWindow.3.2.1ProjectWindowTopPaneThetopwindowdisplaystheEnterpriseProjectStructure(EPS):
• The and iconstotheleftoftheEPSnamesareusedtodisplayorhidelevelsoftheEPS.ThepictureshowsthattheAllInitiativesEPSNodehastwo
projects.
EngineeringandConstruction,and
EnergyServices.
• OpentheEnterpriseProjectStructure(EPS)formbyselectingEnterprise,EnterpriseProjectStructure…fromthemenu.
• ItisnowclearwhichentriesareEPSNodesandwhichareProjects.
• ThemenucommandsView,ExpandAll,CollapseAllandCollapseTo…willsummarizethebandstotherequiredlevelintheEPS.
3.2.2ProjectWindowBottomPaneDetailsTabThebottomwindowDetailstabmaybehiddenbyClickingonthe iconorselectingView,ShowonBottom,DetailsanddisplayedbyclickingontheiconorselectingView,ShowonBottom,Details.InformationregardinganEPSNodeorprojectassignedtoanEPSNodeisavailableatthebottomofthescreenbyselectingtheEPSNodeorProjectandselectingtabsinthebottomwindow.
Manyofthefieldsaregrayedoutwhichmeanstheyarecalculatedorsummarizedfromotherdataortheprojectisnotopenandthedatamaynotbeedited.
Right-clickingonatabnamewilldisplayamenuandselectingCustomizeProjectDetailswillopentheProjectDetailsformandyoumayselectwhichtabsaredisplayed.
3.3OpeningOneorMoreProjectsEnterpriseandProjectdataisaccessedintheProjectsWindow.ToaccessProjectactivityinformationsuchasactivities,resourcesandrelationships,aprojectmustbeopenedandtheActivitiesWindowdisplayed.Oneormoreprojectsmaybeopenedatthesametimeby
• Selecting:
Oneormoreprojectsand/or
OneormoreEPSNodes,
• Then,right-clickingandselectingOpenProject,or• SelectingCtl+O.AlternativelyselectFile,Open…toopentheOpenform:• TheOpenformdisplaystheaccessoptionsforopeningaprojectasExclusive,
SharedorReadOnlywhicharenotavailablewiththeothermethodsofopeningprojects:
RecentlyopenedprojectsmaybeopenedfromtheFile,RecentProjects,anewfunctioninVersion8.1.
AprojectmayonlybeopenedasExclusive(meaningthatonlythecurrentusermayeditit)byusingtheFile,Open…form.AllothermethodswillresultintheprojectbeingopenedintheSharedmodeandalluserswithaccesstotheprojectmayopenandedittheproject(s)atthesametime.TheSharedoptionmayresultinoneuser’seditsbeingoverwrittenbyanotheruser’sedits,dependingonwhosavedtheprojectandwhen.AprojectthatisopenedintheSharedmodebymultipleuserswithdifferentUserPreferencesTimeUnitswillresultintheuserscalculatingdifferentvaluesforActivity,WBSNodesandProjectdurationsindays.
IfmorethanoneprojectistobeopenedatatimethenitisVERYIMPORTANTthattheMultipleProjectSchedulingchapterisreadandunderstood.
3.4DisplayingtheActivitiesWindowToopentheActivitiesWindow:• SelectProject,Activities,or
• Clickonthe icon:
• Therearenowtwotabsatthetop;clickingontheProjectstabwillthendisplaytheProjectsWindow.
3.5OpeningaPortfolioThePortfoliofunctionreducesthenumberofProjectsthatareviewedintheProjectsWindow:• TocreateaPortfolioselectEnterprise,ProjectPortfolios…andopenthe
Portfolioform.• CreateaportfolioandaddprojectsusingthePortfolioform.• APortfoliomaybeGlobalandallusershaveaccessorUserandjust
availabletothatuser.
• TheFile,Open…(project)formalsoenablestheselectionofaPortfoliowhichreducesthenumberofprojectsthataredisplayedintheOpen(project)form.
• AfteraPortfoliohasbeenselectedusingFile,SelectProjectPortfolio…onlythoseprojectsinthePortfoliowillbedisplayedintheProjectsWindow.
3.6TopandBottomPanesofWindowsWindowssuchastheProjects,WBS,Activities,ResourcesandResourceAssignmentshaveTopandBottomPanes,someofwhichmaybeformattedtomeetyourrequirements.
TheBottompanemayalsobehiddenfromviewinmostwindows.
Thefollowingcommandswillenableyoutohideanddisplaythebottompanes;theyarethesimilarastheProjectsWindowdiscussedearlier.
• ThebottomwindowDetailstabmaybehiddenbyclickingonthe iconorselectingView,ShowonBottom,NoBottomLayoutyoumayneedtoaddthebuttonstoyourtoolbar,seeparagraph3.7.1fordetailsonhowtoaddbuttons.
• ThebottomwindowDetailstabmaybedisplayedbyclickingonthe iconorselectingView,ShowonBottom,Details.
• Right-clickingintheGanttchartareaandselectingActivityDetailsfromthemenuwilldisplaytheBottompane,or
• Right-clickingintheBottompaneandselectingHideDetailWindowfromthemenuwillhidetheBottompane,or
• SelectingView,ShowonToporShowonBottomwillshowotherdisplayoptionsforthetopandbottompanes.
Thefollowingcommandswillenableyoutoformatthetopandbottompanes.
• SomeDetailsformsmaybeformattedtodisplayonlythetabsthatareofusetothescheduler.
• Toformatthedisplayright-clickanytabinthetopofthedetailspaneandselectCustomizeProjectDetails….Thearrowsareusedtohideanddisplaytabsandreorderthem.
Itisrecommendedthatyouremoveallthetabsthatyouarenotusingsothescreenisnotsobusyanditissimplertofindcommands.
3.7UserInterfaceUpdateTheuserinterfaceinbothclientversionshasbeenoverhauledandnowallowsuserdefinedtoolbarsandmenus:
3.7.1NewCustomizableToolbarsAlltheoldP6toolbarshavebeenremoved.ThenewtoolbarsoperateinasimilarwaytoMicrosoftOffice2003andmanytoolbariconshavebeenchanged.
Toolbarswillnotbecoveredindetailbutsignificantproductivityimprovementsmaybemadebyensuringthatfunctionsfrequentlyusedareavailableona
toolbar.
• Therearemanybuilt-intoolbarsinPrimaveraP6.Thesemaybedisplayedorhiddenby:
UsingthecommandView,Toolbarsorright-clickinginthetoolbarareaandthencheckingorun-checkingtherequiredboxestodisplayorhidethetoolbars,or
UsingthecommandView,Toolbars,Customize…,Toolbarstabandthenun-checkingtherequiredboxestodisplayorhidethetoolbars.
• IndividualtoolbariconsmayberesettodefaultbyselectingView,Toolbars,Customize…,Toolbartabandclickingon .
• IconsmaybeaddedtoabarbyselectingView,Toolbars,Customize…,ToolbartabCommandstab.ToolbarIconsmaybeselectedfromthedialogboxanddraggedontoanytoolbar.
• IconsmayberemovedfromthetoolbarsaftertheCustomize(Toolbar)formisopenedbyholdingdowntheleftmousebuttonontheiconanddraggingthemoffthetoolbar.
• Iconsmayalsobeaddedorremovedwhenatoolbarisdraggedintothecenterofawindow.Thisrevealsafurthermenuforeditingtheicons:
• Iconsmayalsobeaddedorremovedbyclickingonthedownarrowattheright-handendofeachtoolbar:
• AlltoolbariconsmayberesettodefaultbyselectingView,RestAllToolbars.• ToolbarsmaybelockedsotheymaynotbedraggedbyselectingView,Lock
AllToolbars.• OthertoolbardisplayoptionsarefoundunderView,Toolbars…,Customize
andthenselectingtheOptionstab.
ItisrecommendedNOTtochecktheShowfullmenusafterashortdelayoptionintheView,Toolbars…,Customize,Optionstabtoensurefullmenusarealwaysdisplayed.Thissavestimewaitingforthemenuitemyourequiretobedisplayed.Theauthorfoundthatthisfunctiondidnotworkatthetimeofwritingthisbook.
3.7.2CustomizablemenusThemenusmayalsobeedited:
• OpentheCustomizeFormbyselectingView,Toolbars…,Customize,• ThenwiththeCustomizeformopenmovethemousetothemenuonthetop
left-handsideofthescreen,
• Right-clickonamenuheadertorevealamenu:
• Right-clickonamenuitemandyoumaynoweditordragthecommandupordowninorder:
3.7.3StatusBarTheStatusbarisatthebottomofthescreenandmaybehiddenordisplayedbyselectingView,StatusBar.Itshowssomeusefulinformationabouttheprojectyouhaveopen:
3.8UserPreferences3.8.1TimeUnitFormattingTheUserPreferencesenableeachusertoselecthowsomeinformationisdisplayedorcalculated.ThesearecoveredindetailintheUserandAdministrationPreferencesandAdvancedSchedulingOptionschapter.Toadjusthowthedateandtimearedisplayed:
• SelectEdit,UserPreferences…,• SelecttheTimeUnitstab,• TheDurationFormatsectiondetermineshowtheactivitydurationsare
displayed,
ItisimportantthattheShowDurationlabelandSub-unitsarecheckedasyouwillseeimmediatelywhennonrounddaysfordurationshavebeencreated.
3.8.2DateFormattingThisiswhereyoudecideifthetimeistobedisplayed:
• SelecttheDatestab,• SettheDateFormat,• SettheOptions,• SettheTimeoptions.
DateFormat.ItisstronglyrecommendedusingMonthnameon
internationalprojectssothereisnoconfusionbetweentheUSmm/dd/yyformatandtheROW(RestofWorld)formatofdd/mm/yy.
TimeUnits:ItisSTRONGLYrecommendedthatthetimeisALWAYSdisplayedin24hourformatsotheuserknowsthetimeofanyselecteddate.Thisisbecausethesoftwarewilloftenselect00:00,(thefirstminuteofaday)whenassigningdates.Theauthordoesnotdisplayminutestokeepthedatecolumnwidthsslightlynarrower.
3.9StartingDayoftheWeekThedefaultFirstdayofweekisoftenSunday.ManypeopleprefertoseeMondayasthefirstdayoftheweekbecausethecalendardateintheweeklyviewisthenMondayandisaworkday,asperthepicturebelow:
IntheProfessionalClienttheStartingDayoftheWeekmaybesetintheAdmin,AdminPreferences…,Generaltab:
IntheOptionalClientthestartdayoftheweekissetbythedatabaseadministratorfromAdminister,ApplicationSettings,General:
YoumustselectSaveandCloseoryoureditswillbelost:
3.10AdminPreferences–SetIndustryTypeTheIndustrytypedeterminestheterminologyusedinsomefieldsandinearlierversionswassetwhenthesoftwarewasloaded.ThisnowmaybesetintheP6ProfessionalbyselectingAdmin,AdminPreferences…,Industrytab:
Thefollowingtabledisplaystheterminology:
IndustryType Terminology NameofProjectComparisonTool
EngineeringandConstruction
BudgetedUnits&CostOriginalDuration ClaimDigger
Government,Aerospace,andDefense
PlannedUnits&CostPlannedDuration ScheduleComparison
High-Technology,Manufacturing
PlannedUnits&CostPlannedDuration ScheduleComparison
Utilities,Oil,andGas BudgetedUnits&CostOriginalDuration ClaimDigger
OtherIndustry PlannedUnits&CostPlannedDuration
ScheduleComparison
EngineeringandConstruction:
Government,Aerospace,andDefense:
IfadifferentIndustryTypeisselectedthenP6hastoberestartedtoseethechanges.
3.11ApplicationofOptionswithinFormsPrimaveraisconsistentinthewaythedatainmostformsmaybeGrouped,SortedandFiltered.Afterthebasicsareunderstood,thenastheseprinciplesmaybeappliedtomostformsyouwillfinditeasiertonavigatearoundthesoftware.
AftertheformatoroptionshavebeenselectedwithinformssuchasBars,FiltersandGroupandSort,click:
• The icontoapplytheformattingandclosetheform,or
• The icontoapplytheformatandleavetheformopen.
Thisisusefulforcheckingiftheoptiondisplaysasrequiredbeforeclosingthe
form.
Oftenthereisanarrow inaboxandthisindicatesthatthereisamenuthatmaybeopenedbyclickingonthearrow.Datainaformmaybeformattedandfilteredfromthismenu.
ThepictureontherightshowstheEnterprise,UserDefinedFields…form:
SortingdatawithinwindowsandformssuchasActivities,Resources,OBS,maybeachievedbyclickingonthetitleabovethefirstdataitem.ClickingontheResourceIDboxwillrotatethesortfromhierarchicaltoalphabeticaltoreversealphabetical.
Ifthereisafilterapplied,thenthisdatamaynotbesorted.
3.12DoNotAskMeAboutThisAgainManyformshaveacheckboxDonotaskmeaboutthisagain.
Thisoptionwillhidetheformwhenthefunctionisusedthenexttime,thussavingtimewhenafunctionisusedmultipletimes.InearlierversionsofP6itwasnottopossibletoseethisformagainthroughtheuserinterface,butinVersion8thisoptionisresetthenexttimeyouruntheapplication.
3.13Right-clickingwiththeMouseItisimportantthatyoubecomeusedtousingtheright-clickfunctionofthemouseasthisisoftenaquickerwayofoperatingthesoftwarethanusingthemenus.
Theright-clickfunctionwillusuallydisplayamenu,whichisoftendifferentdependingonthedisplayedViewandActivePaneselected.Itisadvisedthatyouexperimentwitheachviewtobecomefamiliarwiththemenus.
3.14AccessingHelpThehelpfilemaybeaccessedby:
• PressingtheF1key,
• SelectingHelp,Contents…
• Clickingonthe iconontheDisplaytoolbar.SelectingView,HintHelpwilldisplayinformationaboutafieldwhenthemouseismovedoverthefieldheading,asintheprecedingpicture.Thisisusefulforunderstandinghowthefieldscalculate.
Manyarticlesareavailableattheauthor’swebsiteswww.primavera.com.auandwww.eh.com.au.YoumayalsologintotheOracleSupportweblist,alinkavailablefromwww.primavera.com.au,andaccesstheOracleSupportdatabase.
TheHelpmenuinP6Version8.3hasanadditionalmenuoptiontitledOnlineHelpwhichwilldisplaytheinformationinHTMLformatassistingpeoplewithdisabilitieswhomayaccessadditionalbrowserfunctions.
TheAdminPreferences,OptionstabhasanewP6OnlineHelpsectionwhichsetsthedefaultfortheF1key.TheURLissettotheOracleTechnologyNetwork(OTN):
3.15RefreshData–F5KeyTheauthorfoundthatsometimeschangesmadeinoneplacewouldnotbereflectedsomewhereelse;suchasrelationshipsaddedbutnotvisibleincolumnsorWBSNodeseditedintheWBSWindowbutthechangesnotreflectedintheActivitiesWindow.
IfthishappensthenselectFile,RefreshDataorpresstheF5keywhich:• Writesyourdatatothedatabase,
• Readschangesthatotherusersmayhavemadetoyourschedule,
• PutstheDataDateverticallineontheGanttchartinthecorrectplacewhenthesystemdoesrefreshcorrectlyand
• Correctsotherdisplayissuesdiscussedabove.
3.16CommitChanges–F10KeyTheFile,CommitChangescommandwritesanychangesyouhavemadetothedatabase.ThesemaythenbereadbyotherusersbytheRefreshDatacommand.
3.17SendProjectTheFile,SendProject…shouldcreateanXERfile(anexportfile)automaticallyandattachitasanattachmenttoanemail.
3.18ClosingDownTheclosingdownoptionsare:
• SelectFile,CloseAllorCtrl+WtocloseallProjects.
• SelectFile,Exitorclickthe iconinthetoprightsideofthePrimaverawindowtoshutdownallprojectsandclosePrimavera.
Ifyouclosedownthesystemleavingoneormoreprojectsopen,thentheseprojectswillbeopenthenexttimeyoulogin.GototheEdit,User
Preferences…,ApplicationtabandsettheApplicationStartupWindowtoActivitiessothesoftwarewillopenwithyourlastprojectActivitiesWindowdisplayed.
3.19Workshop1–NavigatingAroundtheWindows
BackgroundTobecomefamiliarwithPrimaverayouwillopenyourdatabaseandnavigatearoundthewindows.
Note:YourwindowsmaylookdifferentfromtheoneusedinthispublicationwhichusesademonstrationdatabaseprovidedbyOraclePrimavera.
Assignment1. Openyourdatabase.IfaprojectisopenselectFile,CloseAlltoclose
theproject.
2. SelectEdit,UserPreferences…selecttheApplicationtabandselecttheApplicationStartupWindowasProjects.ThiswillensurethedatabaseopensattheProjectWindoweachtimeyoustartupPrimavera.
3. ClosetheUserPreferencesform.4. HideanddisplaytheStatusBarbyusingtheView,StatusBarmenu.5. SelectEnterprise,ProjectstoopentheProjectsWindow.6. ScrollupanddownandinspecttheEnterpriseProjectStructureandthe
projects.
7. ExpandandclosetheEPSusingthe and buttonstotheleftoftheprojectdescriptions.
8. FromtheProjectsWindowhideanddisplaythebottompaneProjectsDetailsformbyclickingontheView,ShowonBottom,NoBottomLayoutandView,ShowonBottom,Details.
9. Usethe and buttonsontheBottomLayouttoolbartohideanddisplaythebottompaneProjectsDetailsform.Youmayneedtodisplaythetoolbarand/oraddthebuttonstothetoolbar.
10. DoubleclickintheGanttChartareainlinewithaprojecttobringtheprojectbarintoview.
11. OpentheBarsformbyclickingonthe button,uncheckallthebarsintheDisplaycolumn,click andthebarswilldisappearwithoutclosingtheform.
12. NowcheckallthebarsintheBarsformandclickonthe buttonandthebarswillappearandtheformwillclose.
13. OpentheProjectsDetailsform,right-clickonatabintheProjectsDetailsformandselectCustomizeProjectDetails…thenhideanddisplaysometabs.LeaveonlytheGeneral,Dates,DefaultsandNotebooktabsdisplayed.Wewillrevealtheremainderasweneedthem:
14. Selectaprojectyouhaveaccessto(possiblytheCityCenterOfficeBuildingAdditionprojectifyouareoperatinginthePrimaveraDemonstrationdatabase)andopentheProjectWindowbyright-clickingontheprojectandselectingOpenProject.
15. ClickontheActivitiestaborthe iconiftheActivitiesWindowdoesnotopenautomaticallyanddisplaytheprojectactivities.
16. Double-clickintheGanttChartareainlinewithaactivitytobringtheactivitybarintoview.
17. ClickontheActivityIDcolumntitlemultipletimesandseetheactivitiesreorder,thenclickonothercolumntitlesandseetheactivitiesreorderbasedonthecolumndata.LeavetheactivitiesorderedbyActivityID.
18. Adjustthetimescaleusingthe buttons.
19. CheckabovetheActivityIDcolumnandensurethatitdisplaysLayout:ClassicWBSLayout.IfitdoesnotselectView,Layout,OpenLayout,donotsavechanges;selecttheClassicWBSLayoutandclickon:
.
20. MovebacktotheProjectsWindowandthenbacktotheActivitiesWindowusingthetabsatthetopofthewindow.
21. FromtheActivitiesWindowdisplaytheActivityDetailsformintheBottompanebyselectingView,ShowonBottom,DetailsandthenhideitbyselectingView,ShowonBottom,NoBottomLayout.
22. FromtheActivitiesWindowhideanddisplaythebottompaneActivityDetailsformbyclickingonthe and buttonsonthe
BottomLayouttoolbar.23. OpentheActivityDetailsform,right-clickonatabintheActivity
DetailsformandselectCustomizeActivityDetails…thenhideanddisplaysometabs.LeaveonlytheGeneralandStatustabsdisplayed.Wewillrevealtheremainderasweneedthem:
24. ClosetheprojectbyselectingFile,CloseAllandreturntotheProjectsWindow.FromtheProjectsWindow,ensuresomebarsaredisplayedbydouble-clickinginthebararea.
25. OpentheUserPreferencesformbyselectingEdit,UserPreferences…andselectthemethodyouwishtodisplaythedatefromtheDatestabandsetyouroptionsasperbelowshowingthetimeinhours:
NOTE:ItisstronglyrecommendedthatthetimeisalwaysdisplayedasperthepictureabovesotheuserknowsthetimewhenActualStarts,ActualFinishandConstraintsareappliedbecausethesoftwarewilloftenselect00:00,firstminuteofaday.
26. OpentheUserPreferencesformbyselectingEdit,UserPreferences…andselecttheTimeUnitstabandsetyouroptionsasshownbelow:
27. ClosetheUserPreferencesform.28. EnsureallprojectsareclosedbyselectingFile,CloseAll.
NOTESFORTRAININGCOURSEINSTRUCTORSAND/ORDATABASEADMINISTRATORS:
1. Trainingcourseinstructorsand/oradministratorsmayconsiderpurchasingtheinstructor’sPowerPointpresentationfromwww.primavera.com.auorwww.eh.com.au.Thisslideshowisfullyeditableandasampleinpdfformatmaybedownloadedfromthiswebsite.
2. Completedworkshopsandlayoutsmaybedownloadedfromwww.primavera.com.auorwww.eh.com.au.
3. Ifyouareatrainingorganizationandyouwishtotrainmultipleusersinonedatabasepleasecontacttheauthorforapaperonhowtosetupyourdatabase.
4. Insummary,whenmultipleusersareworkinginasingledatabasetheDatabaseAdministratororCourseInstructorshould:
• CreateanEPSNodeforeachstudenttoworkin,
• AssignauniqueProjectIDforeachstudenttouse,
• CreateauniqueResourceforeachstudenttouse,and
• AssignaprotocolthatthestudentsusetocreateProjectIDsandResourceIDssoeachstudentprojectandtheirresourcesallhaveauniquename.
4CREATINGANEWPROJECTThereareseveralmethodstocreateanewprojectfromtheProjectsWindow:• RuntheCreateNewProjectwizard,or• Copyanexistingprojectandeditit,or
• ImportaprojectcreatedfromanotherPrimaveradatabaseorcreatedwithanothersoftwareprogramsuchasP3,SureTrakorMicrosoftProject,orAstaPowerproject.
PrimaveraP6EnterpriseProjectPortfolioManagementVersion8WebhasintroducedprojecttemplatesanddroppedMethodologyManager/ProjectArchitect.
4.1CreatingaBlankProjectYoumaycreateanewprojectatanypointintimebyselectingFile,New…fromthemenuorclickingonthe iconontheEdittoolbar.YouwillbeguidedthroughtheCreateaNewProjectwizardwhichwillrequirethefollowinginformation:• TheEPSNodetheprojectistobeassignedto.• TheProjectID,acodetorepresenttheproject(amaximumof20characters),
andProjectName.• APlannedStartdate,whichistheearliestdateanyun-startedactivitywillbe
scheduledtocommenceandanoptionalProjectMustFinishBydate.NOTE:BesuretochecktheStartTime.
• WhenaProjectMustFinishBydateissettheprojectfloatwillbecalculatedtothisdateandnottothelatestactivityfinish.
Itisevenmoreimportanttocheckthefinishtimeasitoftendefaultsto00:00whichismidnightoftheFinishday,givingyouonelessdaythanplanned:
• TheResponsibleManagerisselectedfromtheOBSstructure.IftheOBShas
notbeendefinedortheresponsibilitynotassignedthenEnterprisemaybeselectedastheResponsibleManager.
• TheResourceRateType.Eachresourcemayhavefivedifferentrates.Thisiswherethedefaultratesareselectedbutmaybechangedafteraresourcehasbeenassignedtoanactivity.
Itisanormalpracticetocopyandpasteprojectstokeepacopyofaprojectataspecificpointintime,normallyaftereachupdate.WhencopyingprojectsyoushouldconsiderutilizingthePrimaveradefaultsfortherenumberingoftheProjectID.
4.2CopyanExistingProjectAProjectorProjectsmaybecopiedintheProjectsWindowby:
• Highlightingtheproject(s)youwishtocopyandselectEdit,CopyorCtrl+C,• HighlightingtheEPSNodethatyouwishtoassociatethenewprojectwithand
selectEdit,PasteorCtrl+V,• ThefirstCopyProjectOptionsformwillthenbedisplayed,enablingyouto
choosewhichProjectdataitemsyouwishtocopywiththeproject;select ,
• ThesecondCopyWBSOptionsformwillbedisplayed,allowingyoutochoosewhichWBSdataitemsyouwishtocopywiththeproject;
• Aftermakingaselection,click .
• ThethirdCopyActivityOptionsformwillbedisplayed,allowingyoutochoosetheActivitydataitemsyouwishtocopywiththeproject;select ,
• Openandeditthenewproject.
ThecopiedprojectsandcopiedEPSNodeswillbeassignedanewIDwithasequentialnumberaddedtotheOriginalID.
AnEPSNodemayalsobeselectedandcopiedintheProjectsWindow,andpastedtoanotherlocationwhichwillcopytheprojectsandaddanotherEPSNode.
4.3ImportingaProjectDifferentVersionsofPrimaverarunondifferentdatabasesincludingOracleandMicrosoftdatabases.Primaverawillonlyoperatewiththedatabaseformatwithwhichithasbeeninstalledandsetup.
Primaverawillnotopenastandaloneprojectfile,doesnotsupplyareader,andallprojectdatahastobeimportedintoadatabasebeforeitmaybeopened.
Youmayberequiredtoimportaprojectthathasbeencreatedinanotherprogramsuppliedbysomeonefromwithinoroutsideyourorganization.Primaveraisequippedwithasetoftoolsforimportingprojectsfromothersources.
4.3.1PrimaveraFileTypesThereareseveralPrimaveraproprietaryfileformatsthatyouneedtobeawareof:
• XER–UsedtoexchangeoneormoreprojectsbetweenPrimaveradatabasesregardlessofthedatabasetypeinwhichitwascreatedandexportsallprojectdata.EarlierversionsofXERfilesmaybeimportedintolaterversiondatabases.Alayout(formatting)isnotpartofanXERfile.
• PLF–UsedtoexchangeLayoutsbetweenPrimaveradatabasesregardlessofthedatabasetypeinwhichitwascreated.InPrimaveraVersion15.1PLFfilesmaynowbeimportedintoVisualizer.
• ANP–UsedtosavethepositionofactivitiesinanActivityNetwork.• ERP–UsedtoexchangeReportsbetweenPrimaveradatabasesregardlessof
thedatabasetypeinwhichitwascreated.
• XML–AformatintroducedwithPrimaveraVersion6.0whichisusedtoimportdatafromtheProjectManagermodule.ThisisthesamesoftwarelanguagebutadifferentformattoaMicrosoftProjectXMLfile.Version15.1introducedthe
abilitytoimportandexportBaselineprojects.
• PCF–UsedtoexchangeGlobalChangesbetweenPrimaveradatabases.• VLF–VisualizerLayoutFileallowstheimportandexportofVisualizerLayouts
betweenusers.
4.3.2NonPrimaveraFileTypesSelectFile,Import…toopenawizardthatwillguideyouthroughtheprocessofimportingprojectsintoyourdatabase.
Project(*.mpp).ThisisthedefaultfileformatthatMicrosoftProjectusestocreateandsavefiles.MicrosoftProject2010,MicrosoftProject2007andMicrosoftProject2000–2003arethreedifferentformats.
PrimaverawillnotimportanymppfilewhenMicrosoftProject2007orMicrosoftProject2010isinstalledasthesedisablethemppimportfunction.
PrimaverawillimportandexporttothefollowingnonPrimaverafiletypesusingthewizardsfoundunderthemenucommandsFile,Import…andFile,Export…:• Project2000–2003(*.mpp).ThisisthedefaultfileformatthatMicrosoft
Project2000,2002and2003usetocreateandsavefiles.ImportingthesefilesrequiresMicrosoftProject2000,2002or2003tobeinstalledonthePC.
• MPX(*.mpx).ThisisatextformatcreatedbyMicrosoftProject98andearlierversions.MPXisaformatthatmaybeimportedandexportedbymanyotherprojectschedulingsoftwarepackages.
• MicrosoftProjectXMLformatissupportedinVersion6.2andlater.ThisallowsimportofafilecreatedbyMicrosoftProject2010,or2007,or2000to2003XMLwithouttheinstallationofMicrosoftProject.
• PrimaveraProjectPlannerP3andSureTrakfilessavedinP3format.ASureTrakprojectinSureTrakformatshouldbesavedinConcentric(P3)formatbeforeimporting.
ToimportfilessavedinP3formatyouneedBtrieveloadedonyourPC.BtrieveisloadedwhenP3isinstalled.AdemonstrationversionofP3willloadBtrieveontoyourmachineandenableP3filestobeimported.P3maynotbeloadedonmorerecentoperatingsystemssuchasWindows7maketheuseofthisfunctiondifficultwithoutanoldoperatingsystem.
• XLS.PrimaveraVersion5.0hasanewfunctionallowingtheimportandexportofdatainExcelformat.
ReadtheAdministratorsGuidecarefullybeforeimportingaprojectasthisisaverycomplexoperationandmayimportunwanteddataintoyourdatabase.Itisrecommendedthatyouestablishasacrificialdatabaseintowhichyouimportprojectssothatcorporatedatabasesarenotfilledupwithunwanteddata.
4.4SettingUpaNewProjectToreviewormodifysomeofthebasicProjectorEPSinformationenteredwhenaprojectwascreated,ensurethattheProjectDetailsformisdisplayedinthebottomofthescreen:
• HighlightaprojectorEPSNode,
• Theprojectmustbeopentoeditsomeprojectdata,
• Youmustalsohavetheappropriateaccessrightstoeditdata,
• SelectView,ShowonBottom,DetailsandclickontheGeneraltab:
• TheProjectLevelingPriorityisusedwhenlevelingaprojecttoreducepeaksinresourcerequirements.Valueof1isthehighestand100thelowest.
• CheckOutStatusenablestheusertodetermineiftheprojectischeckedinorcheckedout(NewtoVersion4.1).CheckedOutByandDateCheckedOutenablestheusertoestablishiftheprojectiscurrentlycheckedout.
4.5ProjectDatesAtthispoint,aprojectwouldnothavenormallystartedandyouwouldsettheprojectstartdatesometimeinthefutureusingthePlannedStartfieldintheProjectsWindow,Detailsform,Datestab.Toopenthisform:• Highlightyournewproject,
• SelectView,ShowonBottom,DetailsandclicktheDatestab:
• ScheduledDatesThePlannedStartisthedatebeforewhichnoactivitywillbescheduledtostart.
TheMustFinishBydateisanoptionaldate.WhenthisdateisentereditisusedtocalculatetheLateFinishofactivities,thusallTotalFloatwillbecalculatedtothisdate.ThistopiciscoveredintheAddingRelationshipschapter.TheFinishdateisacalculateddateandisthedateofthecompletionofthelastactivity.
TheDataDateisusedwhenupdatingaproject.ThistopiciscoveredintheTrackingProgresschapter.UnlikeMicrosoftProject,allincompleteworkisscheduledtotakeplaceafterthisdate.
TheActualStartdateisinheritedfromtheearlieststartedactivity.TheActualFinishdateisinheritedfromthelatestcompletedactivitywhenallactivitiesarecomplete.
• AnticipatedDatesTheAnticipatedStartandAnticipatedFinishdatesmaybeassignedbeforeaWBSstructureandActivitieshavebeencreated.ThestartandfinishdatescolumnsandbarsattheEPSleveladoptthesedateswhentherearenoactivities.AfterActivitieshavebeencreated,theymayremainasahistoricalrecordonlyandarenotdisplayedorinheritedanywhereelse.
AnticipatedDatesmayalsobeassignedtoWBSNodesintheWBSWindow.
4.6SavingAdditionalProjectandEPSInformation–NotebookTopicsOftenadditionalinformationaboutaProjectorEPSNodeisrequiredtobesavedwiththeprojectsuchaslocation,clientandtypeofproject.ThisdatamaybesavedintheProjectsWindow,Detailsform,Notebooktab.
ToaddaNotetoaProject:
• Click toopentheAssignNotebookTopicform.• SelectaTopicfromthelistbyclickingontheNotebookTopicyouwishto
selectandclickonthe icontoaddthetopictotheNotebook.
• Closetheformbyclickingonthe icon.
• YoumaynowaddnotestotheselectedProjectNotebookTopicbyclickingonthe Modifybutton,
• NotesmaybeaddedtoEPSNodes,ActivitiesandWBSNodesinthesamewayasProjects.
• Primaveraversion6.0introducedthesearchfacilitywhenassigningNotes.
TocreateanewNotebookTopic:
• SelectAdmin,AdminCategories…toopentheAdminCategoriesformandselecttheNotebookTopicstab.
• ThecheckboxesmaketheCategoriesavailabletoEPSNodesand/orProjects.
4.7Workshop2–CreatingYourProject
BackgroundYouareanemployeeofWilsonInternationalandareresponsibleforplanningtheBidpreparationrequiredtoensurethataresponsetoanRFQ(RequestForQuote)fromOzBuildPtyLtdissubmittedontime.Whileshort-listed,youhavebeenadvisedthattheRFQwillbeavailableon07December2015at8:00hrs(8:00am)andyouwillberequiredtosubmit3boundcopiesoftheproposalbefore27January2016at16:00hrs(4:00pm).
NOTE:WhenmultipleusersareworkinginasingleProfessionaldatabaseorusingtheOptionalClientthen:
• TheDatabaseAdministratororInstructorshouldcreateanEPSNodeforeachstudenttocreatetheirprojectsunder.
• EachstudentshouldalsobeassignedauniqueProjectIDtousewhencreatingtheirprojects.
Assignment1. CreateanewprojectwiththefollowinginformationbyselectingFile,New…
toopentheCreateaNewProjectwizard:• SelectanappropriateEPSNodeinyourdatabasetocreatetheprojector
yournominatednodewhenworkinginashareddatabase.
• ProjectID–OZB.
NOTE:ThisProjectIDmaynotbeacceptedifyouareworkinginashareddatabasewhenthereisanotherprojectwiththisProjectID.YoumayneedtouseanotherProjectIDinthissituation,suchasOZBplusyourinitials.
• ProjectName–BidforFacilityExtension
• PlannedStartDate–07December2015at08:00
NOTE:Ensurethatthe08:00(8:00AM)isaddedinthisstep.Forgettingtocheckand,ifrequired,settingthetimewhenassigningdatesmayleadtotheschedulenotcalculatingcorrectly.
• MustFinishBy–LeaveBlank
• ResponsibleManager–Acceptthedefault
• RateType–AcceptthedefaultwhichisusuallyPrice/UnitorStandardRate
• Click tocreatetheproject.
2. Theprojectshouldnowbeopen.Checkthetextinthetopleftsideofthescreen;theprojectnameshouldbedisplayed.
3. EnsureyouareintheProjectsWindow.4. Ensuretheprojectisselectedbyclickingonit.
5. AddthefollowingprojectinformationinProjectDetailsintheBottomPane:• SelectyourprojectintheProjectWindowbyclickingonit.• IntheGeneraltabsettheStatustoWhat-if,theprojectneedstobeopen
tochangetheStatus.• Datestab
SettheDataDateto07Dec1508:00
AnticipatedStart07Dec1508:00
AnticipatedFinish27Jan1616:00
YoushouldnowseeabarintheBarChartabovespanningthesedatesalthoughtherearenoactivitiesintheschedule.Ifnobarisdisplayeddouble-clickintheGanttChartarealevelwiththeproject.
• AddaNotebookTopicusingasuitabletopicsuchasConstraints,ProjectStatusorIssuesstating,“RFQwillnotbeavailablepriorto07December2015.”
6. Yourprojectshouldlooklikethis:
NOTE:ThedateformatwillbedisplayedaccordingtotheUserPreferencessettingsbyselectingEdit,UserPreferences…andselectingtheDatestab.
5DEFININGCALENDARSThefinishdate(andtime)ofanactivityiscalculatedfromthestartdate(andtime)plusthedurationofthecalendarassociatedwiththeactivity.Therefore,afive-daydurationactivitythatstartsatthestartoftheworkdayonaWednesday,andisassociatedwithafive-dayworkweekcalendar(withSaturdayandSundayasnonworkdays)willfinishattheendoftheworkdayonthefollowingTuesday.
Primaverahasthreecategoriesforcalendars:
• Global–ThesecalendarsareavailabletoallProjectsandResources.• Project–Thesecalendarsareonlyavailabletotheprojectstheyarecreated
in.Thesemayonlybecreatedforaprojectwhenthatprojectisopen.
• Resource–Therearenowtwotypesofresourcecalendars:Personal,newtoPrimaveraVersion8.1,andShared,whichisthesameastheearlierResourcecalendar.
APersonalcalendariscreatedforaspecificindividualresource.ASharedResourcecalendarmaybeassignedtooneormoreResources,whichinturnmaybeassignedtoanactivityinanyproject.
AResourcewillbescheduledaccordingtoaResourceCalendarwhentheActivityTypeissettoResourceDependent;otherwisetheactivityisscheduledaccordingtotheActivitycalendar.
WhenanactivityismadeResourceDependent,unlikeinsomeothersoftware,itstillacknowledgestheActivityCalendarforcalculatingthestartoftheresourcework.SomesoftwareignorestheActivityCalendarandONLYacknowledgestheresourcecalendarswhenanactivityismaderesource-driven.Youmaywishtoconsiderplacingresource-drivenactivitiesona24-hour,7-dayperweekcalendarincircumstanceswhenresourcecalendarshavestarttimesthatareearlierinthedaythantheactivitycalendarstarttimes.Thispreventsadelaytostartofresource-drivenactivitiesbyanActivityCalendar.
Youmaycreateanew,oreditanexisting,calendartoreflectyourprojectrequirements,suchasaddingholidaysoradditionalworkdaysoradjustingworktimes.Forexample,someactivitiesmayhavea5-dayperweekcalendarandsomemayhavea7-dayperweekcalendar.
Thischaptercoversthefollowingtopics:
Topic MenuCommand
• DatabaseDefaultCalendar
SelectEnterprise,Calendars…andselectthedatabaseDefaultCalendarfromtheDefaultcolumn.
• AssigningtheDefaultActivity/ProjectCalendar
Thiscalendarisassignedtonewactivities.FromtheProjectsWindow,clicktheDefaultstabintheDetailsform.
• Creating,copying,editingordeletingcalendars
Enterprise,Calendars…,selecttheGlobal,Project,orResourcebuttonthenclick (tocreateanewcalendarbycopyinganexistingcalendar)or ,or
• Renaminganexistingcalendar
Enterprise,Calendars…,selectGlobal,Project,orResource,clickthedescriptionandthenmodifyit.
5.1DatabaseDefaultCalendarTheDatabaseDefaultCalendarisselectedintheEnterprise,Calendars…formandisusedtodisplaytheNonworkingtimesinallviewsandallprojectsinadatabase.
Itisnotpossibleforuserstodisplaydifferentnonworkperiodsfor
differentprojectsorviews,asinmostotherschedulingsoftwarepackages,withoutaffectingallotherprojectsinadatabase.ThismaybecomeanissuewithprojectsthathavedifferentworkperiodsandmaybesolvedbycreatinganotherdatabasewithadifferentDatabaseDefaultCalendar.
5.2AccessingGlobalandProjectCalendarsCalendarsmaybeaccessedfromtheCalendarsformforcopying,editinganddeletingbyselectingEnterprise,Calendars….Thefollowingrulesdictatewhenyouareabletoaccessthecalendars:
• GlobalandResourceCalendarsmaybeaccessedwithorwithoutanyprojectsopen.
• AProjectCalendarmayonlybecopied,edited,anddeletedwhentheprojecthasbeenopened.
• Tolist,create,andeditmorethanoneexistingProjectCalendaratthesametimealltheprojectsinquestionmustbeopen.
5.3TheProjectDefaultCalendar5.3.1UnderstandingtheProjectDefaultCalendarAprojectisassignedaDefaultProjectCalendarwhichmaybeeitheraGlobalorProjectcalendar:• AllnewactivitiesareassignedtheprojectDefaultProjectCalendarwhenthey
arecreated.UnlikeinMicrosoftProject,changingtheDefaultProjectCalendarwillNOTaffectthecalendarassignedtoanytasks.
• TheDefaultProjectCalendarmaybeselectedforcalculatingleadsandlagsintheTools…,Schedule…,Optionsform.
5.3.2AssigningaDefaultProjectCalendarToassignorchangetheDefaultProjectCalendaraprojectmustbeopen:• OpentheProjectsWindowbyselectingEnterprise,Projectsandhighlight
theproject,
• ClickontheDefaultstabintheDetailsform;youwillseethecurrentDefaultProjectCalendarintheCalendarbox.
• Clickthe icontotherightoftheheadingCalendartoopentheSelectDefaultProjectCalendarform:
• SelecteithertheGlobalCalendarsorProjectCalendarsmenuitemfromthedropdownboxunderthe heading,
• SelectthecalendartobetheDefaultProjectCalendar,• Clickthe iconorDouble-Clickonthecalendartoassignthenewcalendar.
5.4CreatingaNewGlobalorProjectCalendarAprojectmustbeactivetocreateaProjectCalendar.YoucancreateanewProjectCalendarbycopyinganexistingGlobalCalendar.YouMAYNOTcopyanexistingProjectorPersonalResourcecalendartocreateaProjectCalendar.Tocreateanewcalendar:
• SelectEnterprise,Calendars…,
• SelecttheGlobal,orProjectbutton,dependingonthetypeofcalendarrequired,
• Thenclickonthe icontocreateanewcalendar,or
• SelectanexistingGlobalcalendartocopy.YoumaynotcopyanexistingProjectorPersonalResourcecalendar,
• Assignaname.Itisbesttokeeptheseshortastheyaretheneasilydisplayedinacolumn.
5.5ResourceCalendarsAResourceoraGlobalcalendarmaybeassignedtooneormoreresources.ThisisdifferentfromthephilosophyofMicrosoftProject,P3andSureTrak,whereeachresourcehasitsowncalendarbasedonaprojectcalendarandmanyresourcesarenotabletoshareonecalendar.
AResourcewillbescheduledaccordingtotheassignedResourceCalendarwhentheActivityTypeissettoResourceDependent;otherwise,theactivityisscheduledaccordingtotheActivityCalendar.
ResourceavailabilityisdisplayedinResourceUsageProfilesandisbasedontheResourceCalendarevenwhenitisassignedtoaTaskDependentactivity.
5.5.1CreatingaNewSharedResourceCalendarTocreateanewSharedResourcecalendar:
• SelectEnterprise,Calendars…,
• SelecttheResourcesbutton,• ClickonanexistingSharedResourceCalendar,
• Thenclickeitherthe icontocreateanewcalendar,or
• SelectanexistingGlobalorSharedcalendartocopy.YoumaynotcopyanexistingProjectorPersonalResourcecalendar,
• Assignaname.Itisbesttokeeptheseshortastheyaretheneasilydisplayedinacolumn.
APersonalCalendarmayalsobemadeintoaSharedCalendarby:
• OpeningtheCalendarform,Resourcebutton,
• SelectinganexistingPersonalCalendarandclickingonthe ToSharedicon.
5.5.2CreatingNewPersonalResourceCalendarsThesemaybecreatedfromtheCalendarsformby:• SelectingEnterprise,Calendars…,
• ClickingonPersonalResourceCalendars,
• Clickingon toopentheSelectResourceformtoselecttheresourcetobeassignedthecalendar,and
• Clickingon tomodifythecalendarinthenormalway.
ASharedCalendarmayalsobemadeintoaPersonalCalendarby:
• OpeningtheCalendarform,Resourcebutton,
• SelectinganexistingSharedCalendarandclickingonthe ToPersonalicon.
OrfromtheResourcesWindowby• OpeningtheResourcesWindow,Detailstab,• Selectingtheresource,
• Clickingonthe icontoopentheResourceCalendarformandeditthecalendarinthenormalway.
5.5.3PersonalandSharedCalendarsCalculationandDisplayThepicturebelowdisplaysthreeactivitieseach5dayslong:
• A1000isTaskDependentandacknowledgesthe5-dayperweekactivitycalendarandignoresallresourcecalendars,
• A1010andA1020bothacknowledgetheirrespectivePersonalorSharedResourceCalendarsforschedulingthework,but
• A1010andA1020bothignoreResourceCalendarsforBarNecking:
BarNeckingisbasedonActivityCalendarnotresourceworkingtimes.
WhenanactivityismadeResourceDependent,unlikeinsomeothersoftware,itstillacknowledgestheActivityCalendarforcalculatingthestartoftheresourcework.
5.6Move,Copy,RenameandDeleteaCalendar5.6.1MovingaProjectCalendartoGlobalAProjectCalendarmaybemovedtobecomeaGlobalCalendar:• Opentheprojectthatthecalendarcurrentlyresidesin,
• SelectEnterprise,Calendars…,
• SelecttheProjectbuttonandhighlightthecalendartobecopied,and
• Clickthe icon.
• ThecalendarwillnolongerbeaProjectcalendarsothisfunctionisnotacopyfunction.
5.6.2CopyaCalendarfromOneProjecttoAnotherTocopyacalendarfromoneprojecttoanother:
• MovetheProjectCalendartobeaGlobalCalendarasdetailedabove,and• CreateanewProjectCalendarinbothprojectsbycopyingthenewGlobal
Calendar.5.6.3RenamingaCalendarTorenameacalendar:
• SelectEnterprise,Calendars…,
• Double-clickthecalendardescriptiontoeditinthesamewayasrenamingadirectoryinExplorer.
5.6.4DeletingaCalendarTodeleteacalendar:
• SelectEnterprise,Calendars…,
• Selectthecalendarandclickthe icon.
5.7EditingCalendarWorkingDays
Priortoeditingacalendar,particularlyifitisaglobalcalendar,clicktheicontoopentheCalendarUsedByformtodeterminewhichotherProjectsandResourcesalsousethecalendar.
Toeditacalendar:
• SelectEnterprise,Calendars…,
• SelecttheGlobal,Project,orResourcebutton,
• Thenclick toopentheCalendarformandmodifyanexistingcalendar:
• Clickinthemonthnametochangethecalendarviewtomonthly.Thismakesitquickertonavigatearoundthecalendarandworksintheothercalendarview:
• TomakeNonworkDaysintoWorkDays,highlighttheday(s)youwanttoeditby:
Clickingonanindividualday,or
Ctrl-clickingtoselectmultipledays,or
Clickingonacolumnorcolumnsofdaysbyclickingthedayoftheweekbox,whichislocatedbelowthemonthandyear.Ctrl-clickwillallowmultiplecolumnstobeselected.
Thenclickthe icontomakethesedaysworkingandCHECKTHEHOURS.
WhenmakingaNonworkDayintoWorkDayensureyoucheckthattheworkinghoursarethesameastherestofthecalendarworkingdaysasthedefaultis08:00to16:00whichdoesnotsuiteverycalendar.
• TomakeWorkDaysintoNonworkDays,highlighttheday(s)youwanttoeditasdescribedintheparagraphaboveandthenclickthe icontomakethesedaysnonworkingdays.
• Toreturnindividualdaystothedefaultsetting,selectthedayandclickthe
icon.
5.8InheritHolidaysandExceptionsfromaGlobalCalendarWhencreatinganewProjectorResourcecalendar,aGlobalCalendarmaybeselectedfromthedropdownboxandthisfunctionwilllinkthecalendarholidaysfromtheselectedGlobalCalendarintothedisplayedcalendar.
TheGlobalandthenewProjectorResourcecalendarswillremainlinked(inthesamewayasaGlobalCalendarinSureTrakandP3)andachangetoaGlobalcalendarholidaywillbereflectedinacalendarwithInheritedHolidays.
Itissuggestedthatthisoptionneverbeusedsoeachcalendariscreatedasstandalonewithoutinheritingholidaysfromanothercalendar,andthereforewillnotchangeifanothercalendarhasholidayschanged.
5.9AdjustingCalendarWorkingHoursItisstronglyrecommendedthattheworkinghoursperdayareallthesameandhavethesamestartandfinishtime;otherwise,one-dayactivitiesmayspantwodaysandtwo-dayactivitiesmayspanthreedays,etc.
TheworkinghoursofastandardweekaretermedCalendarWeeklyHours.Theworkinghoursofselectedindividualdaysmaybeedited.
5.9.1EditingCalendarWeeklyHoursTherearetwomethodsofeditingthehoursofeveryweekdayofacalendar:
• FromtheCalendarform:SelectTotalworkhours/dayandthen
Click toopentheCalendarWeeklyHoursform.Seewarningbelow.
• OrfromtheCalendarform:
SelectDetailedworkhours/dayandthen
Click toopenthesecondCalendarWeeklyHoursform.
IndividualdaysoftheweekmaybeselectedusingCtrl-clickandthentheworkhoursformultipledayseditedsimultaneously.
• Adjustthehoursfortheselecteddaysinthisformandclick toacceptthechanges.
ItissuggestedthattheTotalworkhours/dayisnotusedasyouwillnotknowwhatstartandfinishtimethesoftwarehasselectedforyou.
5.9.2EditingSelectedDaysWorkingHoursToedittheworkinghoursofindividualdaysusingTotalworkhours/day:
• SelectthedaysyouwishtoeditbyShift-clicking,Ctrl-clickingindividualdays,orselectingoneormorecolumns,
• AdjustthehoursintheboxbelowthetitleWorkhours/day.• TheediteddayswillnowadoptthecoloroftheExceptiondays.• NonworkdaysmaybemadeintoWorkdaysbyselectingthedayandclicking
on .
Ensureyoucheckthattheworkinghoursarethesameastherestofthecalendars’workingdayswhenmakingaNonworkDayintoWorkDay.ThisisbecauseP6usesthedefaulthours(08:00to16:00)whichmaybedifferentfromthecalendaryouareediting.
5.9.3EditingDetailedWorkHours/DayToedittheDetailedworkhours/dayofindividualdays:
• SelectthedaystoeditbyShift-clicking,Ctrl-clickingindividualdays,orselectingoneormorecolumns,
• ClicktheDetailedworkhours/dayradiobutton,• Adjustthehourstothenearesthalfhourbydouble-clickingonthetablebelow
thetitleWorkhourstochangethemfromworkingtononworking.• TheediteddayswillnowadoptthecoloroftheExceptiondays.
Whenanycalendarischangedoredited,theenddateofallactivitiesassignedwiththecalendarwillberecalculatedbasedonthenewcalendar.Thismaymakeaconsiderabledifferencetoyourprojectscheduledates.
Whencalendarshavedifferentstartandendtimessomeactivitieswillspanonedaymorethanthedurationoftheactivitybecause,forexample,thelasthouroftheactivitywillrollintothenextday.
ItisrecommendedthattheTotalworkhours/dayformnotbeusedasthereisnocontroloverthestartandfinishtimeoftheday.Ithasbeentheauthor’sexperiencethatthesoftwarewillassignsomeunpredictablestarttimes,suchasonthehalfhour.UsersshouldusetheDetailedworkhours/dayform.
Whenusingthe function,thehoursperdayaresettothe
DatabaseCalendarhoursperdayandthisfunctiondoesnotusethehourssetintheWorkweekformofthecalendarbeingedited.Thereforenonworkdaysmadeintoworkingdayswiththisfunctionmayhavedifferentworkinghoursthanotherworkingdays.
5.10CalculationofActivityDurationsinDays,WeeksorMonthsP6recordsdurationsinhoursandthedisplayofdurationsindays,weeks,ormonthsofactivitiesisamathematicalcalculationthatmaybemadebyoneoftwomethods:
• IndividuallyforeachCalendar–RECOMMENDEDMETHOD,or• GloballyforAllCalendars–NOTRECOMMENDED(thiswastheonlymethod
usedbyP6Version6.2andearlier).
InP6Professional theoption for theGlobalcalculationof thedurations indays,weeks, andmonths for all calendars is set by the Administrator in theAdmin,AdminPreferences…,TimePeriodstab.
Un-checkingtheUseassignedcalendartospecifythenumberofworkhoursforeachtimeperiodcheckboxdisablesindividualcalendarsettingsandthereforetheactivitydurationsindaysweeks,monthsandyearscalculateincorrectlywhenthecalendarHoursperTimePerioddonotconformtothesettingsintheAdmin,AdminPreferences…,TimePeriodstab.Itisrecommendedthatthisneverleftunchecked.
IntheP6OptionalClienttheoptionfortheGlobalcalculationofthedurationsindays,weeks,andmonthsforallcalendarsisseteitherbytheAdministratorthroughtheWebInterfacebyselectingAdminister,ApplicationSettings,TimePeriodsandun-checkingtheUseassignedcalendartospecifythenumberofworkhoursforeachtimeperiodcheckbox:
IndividuallyforeachCalendar–RECOMMENDEDInthissituationtheUseassignedcalendartospecifythenumberofworkhoursforeachtimeperiodboxischeckedandeachcalendarhasitsownsetofparameterswhicharesetintheHoursperTimePeriodtabwhencreatingoreditingacalendar.Tosettheseparameters:
• SelectEnterprise,Calendars…,• Selectthecalendartobeedited,
• Clickonthe icontoopentheCalendarform,
• Clickonthe icontoopentheHoursperTimePeriodform:
• Thisformallowsthedefinitionofthenumberofhoursperdayforeachcalendar,whichinturnwillenabletheactivitydurationsindaystobecalculatedanddisplayedcorrectlyaslongasthenumberofhoursperdayisthesameforeachworkdayinthecalendar.
Thisisnotanautomatedsystemandyouwillneedtocalculateeachcellmanuallybasedonhowyourcalendarisdefined.
FortheHours/Dayparameterstoworkitisadvisablethateachworkingdayinacalendarhasthesamenumberofhoursperday.
ThereforeinthesituationwhereaprojectisworkingadifferentnumberofhoursperdayitisrecommendedthatyouuseanaveragehoursperdayandsetboththeWorkHoursperDayintheHoursperTimePeriodformforeveryworkdayandtheHours/DayintheHoursperTimePeriodformtotheoneaveragenumberofhoursperday.
Forexample;ifyouhaveaprojectthatworks10hoursperdayforMondaythroughThursday,8hoursonFridayand6hoursonSaturdaytheneachworkingdayshouldbesetto9hoursperday.
GloballyforAllCalendars–NOTRECOMMENDEDWiththisoptionallcalendarsusethesameparametersandthesearesetbythedatabaseadministrator,intheHoursperTimePeriodsformwhichinturnsets
thecalculationforallcalendarsinthedatabasetothesamevalues.
ThisisNOTrecommendedunlessallcalendarsinadatabasehaveexactlythesamenumberofhoursperday,daysperweek,andweeksperyearwhichisveryunusual.
Whenallthecalendarsdonothaveexactlythesamenumberofhoursperday,daysperweek,etc.thenthedurationsindays,weeks,ormonthswillnotcalculatecorrectlyforcalendarsthatdonotcomplywiththesettingintheAdminPreferences,TimePeriodsform.ItisstronglyrecommendedthatthisoptionisNEVERUNCHECKED.
5.11CalendarsforCalculatingProject,WBSandOtherSummaryDurationsInPrimaveraVersion7andlaterthesummarydurationsofbandsprojectsintheProjectsWindowarecalculatedbasedontheDatabaseDefaultCalendarfromthefirstactivityStarttothelastactivityFinishfromalltheprojectinthatband.
ThesummarydurationofWBSbandsandotherbandscreatedbyGroupingactivitiesbyUserDefinedFieldsorActivityCodesarecalculatedby:
• WhenalltheactivitiesinabandsharethesamecalendarthenthesummarydurationiscalculatedonthecalendaroftheactivitiesinthebandandthecalendarnameisdisplayedintheCalendarcolumn,and
• WhenthecalendarsfortheactivitiesaredifferentthesummarydurationiscalculatedontheProjectDefaultcalendarandthecalendarfieldisblank.
ThepicturebelowhastheProjectDefaultcalendarsetasthe8hr/d&5d/wandshowsthatwhenthecalendarsaredifferentthentheProjectDefaultcalendarisusedtocalculatethesummarydurationforWBSNodes,Projectsetc.:
5.12TipsforMixedCalendarSchedulesWhenaprojecthasmixedcalendars,sayan8-and10-hourperday,thenachangeofcalendarfromapredecessoronan8-hourperdaycalendartosuccessorona10-hourcalendar,thesuccessoractivitymayhaveonehourofworkonthesamedayasthepredecessorandspan2days.ThissituationleadstointerestingFloatcalculationsandconfusiontoschedulers.
PrimaveraP6doesnothavea“StartonaNewDay”functionfoundinotherproductssuchasAstaPowerproject,butwhichinitselfbringsonanewsetofcalculationissues.Techniquesthatmaybeconsideredtoensureone-dayactivitiesspanonedayandtwo-dayactivitiesspantwodays,etc.are:
• Applyanappropriatelagtotherelationship,or
• WhentheStartandFinishTimesarenotanimportantschedulingconsiderationthenassignallthecalendarsthesameStartandFinishtimebutadjustthedurationofthelunchbreaksothedayshavethedesirednumberofhours.Forexample,a10-hourdaycalendarcouldstartat07:00andfinishat17:00withoutanylunchbreakandan8-hourcalendarcouldstartat07:00andfinishat17:00andbeassigneda2-hourlunchbreak.
Thepicturebelowshowshow8-houradayand12-houradaycalendars in thesameprojectmaybesetup toensureallactivitiesstartand finishon thesameday:
5.13Workshop3–MaintainingtheCalendars
BackgroundThenormalworkingweekatOzBuildPtyLtdisMondaythroughFriday,8hoursperdayexcludingpublicholidays.TheinstallationstaffworksMondaythroughSaturday,8hoursperdayandthecompanyobservesthefollowingholidays:
2015 2016 2017 2018
NewYear’sDay 1January 1January 2January* 1January
Easter 3–6April 25–28March
14–17April
30March–2April
ChristmasDay 25December 27December*
25December 25December
BoxingDay 28December* 26December 26
December 26December
*Theseholidaysoccuronaweekendandthedateshavebeenmovedtothenextweekday.
NOTE:BoxingDayisaholidaythedayafterChristmascelebratedinmanycountries.
AssignmentAlthoughwecoulduseastandardcalendarwewillcreatetwonewcalendarsforthisproject.
1. EnsureyournewOzBuildBidprojectisopen.
2. SelectEnterprise,Calendars…toopentheCalendarsform.3. ClickontheProjectradiobutton.4. CreateanewProjectCalendartitled“OzBuild5d/w”byclickingonthe
buttonandcopyinganappropriatecalendar.
5. Clickonthe buttontoopentheCalendarsform.
6. SelecttheDetailedworkhours/dayradiobutton.
7. Clickonthe buttontoopentheCalendarWeeklyHoursform.8. Maketheworkhoursfrom08:00to16:00withoutalunchbreakfromMonday
toFridayandclosetheform.
9. Select<None>forInheritholidaysandexceptionsfromGlobalCalendar.
10. Clickonthe buttonandchecktheHoursperTimePeriodarethesameasinthediagrambelow,ifnottheneditthemandthenclosetheform:
11. Addtheholidaysabovein2015and2016only.
12. Checktherearenopre-existingholidaysinthecalendaryoucopiedthatneedtobemadeintoworkdays.
13. Createanewcalendartitled“OzBuild6d/w”forthe6-dayweekbycopying
thesameGlobalcalendar.
14. Maketheworkhoursfrom8:00to16:00fromMondaytoSaturdayandclosetheform.
15. Select<None>forInheritholidaysandexceptionsfromGlobalCalendar.
16. Clickonthe buttonandchecktheHoursperTimePeriodarethesameasinthediagrambelow,ifnottheneditthemandthenclosetheform:
17. Addtheholidaysabovein2015and2016only.
18. Checktherearenopre-existingholidaysinthecalendaryoucopiedthatneedtobemadeintoworkdays.
19. EnsurethatSaturday26DecemberandMonday28December2015remainaNon-Workday.
20. ShouldyouwishtomakethefirstdayoftheweekaMondaythenselectAdmin,AdminPreferences,GeneraltabandchangetheStartingDayofWeektoMonday.
6CREATINGAPRIMAVERAPROJECTWBSThischapteroutlineshowtocreateaWBSstructuretoenableactivitiestobeassignedtoaWBSNodesoaschedulemaybecreated.
TheProjectWBSfunctionisdesignedtorecordahierarchicalWBSthathasbeendevelopedonatraditionalbasisasoutlinedinmanyprojectmanagementdocuments.Awell-structuredWBSshould:
• Includealltheprojectdeliverables,and
• Besetattheappropriatelevelforsummarizingprojectactivitiesandreportingprojectprogress.
TheProjectWBSfunctionisusedtogroupandsummarizeactivitiesunderahierarchicalstructureinthesamewayastheWBSfunctioninP3andSureTrak,andtheCustomOutlineCodesinMicrosoftProject.ItisalsosimilartoOutlininginallversionsofMicrosoftProject;however,inPrimaveratheActivitiesareassignedtoahierarchicalWBSNodeandarenotdemotedunderaParenttaskaswithOutliningwithMicrosoftProject.TheWBSstructureisusedtoorganizeandsummarizeyourprojectactivities,includingcostsandresourcesduringtheplanning,scheduling,andupdatingofProjects.
Theprojectshouldbegranulated(brokendown)intomanageableareasbyusingaprojectbreakdownstructurebasedonattributesoftheprojectsuchasthePhasesorStages,SystemsandSubsystems,Processes,DisciplinesorTrades,andAreasorLocationsofwork.TheseheadingsarenormallythebasisoftheprojectbreakdownstructureandareusedtocreatethePrimaveraWBSstructure,andtheWBSshouldpresenttheprimaryviewofyourproject.
Definingtheprojectbreakdownstructuremaybeamajortaskforprojectmanagers.
PrimaveraalsohasanActivityCodefunctionsimilartotheActivityCodefunctioninPrimaveraP3andSureTraksoftware,CodesinAstaPowerprojectandtheCustomOutlineCodesinMicrosoftProject.Thisfeatureenablesthegroupingofactivitiesunderheadingsotherthanthe“WBSStructure.”UnlikeinPrimaveraP3andSureTraksoftware,ActivityCodesarenottheprimarymethodoforganizingactivitiesinPrimavera.TheyarecoveredintheActivityCodesandGroupingActivitieschapter.
Topic MenuCommand
• CreatingandDeletingaWBSNode
ThemenucommandsAdd,Delete,Copy,CutandPasteallworktocreate,delete,move,andcopyWBSNodes.
• WBSCategories
WBSCategoriesarecreatedinProfessionalP6usingtheAdmin,AdminCategories…,WBSCategoriestabandareassignedtoWBSNodesbyinsertingtheWBSCategoriescolumnintheWBSWindow.
AWBSNodeisatermusedbyPrimaverathatisoftencalledaWBSCodeandisasinglepointintheWBSstructurethatactivitiesareassignedto.APrimaveraWBSNodemayrecordmoreinformationthanP3,SureTrak,orMicrosoftProjectincludingthefollowingdata:
• AnticipatedDates,whichareusedtocreateabarintheWBSWindowwhentherearenoactivitiesundertheWBSNode,butdonotsummarizeintheProjectsWindow.
• Notes,whicharerecordedunderNotebookTopics,• Budget,SpendingPlanandBudgetChangeLog,• WBSMilestones,whichmaybeusedforassigningprogressatWBSNode,
• WP&Docsthatprovidelinkstodocuments,and• TherulesforcalculatingEarnedValueforeachWBSNode.
ThestartandfinishdatesofaWBSNodeareadoptedfromtheearlieststartdateandlatestfinishdateofthedetailedactivitiesunderthatWBSNodeandusetheWBSAnticipatedDatestocreateabarwhentherearenoactivitiesassignedtoaWBSNode.
ThedurationofaWBSNodeiscalculatedfromthestartandfinishdates,thedatabaseDefaultCalendarandtheUserOptions.
AWBSNodemaynothavecostsorresourcesassigneddirectlytothenode.AllcostsandquantitiesarecalculatedfromtheactivitiesassociatedwiththeWBSNode.
6.1OpeningandNavigatingtheWBSWindowToview,edit,orcreateaWBSstructure:• Theprojectmustbeopen.
• TheWBSWindowisdisplayedbyselectingProject,WBSorbyclickingontheWBSiconontheProjecttoolbar.
• ThefollowingpictureisoftheCityCenterOfficeBuildingAdditionprojectshowingtheWBSNodesontheleftsideofthescreenandtheWBSbarsontherightsideofthescreen.
• The iconsintheTopLayouttoolbarenabledifferentviewsoftheWBS.Clickoneachicontoseeitspurpose.
6.2CreatingandDeletingaWBSNodeTocreateanewWBSNode:
• SelectaWBSCodeorNameandright-clicktodisplaythemenu,or
• SelecttheEditmenucommand,or
• UsetheiconsfromtheEdittoolbar ,
• Usethe iconsontheMovetoolbartoputtheWBSNodesattherightlevelortoreorderthem.
ThecommandsAdd,Delete,Copy,CutandPasteallworktocreate,delete,move,andcopyWBSNodes.
• AddwilladdanewWBSNodeunderthelevelcurrentlyhighlighted.
• DeletewilldeletetheWBSNode.WhenaWBSNodehasbeenassignedactivitiesyouwillbegiventheoptiontoeitherdeletetheactivitiesorreassigntheactivitiesbyselectingtheMergeElement(s)optionintheMergeorDeleteWBSElement(s)form.
• CopycopiesaWBSNodeandtheassociatedactivities.
• CutpreparestomoveaWBSNodeandtheassociatedactivitiestoanother
location.
• PastepastesaCutorCopiedWBSNode.AfterselectingPaste,theCopyWBSOptionsform,CopyActivityOptionsform,andRenumberActivityIDsformmaybepresentedwhichenablestheselectionofthedatatobepastedwiththeWBSNode.Youwillalsobeaskedtorenumberactivities.
TheHighLevelResourcePlanningAssignmentsoptionwasaddedinPrimaveraVersion6.0webaccesssoftwareandnowcalledPrimaveraP6EnterpriseProjectPortfolioManagement(earlierversionswerecalledmyPrimavera)andisweb-based.
6.3WBSNodeSeparatorTheDefaultWBSNodeSeparatorisassignedintheAdmin,AdminPreferences…,Generaltab.EachindividualprojectWBSNodeseparatorisdefinedintheProjectsWindow,ProjectDetailsform,SettingstabandoverridesthedefaultsetintheAdminPreferencesform,Generaltab.
6.4WorkBreakdownStructureLowerPaneDetailsThelowerpanehasanumberoftabsthatmaybehiddenordisplayed.
• General–inthistabyoumayassign:TheWBSCodehastobeuniqueforeachproject.
WBSNameisthedescriptionfortheWBSNode.
TheResponsibleManagerisaninterestingfunctionasitenablesaccesstodatatobecontrolledattheWBSNodelevel.WhenaUserhasaccesstochangedatainoneWBSNodeonlythentheyareabletoseethewholeprojectbutmayonlychangedataintheonenode.
AnticipatedDates,aswiththeProjectAnticipatedDates,willdisplayabarwhentheWBSNodehasnoactivitiesbutdoesnotsummarizeintheProjectsWindow.TheStatus–therearefourWBSStatustypes:Planned,Active,Inactive,andWhat-if.ThestatusofaWBSNodecontrolsviewingandaccesstotheNodesandActivitiesassignedtothenodesbyPrimaveraTimesheetusers.Thesemaybeusedinfilteringandreporting.
• NotebookisusedinthesamewayastheactivityNotebookandisusedtorecordnotesabouttheWBSNode.
• BudgetSummary,BudgetLog,andSpendingPlanareusedtogetherasatop-downmethodofassigningbudgetsandareindependentofthecostsassignedattheactivitylevel.
• WBSMilestonesarecreatedattheWBSNodelevelandprovideasummarymethodofassigningaPerformancePercentCompletetoactivitiesassignedtothatnode.ForthisfunctiontooperatetheremustbeatleastoneactivityassignedtoaWBSNode.
• EarnedValueiswheretherulesforcalculatingtheEstimatetoComplete(ETC)andotherEarnedValueparametersareset.
• WPs&DocsenablestheassignmentofdocumentstoaWBSNodeandoperatesinthesamewayastheactivitiesWPs&Docstab.
• DisplayingPlanningResourcesthatmaybeassignedtoWBSNodesusingPrimaveraWeb(earlierversionswerecalledmyPrimavera),thewebinterface.
6.5WBSCategoriesWBSNodesmaybeassignedcategories,whichenableWBSNodeswithinanEPStobegroupedandsortedindifferentways.WBSCategoriesaretoWBSNodesasActivityCodesaretoActivities.InearlierP6versionsthesewerereferredtoasProjectPhases.• WBSCategoriesarecreatedusing:
IntheProfessionalversionintheAdmin,AdminCategories…,WBSCategoriestab,andIntheOptionalClientAdminister,EnterpriseData,ProjectsBSCategories.
• WBSCategoriesareassignedtoandremovedfromWBSNodesbyinsertingtheWBSCategoriescolumnintotheWBSWindow.
OneuseofaWBSCategorycouldbe,forexample,totagtheWBSNodeswiththephasessuchasDesign,ProcureandInstallandthentheActivitiesmaybegroupedbyWBSCategoryandthenWBSorsomeotherActivityCode.
ThistopiciscoveredinmoredetailsintheGrouping,SortandLayoutschapter.
WBSCategoriesmayalsobeusedintheTrackingWindow.
6.6DisplayingtheWBSintheActivityWindowOnmovingbacktotheActivitywindowtheWBSmaybedisplayedifanapplicableLayoutisselectedortheViewisGroupedbyWBS.
IftheWBSinnotdisplayedthenselectView,GroupandSortby,clickonthebuttonorundertheGroupByboxselectWBSasintheformbelow:
InP6Versions8.1,8.2and8.3thattheauthorusedtowritethisbook,hefoundthatafterclosingtheGroupandSortformthattheWBSbandswerenotdisplayedcorrectlyandtheusershouldpresstheF5keytorefreshthescreenallowingthebandstobecorrectlydisplayed
6.7WhyaPrimaveraWBSisImportantPeopleconvertingfromP3andSureTrakwillbeusedtousingActivityCodesandActivityIDCodes.PrimaveradoesnothaveActivityIDcodes.
YoumaybetemptedtoignoretheWBSanduseActivityCodesinstead.ThisparagraphwillexplainthemainpurposesoftheWBSfunction:
• UserAccessmaybeassignedatthislevel,sotwoschedulersmayopenthesameprojectandonemayonlychangeactivitiesinWBSNodesthathavebeenassignedtothatuser.
• EarnedValuecalculationsandProjectPerformancemaybemeasuredatthislevel.
• ProgressattheWBSlevelmaybemeasuredwiththeuseofWBSMilestones.• WBSActivitiesareveryusefulassummaryactivities.
• AnticipatedDatesmaybeassignedattheWBSleveltoprovideabarwhennoactivitieshavebeenaddedtoaWBSNode.
• TheTrackingWindowoperatesdowntoWBSNodelevel.
• ThereareanumberofstandardReportsthatfunctionatWBSNodelevel.
6.8Workshop4–CreatingtheWorkBreakdownStructure
BackgroundAreviewofthescopeidentifiesthreedeliverables:
• TechnicalSpecification
• DeliveryPlan
• BidDocument
Assignment
1. WithyourOzBuildprojectopenclickonthe buttontoopentheWBSWindow.
2. ClickintheWBSfieldheaderuntilthesortindicatorisdisplayedasthreehorizontalbars,asdisplayedinthepicturebelow.TheWBSwillnowbedisplayedhierarchicallynow:
3. SelecttheProjectWBSNodepresstheInskeyorright-clickandselectAddtoaddtheWBSNode.ThencontinuetoaddthreeWBSNodesforthethreePhasesabove.
4. IftheWBSNodesarenotindentedclicktheWBSCodeheadingasdescribedinparagraph2,untiltheyareindented.
5. UsethearrowsontheMovetoolbartoputtheminthecorrectorderandindent.
6. Youranswershouldbedisplayedlikethefollowingpicture:
7. MovetotheActivitiesWindowbyclickingontheicononthe ProjecttoolbarorclickingontheActivitiestab.Yourscreenmaylooklikethis:
NOTE:UsersmayhavetopresstheF5keytorefreshtheirdataiftheWBSisdisplayedincorrectly.
8. Ifyourviewlooksdifferent,selectView,Layout,OpenLayout…,selecttheClassicWBSLayoutandclickthe button.
9. DependingontheLayoutthatyoursoftwarehasloadedyourdatamaybedisplayedindifferentcolumns,colors,andbarformatting.LayoutsarecoveredintheGroup,SortandLayoutschapter.ShouldyourlayoutnotenableyoutoreviewyourdataentrytryselectingadifferentlayoutusingthecommandView,Layouts,OpenLayout…andselectinganotherlayoutfromthelistsuchastheClassicorDefaultWBSLayout.
10. IfitisstillnotdisplayedcorrectlyselectView,GroupandSortby,clickonthe buttonandthenundertheGroupByboxselectWBSasintheformbelow:
7ADDINGACTIVITIESANDORGANIZINGUNDERTHEWBSActivitiesshouldbewell-defined,measurablepiecesofworkwithameasurableoutcome.Activitydescriptionscontainingonlynounssuchas“BidDocument”haveconfusingmeanings.Doesthismeanread,write,review,submitorallofthese?Adequateactivitydescriptionsalwayshaveaverb-nounstructuretothem.Amoreappropriateactivitydescriptionwouldbe“WriteBidDocument”or“ReviewandSubmitBidDocument.”Thelimitforactivitynamesis120characters,buttrytokeepactivitydescriptionsmeaningfulyetshortandconcisesotheyareeasiertoprint.
WhenactivitiesarecreatedtheyarenormallyaddedunderaWBSNodebutmaybeorganizedunderothercodingstructuressuchasActivityCodesorUserDefinedFields.
Thischapterwillcoverthefollowingtopics:
Topic MenuCommand
• SettingAuto-numberingDefaultsandotherdefaultsfornewActivities
SelecttheDefaultstabfromtheBottompaneintheProjectWindow.
• AddingNewActivitiesSelectalineinthescheduleandstriketheIns(InsertKey)orright-clickandselecttheAddmenuitem.
• ActivityDetailsform MaybedisplayedinthebottompanebyselectingView,ShowonBottom,Details.
• CopyingactivitiesinPrimavera
Selecttheactivitiesandcopyandpastetotherequiredlocation.
• %CompleteType Usethe%CompleteTypedropdownboxintheGeneraltaboftheActivityDetailsform.
• Milestones UsetheActivityTypedropdownboxintheGeneraltaboftheActivityDetailsform.
• CreateanactivityinanexistingWBSband,
• AssigningWBSNodestoactivities
• Dragoneormoreactivitiesintothedesiredband,
• DisplaytheWBScolumnandclicktheWBScelltodisplaytheSelectWBSform,or
• OpentheGeneraltabinthelowerwindow.
7.1NewActivityDefaultsAftercreatinganewprojectandbeforeaddingactivitiesitisimportanttosetthedefaultssuchastheActivityIDNumbersandCalendars.Bysettingthemcorrectlybeforeaddingactivitiesyouwillsaveasignificantamountoftimebecauseyouwillnothavetochangeanumberofattributesagainstallactivitiesatalaterdate.ThesedefaultsaresetintheDefaultstaboftheProjectDetailsform:
7.1.1DurationTypeNoneoftheDurationTypeoptionsaffectshowtheschedulecalculatesuntiloneormoreresourcesisassignedtoanActivity.Thefollowingoptionsareavailable:
• FixedUnits• FixedDuration&Units/Time• FixedUnits/Time• FixedDuration&UnitsIfyoudonotplantoaddresourcestoActivities,thenyoudonotneedtoassignaDurationTypeanditmaybeleftasthedefault.ThistopicwillbecoveredindetailintheAssigningRolesandResourcesExpenseschapter.7.1.2PercentCompleteTypeThePercentCompletetypeshouldbeunderstoodifitisintendedtobeusedtoupdate(statusorprogress)theschedule.ThisoptionmaybesetforeachactivityindividuallyinPrimaveraandthedefaultfornewactivitiesissetinthePercentCompleteTypedropdownbox.PrimaverahasmanyActivityPercentComplete
fieldsthatmaybedisplayedincolumnsandwewilldiscussfourofthemnow:
Activity%Complete,whichmaybelinkedtoonlyoneofthethreefollowing%Completefieldsandisalwayslinkedtothe%CompletedisplayedontheGanttChartbars:
• Physical%Complete,whichisindependentofactivityresourcesanddurations,
• Duration%Complete,whichislinkedtoactivitydurations,and• Units%Complete,whichislinkedtoresourceunits.Therearethreepercentcompleteoptions;eachnewactivityisassignedtheprojectdefaultPercentCompleteTypeandthenthismaybeeditedforeachactivityasrequired.
Therefore,forexample,whentheoptionofPhysical%CompleteisselectedforanactivitythentheActivity%CompleteandthePhysical%CompletearelinkedandachangetoonewillchangetheotherandthisvaluewouldbedisplayedontheGanttChart.
DefaultPercentCompleteTypeTheDefaultPercentCompleteTypeforeachnewactivityineachprojectisassignedintheDefaultstaboftheDetailsformintheProjectWindow:
• AnewactivityPercentCompleteTypeissettotheDefaultPercentCompletewhencreatedandmaybechangedatanytime.
PercentCompleteTypes• Physical%Complete–Thisfieldenablestheusertoenterthepercent
completeofanactivityandthisvalueisindependentoftheactivitydurations.ThisissimilartothewayP3andSureTrakcalculatesthe%CompletewhentheLinkRemainingDurationandPercentCompleteoptionisNOTselected.
• Duration%Complete–ThisfieldiscalculatedfromtheproportionoftheOriginalDurationandtheRemainingDurationandtheyarelinked.Achangetoonevaluewillchangetheother.WhentheRemainingDurationissettogreaterthantheOriginalDurationthispercentcompleteisalwayszero.ThisissimilartothewayP3andSureTrakcalculatethe%CompletewhentheLinkRemainingDurationandPercentCompleteoptionisselected
• Units%Complete–Thisiswherethepercentcompleteiscalculatedfromtheresources’ActualandRemainingUnitsofLaborandNonLaborresourcesonly.AchangetoonevaluewillchangetheotherandwhenmorethanoneresourceisassignedthenalltheActualUnitsforallresourceswillbechangedproportionally.ThiswillbecoveredfurtherintheUpdatingResourceschapter.ThisissimilartotheMicrosoftProject%WorkComplete.
Activity%CompleteTheActivity%Completefieldislinkedtothe%CompleteTypefieldassignedtoanactivityintheGeneraltaboftheDetailsformintheActivitiesWindoworthe%CompleteTypecolumn:
TheActivity%Completeisalsolinkedthe%CompleteBarandthisvalueisrepresentedonthe%CompleteBar.
7.1.3ActivityTypesandMilestonesAnActivitymaybeassignedoneofthefollowingdefaultActivityTypesusingthedropdownboxintheProjectDefaultstab:
• FinishMilestone• LevelofEffort• ResourceDependent• StartMilestone• TaskDependent• WBSSummary
ActivityType Description
• TaskDependent
TheseActivityTypeshaveadurationandwillonlycalculatethedurationusingtheassignedcalendarevenwhenoneormoreresourcesareassignedtoanactivity.
• ResourceDependent
TheseActivityTypeshaveadurationandwillcalculatethedurationonlyusingthecalendarassignedtotheactivitywhenNOresourcesareassignedtotheactivity.
TheseactivitiesacknowledgeResourceCalendarswhenresourcesareassigned.
ThisissimilartoanIndependentActivityTypeinP3andSureTrak.
TheyacknowledgetheActivitycalendartocalculatetheEarlyStartdate.
• LevelofEffort–LOE
ThisActivitytypeissimilartoP3andSureTrakHammockactivities.Itspansfromthestartorfinishofoneormorepredecessoractivitiestothestartorfinishofoneormoresuccessoractivitieswhicharelinkedbyrelationships.
• StartMilestone
AStartMilestonehasastartdateandnofinishdateandisscheduledatthestartofatimeperiodandmaynotbeassignedResources.
• FinishMilestone
AFinishMilestonehasafinishdate,nostartdateandisscheduledattheendofatimeperiodandmaynotbeassignedResources.
ChangingamilestonefromStarttoFinishwouldnotaffectaschedulewhenalltheactivitiesareononecalendarbutwouldmovethemilestonefromthestartofadaytothefinishofthepreviousday.
• WBSSummary
ThisActivitytypecalculatesinthesamewayasP3andSureTrakWBSactivitiesandtheyspanallactivitieswiththesameWBScode,butwithoutrelationshipsthatareusedwithLOEs.
AMilestonehaszerodurationandisusedtomarkthestartorfinishofamajorevent.PrimaveradifferentiatesbetweenStartandFinishMilestonesinthesamewayasP3andSureTrak,whereaStartMilestonehasastartdateandnofinishdateandaFinishMilestonehasafinishdateandnostartdate.ThisisunlikeMicrosoftProject,whichonlyhasonetypeofMilestone.LaterversionsofMicrosoftProjectallowmilestoneswithdurations.
7.1.4CostAccountThisselectsthedefaultCostAccountforallnewResourcesandExpensesandisblankbydefault.CostAccountsarecoveredindetailintheOtherMethodsofOrganizingActivitieschapter.7.1.5CalendarThistopicwascoveredindetailintheCalendarschapter.Thisdropdownboxisusedtoselectthedefaultcalendarforanactivity.ADefaultProjectCalendarisassignedtoeachprojectfromtheGlobalorProjectcalendarlist.AllnewactivitiesareassignedtheprojectDefaultProjectCalendarwhentheyarecreated;however,individualcalendarsmaybeassignedforeachactivity.
7.1.6Auto-numberingDefaultsTheAuto-numberingDefaultsdecideshownewactivitiesarenumbered.Thefirstactivityaddedtoanewprojectwillbebasedonthedefaultssetinthisform.
• TheIncrementActivityIDbasedonselectedactivitycheckboxcontrolswhichoftheAuto-numberingDefaultsrulesareacknowledgedafterthefirst
activityisadded:
Whenchecked,newactivitieswillinheritthenumberofthehighlightedactivityplustheIncrementnumber,andWhenunchecked,newactivitieswillusetheActivityIDPrefix,plustheActivityIDSuffixplustheIncrementfromthelastactivity.
TherearenoActivityIDCodesallowinglogictobeautomaticallyembeddedintotheActivityIDs,whichareapowerfulfeaturesofbothP3andSureTrak.
7.2AddingNewActivitiesItisoftenquickertocreateascheduleinaspreadsheetandimportthedataintotheschedulingsoftware.PrimaveraoffersaspreadsheetimportfunctionfoundunderFile,Import…whichisveryuserfriendly.ThisiscoveredindetailinUtilitieschapter.
SomedataassociatedwithanimportedactivitymustexistbeforetheactivityisimportedfromExcelotherwiseitwillnotbeimported.ThisincludesitemssuchasRoles,Resources,andActivityCodes.ThesedataitemsmaybeimportedusingthePrimaveraSDK(whichisloadedfromtheinstallationCDandinstructionsareavailableontheAdministrationGuide)andanExcelspreadsheetavailablefromtheOraclesPrimaveraKnowledgebase.
ToaddanActivitytoaproject intheActivitiesWindowyoumust firstopentheproject,selecttheappropriateWBSNodeandthen:
• SelectEdit,Add,or• PresstheInsertkeyonthekeyboard,or
• Clickonthe AddiconontheEdittoolbar.
7.3DefaultActivityDurationThedefaultactivitydurationfornewlycreatedactivitiesisspecifiedintheAdmin,AdminPreferences…,GeneraltabActivityDurationcell.
7.4CopyingActivitiesfromotherProgramsActivitydatamayNOTbecopiedfromorupdatedfromotherprograms(suchasExcel)bycuttingandpasting.
7.5CopyingActivitiesinP6ActivitiesmaybecopiedfromanotherprojectwhenbothprojectsareopenatthesametimeorcopiedfromwithinthesameprojectusingthenormalWindowscommandsCopyandPaste,byusingthemenucommandsEdit,CopyandEdit,Paste,orbyusingCtrl+CandCtrl+V.Oneormoreactivitiesmaybeselectedtobecopiedby:
• Ctrl-clicking,or• Holdingtheshiftkeyandclickingonthefirstandlastactivityinarange,or• Draggingarangewiththemouse.Withthisoperationbesuretoselectthe
wholeactivityoractivities,notjustacell.
TheCopyActivityOptionsformwillbedisplayed.Theseoptionsareself-explanatory:
P6Version7introducedanewfunctionthatallowstherenumberingofpastedactivities.TheRenumberActivityIDsformisdisplayednext:
ShouldyouattempttorenumbertoActivityIDsthatalreadyexistthenafurtherformispresentedtoallowmanualrenumberingbyenteringthenewActivityIdintheNewActivityIDcolumn:
7.6RenumberingActivityIDsThereisanewfunctioninP6Version7allowingtherenumberingofactivities.Tousethisfunction:
• Selecttheactivitiesthataretoberenumbered,
• SelectfromthemenuEdit,RenumberActivityIDsorright-clickinthecolumnsareaandselectRenumberActivityIDs,
• ThisopenstheRenumberActivityIDsform,displayedabove,allowingrenumberingoftheactivityIDs.
7.7ElapsedDurationsAnactivitymayNOTbeassignedanElapseddurationasinMicrosoftProject.Theactivityshouldbescheduledona24-hourperdayand7-dayperweekcalendar.
7.8FindingtheBarsintheGanttChartAttimesyouwillfindtherearenobarsdisplayedintheGanttChartbecausetheTimescalehasscrolledtoofarintothepastorfuture.Double-clickintheGanttChartinlinewithanactivityandtheTimescalewillscrolltodisplaytheactivitybar.
7.9ActivityInformation–BottomLayout
TheBottomLayouthasanumberoftabswhereinformationaboutthehighlightedactivitymaybeviewedandedited.(Thesearenotinanyspecificorderasthetabsmaybereorderedonthescreen.)
• General
Thisformdisplaysthe:
• ActivityIDandActivityDescription.• ProjectandResponsibleManager,thesemaynotbe
editedhere.
ItalsodisplaysactivityattributesincludingsomewhichweresetasdefaultsintheProjectWindow:• ActivityType,DurationType,%CompleteType,
ActivityCalendar,WBS,andPrimaryResource.
• Status
Thisiswherethefollowingdataisdisplayed/edited:
• TheDurations,• TheStatus,whereActualDatesand%Completemay
beentered,
• WhereConstraintsareentered,and• ByselectingfromthedropdownboxtheLaborand
NonlaborUnitsorCostsandMaterialCostsmaybedisplayed.
NOTE:ItispossibletoassignresourceUnitsintheStatustabwithoutaresourcebeingassignedtotheactivityandtheratewillbetakenfromtheProjectPropertiesCalculationstab.
• SummaryThisformdisplayssummaryinformationabouttheactivity.Ithasthreebuttonsthatselectwhichdatawillbedisplayed:
• UnitsorCostsorDates.
• Resources ResourcesandRolesmaybeassignedtoactivitiesandassignmentinformationdisplayed.
• Expenses
Expensesmaybeaddedandeditedhere.Theseareintendedforone-offcoststhatdonotrequirearesourcetobecreated.
NOTE:Theseareoftenusedformaterialcostson
constructionandmaintenanceprojectstopreventclogginguptheResourceWindow.
• Notebook NotesaboutactivitiesmaybemadeherebyaddingaNotebookTopicandthenaddingnotesaboutthetopic.
• StepsThisfunctionenablesanactivitytobebrokendownintoincrementstitledStepsthatmaybemarkedascompleteasworkontheActivityprogresses.
• Feedback Thisiswherecommentsmadeinthetimesheetmodulemaybeviewed.
• WPs&DocsThisiswherefilesthathavebeenlistedintheWorkProductsandDocumentsWindowmaybeassociatedwithactivitiesandthenopenedfromthisform.
• Codes
ProjectCodesmaybecreatedandactivitiesassociatedwiththesecodeswiththisform.ThesecodesaresimilartoP3andSureTrakActivityCodesandactivitiesmaybeorganizedinasimilarway.
• Relationships,Predecessors&Successors
Thisiswheretheactivity’spredecessorsandsuccessorsareadded,edited,anddeleted.ThisiscoveredintheAddingtheRelationshipchapter.
7.10AssigningCalendarstoActivitiesActivitiesoftenrequireadifferentcalendarfromthedefaultProjectCalendarthatisassignedintheProjectInformationform.Primaveraenableseachactivitytobeassignedauniquecalendar.AnActivityCalendarmaybeassignedbytheGeneraltaboftheBottomLayoutorbydisplayingtheCalendarcolumn.7.10.1AssigningaCalendarUsingGeneralTaboftheBottomLayoutForm• Selectoneactivitythatyouwanttoassigntoadifferentcalendar.Multiple
activityselectionmaynotbeused.OpentheGeneraltaboftheBottomLayout,
• Clickonthe iconintheActivityCalendarboxtoopentheSelectActivityCalendarform,
• SelecteitherGlobalorProjectfromthedropdownlistinthetopleftmenu,and
• SelectanActivitycalendarbyclickingthe icon.
7.10.2AssigningaCalendarUsingaColumnYoumayalsodisplaytheCalendarcolumnandedittheactivitycalendarfromthiscolumn.TheprocessofdisplayingacolumniscoveredintheFormattingtheDisplaychapter.Edit,FillDownmaybeusedtoassignanewcalendartomultipleselectedactivities.
7.11AssigningActivitiestoaWBSNodeActivitiesareassignedtoaWBSNodefromtheActivitiesWindow.Theymaybeassignedusingthefollowingmethods:
• AnewactivitywillinherittheWBSNodethatishighlightedwhenanactivityiscreated.
• AnewactivitywillinherittheWBSNodeofaselectedexistingactivitywhentheprojectisorganizedbyWBSNodesandanactivityiscreated.
• SelecttheactivityandclicktheWBSboxintheGeneraltabinthelowerwindow.ThiswillopentheSelectWBSformwhereyoumayassigntheWBSNode.
• The andthe areusedtoexpandorrolluptheWBSstructure.Clickontheicontoassignthenode.
• Selectoneormoreactivitiesandmovethemousetotheleftoftheactivitydescriptionandthemousewillchangeintotheshapedisplayedinthefollowingpicture.YoumaythendragtheactivitiestoanotherWBSNode.
• InserttheWBScolumnbyclickingonthe iconandselectingWBSfromtheColumnsformunderGeneral.ClickingintheWBScolumnofanactivitywillopentheSelectWBSform.
7.12ReorderingorSortingActivitiesThesortorderofactivitieswithinabandissetbyanorderfromoneormorecolumnsandyoumaynotdragactivitiesupordownthescheduleinthesamewayasotherproducts.
Therearetwoprincipalmethodsoforderingactivitiesaftertheyhavebeenadded:
• UsingtheSortfunction.ToopentheSortform:
SelectView,GroupandSortby,Customize…andclicktheicon,or
Clickonthe iconandclickthe icontoopentheSortform.
ItisunfortunatethatwithPrimavera,assoonasyouusetheoptionbelowtosortactivitiesthenwithoutanywarningthesortingfieldsenteredintotheSortformaboveareoverwrittenbythecolumnthathasbeenusedtosorttheactivities.
• Highlightingacolumntitleandclickingwiththemouse.Theactivitieswithinabandwillbereorderedwithinthatbandintheorderindicatedwithanarrowintherightsideofthecolumnheader.TheorderwillbeeitherAscendingorDescending:
ThisfunctionchangesallthesettingsmadeintheSortformonapermanentbasis.
TheActivitiesIDsarenotrenumberedwhentheyhavebeenreorderedastheyarewithMicrosoftProject.
7.13UndoPrimaveraVersion5.0introducedamultipleUndofunctionthatoperatesonResources,ResourceAssignments,andActivitiesWindows,butnoRedofunction.
TherearemanyfunctionsthatwillerasetheUndomemorysuchasscheduling,summarizing,importing,openingaproject,openingCodeforms,openingUserandAdminPreferencesandclosingtheapplication.
7.14SummarizingActivitiesUsingWBSTheWBSbandsmaybesummarizedinthesamewayasinotherprojectplanningandschedulingsoftware.ThefollowingpictureshowstheactivitiesdisplayedundertheWBSNodes:
ThefollowingpictureshowstheactivitiessummarizedundertheWBSNodes:
WBSNodesmaybesummarizedorexpandedby:
• Double-clickinganyWBSbanddescription.Thebandwilleitherrollupwhenexpandedorexpandwhenrolledup.
• SelectingView,ExpandAllorView,CollapseAllfromthemenu.• Right-clickingandselectingExpandAllorCollapseAllfromthemenu.
• Clickingonthe orthe totheleftoftheWBSNodedescriptiontoexpandorcollapsetheWBSNode.
WBSNodesmaybereorderedbyclickingthearrowiconsintheCommandtoolbartotherightsideoftheWBSWindow.
7.15SpellCheckTospellcheckaproject,opentheSpellCheckform:• SelectEdit,SpellCheck,or• HittheF7key.Thisformissimpletouseanddoesnotusetheoperatingsystemdictionary.
7.16Workshop5–AddingActivities
BackgroundWeneedtosetupthedefaultsandaddtheactivitiestotheschedule.
Assignment1. GototheProjectsWindow,highlighttheOzBuildprojectandselectthe
DefaultstabintheActivityDetailspane.Ifrequired,adjustallthefollowingparameters.
2. OpentheActivitiesWindowandaddthefollowingactivitiesundertheappropriateWBS.
NOTE:IftheNewActivitywizardappearsselectthe“donotshowthiswizardagain.”
3. ClickontheActivityIDcolumnheaderiftheactivitiesbecomeoutoforder.
ActivityID ActivityName Orig
Dur Calendar ActivityType
TechnicalSpecification
OZ1000 ApprovaltoBid 0d OzBuild5d/w
StartMilestone
OZ1010 DetermineInstallationRequirements 4d OzBuild
5d/wTaskDependent
OZ1020 CreateTechnicalSpecification 5d OzBuild5d/w
TaskDependent
OZ1030 IdentifySupplierComponents 2d OzBuild5d/w
TaskDependent
OZ1040 ValidateTechnicalSpecification 2d OzBuild
5d/wTaskDependent
DeliveryPlan
OZ1050 DocumentDeliveryMethodology 4d OzBuild
5d/wTaskDependent
OZ1060 ObtainQuotesfromSuppliers 8d OzBuild5d/w
TaskDependent
OZ1070 CalculatetheBidEstimate 3d OzBuild6d/w
TaskDependent
OZ1080 CreatetheProjectSchedule 3d OzBuild6d/w
TaskDependent
OZ1090 ReviewtheDeliveryPlan 1d OzBuild5d/w
TaskDependent
BidDocument
OZ1100 CreateDraftofBidDocument 6d OzBuild5d/w
TaskDependent
OZ1110 ReviewBidDocument 4d OzBuild5d/w
TaskDependent
OZ1120 FinaliseandSubmitBidDocument 2d OzBuild
5d/wTaskDependent
OZ1130 BidDocumentSubmitted 0d OzBuild5d/w
FinishMilestone
4. AssigntheActivityCalendara6-dayperweekcalendartoActivityIDsOZ1070andOZ1080intheGeneraltaboftheActivityDetailsform.
5. RescheduletheprojectbypressingF9andcheckthattheDataDateissetat7December2015at08:00.
6. Youranswershouldlooklikethefollowingpicture,butyoumayhavedifferentcolumnsdisplayedandtheremaybedifferenttextonthebars.
7. EnsurethesortorderisbyActivityIDbyclickingontheActivityIDHeading:
NOTE:1. ThepictureabovewascreatedusingtheClassicWBSLayoutthatwas
loadedwiththesampleOracleP6Database.
2. Dependingonthelayoutthatyoursoftwarehasloadedyourdatamaybedisplayedwithdifferentcolumnsandbarformatting.ShouldyourlayoutnotenableyoutoreviewyourdataentrytryselectingadifferentlayoutusingthecommandView,Layouts,OpenLayout…andselectanotherlayoutfromthelistsuchastheClassicorDefaultWBSLayoutwhichmaybesimilartothepictureabove.IfthisdoesnotsolveyourproblemthenrefertotheLayoutsandFormattingsectionsofthisbook.
3. Ifyourtimescaleweekstartdateisdifferenttotheoneabove,forexamplethefirstdayinthetimescaleis1Decwhereasthefirstdayaboveis2Dec,thenyoumaychangethisforallprojectsinthedatabaseifyouhavetheaccessrights:
• FromtheProfessionalClientselectAdmin,AdminPreferencesform,Generaltab,StartingDayofWeeksectionandselectMonday:
• FromtheWebfortheOptionalClientlogintothewebandselect
8FORMATTINGTHEDISPLAYThischaptershowsyouhowtosetuptheon-screenpresentationsothattheschedulewillbeeasiertoreadandmoreconsistent.Thischaptercoversthefollowingdisplayandcustomizingtopics:
Topic MenuCommand
• FormattingColumns
OpentheColumnform:• SelectView,Columns,Customize…,or
• Clickonthe icon.
• FormattingActivityBars
OpentheBarform:
• SelectView,Bars, ,or
• Clickonthe icon.
• FormatGridlines
BarChartGridlinesareformattedintheView,Bar,form,Sightlinestab.
• FormatDataDate
TheDataDateisformattedintheBarChartOptionsform,DataDatetab.
• FormattingRowHeight
OpentheTable,FontandRowformby:• SelectingView,TableFontandRow.
• FormattingColors
Therearelimitedoptionsforformattingcolors:
• TextcolorsareformattedintheColorformaccessedfromtheTable,FontandRowformwhichisopenedbyselectingView,TableFontandRow, icon.
• BarColorsarecoveredintheFormattingtheBarsparagraphofthischapter.
• BandcolorsareselectedaspartoftheformattingofthelayoutbyselectingView,GroupandSortbyorclickingonthe icon.
Therearelimitedoptionsforformattingfonts:
• FormattingFonts
• TextfontsareformattedintheFontformaccessedfromtheTable,FontandRowformwhichisopenedbyselectingView,TableFontandRow, icon.
• Notebookentriesmaybeformattedwhenedited.
• FormatTimescale
• Clickonthe icon,or
• SelectView,Timescale,or• Right-clickintheBarChartareaandselectTimescale.
TheformattingisappliedtothecurrentLayoutandthisformattingmaybeautomaticallysavedaspartoftheLayoutwhenanotherLayoutisselected;thesystemwillprompt.ViewsarecoveredintheGroup,SortandLayoutschapter.
Bewareofclickingthe buttoninanyform;thisdoesnotsaveyouredits,butre-setstheformbacktothePrimaveradefaults,destroyingyourhardwork.
8.1FormattingtheProjectWindowTheformattingoftheProjectWindowisverysimilartotheformattingoftheActivitiesWindowandwillnotbecoveredseparately.Formatting,FiltersandLayoutsallworkinthesameway,exceptoneisdealingwithprojectsandnotactivities.
8.2UnderstandingFormsUnlikemanysoftwarepackages,Primaverahassortingandfilteringfunctionsinmostformsandtheprinciplesarethesameinmostforms.Thissectionwilldemonstratesomeofthefunctionsbutyoumustbepreparedtoexperimentwitheachformtoseehowtheyoperate.
• ClickingintheResourceIDcolumnoftheResourcesWindowtakestheformattingfromhierarchicaltoalphabeticaltoreversealphabeticalandbacktohierarchical.Thisfunctionworksinotherformswithahierarchicalstructure.
• TheAssignSuccessorsformhasFilterByandGroupandSortByoptionsthataffecthowdataisgrouped.
• TheAssignResourceformhasColumns,FilterBy,andGroupandSortByoptionsthataffectwhatdataisavailable.
• Ctl+FwillalsoallowyoutosearchforResourcesmatchingaspecificcriteria.
8.3FormattingtheBarsThebarsintheGanttChartmaybeformattedtosuityourrequirementsfordisplay.Primaveradoesnothavetheoptiontoformatindividualbarsbutisabletoassignafiltertoabarstylesothatastyleisappliedtoactivitiesthatmeetafilterdefinition.
Atthetimeofwritingthisbooktheauthorhadplacedalayoutonwww.primavera.com.auorwww.eh.com.auunderTechnicalPapersthathasthebarformattingissuesdiscussedbelowfixed.Itissuggestedthatdownloadingthislayoutwillsaveusersasignificantamountofformattingtime.
8.3.1FormattingActivityBarsToformatallthebarsyoumustopentheBarform:• SelectView,Bars,or
• Clickonthe icon,or
• Right-clickinthebarsareaandselectBarsfromthemenu.
Thefollowingnotesarethemainpointsforusingthisfunction.DetailedinformationisavailableintheHelpfacilitybysearchingfor“Barstylesdialogbox.”
• EachbarlistedinthetablemaybedisplayedonthebarchartbycheckingtheboxintheDisplaycolumn.
• Newbarsmaybeaddedbyclickingonthe iconanddeletedbyclickingonthe icon.
• Thebaratthetopofthelistisplacedonthescreenandthentheonebelowdrawnoverthetopofit,soitwouldbesimpletohideonebarwithasecond.The and iconsareusedtomovethebarsupordownthelistandthereforedeterminewhichbarisdrawnontopofthenext.
• TheNameisthetitleassignedtothebarandmaybedisplayedintheprintoutlegend.
• TheTimescaleoptionissimilartotheShowFor…,TasksoptionintheMicrosoftProjectBarStylesformortheDataItemintheSureTrakFormatBarsform,andenablesthenominationofapredefinedbarwhichisselectedfromthedropdownbox.
• Double-clickingonacellintheFiltercolumnopenstheFiltersformwhereyouareabletoselectthefilter/swhichwilldeterminewhichactivitiesaredisplayedwiththeassignedbarformat.FilterswillbecoveredindetailintheFilterschapter.
• NegativeFloatisdisplayedinasimilarwayasinMicrosoftProjectandrequiresanotherbarinadditiontothePositiveFloatbarwithboththeTimescaleandFilterselectedasNegativeFloat.
• TheFloatbarshowsTotalFloat;thereisnoFreeFloatbaravailable,asinP3.• The%CompletebarislinkedtotheActivity%Complete.8.3.2FormattingBarsIssuesThereareanumberofissueswiththePrimaverastandardbarformattingthatneedtobeunderstoodsotheusermaydisplaytheactivitybarslogically:
Actual,RemainingCriticalandRemainingCriticalBarsItisrecommendedthatyouusethePrimaveradefaultbardisplayoptionsdisplayingtheActualWork(thisbarisdisplayedfromtheStartdatetotheDataDate),RemainingWorkandCriticalRemainingWorkbars(thesebarsaredisplayedfromtheDataDatetotheFinishdatewiththeappropriatefilter).ThisisbecausetheEarlybarwillnotdisplayactualprogressasinothersoftwarepackages.PleasereadtheUnderstandingDatessectionintheTrackingProgresschaptertounderstandhowthedatesarecalculatedthatareusedtodraweachbar.
TotalFloatBarTheTotalFloatBariscalledtheFloatBarintheBarsformwhichisinconsistentterminology.
BydefaultaTotalFloatbarisdisplayedonacompletedtask,buttheFloatvalueissetto“Null”(whichisdisplayedasablank).Itisnotlogicaltodisplayafloatbarwhenthereisnofloatvalue:
• TopreventthisfromhappeningyoushouldeditthetotalFloatBarFilterintheBarsformsoitisonlydisplayedforNotStartedorInProgressactivities:
• Thisiswhatitshouldlooklikenow:
FreeFloatBarThismaynotbeeasilydisplayed.
ABaselineBarisDisplayedwhenNOProjectBaselinesetABaselineBarisdisplayedwhenaBaselinehasnotbeenset.ThePlannedDatesaredisplayedastheBaselineBar.EnsureyouhaveaBaselinesetbeforedisplayingaBaselineBar.
RelationshipsdisplayedonBaselineBarsBydefaulttherelationshipsaredisplayedontheBaselineBar,whichisnotanormalmethodofdisplayingthem:
ToremoverelationshipsontheBaselineBar,movealltheBaselineBarsandBaselineMilestonestothebottomoftheBarsform:
RemainingLevelofEffortandActualLevelofEffortBarsThesearebydefaulthiddenandwhentheseActivityTypesareusedthentheactivitybarwilldisappear.Youshouldcheckboththesebarssotheyarealwaysdisplayed.
BaselineBarFormattingAfteryouhavemovedallthebaselinebarstothebottom:
• ThereisnoProjectBaselineMilestone;thiswillneedtobeadded,• TheProjectBaselineandPrimaryBaselinebarsarebothnarrowyellowbars,
thesameastheNegativeFloat,
Itissuggestedyoumakethemadifferentcolorandputthemasthickerbarsonthetopandbottomofrow2,
ThenchangetheBaselineMilestonecolorstomatch,Changetheshapesoonemaybeseenbehindtheother,and
Changethedescriptionssotheymakesense,
• TherearenoSecondaryBaselineorTertiaryBaselineMilestones.IfyouarenotusingthesethendeletetheSecondaryBaselineorTertiaryBaselinebars:
BarTextThereistextonmanybarsanditisdifficulttoaddorremovetextfrombarswiththecurrentconfiguration.
Itissuggestedthattextberemovedfromallbars,exceptfromtheCurrentBarLabelsbarby:• ClickingontheBarLabelstabatthebottom,• Clickingononebaratatimeandusingthe buttonatthebottom(NOT
SIDE)ofthescreentodeletethetextline,
• ChangingtheCurrentBarLabelsbarfiltertoreadAllActivities.NowifyoudisplaytheCurrentBarLabelsbarthentextwillbedisplayedonallbarsandwhenthisbarishiddenthenalltextwillberemovedfrombars,thusmakingitsimplertoaddorremovebartext:
CreatingaSummaryBarItisnotobvioushowtocreateaSummaryBar:
• TocreateanewSummaryBaryouwillseethatyoumaynotselectSummaryfromthefilterdropdownbox,
• YoumustchecktheBarSettingstab,ShowbarforgroupingbandstocreateaSummaryBar:
Atthetimeofwritingthisbooktheauthorhadplacedalayoutonwww.primavera.com.auorwww.eh.com.auunderTechnicalPapersthathasthesebarformattingissuesfixed.Itissuggestedthatdownloadingthislayoutwillsaveusersasignificantamountofformattingtime.
8.3.3BarStyleTabTheappearanceofeachbariseditedinthelowerhalfoftheform.Thebar’sstart,middle,andendpointsmayhavetheircolor,shape,pattern,etc.,formatted.
Thebarsmaybeplacedononeofthreerowsnumberedfrom1to3,fromtoptobottom,onebarabovetheother.Ifmultiplebarsareplacedonthesamerow,the
baratthetopofthelistwillbedrawnfirstandtheoneslowerdownthelistwillbedrawnoverthetop.
8.3.4BarSettingsTab
Showbarwhencollapsed• Showbarwhencollapsedoptiondisplaysthedetailedbarsonasingleline
whentheWBSNodehasbeensummarized;seethetwopicturesfollowing:
Beforesummarizing:
Aftersummarizing:
ThisissimilartotheMicrosoftProjectAlwaysrollupGanttbarsoptionintheLayoutform.ShowbarforgroupingbandsThisshowsasummarizedbarallthetimeandconvertsthefilterautomaticallyto“Summary”barsonly.
WhenformattingtheBarSettingsforMilestonesitisimportanttotakenoteofthecheckedboxesandFilterformat.IftheboxShowbarforgroupingbandsischecked,MilestoneswillappearattheendsofSummaryBarsandnotinlinewiththeactualactivitiestheybelongto.ThefilterinthiscasewillreadSummaryandnotMilestone.
BarNeckingSettingsBarNeckingdisplaysathinnerbarduringtimesofinactivitysuchasweekendsandholidaysandappliesonlytotheCurrentBarsettingcolumnintheBarsform:
• Calendarnonworktimenecksthebarbasedontheactivity’scalendar.• ActivitynonworkintervalsnecksthebarwhenOutofSequenceProgress
optionsofActualDatesorRetainedLogiccausesabreakinthework.SeetheAdvancedSchedulingOptionsparagraph.
ThereisnoResourceBaravailableandPrimaverawillnotneckontheresourcecalendar.WhenanactivityisResourceDependentandtheresourceisonacalendardifferentfromtheactivity,thenthebarmayneckwhentheresourceisworkingornotneckwhentheresourceisnotworking.
8.3.5BarLabelsTabThistabenablestheplacementoftextwithabarabove,below,totheleft,andtotheright.Thefollowingpicturesshowhowthestartandfinishdatesareformattedanddisplayedonthebarchart:
• Selectthebarthatyouwishtoaddthelabelto.
• Clickonthe andthe iconsatthebottomoftheBarsformtoaddanddeleteaLabelitem.
• SelectthePositionandLabelfromthedropdownboxesintheBarLabelstab.
• ThedatesonthebarchartareadoptedfromtheUserPreferencesandmay
notbeformattedseparately.
Itisoftenusefultocreateabarthatonlydisplaysthetext.Thisbarmaybedisplayedornotdisplayedasrequired,whichismuchsimplerthanreformattingabartoshowtext.
• EachNotebookTopicmaybedisplayedonabaroneatatimebyselectingthetopicintheBarLabelstab.Aftertheboxcontainingthelabelisdisplayedonthescreenitmaybeadjustedinsizebydragging.
8.3.6BarChartOptionsForm• TheBarChartOptionsformisdisplayedby:
Clickingonthe iconfromtheBarsform,or
ByselectingView,Bar, ,or
Right-clickingintheGanttChartareaandselectingBarChartOptions…:
• TheGeneraltabhasavarietyofoptionsforformattingthebarchartwhicharemainlyself-explanatory.
ShowRelationshipshasthesameresultasclickingonthe iconanddisplaystherelationships.
ShowLegenddisplaysalegendonthebarchartintheActivitiesView;seethefollowingpicture:
• ThedefaultsizeoftheboxdisplayingaNotebooktopicmaybesetintheBarChartOptionsform,Generaltab,whichisdisplayedbyclickingonthe
iconfromtheBarsform.• TheCollapsedBartabformatsthebarswhenaWBSbandhasbeen
collapsedanddisplaysasummarizedbar.
• TheDataDatetabformatstheDataDate,itsstyle,colorandsize.• PrimaveraVersion5.0introducedtheSightLinestabwhichenablesthe
specificationofbothMajorandMinorverticalandhorizontalSightLines,whichbringsthisfunctionalityuptomatchP3,SureTrakandMicrosoftProject.
• PrimaveraP6Version7introducedtheProgressLineDisplayontheGanttChartwhichiscoveredindetailinthenextparagraph.
8.4ProgressLineDisplayontheGanttChartAprogresslinedisplayshowfaraheadorbehindactivitiesareinrelationtotheBaseline.EithertheProjectBaselineorthePrimaryUserBaselinemaybeusedandtherearefouroptions:
• DifferencebetweentheBaselineStartDateandActivityStartDate,
• DifferencebetweentheBaselineFinishDateandActivityFinishDate,
• ConnectingtheprogresspointsbasedontheActivity%Complete,
• ConnectingtheprogresspointsbasedontheActivityRemainingDuration.
ThereareseveralmaincomponentsofdisplayingaProgressLineinP6:
• FirsttheprogresslineisformattedusingtheView,Bar, ,form,ProgressLinetab,whichmayalsobeopenedbyright-clickingintheGanttChartarea:
• SelectingView,ProgressLinetohideordisplaytheProgressLine.• IfyouuseeitheroftheoptionsofPercentCompleteorRemainingDuration
thenyoumustdisplaytheappropriateBaselineBarthathasbeenselectedastheBaselinetouseforcalculatingProgressLine:
• ThepicturebelowshowstheoptionhighlightedaboveofPercentComplete:
8.5FormattingColumns8.5.1SelectingtheColumnstobeDisplayedThecolumnsareformattedthroughtheColumnsformwhichmaybeopenedby:• SelectView,Columns,Customize,or
• Clickonthe icon,Customize,or• Right-clickintheColumnstoopenamenuandselectColumns:
TheColumnformmayberesizedbydraggingtheedges.• Theavailablecolumnsaredisplayedintheleftwindowandmaybelistedunder
CategoriesorasasingleList.• Toselecthowthecolumntitlesaredisplayed,clicktheAvailableOptionsdrop
downboxandthenselectGroupandSortBytochooseeitherListorCategories,asperthepictureabove.
• ThecolumnstobedisplayedarelistedintherightSelectedOptionsWindowandarecopiedfromAvailableOptionstoandfromSelectedOptionsusing:
Theicons ,or
Dragging,or
Double-clicking.
• The iconsetsthecolumnsbacktothePrimaveradefaultcolumndisplay.
8.5.2ColumnHeaderAlignment
• SelectView,Columns,Customize,or
• Clickonthe icon,Customize,then
• Selectthe optionwhichopenstheEditColumnformandenablesauserdefinablecolumntitletobecreatedintheNewTitle:cellandtheColumnTitleAlignmenttobesettoLeft,Center,orRight.
8.5.3AdjustingtheWidthofColumnsYoumayadjustthewidthofthecolumnintwoways:
• Bydraggingthecolumntitleseparator:movethemousepointertothenearestverticallineofthecolumn.A mousepointerwillthenappearandenablethecolumntobeadjustedbyclick,holdanddragging.
• FromtheColumnformselect toopentheEditColumnformandenterthewidthofthecolumninpixels.
8.5.4SettingtheOrderoftheColumnsfromLefttoRightontheScreenTheorderofthecolumnsonthescreen,fromlefttoright,isthesameastheorderintheColumnsformSelectedOptionsWindowfromtoptobottom.Theorderofthecolumnsmaybealtered:
• HighlightthecolumnintheColumnsformSelectedOptionsWindowandusethe and icons,or
• Clickandholdthecolumntitleinawindowanddragthecolumn.
8.6RowHeightandShowIconRowheightsmaybeadjustedtodisplaytextthatwouldotherwisebetruncatedbyanarrowcolumn.
• TheheightofallrowsmaybeformattedbyselectingView,TableFontandRowtoopentheTable,FontandRowform.Theoptionsinthisformareself-explanatory.
• TheShowIconsoptionwilldisplayadifferenticoninfrontoftheActivityandWBS.
IntheProjectsWindow indicatesaWhat-ifproject, aUnopenedproject,and anOpenedproject.IntheActivitiesWindow indicatesaWBSNode,ablue acompleteactivity,ablueandgreen anin-progressactivity,andagreen anun-startedactivity.
• TheheightofasinglerowmaybemanuallyadjustedinasimilarwaytoadjustingrowheightsinExcel:clicktherow;thepointerwillchangetoadouble-headedarrow ;thendragtherowwiththemouse.ThesemanuallyadjustedrowsarenotsavedwithaLayout.
8.7FormatTimescale8.7.1MovingandRescalingtheTimescaleTodisplayhiddenpartsoftheschedulethetimescalemaybegrabbedandmovedbyplacingthecursorinthetophalfoftheTimescale.Thecursorwillturnintoa ;left-clickanddragleftorright.
Thetimescalemayberescaled,thereforeincreasingordecreasingthelengthofthebarsanddisplayingmoreorlessoftheschedule,byplacingthecursorinthebottomhalfoftheTimescale.Thecursorwillturnintoa ;click,holdanddraglefttomakethebarsshorterandrighttomakethebarslonger.
Whentherearenobarsinviewwhenyouareviewingatimeaheadorbehindtheactivitydates,youmaydouble-clickintheGanttChartareatobringthembackintoview.
8.7.2FormatTimescaleCommand
TheTimescaleformprovidesanumberofoptionsforthedisplayofthetimescale,whichislocatedabovetheBarChart.ToopentheTimescaleform:
• Clickonthe icon,or
• SelectView,Timescale,or• Right-clickintheBarChartareaandselectTimescale.TheoptionsavailableintheTimescaleformare:• TimescaleFormathastheoptionsof:
Twolines,or
Threelines
• FontandColor
The iconopenstheEdit,FontandColorformwhichenablesthetimescaleandcolumnheadersfontandcolortobechanged.
Byclickingonthe iconallchangeswillbereversed.
DateFormat• Type
Calendardisplaysanormalcalendar.FiscalYeardisplaysthefiscalyearintheyearline.TheFiscalYearStartMonthissetintheSettingstaboftheProjectDetailsformintheProjectsWindow.WeekoftheYeardisplaystheweekoftheyearstartingfrom“1”forthefirstweekinJanuaryandisoftentermedManufacturingWeek.
• DateIntervalsetsthetimescaleandhastheoptionsinthepicturetotheright:
TheWeek/Day1displaysthedayslikethis:
TheWeek/Day2displaysthedayslikethis:
TheDateIntervalmayalsobeadjustedbyclickingonthe orthe ,whichmovesthetimescalesettingupanddownthelistshownabove.
• ShiftCalendarbreaksthedayintotimeintervalstosuittheshiftintervalswhentheDay/Shiftoptionhasbeenselected.
• ShowOrdinalDatesdisplaysthetimescaletobecountedbytheunitselectedintheDateInterval.Thisisusefulfordisplayingaschedulewhenthestartoftheprojectisunknown.Ordinaldatesdisplaythetimescalebycountingintheselectedunitsstartingfromauserdefinablestartdate.ThisoptionworksinasimilarwaytotheP3functionwheretheordinalstartdatemaybeselected.When3linesaredisplayedtheordinaldatesandcalendardatesmaybedisplayed:
8.7.3NonworkPeriodShadinginTimescaleThenonworkperiodshadingbehindthebarsissetbythedatabaseDefaultCalendarandisselectedby:• IntheProfessionalVersionselectingEnterprise,Calendars…andcheckinga
calendarintheDefaultColumn,and• IntheOptionalClientthisissetthroughtheWebunderAdminister,
EnterpriseData.
8.8InsertingAttachments–TextBoxesandCurtain8.8.1AddingandDeletingaTextBoxAtextboxmaybeinsertedinabarchartarea:
• SelecttheActivitywhichthenewTextBoxistobeassociatedwith,either
• Right-clickintheBarCharttoopenthemenu,selectAttachments,Text,Or:
• SelectView,Attachments,Text,and• TheTextAttachmentformwillbedisplayed.Then:
• Typeinthetextandformatthefontbyclickingonthe icon.
• ATextBoxmayberepositionedbyclickingonthetextandusingthecursortodragthecornersandsides.
TodeleteaTextbox,positionthecursoroverthetextboxuntilittransformsintoathenclickandyoumaynowhittheDeletekey.
TheauthorfoundinhisloadofP6Version8.2thatitwasnotpossibletodeleteaTextBox,onlythetextinsideaTextBoxtomakethecommentdisappear.ThiswasfixedinVersion8.3.
8.8.2AddingandDeletingaCurtain
PrimaveraVersion5.0introducedafunctionallowingtheplacingofmultiplecurtainsontheGanttChartwhichmaybeallhiddenordisplayed.ACurtain,usedtohighlightperiodsoftimeoverpartofthebarchart,maybedisplayedinasimilarwaytoP3andSureTrak.
SelectView,AttachmentstodisplaytheCurtainmenuorright-clickabarandselectAttachments,Curtain:
• AddCurtainopenstheCurtainAttachmentformusedtocreateacurtain,• ShowAllshowsallthecurtains,• HideAllhidesallthecurtains,and• DoubleClickingonacurtainintheGanttChartalsoopenstheCurtain
Attachmentformwhereindividualcurtainsmaybedeletedorhidden.
• UsingtheStartDateandFinishDateboxes,or• GrabbingtheleftorrightedgeoftheCurtainintheBarChart(thecursorwill
changetoa anddraggingthestartorfinishdate,or
• GrabbingtheCurtaininthecenter(thecursorwillchangetoa anddraggingthewholeCurtain.
AcurtainisdeletedbydoubleclickingonthecurtaintoopentheCurtainAttachmentformandclickingonthe button.
8.9FormatFontsandFontColors
Theformatfontoptionsare:
• TheActivityDatafontsareformattedintheTable,FontandRowform(displayedintheparagraphabove)byselectingView,TableFontandRow.
Clickingon ,theFonticonwillopenthefontformwherenormalWindowsfunctionsareavailable.
ClickingontheColoriconwillenabletheselectionofacolorforthetext.
• TheNotebookTopicsmaybeformattedusingtheformattingfeaturesabovewheretheNotebookitemsareenteredinthelowerpane.
• SomeformsmayhavethefontsfordisplayingdataeditedwhenthereisamenuonthetopleftsidewiththeTableFontandRowmenuitem.
• ThetextinaTextBoxthathasbeeninsertedontotheBarChartmaybeformattedwhentheboxiscreated.
8.10FormatColorsThesearethemainoptionsforformattingcolors:
• BandcolorsinlayoutsareformattedintheGroupandSortformbyclickingonthe iconorselectingView,GroupandSortby.
• TextcolorsarecoveredintheFormatFontandColorsparagraph.• BarColorsarecoveredintheFormattingtheBarsparagraph.• TimescaleandColumnHeadersarecoveredintheFormatTimescale
Commandparagraph.• SightLines(Gridline)colorsmaynotbeformatted.• TheProgressLinecolorisselectedintheBarChartOptionsform,Progress
Linetab.• TheDataDateisformattedintheBarOptionsform,DataDatetab.
• TheRelationshipLines,alsoknownasDependencies,Logic,orLinks,maynotbeformattedandaredisplayedwiththefollowingcharacteristics:
SolidRedforCritical,
SolidBlackforDriving,
DottedBlackforNon-driving,and
Bluewhenselectedandmaybedeleted.
8.11LineNumbersVersion8.2introducedaMicrosoftProjectstyleLineNumbers.SelectView,LineNumbertodisplayorhidetheLineNumber.
Thisisaveryusefulfeatureforreviewingascheduletoensurethateveryoneinameetingislookingatthesameactivity.
ButasinMicrosoftProjectthisisanorderandthenumberwillchangeifthescheduleisreordered.
8.12Workshop6–FormattingtheBarChart
BackgroundManagementhasreceivedyourdraftreportandrequeststhatsomechangesbemadetothepresentation.
AssignmentFormatyourscheduleasfollowsbutdependingonthedefaultsettingsyourGanttChartViewmaydifferfromthatshown,e.g.,theremaybenosummarybars:
1. YouwillnothavetocompletetheStep3ofthisworkshopifyouhaveinternetaccessandareabletodownloadalayoutfromwww.primavera.com.au.
2. Downloadalayout:
• Downloadthewww.primavera.com.au_Layout.plflayouttoyourdesktopfromwww.primavera.com.au,TechnicalPaperstab,orwwww.eh.com.au.
• ImporttheLayoutasaProjectLayoutbyselectingView,Layout,Open.• DonotsaveyourLayout.
• Select, ,selectthelayoutfromyourdesktop,andimportit:
• Select toapplythelayout.
• OpentheBarsformandreviewthesettings.• ClosetheBarsform.• NowmovetoStep4,DONOTCOMPLETEStep3.
3. FormatBars,ifyouareunabletodownloadthewww.primavera.com_Layout.plflayoutthen:• ToformatthebarsopentheBarsform,
• Clickonthe buttontosetthebarstothePrimaveradefaultsettings,
• EdittheFloatBarFilter(TotalFloatbar)soitonlyshowsfloatforNotStartedorInProgressactivities.EnsureyouselecttheAnyselectedfilterintheFiltersform:
• DeletetheSecondaryBaseline&TertiaryBaselinebars,• MovetheBaselinebarsandBaselineMilestonestothebottomoftheBars
formtoremoverelationshipsontheBaselinebars,
• AddmissingProjectBaselineMilestoneandformattheBaselinebarsperthepicturebelowmakingthemdifferentcolors:
• Removealltextfromallbars,exceptfromtheCurrentBarLabelsbar,by:ClickingontheBarLabelstabatthebottom,Clickingononebaratatimeandusingthe buttonatthebottom(NOTSIDE)ofthescreentodeletethetextline,
ChangetheCurrentBarLabelsbarfiltertoreadAllActivitiesanddonotdisplay.
4. Displaythefollowingbars:
• RemainingLevelofEffort
• ActualLevelofEffort
• ActualWork
• RemainingWork
• RemainingCriticalWork
• Milestones
• %Complete
• SummaryBar
• FloatBar(TotalFloat)
• NegativeFloatBar
5. AddingColumns:
• AddCalendarandActivityTypecolumns,fromtheGeneralsectionoftheColumnsform,totherightoftheActivityNamecolumn.
• Adjustthecolumnwidthstoabestfitbydraggingthecolumnheaderdividerlines.
• DisplaytheTotalFloatcolumnifnotdisplayed.6. PresstheF9keyandclickthe buttonwhichwillscheduletheproject
andcalculatethefloat.
7. AdjustingRowHeights:
• ChangetheRowHeightto30pointsbyselectingView,TableFontandRowandapply,
• NowchecktheOptimizeheightbyrowcontentbox,notexceeding1lineperrowandapply,
• Nowchangethesettingto18pointheightforallrowsandapply.
• Clickon toclosetheform.
8. FormatTimescaletoYearandMonth,thenWeekandDay(twooptions),thenMonthandWeekbyusingthe buttons.
9. FormattheVerticallineswithasolidMajorlineeverymonthandaMinorlineeveryweekbyselectingView,Barsandclickingonthe buttonandselectingtheSightLinestab,orright-clickingintheGanttChartareaandselectingBarChartOptions…andselectingtheSightLinestab.
10. Expandandcontractthetimescaleandadjustitsothatallthebarsarevisible.
11. Seebelowfortheexpectedresults:
12. Checkthefollowing:
• ClickonActivityIDtomakesuretheyareorderedcorrectly,
• Thedatesandtimesofallactivitiesshouldstartandfinishatthesametimeoftheday,
• ActivityOZ1060barshouldberedasitistheCriticalactivityrepresentingtheshortestdurationthattheprojectmaybecompleted,
• AllotheractivitiesshouldhaveFloat.
9ADDINGRELATIONSHIPSThenextphaseofascheduleistoaddlogictotheactivities.Therearetwotypesoflogic:
• Relationships(DependenciesorLogicorLinksbetweenactivities),and• ImposedConstraintstoactivitystartorfinishdates.Thesearecoveredinthe
Constraintschapter.ThePrimaveraHelpfileandothertextsusethetermsRelationshipsandLogicforRelationshipsbutdonotusethetermsDependenciesorLinks.Wewilllookatthefollowingtechniquesinthischapter:
Topic NotesforcreatingaSFRelationship
• GraphicallyintheBarChart. Dragthe mousepointerfromoneactivitytoanothertocreateadependency.
• ByopeningtheActivityDetailsform.
PredecessorandSuccessorsmaybeaddedanddeletedfromtheRelationships,PredecessororSuccessortabs.
• ByeditingordeletingadependencyusingtheEditRelationshipform.
Double-clickanactivitylinkintheBarChartorActivityNetworkView.
• OpeningtheAssignPredecessorformortheAssignSuccessorformfromthemenu.
• SelectEdit,Assign,Predecessors…,or
• SelectEdit,Assign,Successors….
• BydisplayingthePredecessorand/orSuccessorcolumns.
Double-clickinginthePredecessororSuccessorcellswillopentheAssignPredecessorformortheAssignSuccessorform.
• ChainLinkingorAutomaticallyLinkingactivitieswithaFinish-to-Startrelationship.
SelecttheactivitiesintheordertheyaretobelinkedusingtheCtrlkey,right-clickandselectLinkActivities.
RelationshipsTherearetwotypesofdependenciesthatarediscussedinscheduling:
• HardLogic,alsoreferredtoasMandatoryorPrimaryLogic,aredependenciesthatmaynotbeavoided:forexample,afootingexcavationhastobepreparedbeforeconcretemaybepouredintoit.
• SoftLogic,alsoreferredtoasSequencingLogic,DiscretionaryLogic,PreferredLogic,orSecondaryLogic,maybechangedatalaterdatetoreflectplanningchanges:forexample,determininginwhichorderthefootingholesmaybedug.
Thereisnosimplemethodofdocumentingwhichishardlogicandwhichissoftlogicasnotesmaynotbeattachedtorelationships.Aschedulewithalargeamountofsoftlogichasthepotentialofbecomingverydifficulttomaintainwhentheplanischanged.Asaprojectprogresses,softlogicconvertstohardlogicduetocommitmentsandcommencingactivities.
MicrosoftProjectallowsonerelationshipbetweentwoactivities,SureTrakandP3tworelationshipsbetweentwoactivitiesandP6fourrelationshipsbetweentwoactivities.
9.1ConstraintsConstraintsareappliedtoActivitieswhenrelationshipsdonotprovidetherequiredresultandareoftenaresultofExternalDependencies.Typicalapplicationsofaconstraintaretoconstrainanactivitytoadatefor:
• Theavailabilityofasitetocommencework.
• Thesupplyofinformationbyaclient.
• Therequiredfinishdateofaproject.
ConstraintsareoftenenteredagainstMilestoneactivitiestorepresentcontractdatesandmaybedirectlyrelatedtocontractitemsusingNotebookTopics.
ConstraintsarecoveredindetailintheConstraintschapter.
9.2UnderstandingRelationshipsTherearefourtypesofdependenciesavailableinPrimaveraP6:
• Finish-to-Start(FS)(alsoknownasconventional)• Start-to-Start(SS)• Start-to-Finish(SF)• Finish-to-Finish(FF)Twoothertermsyoumustunderstandare:
• Predecessor,anactivitythatcontrolsthestartorfinishofanotherimmediate
subsequentactivity.
• Successor,anactivitywherethestartorfinishdependsonthestartorfinishofanotherimmediatelyprecedingactivity.
ThefollowingpicturesshowhowthedependenciesappeargraphicallyintheBarChartandActivityNetwork(alsoknownasPERT,NetworkDiagramandRelationshipDiagramViews):
TheFS(orconventional)dependency
WhiletheSSdependencyislikethis:
TheSFdependencylookslike:
TheFFdependencywouldbe:
9.3UnderstandingLagsandLeadsALagisadurationthatisappliedtoadependencytomakethesuccessorstartorfinishearlierorlater.
• AsuccessoractivitywillstartlaterwhenapositiveLagisassigned.Therefore,anactivityrequiringa3-daydelaybetweenthefinishofoneactivityandstartofanotherwillrequireapositivelagof3days.
• Conversely,alagmaybenegativewhenanewactivitymaybestartedbeforethepredecessoractivityisfinished.ThisiscalledaLeadorNegativeLag.
• LeadsandLagsmaybeappliedtoanyrelationshiptype.AnexampleofaFSwithpositivelag:
AnexampleofaFSwithnegativelag:
HerearesomeimportantpointstounderstandaboutLags:
• ThelagdurationiscalculatedonthelagasinMicrosoftProjectandotherPrimaveraproducts.AlagisnotassignedtooneorbothofthePredecessor
andSuccessoractivitiesasinAstaPowerproject.
• LagsmaybeassignedoneoffourcalendarsfromtheCalendarforSchedulingRelationshiplagdropdownboxintheGeneralScheduleOptionsform.ThisformisopenedbyselectingTools,Schedule…andclickingonthe tab.ThefourLagCalendaroptionsare:
PredecessorActivityCalendar,
SuccessorActivityCalendar,
24-HourCalendar,and
ProjectDefaultCalendar.
LagsarecalculatedbyPrimaveraP3andSureTraksoftwareusingthePredecessoractivityCalendar.MicrosoftProject2003to2010usestheSuccessorCalendarormayhaveanElapsedDurationLag.EarlierversionsofMicrosoftProjectusedtheProjectCalendar.AstaPowerprojectassignsthelagtoeitherorboththepredecessororsuccessorthusallowingeitherthePredecessororSuccessorCalendartobeselectedforeachrelationship.
YoumustbecarefulwhenusingalagtoallowfordelayssuchascuringconcretewhentheLagCalendarisnotaseven-daycalendar.Becausethistypeofactivitylapsesnonworkdays,theactivitycouldfinishbeforePrimaveracalculatedfinishdate.
YoumustbeextremelycarefulwhenopeningmultipleprojectswhentheLagCalendaroptionisdifferentforeachproject.ThisisbecausealltheprojectoptionsarechangedpermanentlytobethesameastheDefaultProjectandthereforesomeofyourprojectsmaynotcalculatethesamewayastheydidbeforeopeningtheprojectstogether.PleasereadtheMultipleProjectSchedulingchapterformoredetailsonthistopic.
9.4FormattingtheRelationshipsRelationshipslinesmaynotbeformattedlikeinSureTrak,butunlikeMicrosoftProjecttheydonotadoptthecolorofthepredecessoractivitywhichisoftenmisleading.
• Therelationshipsmaybedisplayedorhiddenbyclickingonthe iconontheActivitytoolbarorbycheckingandun-checkingtheShowRelationshipsboxintheBarChartOptionsform,Generaltab.
• Thecoloroftherelationshiprepresents:
Red-CriticalandthereforeaDrivingrelationship,
SolidBlack-Non-CriticalDrivingrelationshipandthereforehasTotalFloat,
DottedBlack-Non-CriticalNon-DrivingrelationshipandhasFreeFloat,and
Blue-aselectedrelationshipandmaybedeleted.
• ArelationshipisdisplayedontheBaselinebar,asdiscussedinparagraph8.3,whentheBaselinebarisabovetheActualandRemainingbarsintheBarsform.ToplacetherelationshipsontotheEarlybar,whichismorelogical,youshouldmovetheBaselinebarsintheBarsformtobelowtheActualandRemainingbarsintheBarsform.
9.5AddingandRemovingRelationships9.5.1GraphicallyAddingandDeletingaRelationshipToaddrelationshipsmovethemousepointertoendofthepredecessoractivitybar,whichwillchangethemousearrowtoa .Thensimplyholddowntheleftmousekey,dragtothestartofthesuccessoractivityandreleasethemousebutton.
TocreateotherrelationshipssuchasStarttoStart,dragfromthebeginningofthepredecessortothebeginningofthesuccessorbar.
Toconfirmoreditthelinkoraddlagafteralinkhasbeenadded,theEditRelationshipformmaybeopened:• Selectarelationshiplinebyclickinganditwillturntoblueandanarrow will
appear,then
• Double-clicktoopentheEditRelationshipform:
• Clickon todeletearelationship.
9.5.2GraphicallyDeletingaRelationshipSelectarelationshipandwhenitturnsbluestriketheDeletekeytodeleteitandselect .
AnotherrelationshipmayturnblueandifyouwishtodeletethisrelationshipthenyoumaystriketheDeletekeyagainandselect .
MultiplerelationshipsmaybedeletedbystrikingtheDeletekeyandselectmultipletimes.Oncethelastrelationshiphasbeendeletedthenyouwill
startdeletingactivities,sobecareful!
TheauthorfoundinhisloadofP6Version8.2thatitwasnolongerpossibletodeletearelationshipasinearlierP6versionsandthiswasfixedinVersion8.3.
9.5.3AddingandDeletingRelationshipswiththeActivityDetailsFormTheActivityDetailsforminthelowerpanemaybeusedforaddinganddeletingrelationships.
OpeningtheForm• SelecteitherthePredecessor,orSuccessorortheRelationshiptab(theyall
operateinasimilarway).TheSuccessortabisdisplayedinthefollowingpicture:
EditingtheForm• ThePredecessorandSuccessortabsmaybothbeformattedandthe
columnsyourequiremaybedisplayed:
Right-clickinthePredecessororSuccessortab,and
Select toopenthePredecessororSuccessorColumnsform.Thefollowingpicturedisplaysthefieldsthatareavailable:
Thedatafieldsyourequireareadded,deleted,andreorderedusingthearrows.
ThetitlemayalsobeeditedusingtheEditColumnTitlesformbyclickingonthe icon.
AddingaRelationship• ToAddapredecessororsuccessor:
Clickonthe iconAssignPredecessorintheAssignPredecessorform,or iconAssignSuccessorintheAssignSuccessorform,or
Formattheformasrequiredbyclickingonthe icon,
Thenselecttherelationshipfromthelist:
YoumayusetheSearchfunctionandtypeinthefirstcharactersofeithertheActivityIDortheDescriptiontonarrowdownyoursearch.
Double-clicktheActivityorclickthe icontoassignthepredecessororsuccessor.
• EntertheRelationshipTypefromtheRelationshipTypedropdownlistandthelag,ifrequired,fromtheLagdropdownlist.
• Toenteranotherrelationship,clickthenextactivityline.TheAssignPredecessororSuccessorformwillremainopen.
• DeletearelationshipbyselectingarelationshipandclickingontheRemoveicon.
• ItispossibletofollowthenetworkpathbyjumpingtoanactivityhighlightedinthePredecessororSuccessorformbyclickingonthe icon.
• Moveupanddownthelistofactivitiesbyclickingonthe iconsinthetopleftsideofthePredecessororSuccessortabs.Thisiconexistsineverylowerpanetab.
9.5.4AddingandDeletingRelationshipsUsingColumnsToassignrelationshipsusingcolumns:
• DisplaythePredecessorand/orSuccessorcolumns,
• Double-clickinthePredecessororSuccessorcolumnofanactivitytoopentheAssignPredecessororSuccessorform,and
• Proceedasabove.
9.5.5ChainLinkingActivitiesmayalsobelinkedbyselectingtwoormoreactivitiesusingtheCtrlkeyintheorderyouwishthemtobelinked,right-clickandselectLinkActivities:• ThisoptionwillonlycreateFinish-to-Startrelationships.
• ThisoptiondoesnotenabletheusertoChainUnlink.
9.5.6UsingtheAssignToolbarIconstoAssignRelationships
TheAssignPredecessorsicon maybeusedtoopentheAssignPredecessorsformandtheAssignSuccessorsicon maybeusedtoopentheAssignSuccessorsform.
9.6DissolvingActivitiesWhenanactivityisdeletedthenachainoflogicalactivitiesmaybebroken.TheEdit,Dissolvecommandandtheright-clickDissolvecommandwilldeleteanactivitybutjointhepredecessorsandsuccessorswithaFinish-to-Startrelationship.
9.7CircularRelationshipsACircularRelationshipiscreatedwhenaloopiscreatedinthelogic.WhenyourescheduleyouwillbepresentedwiththeCircularRelationshipsform,whichidentifiestheloop.Ifaloopisdetectedwhenschedulingaproject,theCircularLoopformisdisplayedidentifyinganyloops.
Toremoveacircularrelationshipeitherselectthefirstactivityinthelistandremovetheoffendingpredecessor,whichisthelastActivityinthelist,orgotothelastactivityinthelistandremovetheoffendingsuccessor,whichisthefirstactivityinthelist.
9.8SchedulingtheProjectAfteryouhaveyouractivitiesandthelogicinplace,Primaveracalculatesthe
activities’dates/times.Morespecifically,PrimaveraSchedulestheprojecttocalculatetheEarlyDates,LateDates,FreeFloatandtheTotalFloat.ThiswillenableyoutoreviewtheCriticalPathoftheproject.(MicrosoftProjectusesthetermSlackinsteadofthetermFloat.)Toscheduleaproject:• SelectTools,Schedule…,or
• StriketheF9keytoopentheScheduleform:
• ChecktheCurrentDataDate,whichbeforeascheduleisprogressedshouldbethestartdateoftheproject.
• Clickonthe icon.
Ensurethe“Logtofile”checkboxischeckedtodisplaytheschedulinglogreport.Afterschedulingaproject,reopentheschedulingformandclickthe“ViewLog”toreviewthelogreport.
Toturnonautomaticcalculation,selectTools,Schedule…, icon.SelectScheduleautomaticallywhenachangeaffectsdates.
Sometimesitispreferabletohavethesoftwarerecalculatethescheduleeachtimeaneditismadetoanactivitywhichaffectsanyactivitydates.OftentheresponsetimewithlargeschedulesrunningonremoteserversthroughCitrixorTerminalServerrespondslowlyandthisoptionisbestscheduleleftunchecked.
ThedefaultcalculationsettingforMicrosoftProjectandSureTrakisAutomaticCalculationandManualforP3andPrimaveraP6.
9.9ReviewingRelationships,LeadsandlagsItisitisnotpossibletoviewalltheleadsandlagsincolumnsfromtheuserinterfaceasinMicrosoftProjectorAstaPowerproject.Relationshipsmaybeviewedinthefollowingmethods:
• IntherelevantActivityDetailsformtabs,wheretheLeadsandLagsmaybereviewedoneactivityatatime.
• Bydisplayingthepredecessororsuccessorcolumn,butthiswillNOTdisplayleadsandlags.
• Inthe“ScheduleReport-Predecessors&Successors”,butthestandardreportsuppliedwillP6ontheauthor’ssystemwillNOTdisplayleadsandlags.
• DisplaytherelationshipsonbarsbutthiswillNOTdisplayleadsandlags.• IntheActivityNetworkViewbutthiswillNOTdisplayleadsandlags.• AsanexporttoExcelandthisisaplacewheretheleadsandlagsmaybe
displayedincolumns:
9.10Workshop7–AddingtheRelationships
BackgroundYouhavedeterminedthelogicalsequenceofactivities,soyoumaynowcreatetherelationships.
Assignment1. DisplaythePredecessorcolumnfromtheListssectionoftheColumns
form,totherightoftheActivityName.
2. Inputthelogicbelowusingseveralofthemethodsdetailedinthischapter:
3. PressF5–RefreshDataiftherelationshipsdonotappearincolumns.
4. PressF9orclickonthe buttontoschedule.
5. HideanddisplaytheLogicLinksusingthe icon.Leavethemdisplayed.
AnswertoWorkshop76. Formatthecolumnsperthefollowingpicture:
10ACTIVITYNETWORKVIEWTheActivityNetwork,alsoknownasthePERTView,displaysactivitiesasboxesconnectedbytherelationshiplines.Seethefollowingpicture:
Thischapterwillnotcoverthissubjectindetailbutwillintroducethemainfeatures.
ManyfeaturesavailableintheGanttChartViewarealsoavailableintheActivityNetworkView,including:
Topic MenuCommand
• ViewingaProjectUsingtheActivityNetworkView.
• ClickontheTopLayouttoolbar button,or
• SelectView,ShowonTop,ActivityNetwork.
• AddingandDeletingActivitiesintheActivityNetworkView.
• UsetheInsertandDeletekeys,or
• UsetheEdittoolbar,Add andDelete buttons,or
• UsethemenucommandsEdit,AddandDelete.
• Adding,EditingandDeletingRelationships.
• Graphicallydragfromoneactivitytoanother,or
• UsethePredecessor,orSuccessor,orRelationshiptabsintheActivitiesWindow,Detailsform.
• FormattingtheActivityBoxes.
• SelectView,ActivityNetwork,ActivityNetworkOptions…,or
• Right-clickintheActivityNetworkareaandselectActivityNetworkOptions….
10.1ViewingaProjectUsingtheActivityNetworkViewToviewyourprojectintheNetworkVieweither:
• ClickontheTopLayouttoolbar button,or
• SelectView,ShowonTop,ActivityNetwork.
10.2AddingandDeletingActivities10.2.1AddinganActivityANewActivitymaybecreatedwithoutarelationshipby:• UsingtheInsertkey,or
• UsetheEdittoolbar,Add button,or
• SelectingEdit,Add.10.2.2DeletingandActivityActivitiesmaybedeletedby:• UsingtheDeletekey,or
• UsetheEdittoolbar,Delete button,or
• SelectingEdit,Delete.
10.3Adding,EditingandDeletingRelationshipsRelationshipsmaybeadded,deletedoreditedusingthefollowingmethods:
10.3.1GraphicallyAddingaRelationship• TocreateaFSrelationship,movethemousetotherightsideofthe
predecessoractivitybox(thepointerwillchangetoa anddragtotheleftsideofthesuccessoractivity.Selectingtheleftorrightsideofthepredecessorandsuccessoractivityboxwilldeterminethetypeofrelationshipthatiscreated.
• Toedittherelationship,selecttherelationship(itwillchangetoblue),double-clicktoopentheEditRelationshipform,andedittherelationship.
10.3.2UsingtheActivityDetailsFormOpentheRelationshipstabintheActivityDetailsform:• WhentheActivityDetailsformisnotdisplayed,selectView,Showon
Bottom.
• Thenadd,edit,anddeleteactivitiesinthesamewayaswiththeGanttChart.
10.4FormattingtheActivityBoxesActivityBoxesmaybeformattedfromtheActivityNetworkOptionsform,
whichisdisplayedwhenanActivityNetworkViewisdisplayed.TheformattingaffectsboththeTraceLogicandActivityNetworkWindowformattingforthelayoutthatisbeingformatted:
• SelectView,ActivityNetwork,ActivityNetworkOptions…,or
• Right-clickinthePERTareaandselectActivityNetworkOptions…:
AselectionofboxtemplatesareavailablefromthedropdownboxundertheActivityBoxTemplatetitle.Thesetemplatesdisplaydifferentdatainthebox.
Clickon toformatthetextfontandcolors,
Clickon toeditthetemplateoraddandremovedataitemsfromtheactivityboxes.
NOTE:ThisoptionalsoformatstheTraceLogicboxeswiththesameformat.• ClickontheActivityNetworkLayouttabtodisplayfurtheroptionswhichare
self-explanatory:
Showprogresswillplaceadiagonallinethroughanin-progressactivityandacrossthroughacompletedactivity.
Thespacingfactorsareapercentageoftheboxsizes.
10.5ReorganizingtheActivityNetworkActivitiesintheActivityNetworkviewmayberepositionedbydragging.Therearetwofunctionsavailablewhenright-clickingintheActivityNetworkview:
• Reorganizewillrepositionactivitiesthathavenotbeenmanuallypositioned,and
• ReorganizeAllwillrepositionallactivitiesincludingthosethathavebeenmanuallypositioned.
10.6SavingandOpeningActivityNetworkPositionsWhenactivitiesaremanuallydraggedintonewpositionsonthescreenforpresentationpurposes,itispossibletosaveandreloadthesepositionsatalaterdate:
• View,ActivityNetwork,SaveNetworkPositions…willcreatean*.anpfile,and
• View,ActivityNetwork,OpenNetworkPositions…willenablean*.anpfiletobelocatedandloadedwhichwillrepositiontheactivitiesastheyweresaved.
10.7EarlyDate,LateDateandFloatCalculationsTohelpunderstandthecalculationoflateandearlydates,floatandcriticalpath,wewillnowmanuallyworkthroughanexample.Theboxesbelowrepresentactivities.
• Theforwardpasscalculatestheearlydates:EF=ES+DUR–1
Startthecalculationfromthefirstactivityandworkforwardintime.
• Thebackwardpasscalculatesthelatedates:LS=LF–DUR+1
Startthecalculationatthelastactivityandworkbackwardsintime.
TotalFloatisthedifferencebetweeneithertheLateFinishandtheEarlyFinish
orthedifferencebetweentheLateStartandtheEarlyStartofanactivity.Thelower2days’activityhasfloatof9–7=2days.Noneoftheotheractivitieshasfloat.
TheCriticalPathisthepathwhereanydelaycausesadelayintheprojectandrunsthroughthetoprowofactivities.FreeFloatisthedifferencebetweenthePredecessorEarlyFinishandtheSuccessorEarlyStart.
AnactivitymaynotbeontheCriticalPathandmayhavemorethanonepredecessor.ADrivingRelationshipisthepredecessorthatdeterminestheActivityEarlyStart.
10.8Workshop8–SchedulingCalculationsandActivityNetworkView
BackgroundWewanttopracticecalculatingearlyandlatedateswithasimplemanualexercise.
Assignment
1.ApplytheActivityNetworkViewofyourOzBuildschedulebyclickingontheicon.
2.ClickoneachnodeoftheWBSandnoticehowonlyactivitiesassignedtoeachnodearedisplayed.
3.ClickonthethreeZoomicons andnoticetheireffectontheschedule.
4.CalculatetheEarlyDates,LateDates,andTotalFloatforthefollowingactivities,assumingaMonday-to-Fridayworkingweekandthefirstactivitystartingon01Feb16.
5. Seeoverthepagefortheanswer:
AnswertoWorkshop8
ForwardPassEF=ES+DUR–1
BackwardPassLS=LF–DUR+1
FloatCalculationTF=LS–ES
TheEarlyBaristheupperbar,theLateBarthelowerbarandtheendoftheTotalFloatbar,whichisthethinbar,endsattheLateFinishdate.
11CONSTRAINTSConstraintsareusedtoimposelogiconactivitiesthatmaynotberealisticallyscheduledwithlogiclinks.Thischapterwilldealwiththefollowingconstraintsindetail:
• StartOnorAfter• FinishOnorBeforeThesearetheminimumnumberofconstraintsthatarerequiredtoeffectivelyscheduleaproject.
StartOnorAfter(alsoknownasan“EarlyStart”or“StartNoEarlierThan”constraintasitonlyaffectstheEarlydatescalculation)isusedwhenthestartdateofanactivityisknownanddoesnothaveapredecessor.Primaverawillnotcalculatetheactivityearlystartdatepriortothisdate.
FinishOnorBefore(alsoknownas“LateFinish”or“FinishNoLaterThan”constraintasitonlyaffectstheLatedatescalculation)isusedwhenthelatestfinishdateisstipulated.Primaverawillnotcalculatetheactivity’slatefinishdateafterthisdate.
ThefollowingtablesummarizesthemethodsusedtoassignConstraintstoActivitiesorhowtoaddnotestoactivities:
Topic NotesforCreatingaConstraint
• SettingaPrimaryandSecondaryconstraintwiththeActivityDetailsform.
OpentheStatustabontheActivityDetailsform.
• SettingConstraintsusingcolumns.
Thefollowingcolumnsmaybedisplayedandtheconstraintsassignedoredited:
• PrimaryConstraint
• PrimaryConstraintDate
• SecondaryConstraint
• SecondaryConstraintDate
• ExpectedFinishDate
• DragginganActivityintheGanttChart.
DragginganActivityintheGanttChartwillopentheConfirmationformwheretheuserisabletoconfirmthesettingofaStartOnorAfter
constraint.
• AddingNotes,thesecouldbeaboutconstraintsorotheractivityinformation.
TheActivityDetailsformhasaNotebooktab,whichenablesNotestobeassignedtoNotebookTopics.
Primaverawillpermittwoconstraintstobeassignedtoeachactivity.AstaPowerproject,P3,andSureTrakalsoallowtwoconstraintsbutMicrosoftProjectonlypermitsoneexceptwhenaDeadlineconstraintisapplied.
AfulllistofconstraintsavailableinPrimavera:
• <None>Thisisthedefaultforanewactivity.AnactivitybydefaultisscheduledtooccurAsSoonAsPossibleanddoesnothaveaConstraint.
• StartOn
AlsoknownasMustStartOnandsetsadateonwhichtheactivitywillstart.Therefore,theactivityhasnofloat.TheearlystartandthelatestartdatesaresettobethesameastheConstraintDate.
• StartOnorBefore
AlsoknownasStartNoLaterThanorLateStart,thisconstraintsetsthelatedateafterwhichtheactivitywillnotstart.
• StartOnorAfter
AlsoknownasStartNoEarlierThanorEarlyStart,thisconstraintsetstheearlydatebeforewhichtheactivitywillnotstart.
• FinishOn
AlsoknownasMustFinishOn,thisconstraintsetsadateonwhichtheactivitywillfinishandthereforehasnofloat.TheearlyfinishandthelatefinishdatesaresettobethesameastheConstraintDate.
• FinishOnorBefore
AlsoknownasFinishNoLaterThanorLateFinish,thissetsthelatedateafterwhichtheactivitywillnotfinish.
• FinishOnorAfter
AlsoknownasFinishNoEarlierThanorEarlyFinish,thissetstheearlydatebeforewhichtheactivitywillnotfinish.
• AsLateAsPossible
AlsoknownasZeroFreeFloat.Anactivitywillbescheduledtooccuraslateaspossible.ItconsumesFreeFloatonlyanddoesnothaveanyparticularConstraintDate.TheEarlyandLatedateshavethesamedate.
• MandatoryStart
Thisconstraintpreventsfloatbeingcalculatedthroughthisactivityandeffectivelybreaksascheduleintotwoparts.ThisisalsosometimescalledaHardConstraint.
• MandatoryFinish
Thisconstraintpreventsfloatbeingcalculatedthroughthisactivityandeffectivelybreaksascheduleintotwoparts.ThisisalsosometimescalledaHardConstraint.
• ExpectedFinish
AnExpectedFinishsetstheEarlyFinishtotheExpectedFinishconstraintdateandcalculatestheRemainingDurationfromtheEarlyStartdateforanun-startedactivity,orDataDateiftheactivityisin-progresstotheExpectedFinishdate.
EarlierThanconstraintsoperateontheEarlyDates,andLaterThanconstraintsoperateonLateDates.ThefollowingpicturedemonstrateshowconstraintscalculateTotalFloatofactivities(withoutpredecessorsorsuccessors):
AnactivityassignedanAsLateasPossibleconstraintinPrimaveraP6,PrimaveraContractor,PrimaveraP3,andSureTraksoftwarewillscheduletheactivitysoitabsorbsonlyFreeFloatandwillnotdelaythestartofanysuccessoractivities,thisisnormallycalledaZeroFreeFloatconstraint.InMicrosoftProject,anactivityassignedwithanAsLateasPossibleconstraintwillbedelayedtoabsorbtheTotalFloatanddelayallitssuccessoractivitieswhichhavefloat,notjusttheactivitywiththeconstraint.
11.1AssigningConstraints
Whensettingconstraintssometimestheconstrainttimewillnotbesetatthestartorfinishoftheactivitycalendarbutsetat00:00orsomeother
irrelevanttime.ThereforewhensettingconstraintsyoushouldalwaysdisplaythetimebyselectingEdit,UserPreferences…,Datestabtoensuretheconstrainttimeiscompatiblewiththeactivitycalendar.
11.1.1NumberofConstraintsperActivityTwoconstraintsarepermittedagainsteachactivity.TheyaretitledPrimaryandSecondaryConstraint.AfterthePrimaryhasbeenset,aSecondarymaybesetonlywhenthecombinationislogicalandthereforeareducedlistofconstraintsisavailablefromtheSecondaryConstraintlistafterthePrimaryhasbeenset.
11.1.2SettingaPrimaryConstraintUsingtheActivityDetailsFormToassignaconstraintusingtheActivityDetailsform:• Selecttheactivityrequiringaconstraint,
• OpentheStatustabontheActivityDetailsform,• SelectthePrimaryConstrainttypefromtheDatedropdownlisttotherightof
PrimaryDate:
11.1.3SettingaSecondaryConstraintUsingtheActivityDetailsFormToassignaconstraintusingtheActivityDetailsform:• Selecttheactivityrequiringaconstraint,
• OpentheStatustabontheActivityDetailsform,• SelecttheSecondaryConstrainttypefromtheDatedropdownlisttotheright
ofSecondaryDate:
ThepictureaboveshowsthatafteraPrimaryStartOnorAfterconstraintissetthereareonlytwoSecondaryConstraintsavailable.Afteraconstraintissetthedatewillhaveanasterisk“*”nexttoit.
StartConstraintswillhavethe“*”nexttotheStartDate,and
FinishConstraintswillhavethe“*”nexttotheFinishDate.
UnlikeP3andSureTrakonedoesnothavetodisplaytheLateDatestoseeaLateConstraint“*”.
11.1.4ExpectedFinishConstraint
ThisconstraintissetinthedatesStatusareaabovetheConstraintsareaandwillonlyworkiftheTools,Schedule…, ,UseExpectedFinishdatescheckboxischecked.
ThisconstraintissetintheStatussectionoftheActivityDetails,Statustab,notundertheConstraintssectionasonewouldexpect:
11.1.5SettingConstraintsUsingColumnsThefollowingconstraintcolumnsmaybedisplayedandtheConstraintseditedorassignedusingthesecolumns:
• PrimaryConstraint
• PrimaryConstraintDate
• SecondaryConstraint
• SecondaryConstraintDate
• ExpectedFinish
11.1.6TypinginaStartDateAStartOnorAfterconstraintmaybeassignedfromtheActivityStatustabortheStartDatecolumnbytypingadateintotheStartfield:• AStartOnorAfterconstraintisassignedbyovertypingtheStartdate.The
Confirmationformwillconfirmthisaction.
AdatetypedintothefinishdatewillnotassignaFinishDateconstraint
butwilladjustthedurationoftheactivity.InMicrosoftProject,adatetypedintoeithertheStartortheFinishfieldwillsetaconstraint;Primaveradoesnotoperateinthisway.
BewareofclickingDonotaskmeaboutthisagainasyouwillbeunabletoturnthisoptionbackonagainusingtheuserinterfacewithearlierversionsofP6.
11.2ProjectMustFinishByDateAnabsolutefinishdatemaybeimposedontheprojectusingtheProjectWindow,Datestab:
ImposingaMustFinishBydatemakesPrimaveracalculatethelatedatesfromtheMustFinishBydateratherthanthecalculatedearlyfinishdate.ThiswillintroducepositivefloattoactivitieswhenthecalculatedEarlyfinishdateispriortotheMustFinishBydate:
Thiswillalsocreatenegativefloatwhentheactivity'scalculatedearlyfinishdateisaftertheMustFinishBydate,butitisnotobviouswherethenegativefloatisbeingdrivenfromastherearenoconstraintsassignedtoactivities:
WhenopeningmultipleprojectssomefurtherissuesneedtobeconsideredwhenaProjectMustFinishBydateissetandthesearecoveredintheMultipleProjectSchedulingchapter.ToremoveaProjectMustFinishBydate,highlightthedate,presstheDelete
keyandthentheEnterkeyortaboutofthecelltoensurethedateisremoved.ThisfunctionissimilartotheP3andSureTrakfunctionbutverydifferentfromthewayMicrosoftProject“ProjectInformation,FinishDate”operates.AfteraFinishDateissetinMicrosoftProjectallnewTasksaresetwithanAsLateAsPossibleconstraintandtheStartDateiscalculated.PrimaveradoesnotsetAsLateAsPossibleconstraintsafteraMustFinishBydateissetandtheProjectStartDateisstilleditable.
ItisnotobviouswherethefloatisbeinggeneratedafteraMustFinishBydateisimposedonaproject.ThisisoftenconfusingtopeoplenewtoschedulinganditisrecommendedthatyoudonotuseaMustFinishBydate.Instead,tieallactivitiestoaFinishMilestonewhichhasaLatefinishconstraint.
11.3ActivityNotebookItisoftenimportanttonotewhyconstraintshavebeenset.Primaverahasfunctionsthatenableyoutonoteinformationassociatedwithanactivity,includingthereasonsassociatedforestablishingaconstraint.
TheActivityDetailsformhasaNotebooktab,whichenablesNotestobeassignedtoNotebookTopicsandhassomewordprocessing-typeformattingfunctions.
11.3.1CreatingNotebookTopicsNotebookTopicsarecreatedbyselectingAdmin,AdminCategories…intheProfessionalVersion,andthroughtheWebtoolfortheOptionalClientandthenselectingtheNotebookTopicstab.Afteratopichasbeencreatedthistopicmaybemadeavailabletothefollowingdatafieldsbycheckingtheappropriatebox:
• EPS
• Project
• WBS
• Activities
11.3.2AddingNotesToaddanotetoanactivity:
• SelecttheNotebooktabintheActivityDetailsform,
• Click toopentheAssignNotebookTopicform,
• AssignaNotebooktopicusingthe icon,and
• Click toopenaformwhereyoumaytypeinyournote:
11.4Workshop9–Constraints
BackgroundManagementhasprovidedfurtherinputtoyourscheduleastheclienthassaidthattheyrequirethesubmissiononorbefore27Jan2016.
Assignment1. GototheActivitiesWindowandobservethecalculatedfinishdateandthe
criticalpathoftheprojectbeforeapplyinganyconstraints.
2. Bars–DisplaytheFloatBar(TotalFloatBar)andNegFloatBar(NegativeFloatBar).
3. Columns–displaythecolumnsasperthepicturebelow.
4. Theclienthassaidthattheyrequirethesubmissionon27Jan2016.ApplyaFinishOnorBeforeconstraintandassignaconstraintdateof27Jan201616:00totheBidDocumentSubmittedactivityfromtheStatustab.NOTE:Theauthorhasinthepastfoundthatconstrainttimeshavenotalwaysmatchedtheactivitycalendarstarttimes(e.g.,08:00)andfinishtimes(e.g.,16:00)andhavebeensetto00:00.IfyoufindthefloatsdonotcalculatecorrectlythenopentheUserPreferencesformanddisplaythetime.Reviewifthetimesarecorrectandifnoteditthemtosuityourcalendar.
4. Scheduletheproject.ThereshouldbenochangeintheTotalFloatasaFinishOnorBeforeconstraintwillnotdevelopPositiveFloat.
5. RemovetheFinishOnorBeforeconstraintfromtheBidDocumentSubmittedactivity.
6. NowmovetotheProjectWindow,DatestabandassignaProjectMustFinishByconstraintof27Jan201616:00.ReturntotheActivitiesWindowandreschedule.Allactivitiesnowhavetheirfloatcalculatedtothisdateandhavepositivefloat.
7. RemoveProjectMustFinishByconstraintof27Jan201616:00(byhighlightingthedateandpressingtheDeletekeyandtaboutofthecelltoensurethedatehasbeendeleted.
8. ScheduletheprojectandtheCriticalPathshouldreturn.
9. ApplyaFinishOnorBeforeconstraintandassignaconstraintdateof27Jan201616:00totheBidDocumentSubmittedactivityandschedule,theCriticalPathwillremain.
10. DuetotheproximitytoChristmas,managementhasrequestedthatyoudelaytheObtainQuotesfromSuppliersuntilfirstthingintheNewYear(04Jan2016).ConsensusisthatabetterresponseandsharperpriceswillbeobtainedaftertheChristmasrush.
Toachievethis,setaStartOnorAfterconstraintdateof04Jan201608:00ontheObtainQuotesfromSuppliersactivity.Nowreschedule.Observetheimpactonthecriticalpathandenddates.
YouwillnoticethattheFinishConstraintontheBidDocumentSubmittedactivityhascreatedsomenegativefloat,whichisdisplayedintheTotalFloatcolumnandtheNegativeFloatbar.11. DisplaytheNotebooktabintheActivitiesWindow.12. AddaNotebookTopicagainsttheObtainQuotesfromSupplieractivity
indicatingwhythereisaconstrainton04Jan2016.
13. OpentheGroupandSortformbyclickingonthe iconandgroupbyTotalFloatandclosetheform.
14. Sortonduration(byclickingintheOriginalDurationcolumn)tobringthelongestactivitytothetop.Itisnormallythelongestactivitythatmaybeshortened.NOTE:Notalltheactivitiesaredisplayedinthetwopicturesbelow:
15. Afterreview,itisagreedthat2daysmaybedeductedfromReviewBidDocumentactivity.Changethedurationofthisactivityto2days,rescheduleandsortonActivityID:
16. NoworganizebyWBSandsortbyActivityID:
12GROUP,SORTANDLAYOUTSGroupandSortenablesdatasuchasactivitiesintheActivitiesWindow,WBSNodesintheWBSWindow,projectsintheProjectWindow,andmanyotherdataitemstobesortedandorganizedunderotherparameterssuchasDatesandResourcesoruserdefinedActivityandProjectCodes.ThisfunctionissimilartoOrganizeinP3andSureTrakandGroupinginMicrosoftProjectandAstaPowerproject.
LayoutsisafunctioninwhichtheformattingofparameterssuchastheGroupandSort,ColumnsandBarsissavedandreappliedlater.ThisfunctionissimilartoLayoutsinP3andSureTrakorViewsinAstaPowerProjectandMicrosoftProject.ALayoutmaybeedited,saved,orreappliedatalaterdateandmayhaveaFilterassociatedwithit.Layoutscontaintheformattingforalloptionsofboththetopandbottompane.
AlthoughGroupandSortisavailableinmanyforms,LayoutsareonlyavailableinafewplacesincludingthefollowingWindows:
• Projects
• WBS
• Activities
• Tracking
ThischapterwillconcentrateonhowGroupandSortandLayoutsareappliedintheActivitiesWindowbutthesameprinciplesapplytotheotherwindows.Thischaptercoversthefollowingtopics:
Topic NotesontheFunction
• ReformattheGroupingandSortingofprojectsintheProjectsWindoworactivitiesintheActivitiesWindowbyopeningtheGroupandSortform
• Clickontheicon,or
• SelectView,GroupandSortby,Customize.
• Create,saveoreditaLayout
Selecteither:
• FromthemenuView,Layout,SaveLayoutAs…,or
• FromtheLayoutbarLayout,SaveAs….
TheLayoutbarlocationisindicatedinthefollowingpicture:
12.1GroupandSortActivities
TheGroupandSortfunctionhasbeenusedinthispublicationtogroupactivitiesunderWBSbands.
ToGroupandSortactivitiesopentheGroupandSortformby:
• Clickingthe toolbaricon,or
• SelectingView,GroupandSortby,Customize.12.1.1DisplayOptionsShowGroupTotalsShowGroupTotalsisanewfunctioninPrimaveraVersion6.0whichwhenuncheckedhidesthesummarydatainthebands,whichpreventsthetruncatingofBandtitles.
SummaryDataDisplayed
SummaryDataHiddenShowGrandTotalsShowGrandTotalsprovidesatotalofalltheactivitiesinabandatthetopofapageandissimilartoinsertingaProjectbandinP3,orSureTrakwithOrganize,ordisplayingaProjectsummarytaskinMicrosoftProject.
ThisdisplaysaSummarybandformultipleprojectsandaddsupallthecostsandhoursforaproject,displaystheearliestandlatestdatesandasummarydurationforallthedatadisplayed.Thisfeatureisveryuseful:
• WhentheprojectisnotorganizedbyWBSandthereforehasnoprojecttotalline,orwhenmultipleprojectshavebeenopenedtocalculatealltheprojects’values,and
• Whenmultipleprojectsareopenandtherebyenablesthetotalformultipleprojectstobedisplayed.
ShowSummariesOnlyShowSummariesOnlyhidesalltheactivitiesanddisplaysonlytheWBSorCodesthathavebeenusedtosummarizetheactivities:
ShrinkVerticalGroupingBandsShrinkverticalgroupingbandsisnewtoPrimaveraVersion6.0andnarrowstheVerticalBandsontheleftofthescreen.ThisisusefulinprojectswithanumberoflevelsintheWBSasthisprovidesmoreusablescreenspaceandpaperwidthforprinting.
OptionUnchecked OptionChecked
12.1.2GroupByTheGroupByboxhasseveraloptions:• GroupByandIndentWhenahierarchicalcodesuchasaWBSandtheIndentareselected,thesubsequentbandsarecompletedbythesoftwareandtherearenootherbandingoptionsavailable.TheWBSisthendisplayedhierarchically:
WhenahierarchicalcodesuchasaWBSisselectedandtheIndentisNOTselectedonalinethenthesubsequentbandsareNOTcompletedbythesoftwareandotherbandsmaybeselected.TheWBSisnotdisplayedhierarchically:
• ToLevel
TheToLeveloptiondecideshowmanylevelsofthehierarchicalcodestructuresuchastheWBSwillbedisplayed.AllactivitiesaredisplayedunderthelowestlevelofWBS,aschosenfromtheToLeveldropdownbox.ThisoptionenablesotherbandingbelowtheselectlevelwhichisnotpermittedwiththeAlloption.• GroupInterval
ThisoptionisavailablewithsomefieldssuchasTotalFloat,wheretheintervalmaybetypedin,andDatefields,whereadropdownboxenablestheselectionofthetimeintervalusedtogroupactivities:
• FontandColorDouble-clicktheseboxestoopentheEditFontandColorformtochangethefontandcolorofeachband.
12.1.3GroupByOptions• SortBandingAlphabetically
Whenuncheckedtheyaresortednaturallyperthepictureabove:
WhenthisischeckedthebandsaresortedbythecodeassignedtotheActivityCodeorWBSCode:
ThisfunctionisextremelyusefulforprovidingtwosortordersforcodingstructuressuchastheWBSwhenthecodingisentered,butonlyoperateswhenthecodingintheWBSWindowisnotinanaturalsortorder.
• HideifemptyCheckthisboxtohidebandsthat:
Havenotbeenassignedanactivity,or
Whenactivitieshavebeenfilteredoutandonlythebandsremains.
Thisfunctionisusefulwhenyouhavefilteredonacoupleofactivitiesandthescreenisfilledwithblankbands.Thiswillremovealltheblankbands.
• ShowTitle,ShowID/CodeandShowName/DescriptionTheseoptionsformatthedisplayofthebandtitle.Itisnotpossibletouncheckalltheoptionsastherethenwouldnotbeatitleintheband.Theoptionschangedependingonthedatadisplayedintheband:
NOTE:Theseoptionsaresetforeachbandindividually.12.1.4Sorting
The iconopenstheSortformwheretheorderoftheactivitiesineachbandmaybespecified.
Theordershowninthepictureprovidesagoodnatural“Waterfall”ordertoactivities:
Thisordermaybeeasilyoverriddenbyclickingonthecolumntitlestoreorderactivitiesandthereforetheuseofthisoptionisproblematicasclickingonthecolumnheaderisverysimpleandwilloverrideoptionssethere.
12.1.5ReorganizeAutomaticallyPrimaveraVersion4.1introducedafunctiontitledReorganizeAutomaticallyintheUserPreferencesformandthiswasremovedfromtheUserPreferencesforminVersion8.ThisfunctionisnowtitledAuto-Reorganizationwhichiscoverednext.12.1.6Auto-Reorganization
ThisfunctionreorganizesdatabasedonthecurrentGroupandSortorderwhenanactivity’sattributesarechanged.
Forexample,whenanactivity’sWBScodeisre-assignedintheActivityDetailspane,thentheactivitywillautomaticallybemovedtothenewlyassignedWBSbandwheretheactivitiesaregroupedbyWBSwhenthisoptionisturnedon.
Thishasnowbeenmovedtothemenuandmaybeturnedonandoffandisuniquelysetforeachwindow.Toactivateorde-activatethisfunction:
• SelectTools,DisableAuto-Reorganization,or
• Clickonthe Toolstoolbaricon.
WhentheiconisadarkshadethenthefunctionisdisabledandthecommandonthemenuerroneouslystillstatesDisableAuto-ReorganizationwhenitactuallymeansEnableAuto-Reorganization.WhenanewLayoutorFilterisappliedthenthedataisalsoautomaticallyreorganized.
12.1.7SetPageBreaksintheGroupandSortFormInearlierversionsofP6pagebreakscouldonlybesetatthefirstbandintheGroupandSortformfromthePageSetup,Optionstab.TheoptionofbeingabletosetpagebreaksatanylevelhasbeenaddedtoP6Version8.1.
SelectView,GroupandSortby,Customizeorclickonthe iconandselectCustomizetoopentheGroupandSortform:
12.1.8GroupandSortProjectsatEnterpriseLevelProjectsintheProjectsWindowmaybeGroupedandSortedinasimilarwaytotheGroupingandSortingofactivities.
When a database is opened, the projects are by default displayed under theEnterpriseProjectStructure(EPS)intheProjectsWindow.TheprojectsmaybeGroupedandSortedunderanumberofdifferentheadingsby:
• SelectingLayout,GroupandSortby,Customize,or• Right-clickinginthecolumnsareaandselectingGroupandSort…,or
• SelectingView,GroupandSortByThenselectingtheoptionfromthedropdownlist.
TheCustomize…optionwillopentheproject’sGroupandSortformwhichoperatesinasimilarwaytotheActivity’sGroupandSortform.
12.2UnderstandingLayoutsAstandardloadofPrimaveraissuppliedwithanumberofpredefinedLayoutsforsomeofthewindowswhicharedefinedbydefaultasGlobalLayoutsandanyuseronthesystemmayapplythese.Theselayoutsmaybecopiedandsharedwithotherusersorbeavailabletothecurrentuserinasimilarwayasfilters.
PrimaveraVersion6.0introducedProjectLayoutsavailablefromtheActivitiesWindow.ProjectLayoutsareonlyavailablewhenaprojectisopenandmaybeexportedwithaprojectandthereforeminimizestheneedforGlobalLayouts.
Inlargedatabaseswithmanyusersandprojectstherebecomesaneedtocodelayoutssotheymayeasilybefoundinlonglistsoffilters.Prefixingthemwiththeprojectnumbermaybeconsidered.
ThefollowingtypesofLayoutareavailableintheActivitiesWindow:• GlobalwhicharenormallymanagedbytheDatabaseAdministratorandare
availabletoallusersandallprojects,
• Userthatausermayapplytoanyprojectthattheuserhasopen,and
• Projectthatmayonlybeappliedwhenaprojectisopen.
LayoutsarenotexportedwithanXERfileinbutmaybeexportedusingaPLFfile.ThereforetosendapersonacompleteprojectscheduleyoumayneedtoincludethelayoutasaPLFfilesotheotherusermayeasilyreproduceyourviewofthedata.
12.2.1ApplyinganExistingLayoutLayoutsmaybeappliedfromtheOpenLayoutformby:• SelectingtheOpenoptionfromtheLayoutOptionsbar:
• Or,byselectingView,Layout,OpenLayout….
WhenaLayouthasbeeneditedbychanginganyparameter,suchascolumnformatting,aformwillbedisplayedallowingtheconfirmationofthechangesthathavebeenmadetothelayout.
TheOpenLayoutformwillbedisplayedandanalternativelayoutmaybeselectedfromthelist.Thelisthasthreeheadingsafteraprojectlayouthasbeencreated,Global,User,andProject:
Clickonthe icontoapplythelayout.Thiswillleavetheformopenbutallowtheeffecttobeviewed,or
Clickonthe icontoapplythelayoutandclosetheform:
Clickonthe icontoreordertheLayouts.
12.2.2CreatingaNewLayout
Anewlayoutmaybecreatedbysavinganexistinglayoutwithanewnameandeditingit.TocreateanewLayout:
• Applythelayoutthatcloselymatchestherequirementsofthenewlayoutandapply.
• Selecteither:
FromthemenuView,Layout,SaveLayout,orFromtheLayoutOptionsbarLayout,SaveAs…:
• TypeinanewLayoutNameandselecttowhomyouwishthelayouttobeavailable.
AllUserswillmakethelayoutGlobalandthereforeavailabletoallusersandyouwillneedtheappropriatesecurityaccesstobeabletocreateaGlobalLayout.
AnotherUserwillmakethelayoutavailabletoanominateduser.CurrentUserwillmakeacopyforyourownuse.
Projectwillmakethelayoutavailabletoanyonewhohastheprojectopen.ThisoptionisusefultoreducethenumberofGlobalLayoutsinadatabasewithanumberofprojectsrequiringanumberoflayoutseach.
• Clickonthe toolbaricon.
12.2.3SavingaLayoutafterChangesThislayoutmaynowbeeditedandtheeditssavedbyselecting:
FromthemenuView,Layout,SaveLayoutAs,orFromtheLayoutbarLayout,Save.
12.2.4LayoutTypesAlayoutiscomprisedofaTopPaneandaBottomPane.EachPanemaybeassignedaLayoutType.ThisisalistofLayoutTypesandthepanesthatmaybeappliedtotheActivitiesWindow:
LayoutName AvailableinTopPane
AvailableinBottomPane
• GanttChart Yes Yes
• ActivityDetails Yes
• ActivityTable Yes Yes
• ActivityNetwork Yes
• TraceLogic Yes
• ActivityUsageProfile Yes
• ResourceUsageSpreadsheet Yes
• ResourceUsageProfile Yes
• ActivityUsageSpreadsheet Yes Yes
Theavailablelayoutsvarydependingonthewindowopen.ThischapterwillpredominatelydiscusstheActivitiesWindowbutexperimentationwillshowtheoptionsavailableintheotherwindows.
12.2.5ChangingActivityLayoutTypesinPanesTheToolbarshaveiconsforthedisplayoptionsinthetopandbottompane.Placingthemouseovereachiconwilldisplaythefunctionofeach:
• aretheTopLayouttoolbaricons,and
• aretheBottomLayouttoolbaricons.
TochangeaLayoutTypeinapaneselectfromthemenu:• View,ShowonTop,or• View,ShowonBottom.
ThenselecttheLayoutTyperequiredfromthelist.
12.2.6ActivitiesWindowLayoutPanesEachLayoutTypehasanumberofoptionsandtheformattingofthesehasbeendiscussedinearlierchapters.
GanttChart
TheGanttCharthastwosides:
• TheleftsidewherethecolumnsaredisplayedmaybeformattedwiththeColumns,SortingandGroupingfunctions.
• TherightsidemaybeformattedusingtheTimescale,BarsandGridlinesfunctions.
ActivityDetailsThesemaybedisplayedatanytimeintheBottomPanewithanyofthetabshiddenordisplayed.
ActivityTableThislayoutisthesameastheleftsideoftheGanttChartandhasnoBarsandTimescaleontherightside.
ActivityNetwork
LiketheGanttChartithastwopanes:
•TheleftpanedisplaystheWBS:
Thissidemaynotbeformattedexceptbyadjustingthewidthofthecolumns.
TheselectionofaWBSNodeactslikeafilterandwillonlydisplayactivitiesthatareassociatedwiththeselectedWBSNodeandlower
levelmemberWBSNodes.ThisenablestherelationshipsbetweenactivitieswithinoneWBSNodetobechecked.
• Therightpanedisplaystheactivitydatainboxesandisorganizedunderheadings:
TheActivityBoxesmaybeformattedasdescribedintheActivityNetworkchapter.TheactivitiesmaybeGrouped,whichiscoveredintheGroupingsectionofthischapter.
TraceLogic
TheTraceLogicoptionsallowtheselectionofthenumberofpredecessorandsuccessorlevels.
ThisisachievedbyselectingView,ShowonBottom,TraceLogic.ToselectthenumberoflevelsofpredecessorstobedisplayedyouarerequiredtoopentheTraceLogicOptionsform.Theformisthenopenedbyright-clickinginthelowerpaneandselectingTraceLogicOptions….
FormattingTraceLogicandActivityNetworkFormattingoftheseboxesinbothofthesepanesislinkedtotheformattingintheActivityNetwork.Theboxesareformattedbyright-clickingintherightscreenoftheActivityNetworkpaneandselectingActivityNetworkOptions….
ResourceAnalysisPanesTheActivityUsageProfile,ResourceUsageSpreadsheet,ResourceUsageProfile,ActivityUsageSpreadsheetviewsdisplayresourceinformationandwillbediscussedintheResourceOptimizationchapter.12.2.7WBSandProjectsWindowPanesTheWBSandProjectsWindowshavethreeiconsforthetoppane:
• showsatablewithoutbars,
• showsatablewithbars,and
• displaysaChartViewoftheWBSandtheboxesmayalsobeformattedbyright-clickingandselectingChartBoxTemplate:
12.3CopyingaLayoutToandFromAnotherDatabaseAlayoutfromanyWindowmaybecopiedtoanotherdatabasebyusingtheImportandExportfunctionsfromtheOpenLayoutform.ThelayoutissavedinaPrimaveraLayoutFile(*.PLF)formatasastand-alonefileandisthenimportedintoanotherdatabase.
LayoutsthatincludeUserDefinedFieldsandCodesmaynotdisplaytheUDForCodeinformation,ordisplayincorrectinformationwhenaprojectandlayoutareimportedbecausetheUDFsandCodesareassignedadifferentdatabaseindexnumberonimportandtheseindexfieldsareusedtodisplaytheUDFdata.
12.4Workshop10–OrganizingYourData
BackgroundHavingcompletedtheschedule,youmayreporttheinformationwithdifferentLayouts.
AssignmentDisplayyourprojectinthefollowingformats,notingthedifferentwaysyoumayrepresentthesamedata.
1. Hideanddisplaytherelationships,usethe icon.
2. DisplaytheActivityNetwork,usethe icon.
3. SelectZoomin,ZoomoutandBestfitusingthe icons.
4. ScrollupanddownorclicktheWBSNodesontheleftsideofthescreen.YouwillnoticethatonlytheActivitiesassociatedwiththehighlightedWBSaredisplayed.
5. Ctl-clickandselecttwoWBSNodesandyouwillseetherelationshipsbetweentheactivitiesineachWBSNode.
6. DisplaytheActivityTablebyclickingonthe icon.
7. NowdisplaytheGanttChartbyclickingonthe icon
8. HideanddisplaytheBottompanebyclickingonthe and icons;youmayneedtoaddtheseiconstoyourtoolbar.
9. Withthebottompanedisplayedclickthe icontoshowtheTraceLogicform.
10. Right-clickintheTraceLogicform,selectTraceLogicOptions…andchangethenumberofPredecessorandSuccessorLevelsdisplaying1,2and3levelsandnotethechangeinthelayout.
11. Clickonthepredecessorsandsuccessorsineachoptionandobservethechanges.
12. ClickondifferentactivitiesintheupperpaneandseetheeffectontheTraceLogicform.
13. Clickonthe icontodisplaytheActivityDetailsform.14. CreateanewlayouttitledOzBuildWorkshop10–WithoutFloat,making
itaUserLayout,displayingthecolumnsandformattingthebarsperthe
followingpicture;theTotalFloatandNegativeFloatbarsarenotdisplayed:
15. Savethislayout.
16. MakeacopyofittitledOzBuildWorkshop10–WithFloat,makingitaUserLayout,displayingthecolumnsandformattingthebarsperthefollowingpicture;thisisdisplayingtheTotalFloatandNegativeFloatbars:
17. Savethislayout.
13FILTERSThischaptercoverstheabilityofPrimaveratocontrolwhichactivitiesaredisplayed,bothonthescreenandinprintouts,byusingFilters.
13.1UnderstandingFiltersPrimaverahasanabilitytodisplayactivitiesthatmeetspecificcriteria.Youmaywanttoseeonlytheincompleteactivities,ortheworkscheduledforthenextcoupleofmonthsorweeks,ortheactivitiesthatarein-progress.
Primaveradefaultstodisplayingallactivities.Thereareanumberofpre-definedfiltersavailablethatyoumayuseoredit.Youmayalsocreateoneormoreofyourown.
Afiltermaybeappliedtodisplayortohighlightonlythoseactivitiesthatmeetacriteria.
Therearefourtypesoffilters:
• Defaultfilterswhicharesuppliedwiththesystemandmaynotbeeditedordeletedbutmaybecopiedandtheneditedormodifiedandareoftenusedinconjunctionwiththedisplayofbars.
• Globalfilterswhicharemadeavailabletoanyoneworkinginthedatabase,and• UserDefinedfilterswhicharedefinedbyauserandavailableonlytothatuser
unlessitismadeintoaGlobalfilter,• Layoutfilterswhichmakethefilteronlyavailablewhenthecurrentlayoutis
applied.NOTE:IfthecurrentlayoutisaProjectlayoutthenthiseffectivelymakestheLayoutfilteraprojectfilter.
Thefollowingtypesoffiltersarenotavailable:
• DropdownorAutofiltersasinExcelandMicrosoftProject.
• InteractivefiltersasavailableinSureTrakandMicrosoftProject.Thisiswhenafilterisappliedandtheuserisofferedchoicesfromadropdownlist.Thelackofthisfunctionmayresultinanexcessivequantityoffiltersbeinggeneratedortheusercontinuallyeditingfrequentlyusedfilters.
Ontheotherhand,P6doesallowmultiplefilterstobeappliedatthesametime.
Therearenodedicatedprojectfilters(exceptbycreatingaLayoutfilter)availableinPrimavera,soyoumightconsiderplacingtheprojectnameornumberatthestartofafilternamesoyoumayidentifywhichfiltersbelong to which projects. This is especially helpful when you have anumberofUserFiltersorthereareanumberofGlobalFilters.
Topic MenuCommand
• Toapply,edit,create,ordeleteafilteropentheFiltersform.
• Clickonthe icon,or
• SelectView,FilterBy…,Customize,or
• Right-clickinthecolumnsareaandselectFilters….
13.2ApplyingaFilter
13.2.1FiltersFormFiltersareappliedfromtheFiltersformwhichmaybeopenedby:
• Clickingonthe icon,or
• SelectingView,Filters…,Customize…or
• Right-clickinginthecolumnsareaandselectingFilters…• NOTE:IftheAllActivitiescheckboxisnotcheckedthenthereisafilter
applied.
13.2.2ApplyingaSingleFilterAsinglefilterisappliedby:
• CheckingtheSelectcheckboxbesideonefilter,and
• Clickingonthe icontoapplythefilterandnotclosetheform.Iftheresultisundesirableanotheroptionmaybeselected,or
• Clickingon toapplythefilterandclosetheform.
• Whenapplyingtheselectedfilter(s):
OnlyactivitiesthatcomplytothefiltercriteriawillbedisplayedwhentheReplaceactivitiesshowninthecurrentlayoutbuttonischecked.TheseactivitieswillbehighlightedintheSelectActivitycolorwhentheHighlightactivitiesincurrentlayoutwhichmatchcriteriabuttonischecked.
13.2.3ApplyingaCombinationFilterAcombinationfilterhastwoormorefiltersselectedandhastwooptionsunderShowactivitiesthatmatch:• Allselectedfilterswhereanactivitytobedisplayedorhighlightedhasto
matchthecriteriaofALLthefilters,or• Anyselectedfilterswhereanactivitytobedisplayedorhighlightedhasto
matchthecriteriaofONLYONEfilter.
Inmanyplacesinthesoftwaretherewillbeanoptionofeitherclickingonthe iconorthe icon:
• The iconappliestheformatyetleavestheformopen.
• The iconappliestheformatandclosestheform.
13.3CreatingandModifyingaFilter
13.3.1CreatingaNewFilterFiltersmaybecreatedfromtheFiltersformby:
• Clickingonthe iconintheFilterformandcreateanewfilter,or
• Copyinganexistingfilterusingthe and iconsandtheneditingthenewfilter.
NewfilterswillbecreatedintheUserDefinedfilterareaatthebottomofthelist.Therearealargenumberofoptionsavailabletocreateafilterandfromthefollowingexamplesyoushouldbeabletoexperimentandaddyourownfilters.Tomodifyanexistingfilter,selectitfromtheFiltersformandclicktheicon.
13.3.2OneParameterFilterThefollowingexampleisafiltertodisplayincompleteactivities:
• Parameterisusedtoselectanyoftheavailabledatabasefields:• SelectoneoftheoptionsfromtheIsdropdownbox:• TheparameterselectedintheIsboxdeterminesif:
OnlyoneValueisrequired,whichisenteredintotheValuefield,orArangeisrequiredandtwovaluesaretobeentered;thentheValueandHighValueareentered.
Thefollowingexampleisafiltertodisplayin-progressactivitiesusingtheisnotwithinrangeofandValueandHighValueoptions:
AndthisexampleusestheequalsparameterandonlytheValuefieldiscompleted:
13.3.3TwoParameterFilterThefollowingexampleisafiltertodisplayallcriticalpathactivitiesandactivitiesassignedthePMresource:
• ThedropdownboxunderParameterhastwooptions:(Allofthefollowing).Thisisusedwhenanactivitymustmeetalloftheparametersselectedbelow.
(Anyofthefollowing).Thisisusedwhenanactivitymustmeetanyoftheparametersselectedbelow.
WhenthefirstparameterischangetoAllofthefollowingtheDisplayallrowsoptionchangestoanAND.ThereforewiththefilterbelowtherewouldnormallybefeweractivitiesdisplayedastheactivitieshavetobecriticalandassignedtheresourcePM:
13.3.4MultipleParameterFilterThefollowingexampleisafiltertodisplayincompleteactivitiesonthecriticalpathwithresourcesPEHandSEH:
• Inthisexample,(Allofthefollowing)wasselectedfromtheParametersdropdownboxwhichenablesanestingeffectoffilterparameters.
• ThisfunctionissimilartothefilterlevelsinP3.
13.3.5EditingandOrganizingFilterParametersLinesinafilterareadded,copied,pasted,anddeletedusingtheappropriateiconsintheFiltersform.ThearrowsallowthefilterlinestobemovedupanddownandindentedtotheleftandoutdentedtotherightinasimilarwaytoindentingandoutdentingtasksinMicrosoftProject.
AfiltermaybeoptimizedtodeletetheredundantfilterlinesusingtheOptimizecommand:
13.3.6UnderstandingResourceFilters
NOTE: THIS IS A VERY IMPORTANT POINT FOR RESOURCEFILTERINGWhenfilteringonresourcesthefiltermustusetheoptionofcontainsintheIscolumnandnotequals,asinthepictureabove,otherwisewhenanactivityhasbeenassignedmorethanoneresource,thentheactivitywillnotbeselectedwithafilterusingtheequalsparameter.
13.4Workshop11–Filters
BackgroundManagementhasaskedforreportsonactivitiestosuittheirrequirements.
AssignmentEnsureyourOzBuildBidprojectisopen.
1. ApplytheOzBuildWorkshop10–WithFloatlayout.2. Theywouldliketoseeallthecriticalactivities.
EnsureacolumnshowingtheTotalFloatisdisplayed,andApplytheCriticalactivitiesfilter.
Youwillseeonlyactivitiesthatareonthecriticalpathandtheirassociatedsummaryactivities.
3. OpentheGroupandSortformandchecktheHideifemptyboxandnoticetheTechnicalSpecificationbandishidden.
4. Managementwouldliketoseealltheactivitieswithfloatlessthanorequalto7days:
Createanewfiltertitled:FloatLessThanorEqualto7Days,andAddtheconditiontodisplayatotalfloatoflessthan7days.
ClosetheFilterform,
ClickontheAllActivitiescheckboxtoensureallactivitiesaredisplayed,
Applythenewfilter,
Youshouldfindthatactivitieswith8days’floatarehidden:
5. Theywouldliketoseealltheactivitiesthatarecriticalorcontaintheword“Bid”.
CopytheCriticalfilter,Editthefiltertitletoread:CriticalorContains“Bid”Editthetoplinetoread(Anyofthefollowing),Addthecondition:OrName(ActivityName)containsBid,and
Applythefilter.
6. Nowchangethe(Anyofthefollowing)optionto(Allofthefollowing)andseetheeffect.
7. Thereshouldbefeweractivitiesasitisnowdisplayingactivitiesthatmeet
14PRINTINGANDREPORTSThisisthestageatwhichthescheduleisprintedsopeoplemayreviewandcommentonit.Thischapterwillexaminesomeoftheoptionsforprintingyourprojectschedule.
Thereareseveraltoolsavailabletooutputyourschedule:
• ThePrintingfunctionprintsthedatadisplayedinthecurrentLayout.• TheReportingfunctionprintsreports,whichareindependentofthecurrent
Layout.Primaverasuppliesanumberofpredefinedreportsthatmaybetailoredtosuityourownrequirements.Reportswillnotbecoveredindetailinthispublication.
• TheProjectWebSitePublishertopublishthescheduletoawebsiteusingtheTools,Publishcommand.
• YoumayalsocopyandpastetextdatafromcolumnsandsometablesintoExcelandotherproducts.
It is recommended that you consider usinga product suchasAdobeAcrobattooutputyourscheduleinpdfformat.Youthenwillbeabletoe-mailhighqualityoutputsthatrecipientsmayprintorreviewonscreenwithoutneedingacopyofPrimavera.
14.1PrintingWhenaLayoutissplit,thelowerpanemaybeprintedwiththeupperpane,withtheexceptionoftheActivityDetailspane.ThisissimilartoP3andSureTrak,butdifferentfromMicrosoftProjectwhereonlytheActivityViewmaybeprinted.Otherproducts,suchasAstaPowerprojectandTilos,allowmultipleresourcehistogramstobeprintedinoneprintout,whichisnotpossibleinP6.
Printsettings,suchasheadersandfooters,areappliedtotheindividualLayoutsandthesettingsaresavedwiththatLayout.
Thefollowingnormalprintcommandsmaybeusedwhenprinting:
• File,PageSetup…• File,PrintSetup…• File,PrintPreview• File,Print…orCtrl+PEachofthesefunctionswillbediscussedonlyforprintingtheGanttChart.PrintingallotherLayoutsisasimilarprocess.SomeLayoutswillhavedifferentoptionsduetothenatureofthedatabeingdisplayed.Theseotheroptionsshouldbeeasilymasteredafterthebasicscoveredinthischapterareunderstood.
Each timeyou report to theclientormanagement, it is recommendedthat you save a copy of your printout or report and a pdf file is anexcellentmethodof saving this data. In conjunctionwith a robust file-namingconvention that includes theproject titleandDataDate,apdffilewillenableyoutoreproducethesereportsatanypointintimeinthefuture and have available a copy of the project schedule for disputeresolutionpurposes.
Itisgoodpracticetokeepacopyoftheprojectaftereachupdate,especiallyiflitigationisapossibility.AprojectmaybecopiedeitherbycreatingaBaseline,byexportingtheprojectasanXERfileorbyusingtheprojectcopyfunction,thenmakingtheStatusinactiveintheGeneraltaboftheProjectsWindow.Itisimportanttonotethatalthoughtheprojectmaybemarkedasinactiveitmaystillbeopenedandmodified.
14.2PrintPreviewTopreviewtheprintout,usethePrimaveraPrintPreviewoption.SelectFile,PrintPrevieworclickthe icononthePrinttoolbar:
ThefollowingparagraphsdescribethefunctionsoftheiconsatthetopofthePrintPreviewscreenfromlefttoright:
• The iconopensthePageSetupformtobecoveredinthenextparagraph.
• The iconopensthePrintSetupformwheretheprinterandpapersize,etc.,maybeselected.
• The iconopensthePrintformwheretheprinter,thepagestobeprinted,andthenumberofcopiestobeprintedmaybeselected.
• The iconopensthePublishtoHTMLformandsavestheviewinHTMLformatwhereboththetablesandbarchartsareconverted.
• Thefirstsixiconsontheleft, allowscrollingwhenaprintouthasmorethanonepage.
• Themagnifyingglass iconszoominandout.YoumayalsoclickinthePrintPreviewscreentozoomin.
• The buttonopenstheHelpfile.
• The iconclosesthePrintPreviewscreen.
14.3PageSetupToopenthePageSetup…form:
• Clickthe PageSetupicononthePrinttoolbar,or• SelectFile,PageSetup…todisplaythePageSetupform:
ThePageSetupformcontainsthefollowingtabs:Page,Margins,Header,FooterandOptions.Whenchangesaremadetoaheaderorfooterthentheiconsontherightsidemaybeused:
• –Appliesthechangessotheyarevisiblewithoutclosingtheform.
• –ResetsthePageSetupsettingstodefault.
• –Acceptsthechangesandclosestheform.
• –Cancelsthechangesandclosestheform.
14.3.1PageTabThePrimaveraoptionsinthePagetabare:• OrientationenablestheselectionofPortraitorLandscapeprinting.
• Scalingenablesyoutoadjustthenumberofpagestheprintoutwillfitonto:Adjustto:–enablesyoutochoosethescaleofthecolumntextandthenthehorizontalscaleofthebarsisadjustedtofittheremainingspace.
Fitto:–enablesyoutochoosethenumberofpagesacrossanddownandPrimaverashouldscaletheprintouttofit.
Fittimescaleto:–enablestheusertoselectthenumberofpagestheGanttChartisscaledoverbutleavesthefontofthecolumnsun-scaled.Thiswilloftenbethebestsettingwith1page(s)wideselected.
Theseoptionsworkinconjunctionwitheachotherandcangetquitedifficulttooperate.TheauthorrecommendsthatagoodstartingpointforprintoptionsistofirstsettheAdjustto:to100%sothetextisprintedoutinalegiblesizeandthensettheFittimescaleto:issetto1pagewide.
• Pagesarenumberedfirstacrossandthendown,anddoesnotfollowtheP3andSureTrakconventionofnumbersdownandlettersacross,ortheMicrosoftProjectconventionofnumberingpagesdownandthenacross.
14.3.2MarginsTabWiththisoption,youmayeditthemarginsaroundtheedgeoftheprintout.
Typeinthemarginsizearoundthepage.Itisbesttoallowawidermarginforanedgethatistobeboundorholepunched–1”or2.5cmisusuallysufficient.
14.3.3HeaderandFooterTabsHeadersappearatthetopofthescreenaboveallscheduleinformationandfootersarelocatedatthebottom.Boththeheadersandfootersareformattedinthesameway.Wewilldiscussthesetting-upoffootersinthischapter.
ClickontheFootertabfromthePageSetupform.Thiswilldisplaythesettingsofthedefaultfootersandheaders.Youshouldmodifytheoutputtosuityourrequirements.
• DivideInto:–determinesthenumberofsectionstheHeader/Footerisdividedintofrom1to5sections.
• Includeon:–determinesonwhichpagestheHeader/Footeristoappear:FirstPage,LastPage,AllPages,orNoPages.
• Height:–enablestheusertoselecttheheightoftheHeader/Footer.• DefineFooter
ShowSectionDividerLinescheckbox–hidesordisplaysthedividerlinesbetweenthesections.
ThesectionsmaybesizedbymanuallymovingthedividerlineswiththemouseandtheslideunderneaththeShowSectionDividerLines.
• SectionContent
Thismaybeselectedbyclickingonthe iconundertheSectiontitleandasubjecttypetobedisplayedselected.
(None)–leavesthesectionblank.GanttChartLegend–displaysallthebarscheckedinthedisplaycolumnoftheBarsformandonlythefontsmaybeeditedbyclickingonthelittle
iconatthebottom.
Text/Logo–enablesmanytypesofdatatobedisplayedincludingtext,adataitemselectedfromthedropdownbox,fontsformattedbyclickingontheformattingicons ,aLogoinsertedbyclickingonthe icon,Tablesaddedbyclickingonthe icon,andaHyperlinkaddedbyclickingonthelinkicon whichopenstheHyperlinkform.
Whenaddingtextithasbeenfoundbytheauthorthattheletter“s”maynotbetypedintotheHeaderandFooter.Somepeopleareabletocut
andpastetherequiredtextwithan“s”fromanotherprogramoryoumaycreateanimageandinserttheimageintotheheaderorfooter.Thismayberectifiedwithaservicepack.
RevisionBoxhasaRevisionBoxTitle:–thefollowinginformationmaybeenteredmanually:Date,Revision,Checked,Approved.
Picture–enablesapicturetobeplacedinthefooteranditmaybemanuallyadjustedtofitthespaceorautomaticallyadjustedbycheckingtheResizepicturetofittheselectionbox.
• The buttonallowstheinsertionofdatabasefieldsfromthedropdownlistwhichautomaticallyupdatewithfromthecurrentproject.Thefollowingfieldsmaybesetforthewholeorganization:CustomLabel1to3,FooterLabel1to3,andHeaderLabel1to3anddefinedinP6ProfessionalintheAdmin,AdminPreferences…,ReportstabandinthePrimaveraEPPMOptionalClientNOTFROMTHEWEBbutfromTools,Reports,ReportPreferences.
The buttonisaveryusefulfeatureasitallowsforstandardlayoutstobecreatedthatupdateautomaticallyfromdatabasefieldssuchasProjectIDandProjectNameandthereforearealwaysvalidwhenyouopenadifferentproject.
14.3.4OptionsTabTheOptionstabhasthreesections:
• TimescaleStart:andTimescaleFinish:Theseoptionsenablethestartandfinishpointofthetimescaletobeset.Clickonthe iconandselectadatefromthedropdownlist.ACustomDate…maybeselectedfromthemenuandacalendarisopenedtoselectthedate.
• Alagfromthenominateddatesmaybespecified,seethepictureabovewhere
thetimescalestarts10daysbeforetheProjectStartdateandends10daysaftertheProjectFinishdate.ThisfunctionworksinasimilarwaytoP3andSureTrak
• ThePrintoptionsalterdependingontheLayout.Thecheckboxesallowaselectionofthedatatobeprinted.
Onlyoneresourcehistogramoraresourcetablemaybeprintedatatime.
• TheBreakPageEveryGroupputsapagebreakateachchangeofheadinginthefirstgroupintheGroupandSortform.P6Version8.1hasalsoaddedafunctionintheGroupandSortformthatnowallowsapagebreakatanyselectlevelinGroupingofactivitieswhichinawaymakethisoptionredundant:
14.4PrintForm
ThePrintformisbeopenedby:• SelectingFile,Print…,or
• ExecutingthekeystrokesCtrl+P,or
• Clickingonthe printiconinthePrintPreviewscreen.
14.5PrintSetupForm
ThePrintSetupformisbeopenedby:• SelectingFile,PrintSetup…,or
• Clickingonthe printiconinthePrintPreviewscreen.
14.6Reports
Clickthe iconontheEnterprisetoolbarorselectTools,Reports,ReportstoopentheReportsWindow:
• ThereportsaregroupedunderahierarchicalstructurethatmaybemodifiedbyopeningtheTools,Reports,ReportsGroupsformorright-clickingandusingthemenu.
14.6.1RunningReports• Asinglereportmayberunbyright-clickingonareportandselectingRun,
Report…orclickingthe iconontheReportstoolbar.ThiswillopentheRunReportform:
• SelectingtheoptionofASCIITextFilewillallowthereporttobeopenedandeditedinExcel.ThedefaultFieldDelimiterandTextQualifierareusuallysuitableforExcel.
• Batchesaregroupsofreportsthatarerunatthesametime:BatchesarecreatedandeditedbyusingtheTools,Reports,BatchReports…form,and
Runbyclickingthe iconintheReportstoolbar.14.6.2EditingReports• Reportsmaybecut,copied,andpastedusingtheEdittoolbariconsorright-
clicking.
• Theymayberenamedbyclickingonthedescription.
• SomereportsmaybeeditedwiththeReportWizardandallmaybeeditedwiththeReportWriter.
Reportsthathavea iconbythereportnamemaybeeditedwiththeReportWizard,whichisthesimplestmethodofeditingthesereports.Note:ThesereportsmayalsobeeditedwiththeReportWriter.
Reportsthathavea iconbythereportnamemayonlybeeditedwiththeReportWriterandthisisquitecomplex.TherearebasicinstructionsintheHelpfile.
• TocreateanewreportormodifyanexistingreportthatwascreatedwiththeReportWizard,runtheReportWizardbyclickingthe iconontheReportstoolbar,orselectingTools,ReportWizard….
14.6.3PublishtoaWebSitePrimaverahasseveralfunctionsthatenableaprojecttobepublishedtoawebsitewhichiseffectivelytheonly“FreeReader”thatOraclePrimaveraprovides
withP6.
TheTools,Publish,menuhasthreeoptionsforcreatingawebsiteforacurrentlyopenedproject:
• ProjectWebSite…createsacompletewebsitewithanyReportsorLayoutsthathavebeencreated.Thisisaveryusefulfunctionifitisrequiredtopublishalargeamountofdata.
• ActivityLayouts…createsawebsitewithjusttheselectedActivityLayout.
• TrackingLayouts…createsawebsitewithjusttheselectedTrackingLayout.
14.7TimescaledLogicDiagramsTimescaledLogicDiagramexportsopenprojectsfromtheActivitiesWindowtothePrimaveraTimescaledLogicDiagramapplicationandcreatesatimescaledlogicdiagraminaseparateapplication.
SelectTools,TimescaledLogicDiagramtooperatethisfunction.
14.8VisualizerVisualizerisnewtoP6Version8.3andisanupdateoftheP6Version8.2TimescaleLogicDiagrammoduleandisaddonpieceofsoftwarethatallowsahigherlevelofGantChartcustomizationthanavailablefromtheActivitiesWindow.
ItmayberunfromP6ortheWindowsStartMenuandalsoallowsthecreationofTimescaleLogicDiagrams(TSLD)andincludesthefollowingfunctions:
• PrintingofLayoutsimportedfromP6andthecreationofnewVisualizerlayouts,
• Notebooktopicsandstepsmaybedisplayedasfieldsintheactivitytableorasbarlabels,
• StackcolumnsandusewordwrappingintheGanttchart,
• MultipleActivitiesononerowintheTSLDsreducingthenumberofrows,
• Formattingoffieldsandlabels,
• UsefunctionssuchasBaselineBardisplay,Filters,GroupandSort,
• TheEnterprise,ActivityCodeformallowsActivityCodescolorstobedefined.Thesecolorsmaybeassignedtobars,barStartandFinishpointsinVisualizer,butthesecolorsmaynotbeassignedtobarsintheActivitywindowBarsform.
• Moreshapechoicesandotherformattingoptionsforbars,
• RunreportsinbatchesusingprogramslikeWindowsScheduler,
• PrimaveraVersion15.5hasenabledtheabilitytoimportandexportPLFLayooutfileswhicharecreatedinP6Professional.AlsousermayexchangeVisualizerLayoutsusingtheimportandexportofaVLFfile.
UnderstandinghowVisualizeroperates:
• ItdoesnotoperateontheprojectsthatareopeninP6,
• Itmaynotbeusedtomanipulatedata,itisjustforpresentation,
• TheuserisrequiredtoselectanexistinglayoutorcreateanewlayoutwhichwilleitherdisplayaGanttChartorTSLDbeforeselectingtheprojecttoreport,
• Thentheprojectstoreportonareselected,and
• Thelayoutisformattedandsaveifrequired,
• VisualizelayoutsmaybecreatedandsaveasGlobal,ProjectorUser,asinintheWindowsClient,
• VisualizerusesP6AdminPreferencesforCalendarStartDayoftheweek,andonlinehelpsetting.
ThischapterwilloutlinethemainpointsonhowVisualizeroperates;torunVisualizereitherselect:
• Tools,Visualizer,or• OpenfromtheWindowsStartMenuwithoutopeningP6.
• Selectfromthebuttonsatthetopofthewindowwhattypeofoutputyourequire:
• Youwillthenselectwhichprojectstoreporton,thepicturebelowdisplaystheoptionavailabletocreateanewTSLD:
• Namethelayout:
• TheOptionsformallowsalargenumberofformattingoptions:
Mostoftheoptionsthetabsareself-explanatoryandtheGanttChartlayoutfunctionsaresimilarandwillnotbecoveredseparately.
Version8.4introducedsomenewfunctionsincluding:
• DisplayShiftsasaDateInterval.ThisfunctionisaccessedfromtheTimescaletabDateIntervallist.
• Theabilitytoaddacustomizedlegendinheadersandfooters.ThisfunctionisaccessedfromPageSetuptab,TitleBlocktab.
• MultipleLayoutsmaybeselectedandmovedfromoneGroupingtoanotherintheManageLayoutsform.
• BarSettingmaynowbecopiedfromonelayouttoanother.ThisfunctionisaccessedBars&Labelstab,AvailableBarssection.
14.9Workshop12–Printing
BackgroundWewanttoissueareportforcommentbymanagement.
AssignmentOpenyourOzBuildBidprojectfromthepreviousworkshoptocompletethefollowingsteps:
1. Removeanyfilter.
2. ApplytheOzBuildWorkshop10–WithFloatlayout.
3. SelectFile,PrintPreviewandclickthe icononthePrinttoolbartoopenthePageSetupform.
4. InthePagetabselect:Orientation–LandscapeAdjustto–100%Fitto–0page(s)wideby0pagestallFittimesaleto:–1pagewidePapersize:–A4orLetter
5. IntheMarginstabsetallthesettingsto0.5”,exceptfortheTop:settingswhichshouldtobesetto0.75”toallowspaceforbinding.
6. IntheHeadertab:DivideInto:3Sections
Includeon:AllPages,sothiswillrepeatoneverypage
Height:0.5
Section1,insertasText/Logo–Printedon:[date][time]–ArialRegular8totheleft
Section2,insertasText/Logo–[project_name]–ArialBold12inthemiddle
Section3,insertasText/Logo–Page[page_number]of[total_pages]–ArialRegular8,alignedtotheright
7. IntheFootertab:DivideInto:3Sections
Includeon:FirstPage,sothiswillonlybeprintedonthefirstpage
Height:1.25
Section1–GanttChartLegend
Section2–Picture–Findasuitablepicturetoputin
Section3–RevisionBox
Adjustwidthsasrequired.
8. IntheOptionstab:SettheTimescaleStart:fromtheProjectStartminus5daysandTimescaleFinish:totheProjectFinishplus5days,
ShowtheActivityTable,AllColumns,GridLineandGanttChart.
9. SavetheLayoutand
10. Compareyourresultwiththepicturebelow:
AnswertoWorkshop12
15SCHEDULINGOPTIONSANDSETTINGABASELINETrackingProgressisusedafteryouhavecompletedtheplan,orhavecompletedsufficientiterationstoreachanacceptableplan,andtheprojectmaybeprogressing.Nowtheimportantphaseofregularmonitoringandcontrolbegins.Thisprocessisimportanttohelpcatchproblemsasearlyaspossible,andthusminimizetheirimpactonthesuccessfulcompletionoftheproject.Themainstepsformonitoringprogressare:
• SavingaBaselineschedule,alsoknownasaTarget.Thisscheduleholdsthedatesagainstwhichprogressiscompared.Thecurrentprojectmaybecopiedandusedasabaselineoranexistingprojectmaybeassignedasabaseline.
• Recordingormarking-upprogressasofaspecificdate,titledtheDataDate.ThisdateisalsoknownastheStatusDate,UpdateDate,CurrentDate,ReportDate,andAs-Of-Date.
• UpdatingorProgressingtheschedule.• SchedulingtheprojectandatthesametimemovingtheDataDatetothenew
DataDateandrecalculatingalltheactivitiesdates.• ComparingandReportingactualprogressagainstplannedprogressand
revisingtheplanandschedule,ifrequired.
Comparingthestatusofanactivityagainstmorethanonebaselineisuseful;forexample:
• TheoriginalplancouldberepresentedasoneoftheBaselines,toseetheslippageagainsttheoriginalplan.
• LastPeriod,whichcouldbeanotherBaseline,toseethechangessincethelastupdate.
Primaverahasthefollowingfunctions:
• Primaveraallowsanunlimitednumberofbaselineprojectfilestobesavedwithaproject.
• Abaselineprojectmaynotbeopenedandviewed.Itmustberestoredtothedatabasetoopenandeditwhereitwillnolongerbeabaseline.
• UptofourBaselinesmaybeshownagainstacurrentscheduleatonetimeeitherasbarsontheGanttChartorincolumnsofdata.
• BaselinecomparisonisdisplayedatActivitylevelintheActivitiesWindow,notatresourcelevel.ResourcelevelcomparisonisavailableinresourceviewssuchastheResourceAssignmentsWindow.
Shortcuts:
Topic MenuCommand
• SavingandDeletingandSettingaBaseline
TosaveaBaseline,selectProject,MaintainBaselines…todisplaytheMaintainBaselinesform
• SettingaBaselineproject
ThebaselinesareassignedfromtheProject,AssignBaselines…form
• UpdateaBaseline• SelectProject,MaintainBaselines…andselect
the icontoopentheUpdateBaselineform.
15.1UnderstandingDateFieldsPrimaverahasmanymoredatefieldsforthecurrentschedulethanP3,SureTrakorMicrosoftProject.Thissectionexplainshowthesedatefieldscalculate.
Thereisverylittledocumentationavailableonhowthesedatesarecalculatedandtheauthorhasascertainedtheinformationcontainedinthischapterbytrialusinganunresourcedschedule.
Afteryouunderstandthesedatefields,youshouldlookagainattheBarTimescaleoptionsintheBarsformanditwillbeeasierforyoutounderstandhowthebarformattingworks.
15.1.1EarlyStartandEarlyFinishThesearealwaystheearliestdatesthatun-startedactivitiesortheincompleteportionsofin-progressactivitiesmaystartorfinishbasedoncalendars,relationshipsandconstraints.
• TheEarlyStartofthecompletedactivityA1010issettotheDataDatedateandtimeaftertheactivityhascommenced,nottotheActualStart,asinmostothersoftware,
• TheEarlyFinishofthecompletedactivityA1010issettotheDataDatedateandtimewhentheactivityiscomplete,nottotheActualFinish,asinmostothersoftware,
• TheEarlyStartofanin-progressactivityissettotheActivityCalendarstartaftertheactivityhascommenced,nottotheActualStart,asinmostothersoftware.
NOTE:LookcarefullyattheactivityA1010EarlyStartandEarlyFinishdatesandthenlookattheActualStartandFinishofthebar;theyareverydifferent:
ThustheEarlyStartandEarlyFinishdatesofcompletedactivitiesandEarlyStartofin-progressactivitiesisnotdisplayedinothersoftwareinthiswayandoftenleadstoconfusionwhenconvertingfromothersoftware.
ThisisthereasonwhytheEarlyBarisnotdisplayedbydefaultintheGanttChart,astheEarlyBarwillnotdisplayActualprogressinthesamewayasothersoftware.
15.1.2LateStartandLateFinish• ThesearethelatestdatesthatUn-startedactivitiesortheincompleteportions
ofIn-progressactivitiesmaystartorfinishbasedoncalendars,relationships,andconstraints.
• TheCompleteactivityhastheLateDatessetthedatethatisequivalenttothelatestpointintimethattheactivitycouldberestarted.
• TheTotalFloatontheCompleteActivityis“Null”butthedefaultLayoutshowsaFloatBar.
NOTE:TheendoftheTotalFloatbaristhesamedateandtimeastheLateFinishandusedtocalculateTotalFloat.
15.1.3ActualStartandFinishThesedatesaremanuallyapplied,representingwhenanactivitystartedorfinished,andoverrideconstraintsandrelationships.ThesedatesshouldbesetinthepastinrelationtotheDataDate.
ActualdatesshouldneverchangeaftertheyareassignedbutboththeApplyActualswhenactivitiesaresettoAutoComputeActuals,and
UpdateProgressfunctionsmaychangeActualDates.Thesefunctionsmustbeusedwithextremecaution.
15.1.4StartandFinishTheStartissettotheEarlyStartwhentheactivityhasnotstartedandtheActualStartwhenithasstarted.TheFinishissettotheEarlyFinishwhentheactivityhasnotstartedorisin-progressandtheActualFinishwhenitiscomplete.• An“A”isplacedafterthedatewhenanActualStartorActualFinishhas
beenset,
• An“*”isplacedafterthedatewhenastartconstrainthasbeenappliedtotheactivity,
• ThesedatefieldsallowtheEarlyandActualStartandFinishdatestobedisplayedasexpectedwhentheactivityhasnotstarted,isin-progress,orcomplete:
UsersconvertingfromP3andSureTrakwillbeusedtodisplayingtheEarlyStartandEarlyFinishdates,buttheEarlyStartandEarlyFinishdatesshouldnotbedisplayedwhenaschedulehasprogress,asthiswillgivemisleadinginformation.TheStartandFinishdatesshouldalwaysbedisplayedundernormalschedulingconditions.
15.1.5PlannedDatesThePlannedFinishiscalculatedfromthePlannedStartplustheOriginalDuration.TheOriginalDurationislabeledPlannedDurationinsomeIndustryVersions.Thesefieldsarealwayslinked,therefore:
• AchangetothePlannedStartwillchangethePlannedFinishviatheOriginalDuration,
• AchangetothePlannedFinishwillchangepermanentlytheOriginalDuration,and
• AchangetotheOriginalDurationwillchangethePlannedFinish.WhenanactivityhasNOTstarted:• ThePlanneddatesAREnormallylinkedtotheStartandFinishwhenan
activityhasnotstarted.
TheOriginalandAtCompletiondurationsareONLYlinkedwhenanactivityhasnotstartedandwhenLinkBudgetandAtCompletionfornotstartedactivitiesboxintheProjectsWindow,Calculationstabischecked.
• TheyareNOTlinkedtotheEarlyDates.• APlannedStartmaybemanuallyeditedandastheStartdateislinkeditis
alsochanged,buttheEarlyStartisNOTchanged.ThePlannedStartandStartareresettotheEarlyDateswhenaprojectisscheduled.
• ThePlannedFinishmaybeeditedandislinkedtotheFinishdateandtheOriginalDuration.AchangetothePlannedFinishwillchangetheFinishdateandOriginalDuration.ReschedulingwillrecalculatethescheduleusingthenewOriginalDurationandsetthePlannedFinish,Finish,andEarlyFinishtothesamedate.
• ThusachangetothePlannedStartisreversedbyrescheduling,butachangetothePlannedFinishaffectstheOriginalDurationandisnotreversedbyrescheduling.
Whenanactivityisin-progress:
• ThePlannedStartdateremainsunchangedwhenanActualStartdateissetwhichisdifferentfromthePlannedStart.ThereforethePlannedStartremainsthesameastheStartDatebeforetheActualStartwasset.
• ThePlannedFinishiscalculatedfromthePlannedStartDateplustheOriginalDuration.
• Afteranactivityhascommenced,theRemainingDurationmaybeeditedindependentlyfromtheOriginalDuration.ThePlannedFinishmayhaveadifferentdatefromtheFinish,whichisnowsettoequaltheEarlyFinish.
Whenanactivityiscomplete:
• ThePlannedDatesareunlinkedfromallotherdatefields.15.1.6PlannedDatesIssues
ThisisoneofthemostimportantparagraphsinthisbookandyoumustbecertainthatyouunderstandthePlanneddatesandhowtoavoidtheissuesassociatedwiththem.
ThePlannedDatesareverycomplextoexplainandunderstand,sopleasereadcarefully.Tosummarizethestatementsabove:
• WhenanactivityhasNotStartedthePlannedDatesmatchtheEarlyStartand
EarlyFinish.
• WhenanactivityisCompleteorIn-progressthePlannedDatesmatchthestatusoftheactivityimmediatelybeforeitwasmarkedasStarted.
Inthesituationwhereascheduleisintheprocessofbeingupdated:
• AssumetheDataDatehasbeenmovedtothenewDataDateandtheprojectscheduled,
• Nowallun-startedactivitieswillhavetheirStartandFinishdatesinthefuture,
• AtthispointeveryactivitythatismarkedIn-progressbyassigninganActualStart(whichshouldbeinthepastinrelationtotheDataDate)willhavePlannedDatesthatneither:
MatchthestatusoftheactivitybeforetheactivitywasmarkedasStarted,nor
MatchthestatusoftheactivityaftertheactivitywasmarkedasStartedandpossiblyfinished.
ThusinthissituationandatthispointintimethePlannedDatesarenowholdingirrelevantdatesthatshouldneverbedisplayedorusedforanypurpose.
UnfortunatelythePlannedDatesareusedbydefaultinseveralplacesandDatabaseAdministratorsandUsersmustbeawareofwheretheyareusedandhowtoavoiddisplayingthem.
• ThePlanneddatesaredisplayedastheProjectBaselinebarsandPrimaryUserBaselinebarswhennobaselinehasbeenassigned,
NeverdisplayaBaselineBarorcolumnsunlessabaselineprojecthasbeencreatedandassigned,otherwisetheBaselinebarandcolumnsmayrepresentirrelevantdata.
• ThesePlanneddatesareusedbytheApplyActualsfunction,whenactivitiesaresettoAutoComputeActuals,andtheUpdateProgressfunction.ThusActualStartdatesandEarlyFinishdatesofin-progressactivitieswillbechangedtothePlannedDatevalueswithoutwarning.
EnsureyounevereverusetheUpdateProgressfunctiononaschedulethathasbeenprogressed,otherwiseActualStartdatesandEarlyFinishdatesofin-progressactivitieswillbechangedtothePlannedDatevalueswithoutwarning.
• ThePlannedDatesfromaBaselineschedulewillbedisplayedastheBaseline
BarswhentheAdmin,AdminPreferences…,EarnedValuetabissettoBudgetvalueswithplanneddates.ThustheBaselineBarsfromanin-progressschedulewillbeincorrect.
EnsureAdmin,AdminPreferences…,EarnedValuetabhasthisvaluesetasAtCompletionvalueswithcurrentdatesorBudgetValueswithcurrentdates.Whenthescheduleisnotresource-orcost-loadeditdoesnotmatterwhichofthesetwoyouuse.Moredetailsonthesesettingsinparagraph17.3.6.
15.1.7RemainingEarlyStartandFinishThesearetheearliestdatesthattheincompleteportionsofun-startedorin-progressactivitiesmaystartandfinish.
• Theyareblankwhenanactivityiscomplete.
• TheymaybeeditedinthesamewayasPlannedDates.
WhenaRemainingEarlyStartiseditedtoalaterthanscheduleddate,thereisanoptionforconstrainingtheRemainingEarlyStartwithaStartonorAfterConstraint.Ifthisisnotsetthentheactivitywillmoveforwardtoitsoriginalpositionwhenscheduling.
WhenaRemainingEarlyFinishisedited,theRemainingDurationisalsoeditedandthechangeispermanent.Schedulingdoesnottaketheschedulebacktotheoriginalposition.
15.1.8RemainingLateStartandFinishThesearethelatestdatesthattheincompleteportionsofactivitiesmaystartandfinish.
• Theyareblankwhenanactivityiscompleteandmaynotbeedited,
• Theymaynotbedisplayedasabar,
• TheyaresettoequaltheLateDates.
15.2SchedulingOptions–GeneralTabWhenaprojectisrescheduledtherearesomeoptionsavailableintheScheduleOptionsformwhichisopenedbyselectingTools,Schedule…,Options:
• Pressingthe willsettheoptionsbacktotheP6defaults,notsaveyoursasthedefaultasinMicrosoftProject.
• Thedefaultoptionsaregooddefaultsbutsomeneedtobechangedtosuitspecificsituations.
• Theseoptionsapplytoallactivitiesinthecurrentlyopenedschedule.
• WhenmorethanoneschedulehasbeenopenedthenyoushouldreadcarefullytheMultipleProjectSchedulingchaptertounderstandhowtheDefaultProjectfunctionoperates.
• Ifyouexportascheduletoanotherdatabaseitisprudenttosendacopyofthecurrentoptionssotheymaybecheckedwhenimportedintoanotherdatabbase,especiallyifthescheduleistobeopenedwithotherprojects.Again,youshouldreadcarefullytheMultipleProjectSchedulingchaptertounderstandhowtheDefaultProjectfunctionoperates.
• ChangingtheScheduleOptionsoptionsmaychangethewaytheschedulecalculatesandusersmustbeverycarefullifconsideringchanginganyofthem.Youmaywishtocopytheschedule,baselineit,andthenchangetooptionstoseewhattheeffectisontheschedulecalculation.
ThePrimaveraSchedulingOptionsdefaultsaregoodanditissuggestedthattheyshouldnotbechangedunlesstheuserhasgood
reasontochangethem.
15.2.1IgnorerelationshipstoandfromotherprojectsCheckthisintheTools,Schedule…,Optionsformtoignorerelationshipswithotherprojectsthatarecurrentlynotopen.
Theserelationshipsmaybecreatedbetweentwoprojectswhen:
• Twoormoreprojectsareopenedtogether,or
• Whenassigningarelationshipanotherprojectisopenedandarelationshipiscreatedtoanactivityinanotherproject.
ThisoptionwillalsoignoreExternalDates,whicharetheExternalEarlyStartandExternalLateFinishdates.ExternalDatesareconstraintscreatedwhenaprojectisexportedfromPrimaveraContractorand/oranotherP6databaseandimportedintoP6.TheyactlikeEarlyStartandLateFinishConstraintsandareusedtorepresenttherelationshipsthatwouldhaveoriginallyprovidedtheEarlyStartandLateFinishdatestotheCriticalPathcalculationsoftheimportedschedule.
Thesedatescanbeveryconfusingifoneisnotawarethattheyhavebeencreatedorhowtheyoperate.Thenegativefloatinthepicturebelowiscreatedbythesedatesafteranactivity’sdurationwasincreasedby34days:
WhenyouimportaprojectfromanotherdatabaseensureyouALWAYScheckforExternalDatesandunderstandhowtheyoperate.
IfyouexportandthenimportbackintothesamedatabasethenExternaldatesarenotnormallycreatedbuttherelationshipsarere-established
withtheoriginalscheduletheywerelinkedwith.
Ontheotherhand,iftheoriginalscheduleshavebeendeletedthentheseExternalDatesmaybecreated.
15.2.2Makeopen-endedactivitiescriticalAnopen-endedactivityisanactivitywithoutasuccessorandwhichhasfloattotheendoftheproject.Checkingtheboxmakestheseactivitiescriticalwithzerototalfloatwhentheydonothaveasuccessor.
• Open-endsNotCritical:
• Open-endsCritical:
Thisalsoallowstheusertodisplaymultiplecriticalpathsinoneprojectwithouttheuseofconstraintsandisusefulshouldyouwishtoseetheindividualcriticalpathsforeachareaofaproject.Inorderforthisfunctiontoworkthelastactivityineachchainoreventsmustnothaveasuccessor:
• Open-endsNotCritical:
• Open-endsCritical:
15.2.3UseExpectedFinishDatesTheintentionofthisoptionisforpeopleusingtimesheetstobeabletosetanExpectedFinishconstraintforanactivity.
OnceanExpectedFinishdateissetthenthesoftwarecalculatestheRemainingDurationfrom:
• TheEarlyStartwhenanactivityhasnotstarted,or
• TheDataDatewhenanactivityhasstarted,or
• AResumedateifaSuspendandresumedatehasbeenset.
ThereforeExpectedfinishdatesmaybeassignedfromtheTimesheetsmoduleandthisoptionallowstheprojectmanagertoignorethesedatessubmittedwiththetimesheets.
ThisisalwayscheckedbydefaultandwilldisableorenableExpectedFinishconstraintsassignedintheStatustaboftheActivitiesDetailstaborfromacolumn.
ThisisusuallynotturnedoffandthepicturesbelowshowtheeffectofthisconstraintbeforeandafterschedulinganactivitywithanExpectedFinishConstraintassigned:
• Beforescheduling:
• Afterscheduling:
15.2.4ScheduleautomaticallywhenachangeaffectsdatesThisissimilartoautomaticrecalculationinotherproductsandthisrecalculatestheschedulewhendatathataffectsthetimingofthescheduleischanged.
P6isadatabaseproductandScheduleAutomaticallywillresultintheschedulerecalculatingeverytimeyoumakeachange.Thismayslowdownyourwork
significantly;thisoptionisusuallyleftoff.
15.2.5LevelresourcesduringschedulingLevelingascheduledelaysactivitiesuntilresourcesbecomeavailable.Thisisaformofresourceoptimizationandthisoptionlevelstheprojectresourceseachtimeitisscheduled.Resourcelevelingiscoveredinparagraph20.6.
ThisisNOTrecommendedasitslowsdowntheschedulecalculationandthescheduleoftenchangeseachtimeitisscheduled.
15.2.6RecalculateresourcecostsafterschedulingResourceUnitRatesmaybesettochangeovertimeintheUnits&PricestaboftheResourcesWindow:
Thisoptionrecalculatesaresourcecostwhenaresourceisscheduledintoadifferentcostratestimebracket.
15.2.7Whenschedulingprogressedactivitiesuse“OutofSequenceProgress”occurswhenanactivitystartsbeforeapredecessordefinedbyarelationshiphasfinished.Thereforetherelationshipshavenotbeenacknowledgedandthesuccessoractivityhasstartedoutofsequence.TherearethreeoptionsinP6forcalculatingthefinishdateofasuccessorwhenthesuccessoractivityhasstartedbeforethepredecessoractivityisfinished:
• RetainedLogic
• ProgressOverride
• ActualDates
Theselectedoptionisappliedtoallactivitiesinaschedulewhenitiscalculated.OpentheScheduleOptionsformbyselectingTools,Schedule…andclickingonthe iconwheretheoptionsarefoundunderWhenschedulingprogressedactivitiesuse:
Thepicturebelowrepresentsthestatusoftheactivitiesbeforeupdatingtheschedule:
• RetainedLogic.Intheexamplefollowing,therelationshipismaintainedbetweenthepredecessorandsuccessorfortheunworkedportionoftheactivity(theRemainingDuration)andcontinuedafterthepredecessorhasfinished.Therelationshipformspartofthecriticalpathandthepredecessorhasnofloat.NOTE:Thisistherecommendedoption:
• ProgressOverride.Intheexamplefollowing,theFinish-to-Startrelationshipbetweenthepredecessorandsuccessorisdisregarded,andtheunworkedportionoftheactivity(theRemainingDuration)continuesbeforethepredecessorhasfinished.
NOTE:TherelationshipisnotadrivingrelationshipandDOESNOTformpartofthecriticalpathintheexamplebelowandthepredecessorhasfloat:
• ActualDates.ThisfunctionoperateswhenthereisanactivitywithActualStartDatesinthefuture,whichisnotlogical.Withthisoptiontheremainingdurationofanin-progressactivityiscalculatedaftertheactivitywithactualstartandfinishinthefuture:
WhentherearenoActualDatesinthefuturethisoptioncalculatesasRetainedLogic.
ThissituationwithActualsinthefuturemayhappenwhentwoprojectsopentogetherandhavedifferentDataDates.ThissituationisbestavoidedanditisbesttomaketheDataDatesofallprojectsthesame.
RetainedLogicandProgressOverridearenottermsusedbyMicrosoftProjectbutareusedinP3andSureTrakandoperateinthesamewayinPrimavera.RetainedLogicproducesamore conservative schedule (alongerdurationschedule)andismorelikelytoplaceanout-of-progressrelationship on the critical path and adjustments may be made asrequired.
IfyourschedulehasActualdatesinthefutureoftheDataDate(whichmayoccurwhentheupdateinformationiscollectedatdifferenttimesandtheearlierdateisusedastheDataDateormultipleprojectsareopen)thentheuseofActualDateswouldcalculatethemostconservativeschedule.
15.2.8Calculatestart-to-startlagfromThesuccessorofanactivitywithaStart-to-Startandpositivelagwouldstartafterthelaghasexpired.WhenthepredecessorcommencesoutofsequencethelagmaybecalculatedfromthepredecessorcalculatedEarlyStartortheActualStart.
• TheActualStartgivesalessconservativeschedule:
• TheEarlyStartgivesamoreconservativeschedule:
15.2.9DefinecriticalactivitiesasCriticalActivitiesDefinitioncriteriaisdefinedintheProjectsWindow,ProjectDetails,Settingstab:
Theseoptionsareusedforanalyzingschedulesthatutilizemultiplecalendars
whichmayresultinactivitiesonthecriticalpathpossessingfloat.
• TotalFloatlessthanorequalto–Activitiesmaybemarkedascriticalandwithachosenfloatvalue.Sometimesasmallpositivevalueisusedtoisolatethenearcriticalactivitiesonschedulesordisplayingthefullcriticalpathonmultiplecalendarschedules.
• LongestPath–Thisoptionisolatesthelongestchainofactivitiesinascheduleandshouldbeusedwhenmultiplecalendarsareinuseandsomeactivities,whichformpartofthecriticalpath,stillhavefloatwhenthesuccessorisassignedacalendarwithfewerordifferentworkingdays.
• IntheexamplebelowtheTotalFloathasbeensettoTotalFloatlessthanorequaltozeroandthecriticalpathhasdisappeared:
• WhentheTotalFloatisthensettolessthanorequalto1dayresultsinthepicturebelow:
• WhentheTotalFloatisthensettoLongestPathresultsinthepicturebelow:
ACTION:Longestpathisrecommendedforprojectswithmultiplecalendars.15.2.10CalculatefloatbasedonfinishdateThisisanewfunctiontoVersion6.2.WhenmorethanoneprojectisopenedtheTotalFloatmaybecalculatedbasedoneachindividualprojectorthelongestproject:
• Eachproject–usedwheneachproject’scriticalpathisrequired:
• Openedprojects–usedwhenalltheP6projectsarerelatedandfloatisrequiredtobebasedonthelongestproject:
15.2.11ComputeTotalFloatasTherearethreeoptionsforthecalculationoftheFloatvaluedisplayedintheTotalFloatcolumnofWBSandLOEactivitiesonly:
• StartFloat=LateStart–EarlyStart
• FinishFloat=LateFinish–EarlyFinish
• SmallestofStartFloatandFinishFloat
ItcanbeseenfromthepicturesabovethattheTotalFloatbaronly
displaystheFinishFloat.
TheSmallestofStartFloatandFinishFloatisthemostconservativebuttheFinishFloatwillalwaysgiveananswerthatisthesameastheTotalFloatbar.
15.2.12CalendarforschedulingRelationshipLag• Therearefourcalendaroptionsforthecalculationofthelagforallactivities:
1. PredecessorActivityCalendaristhedefault,Theexamplebelowhasa40-hourlag,or
2. SuccessorActivityCalendar.notethechangeinthesuccessorstart,or
3. 24-Hour,or4. ProjectDefaultCalendar.
P3andSureTrakusethepredecessorcalendar,MicrosoftProject2000and2002usestheProjectBasecalendar,andMicrosoftProject2003to2007usesthesuccessorcalendar.MicrosoftProjectalsohastheoptionofanElapsedlagduration.AstaPowerprojectdoesnotassignlagstotherelationshipbutarelationshipmayhavealagonthepredecessoractivityandalagonthesuccessoractivity.
15.2.13SchedulingOptions–AdvancedTabThistabselectstheoptionsforcalculatingmultiplecriticalpathsandiscoveredindetailintheUtilitieschapter.
15.3SettingtheBaselineSettingtheBaselinemakesacompletecopyofaproject,includingrelationships,notebookentriesandcodes.Youarethenabletocomparethecurrentproject’sprogressagainstthebaseline.
TherearetwotypesofBaselinesthatareoftensavedwithschedulingsoftwaresuchasP6–ManagementandLastPeriodStatus:
ManagementBaselinesTheseareusuallyacopyofanoriginalunprogressedschedulethathasbeen
contractuallyagreedtoastheBaselineorTargetscheduleandareusedto:
• Evaluateprogressandreportprogresstoaclientorcustomer,
• ProvideabaseforExtensionofTimeclaimsandothercontractualclaimsthatmaybemadebasedontheseBaselineschedules.
LastPeriodStatusBaselinesThesearecopiesofascheduleatapointintimeandareusedforthemanagementofaproject:
• Usuallytheyareusedtomeasurethelossintimefromonereportingperiodtoanother,
• Theyallowmanagementtoascertainperformanceandmakedecisionsonhowtomanagetheproject,
• TheyaredisplayedinexactlythesamewayasManagementBaselineswiththesoftware,
• TheseBaselinesusually,afterthefirstperiodupdate,haveprogress.
Upto50baselinesperprojectmaybesavedinadatabaseinearlierversionsbutinVersion6.0andlateranunlimitednumbermaybesaved.
Thereisstillarestrictionofcopyingamaximumof50Baselineswhencopyingaproject.
• ThenumberofbaselinesthatmaybesavedissetintheAdminPreferencesformbyselectingAdmin,AdminPreferences…,DataLimitsandsettingthenumberintheMaximumbaselinesperprojectbox.
• ThenumberofbaselinesthatmaybecopiedwhencopyingaprojectissetintheAdminPreferencesformbyselectingAdmin,AdminPreferences…,DataLimitsandsettingthenumberintheMaximumbaselinescopiedwithprojectbox.
• Uptofourbaselines,oneProjectBaselineandthreeUserBaselines,maybedisplayedandcomparedtothecurrentproject.
Ifanotheruseropenstheproject,theywillonlyseetheoneProjectBaselineandnottheotherUsersBaseline.
• Abaselineprojectmayberestoredbackintoadatabaseasanormalproject.Thenitmaybeeditedandresavedasabaselineproject.
AftertheBaselineisset,itispossibletocomparetheprogresswiththeoriginalplan.Youwillbeabletoseeifyouareaheadorbehindscheduleandbyhowmuch.TheBaselinescheduleshouldbeestablishedbeforeyouupdatethescheduleforthefirsttime.
15.3.1CreatingaBaseline
TocreateaBaseline,ensuretheprojectisopenandselectProject,MaintainBaselines…todisplaytheMaintainBaselinesform:
• Tocreateanewbaselineclickthe icontoopentheAddNewBaselineform:
• Selecteitherofthetwooptionsintheform:
Saveacopyofthecurrentprojectasanewbaselinewillmakeacopyofthecurrentlyopenproject.P6addsB1,B2,etc.,afterthenameandreturnsyoutotheBaselinesform,orConvertanotherprojecttoanewbaselineofthecurrentprojectwillopentheSelectProjectformwhereanotherprojectmaybeselectedtobeabaseline.ThisprojectwillthenmovefromthecurrentprojectswindowintotheMaintainBaselinesformandisnotavailabletobeopenedfromtheProjectsWindow.
• AssignaBaselineTypefromthedropdownbox.BaselineTypesaredefinedintheAdmin,AdminCategories…form,BaselineTypetab.
15.3.2DeletingaBaselineTodeleteaprojectbaselinefromthedatabase:
• OpentheMaintainBaselinesformbyselectingProject,MaintainBaselines…,
• Selectthebaselineprojecttobedeleted,and
• Clickonthe icon.
15.3.3RestoringaBaselinetotheDatabaseasanActiveProjectTorestoreaprojectbacktothedatabasesoitmaybeeditedorusedasacurrentproject:
• OpentheMaintainBaselinesformbyselectingProject,MaintainBaselines…,
• EnsurethebaselineisnotassignedasanybaselineintheBaselinesform,• Selectthebaselineprojecttoberestored,and
• Clickonthe icon.
15.3.4UpdateBaselinesThenewPrimaveraVersion5.0UpdateBaselinefunctionissimilartotheP3functionandenablestheBaselinescheduletobeupdatedwithdatafromthecurrentscheduleordeletingactivitiesthatarenolongerinthecurrentschedulewithoutrestoringtheBaselineschedule:
• SelectProject,MaintainBaselines…andselectthe icontoopentheUpdateBaselineform:
• WhenRunOptimizedisnotcheckedthenanerrorlogiskeptduringtheupdatingprocess.
• IgnoreLastUpdateDatemaybeusedwhenaprojectisupdatedatdifferenttimesandthelastBaselineUpdatemaynotbevalidforthecurrentschedulealthoughtheBaselinehasbeenupdatedwithmorerecentdata.
• Select toopentheUpdateBaselineOptionsformtoselectwhichdataitemsareupdated.
ThisisaverypowerfulfeaturebutitistheopinionandexperienceoftheauthorthattheUpdateBaselineisoftenthefastestwaytodestroyagoodbaseline.Abackupofthebaselineshouldbetakenbeforeusingthisfunction.Furthermore,itisprobablybesttoopeneditandreviewthechangestoaBaselineratherthanriskusingtheUpdateBaselinefunction.
15.3.5CopyingaProjectwithBaselinesPrimaveraVersion6.0introducedtheoptionofbeingabletocopybaselineswhenaprojectiscopiedintheProjectsWindowusingCopyandPaste.
Youmustmanuallyreassignthebaselinesaftertheprojecthasbeencopied.
15.3.6SettingtheBaselineProjectThebaselinesareassignedfromtheProject,AssignBaselines…form:
• SelectfromthedropdownboxunderProjectwhichoftheopenprojectsistohaveabaselineset.
• TheProjectBaselinemaybeusedforcalculatingEarnedValue.SeeAdmin,AdminPreferences…,EarnedValuetabforotherEarnedValueoptions.ThisBaselineisseenbyanyUserwhoopenstheproject.
• SelectwhichotherbaselineprojectsarerequiredtobedisplayedusingthedropdownboxesunderUserBaselines,theoptionsarePrimary,SecondaryandTertiaryUserBaselines.
UserBaselinesareonlyseenbytheUserwhohassettheBaseline.Sootheruserswhoopenaprojectandapply,forexample,aProjectLayoutthatdisplaysaUserBaseline,willhavetoalsomakesurethattheysetthesamebaselineastheoriginaluser.
• EarnedValuecalculationsmaybeperformedusingeitherthePrimaryBaselinevaluesortheBaselinevaluesfromthecurrentproject.SelecttheSettingstabintheProjectsWindow.ThisissimilartotheP3optionTools,Options,EarnedValue.
• TheAdmin,AdminPreferences…,EarnedValuetab,Earnedvaluecalculationsectionhasthreeoptions.TheseoptionsdecidewhichBaselineschedulevaluesarereadtocalculatetheEarnedValuefieldsandwhichbarsaredisplayedasBaselineBars.TheAtCompletionvalueswithcurrentdatesistheauthor’spreferredoptionwhenresourcesareassigned.
WhentheBudgetvalueswithplanneddatesisselected,whichisoftenthedefaultvaluewhenthesoftwareisloaded,thentheplanneddatesaredisplayedasabaselinebar.ThisisundesirablewhenaprogressedscheduleisdisplayedasaBaseline,say,forcomparingthisperiod’sdatevalueswithlastperiod’sdatevalues.ThisisbecausethePlannedDatesoftenholdirrelevantdata.
15.3.7Understandingthe<CurrentProject>Baseline
BecausePlannedDatesaredifficulttounderstandandmayleadtomisinterpretationoftheschedulebaselines,itisimportantthatyouunderstandthefollowingpoints:
• ThePlannedDatesareusedbythe<CurrentProject>BaselineintheAssignBaselineform.
• The<CurrentProject>BaselineisthedefaultbaselineforboththeProjectBaselineandPrimaryUserBaseline.
• WhenNObaselinehasbeensetbyauserthenthe<CurrentProject>BaselineandthereforethePlannedDatesaredisplayedastheBaselineBars.
• The<CurrentProject>Baselineisnotatruebaseline,thedatesmaychangeeachtimeascheduleisupdatedandmayholdirrelevantdatainaschedulethathasbeenupdated.
• ThetermCurrentScheduleisnormallyusedtodescribetheactivitiesastheyarecurrentlyscheduled,andtheterm<CurrentProject>BaselineisconfusingasitisnottheCurrentSchedulebutthePlannedDates,whichmaybedifferentfromtheCurrentSchedule.
Thefollowingpicturehasthreebars:
• TheupperbarrepresentstheStartandFinishdates:
TheStartdateissettotheEarlyStartwhenanactivityhasnotstartedandActualStartwhentheactivityhasstarted.TheFinishdateissettotheEarlyFinishwhenanactivityhasnotfinishedandActualFinishwhentheactivityiscomplete.
• Themiddlebaristhe<CurrentProject>baseline,thePlannedDates,and• Thelowerbarisaproperbaselinemadebycopyingtheun-progressedproject.
Withnoprogressallbarsarethesame,seepicturebelow:
Activity1hasbeenmarkedcompleteandtheDataDatemoved.ThePlannedDatesequaltheStartandFinishdatebeforetheactivitywasmarkedasstarted.Theun-startedactivities,Activity2and3,inthe<CurrentProject>baselinehavechangedtheirdatestoequaltheStartandFinish,seepicturebelow:
Activity2hasbeenmarkedin-progressandtheDataDatemoved,delayingActivity3.Activity2PlannedDates(representedbythe<CurrentProject>baseline)matchthestatusoftheactivitybeforeitwasmarkedStarted,notaBaseline.Activity3PlannedDatesrepresentedbythe<CurrentProject>baselinebarshavechangedasecondtimeandmatchthenewStartandFinish:
WhennoBaselineissetbytheuser,theprojectwillDISPLAYthe<CurrentProject>(fromthePlannedDates,nottheCurrentScheduleStartandFinishdates)astheBaselinebarsand,ineffect:
• Allun-startedactivitiesare“re-baselined”ateachupdate,and
• StartedandCompleteactivitiesPlannedDatesmatchtheStartandFinishdatesoftheactivityjustbeforeanactivitywasmarkedasstarted.Therefore,thePlannedDatesoftheseactivitiescouldcontainirrelevantdata.ThishappenswhenaprojecthasbeenrescheduledandtheDataDatemovedforwardandthenactivitiesmarkedasStarted.AtthispointthePlannedDatesnowdonotrepresenteitheraBaseline,orthelastperiodstatusorthenextperiodstatusofatask.Theycontainirrelevantdatathatshouldneverbedisplayed.
Thisisgenerallynotacceptedasagoodpractice.
Therearesomesignificantissuesherethatneedtobecarefullymanaged:
• IfnoBaselineissetandalayoutthatdisplaysabaselinebarisapplied,thenabaselinebarthattheuserdidnotsetandmaycontainirrelevantdatesfromthePlannedDateswillbedisplayed.Thismaycreateconfusionandthesebarsmaychangeoneachscheduleupdate.
• IfoneusersetsaPrimaryBaseline,whichisaUserBaselineandthereforeonlyseenbythatuser,andadifferentuseropensaproject,thenthisseconduserwillseeonlythe<CurrentProject>baselineandnottheotheruser’sPrimaryBaseline.Thiswillresultinoneuserseeingsomethingdifferentfromanotheruserwhentwousersopenaproject.
Youmaywishtorestricttheaccess(seeparagraphs17.2and24.4)toaprojectscheduletopreventthe<CurrentProject>baselinebeingdisplayedinadvertently.
15.3.8DisplayingtheBaselineDataTheBaselineDatesmaybedisplayedby:
• DisplayingtheBaselinecolumns;therearefewerpredefinedcolumnsfortheSecondaryUserBaselineandTertiaryUserBaseline:
BListheProjectBaselineBL1isthePrimaryUserBaselineBL2istheSecondaryUserBaselineBL3istheTertiaryUserBaseline
• ShowingabaselinebarontheBarChartbyselectingtheappropriatebarsintheBarsform:
15.4Workshop13–WBS,LOEsandSettingtheBaseline
BackgroundWewillfirstlookathowWBSandLOEactivitiesworkandthensetaBaseline.
Assignment–WBSActivityOpenyourOzBuildBidprojectfileandcompletethefollowingsteps:
1. ApplytheOzBuild10–WithFloatlayout2. CreateanewactivityundertheBidDocumentWBSNode:
ActivityIDOZ1140
TitledWBSActivityandAssignitanActivityTypeofWBSSummaryusingtheActivitiesWindow,Generaltab.
3. Scheduletoseehowitoperates.
4. DragtheWBSactivitytotheDeliveryPlanWBSNodeandscheduletoseehowitoperates.
5. DragtheWBSactivitytotheTechnicalSpecificationWBSNodeandschedule:
6. GototheTools,Schedule…,OptionsformandchangetheComputeTotalFloattoStartFloat:
7. ScheduleandyouwillseethatthefloatvalueisnowthesamevalueastheStartFloat,buttheFloatBarstillshowstheFinishFloatValue:
8. GototheSchedulingOptionsformandchangetheComputeTotalFloattoFinishFloatandschedule.
Assignment-LOEActivity9. ApplytheOzBuild10–WithoutFloatLayout10. ChangetheWBSActivityTypetoaLevelofEffortandrenameittoLOE
Activity,11. OpentheBarsformandensureLOEbarsaredisplayed,
12. DragactivityOZ1140totheDeliveryPlanWBSNodeandsortonActivityID,
13. AddOZ1060SSOZ1140andOZ1140FFOZ1070relationshipsandseehowitcalculates.
14. AddOZ1050SSOZ1140andOZ1140FFOZ1110relationshipsandseehowitcalculates.
15. DeletetheLOEactivity.Assignment-SettingaBaseline
16. SelectProject,MaintainBaselines…andsaveacopyofthecurrentprojectasaBaselineandtitleitBidforFacilityExtension–Baseline.
17. AssignanappropriateBaselineType,suchasCustomerSign-Off,(theoptionsmayvarydependingonyourdatabase)andclosetheform.
18. SelectProject,AssignBaselines…andmakethisyourProjectBaseline
andPrimaryBaselineandclosetheAssignBaselinesform.ThisensuresthatanybaselinebarwillshowarealbaselineandnotthePlannedDates.
19. ApplytheOzBuild10–WithFloatlayout,donotsavethecurrentlayout,andsavethisasanewlayouttitledOzBuildWorkshop13–Baseline.
20. Create,ifrequired,anddisplaythefollowingbars:
AllcurrentschedulebarswhichareActualWork,RemainingWorkandCriticalRemainingWork,MilestonesandSummary,
%CompleteBar,
FloatBar(TotalFloat)andNegFloatBar(NegativeFloat),
TheProjectBaselineBarandProjectBaselineMilestones,
Forclarityensurenotextisdisplayed.
21. Displaythefollowingcolumns:
ActivityID
ActivityName
Activity%Complete
OriginalDuration
RemainingDuration
Start
Finish
TotalFloat
Variance-BLProjectFinishDate
22. MakesuretheTimescaleisdailyorweekly.
23. Showthetimein24-hourformat,butdonotshowtheminutesbyselectingEdit,UserPreferences…,Datestab.
24. Saveyourlayout.
25. Checkyouranswerbelow:
Note:Forclaritythebaselineabovehasbeenmadethickerthanwouldbeviewedusingtheprimavera.com.aulayoutanddisplayedinyellowforpeopleviewingthebookinblackandwhite.
16UPDATINGANUNRESOURCEDSCHEDULENowthattheBaselinehasbeensetwecanstarttrackingprogressandtheimportantphaseofregularmonitoringandcontrolbegins.Thisprocessisimportanttohelpcatchproblemsasearlyaspossible,andthusminimizetheirimpactonthesuccessfulcompletionoftheproject.Themainstepsformonitoringprogressare:
• SavingaBaselineschedule,coveredinthelastchapter,• Recordingormarking-upprogressattheDataDate.• UpdatingorProgressingtheschedule:
CompletedactivitiesareassignedActualStartandActualFinishdates,In-progressactivitiesareassignedActualStartdates,andtheactivity’sRemainingDurationsandPercentCompletesareadjusted,Adjustmentsaremadetoun-startedworkbasedontheproductivityto-date,and
Projectscopechangesshouldbeaddedasnewactivities.
• SchedulingtheprojectandatthesametimemovingtheDataDatetothenewDataDateandrecalculatingalltheactivitiesdates.TheDataDatemayalsobemovedbeforeupdatingtheactivitiesfromtheProjectWindow,Datestab.
• ComparingandReportingactualprogressagainstplannedprogressandrevisingtheplanandschedule,ifrequired.
Comparingthestatusofanactivityagainstmorethanonebaselineisuseful;forexample:
• TheoriginalplancouldberepresentedasoneoftheBaselines,toseetheslippageagainsttheoriginalplan.
• LastPeriod,whichcouldbeanotherBaseline,toseethechangessincethelastupdate.
Bythetimeyougettothisphaseyoushouldhaveaschedulethatcomparesyouroriginalplanwiththecurrentplan,showingwheretheprojectisaheadorbehind.Ifyouarebehind,youshouldbeabletousethisscheduletoplanappropriateremedialmeasurestobringtheprojectbackontarget.
Thischaptercoversthefollowingtopics:
Topic MenuCommand
• SavingandDeletingandTosaveaBaseline,selectProject,MaintainBaselines…todisplaytheMaintainBaselines
SettingaBaseline form.
• AssigningaBaselineproject
ThebaselinesareassignedfromtheProject,AssignBaselines…form.
• RecordingProgress Guidelinesonhowtorecordprogress.
• RetainedLogicandProgressOverride
OpentheGeneralScheduleOptionsformbyselectingTools,Schedule……andclickingthe
icon.
• SettingtheCurrentDataDateandSchedulingtheproject
OpentheScheduleformby:• SelectingTools,Schedule…,or
• PressingtheF9key,or
• Clickingthe icon.
16.1PracticalMethodsofRecordingProgressNormallyaprojectisupdatedonceaweek,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’sbandintheGroupandSortform,andwhenthescheduleisprintedeachpersoncouldhavetheirownpageofactivitiesthatareeitherin-progressorduetocommence.Thisisparticularlyusefulforlargeprojects.
Otherelectronicmethods,discussednext,maybeemployedtocollectthedata.Irrespectiveofthemethodused,thesamedataneedstobecollected.
Thereareseveralmethodsofcollectingdatafortheprojectstatus:
• Bysendingaprintedsheettoeachresponsiblepersontomarkupbyhandandreturntothescheduler.
• BycuttingandpastingthedatafromPrimaveraintoanotherdocument,suchasExcel,andE-mailingthedocumenttothemasanattachment.
• Bygivingtheresponsiblepartydirectaccesstotheschedulesoftwaretoupdateit.Thisapproachisnotrecommended,unlesstheprojectisbrokenintosub-projects.Byusingmultipleprojectswithonescheduleraccessingeachproject,orassigningaccessthroughWBSNodes,onlyonepersonupdateseachpartoftheschedule.
• WhenthePrimaveratimesheetshavebeenimplementedthisprocessmaybeusedtoupdatetheactivities.
Someprojectsinvolveanumberofpeople.Insuchcases,itisimportantthatproceduresbewrittentoensurethattheupdateinformationiscollected:
• Inatimelymanner,
• Consistently,
• Completely,and
• Inausableformat.
Itisimportantforaschedulertobeawarethatsomepeoplehavegreatdifficultyincomprehendingaschedule.Whenthereareanumberofpeoplewithdifferentskilllevelsinanorganization,itisnecessarytoprovidemorethanonemethodofupdatingthedata.Youevenmayfind
thatyouhavetositdownwithsomepeopletoobtainthecorrectdata,yetothersarewillingandcomfortabletoE-mailyoutheinformation.
16.2UnderstandingtheConceptsTherearesometermsandconceptsusedinschedulingandsomethatarespecifictoPrimaverathatmustbeunderstoodbeforeupdatingaprojectschedule.
Usersmustalwaysdisplaythetimewhenupdatingaproject,otherwisethetimeof00:00issometimesselectedbyP6astheStartorFinishtimewhichisusuallynotdesirable.
16.2.1ActivityLifecycleTherearethreestagesofanactivitylifecycle:
• NotStarted–TheEarlyStartandEarlyFinishdatesarecalculatedfromthePredecessors,Constraints,andActivityDuration.
• In-Progress–TheactivityhasanActualStartdatebutisnotcomplete.AssigninganActualStartdateoverridestheStartConstraintsandStartRelationshipswhichareusedtocalculatetheEarlyStart.TheFinishDatemaybecalculatedfromtheDataDateorResumeDateandtheRemainingDuration,oranExpectedFinishConstraint,oraFinishRelationship.
• Complete–Theactivityisinthepast,theActualStartandActualFinishdateshavebeenenteredintoPrimavera,andtheyoverridealllogicandconstraints.
16.2.2AssigninganActualStartDateandTimeofanActivityThissectionwillexplainhowPrimaveraassignstheActualStartofaCompleteoranIn-Progressactivity.• ActualStartdateisassignedintheActualStartfieldbycheckingtheStarted
checkbox,or
• EnteringadateintheActualStartcolumn.ThisdateoverridestheEarlyStartdate.
• TheactivityActualStartdateissettoequaltheStartdatewhenthisboxischecked.
• TheActualStartdatecalendarisopenedbyclickingonthe icontotherightoftheStartedcheckboxandadifferentstartdatemaybeassigned.ThisdateshouldnotbeinthefutureoftheprojectDataDate.Itwouldnotbelogicaltohaveanactivityassignedastartdateinthefuture.
• AnActualStartmayalsobeassignedinanActualStartcolumn.16.2.3AssigninganActualFinishDateandTimeofanActivityThisisassignedinthesamewayasanActualStartandthisshouldbeinthepast.AnActualFinishdateoverridesanEarlyFinishdateandfinishdateconstraintsandfinishrelationshipsareignored.
16.2.4CalculationofDurationsofanIn-ProgressActivityDurationsThePrimaverahasmanydurationfields,wewilldiscussfourdurationfieldsbelow:
• AnactivityOriginalDuration(PlannedDuration)insomeIndustryVersions)isthedurationfromtheEarlyStarttotheEarlyFinishcalculatedovertheActivityCalendarandiscalculatedwhenanactivityhasnotyetstarted.WhenanActualStartisentered,thisdurationisnolongerrecalculatedordirectlyusedforscheduling,butmaybeedited.
• TheActualDurationistheactivity’sworkeddurationandiseitherthedurationfrom:
TheActualStarttotheDataDateofanIn-progressactivity,orTheActualStarttotheSuspendDateofasuspendedIn-progressactivity,or
TheActualStarttotheActualFinishofaCompletedactivity.• TheRemainingDurationistheunworkeddurationofanIn-progressactivity
andisthedurationfromtheDataDateorResumeDatetotheEarlyFinishdateofanactivity.
• TheAtCompletionDuration=ActualDuration+RemainingDuration.Beforeanactivityhasstarted,theActualDurationiszeroandtheRemainingDurationequalstheOriginalDuration.
• TheOriginalDurationislinkedtotheRemainingDurationwhenanactivityisun-startedandLinkBudgetandAtCompletionfornotstartedactivitiesboxintheCalculationstaboftheProjectsWindowischecked.
• TheRemainingbarisbasedontheRemainingDuration,andtheRemainingDurationmaycommenceaperiodoftimeaftertheDataDatesothereisoftenagapbetweentheDataDateandtheRemainingStartofanin-progressactivity.
Thein-builtproportionallinkbetweenOriginalDuration,ActualDuration,RemainingDuration,and%CompletethatexistsinMicrosoftProjectdoesnotexistinPrimavera.
PercentCompleteAsdiscussedintheAddingActivitiesandOrganizingUndertheWBSchapter,thissectionisrepeatedforcompletenessofthischapter.
ThePercentCompletetypeshouldbeunderstoodifitisintendedtoupdate(statusorprogress)aschedule.InPrimaverathisoptionmaybesetforeachactivityindividuallyandthedefaultfornewactivitiesissetinthePercentCompleteTypedropdownbox.PrimaverahasmanyActivityPercentCompletefieldsthatmaybedisplayedincolumnsandwewilldiscussfourofthemnow:
Activity%Complete,displayedonthe%CompleteBar,maybelinkedtoonlyoneofthethree%Completefollowingthreefields:
• Physical%Complete• Duration%Complete• Units%CompleteTherearethreePercentCompleteoptions;eachnewactivityisassignedtheprojectdefaultPercentCompleteTypeandthenthismaybeeditedforeachactivityasrequired.
ThereforeiftheoptionofPhysical%CompleteisselectedforanactivitythentheActivity%CompleteandthePhysical%Completearelinkedandachangetoonewillchangetheother.
Default%CompleteTheDefault%CompleteTypeforeachnewactivityineachprojectisassignedintheDefaultstaboftheDetailsformintheProjectWindow:
• EachnewactivityPercentCompleteTypeissettotheDefaultPercentCompleteandmaybechangedatanytime.
PercentCompleteTypes
• Duration%Complete–ThisfieldiscalculatedfromtheproportionoftheOriginalDurationandtheRemainingDurationandtheyarelinkedandachangetoonevaluewillchangetheother.WhentheRemainingDurationissettogreaterthattheOriginalDurationthispercentcompleteisalwayszero.ThisissimilartothewayP3andSureTrakcalculatesthe%CompletewhentheLinkRemainingDurationandPercentCompleteoptionisselected
• Physical%Complete–Thisfieldenablestheusertoenterthepercentcompleteofanactivityandthisvalueisindependentoftheactivitydurations.ThisissimilartothewayP3andSureTrakcalculatesthe%CompletewhentheLinkRemainingDurationandPercentCompleteoptionisNOTselected.
• Units%Complete–ThisiswherethepercentcompleteiscalculatedfromtheresourcesActualandRemainingUnits.AchangetoonevaluewillchangetheotherandwhenmorethanoneresourceisassignedthenalltheActualUnitsforallresourceswillbechangedproportionally.ThiswillbecoveredfurtherinTheUpdatingResourceschapter.ThisissimilartotheMicrosoftProject%WorkComplete.
TheUnits%CompleteiscalculatedfromthevalueofalltheLaborandNon-LaborResources,sobecarefulwhenmorethanontypeofresourceisassignedtoanactivity.Forexamplethesoftwarecouldbeaddingconcretevolumeswithlaborhoursandexcavatorhours.
Activity%CompleteTheActivity%Completefieldislinkedtothe%CompleteTypefieldassignedtoanactivityintheGeneraltaboftheDetailsformintheActivitiesWindoworthe%CompleteTypecolumn:
TheActivity%Completeisalsolinkedthe%CompleteBarandthisvalueisrepresentedonthe%CompleteBar.
16.2.5SummaryBarsProgressCalculationSummarybarssuchasWBSNodebarsmaynotbeupdated,asinMicrosoftProject,astheyarevirtualactivitieswiththeirdatacreatedfromsummarizingthe
activitiesintheband.
16.2.6UnderstandingtheCurrentDataDateTheCurrentDataDateisalsoknownastheDataDate,UpdateDate,StatusDate,ProgressDate,AsAtDate,TimeNow,ReportDateandtheProjectDataDate.PrimaverahasoneDataDate,titledCurrentDataDate,whichoperatesinasimilarwaytotheDataDateinP3andSureTrak.ThePrimaveraCurrentDataDateisdisplayedasaverticallineontheschedule;thisDataDateverticallinemaybeformattedintheBarChartOptionsform.InP6thefunctionoftheCurrentDataDateisto:• Separatethecompletedpartsofactivitiesfromincompletepartsofactivities.
• Calculateorrecordallcostsandhoursto-datebeforetheCurrentDataDate,andtoforecastcostsandhourstogoaftertheCurrentDataDate.
• CalculatetheFinishDateofanin-progressactivityfromtheCurrentDataDateplustheRemainingDurationovertheActivityCalendar,whentheSuspendandResumefunctionhasnotbeenused.
16.3UpdatingtheScheduleThenextstageistoupdatetheschedulebyenteringthemark-upinformationagainsteachactivity.
Whendealingwithlargeschedulesitisnormaltodevelopalook-aheadschedulebycreatingafiltertodisplayincompleteandun-startedactivitiescommencinginthenearfutureonly.
Theschedulemaybeupdatedusingthefollowingmethods:
• UsingthefieldsintheStatustaboftheDetailsforminthelowerpane,or• Displayingtheappropriatetrackingcolumnsby:
Creatingyourownlayout,or
Insertingtherequiredcolumnsinanexistinglayout.
16.3.1UpdatingActivitiesUsingtheStatusTaboftheDetailsFormEnsureyouareshowingthetimeandthenopentheStatustab:
UpdatingaCompleteactivity:• ChecktheStartedboxandentertheactualStartDateandTimeifdifferent
fromthedisplayeddate.
• ChecktheFinishedboxandentertheactualFinishDateandTimeifdifferentfromthedisplayeddate.
UpdatinganIn-progressactivity:• ChecktheStartedboxandentertheactualStartDateandTimeifdifferent
fromthedisplayeddate.
• WhentheDurationTypeis%Durationthe%DurationCompleteandRemainingDurationarelinked,theneither:
TheRemainingDurationiseditedandthe%Completeiscalculated,or
The%CompleteisenteredandthesoftwarecalculatestheRemainingDuration,orARemainingDurationgreaterthantheOriginalDurationmaybeenteredandthe%Durationwillremainatzero,untiltheRemainingDurationislessthantheOriginalDuration.
IrrespectiveofthemethodusedtocalculatetheRemainingDuration,afterthescheduleisrecalculatedtheenddateoftheactivityiscalculatedfromtheCurrentDataDateplustheRemainingDurationovertheActivityCalendar.
Becarefulthatthe%DurationCompletedoesnotchangetheRemainingDurationtoanon-rounddayandthatactivitythenfinisheshalfwaythroughaday.Thisresultsinallthesuccessoractivitiesstartingandfinishinthemiddleoftheday.
UpdatinganUn-startedactivity:• TheOriginalDuration,RelationshipsandConstraintsofanun-started
activityshouldbereviewed.
16.3.2UpdatingActivitiesUsingColumnsAnefficientmethodofupdatingactivitiesisbydisplayingthedataincolumns.Thismaybeachievedby:
• Insertingtherequiredcolumnsinanexistinglayout,orbetter:
• CreatingaLayoutwiththerequiredcolumnsandupdatingthescheduleusingthesecolumns.
16.4ProgressSpotlightandUpdateProgressPrimaveraVersion5.0introducedanewfunctionforhighlightingtheactivitiesthat
shouldhaveprogressedintheupdateperiod.ThisfunctionistitledProgressSpotlightandissimilartotheP3andSureTrakProgressSpotlightfunction;however,itdoesnothavetheadditionalSureTrakfeaturesofreversingprogressandnotupdatingtheresources.
TheuserthenhastheoptionofselectingsomeoralloftheactivitiesthatshouldbeupdatedandupdatingthemusingtheUpdateProgressfunctionasiftheyprogressedexactlyastheywerePlanned.ItissometimeseasiertoAutomaticallyupdateaprojectwithfunctionslikeProgressSpotlightandthenadjusttheActualdatesandRemainingDurationsasasecondstepintheupdatingprocess,especiallyiftheprojectisgoingtoplan.
TheUpdateProgressfunctionmustbeusedwithcautiononscheduleswithprogressasitdoesnotworkasonewouldexpectandmaychangeactualdateswithoutwarning.Thistopiciscoveredindetaillaterinthischapter.
TheSpotlightmaybemovedtoreflectthenewDataDatebyeither:
• DraggingtheDataDate,or
• UsingtheToolstoolbar,Spotlighticon .
16.4.1HighlightingActivitiesforUpdatingbyDraggingtheDataDateTohighlightactivitiesthatshouldhavebeenprogressedinthelastperiodbydraggingtheDataDate:
• HoldthemousearrowontheDataDatelineanddisplaythedouble-headedarrow ,and
• PresstheleftmouseanddragtheDataDatelinetotherequireddate.
• Alltheactivitiesthatshouldhavebeenworkedinthetimeperiodarehighlighted:
16.4.2SpotlightingActivitiesUsingSpotlightIconTheSpotlightfacilityhighlightsallactivitiesthatshouldhaveprogressedinoneminortimeperiodofthetimescalesettings.TouseProgressSpotlight:• SettheTimescaletobethesameasyourUpdatePeriods.Ifyouareupdating
weeklythensetthetimeperiodtoweeksintheTimescaleform.
• SelectView,ProgressSpotlightorclickthe iconandthenextperiodoftime(oneweekifyourscaleissettooneweek)willbehighlighted.
• ClicktheProgressSpotlight iconasecondtimetoreturntheSpotlightbacktotheDataDate.
Youarenowreadytoupdateprogress.
16.4.3UpdatingaProjectUsingUpdateProgressToupdateascheduleusingtheUpdateProgressform,selectTools,UpdateProgress:
UnlikeP3andSureTrak,thisPrimaveraUpdateProgressfacilityusesthePlannedStartandPlannedFinishdates(nottheEarlyStartandEarlyFinish)forsettingtheActualStartandActualFinishdatesofin-progressactivities.
Thus,whenthePlannedDatesofanin-progressactivityaredifferentfromtheActualStartandEarlyFinishdatesandtheactivityisAutomaticallyupdatedtobecomplete,thenboththesedatesaresettothePlanneddatesandtheActualStartmaybechangedandtheActualFinishnotsettotheoriginalEarlyFinish.
ThefollowingpicturedisplaystheEarlybar(theupperbar)andtheCurrentProjectsetasaBaseline(thelowerbar)whichthereforereflectsthePlannedDates:
ThefollowingpictureshowstheeffectofapplyingUpdateProgresstothescheduleabove.TheActualStartofActivity2hasbeenchangedandtheActualFinishofActivity2settothePlannedDates,whichisnotthesameastheoriginalEarlyFinish:
NOTE:YoushouldnotusethisfacilityonaschedulewithprogresswhenyouwishyouractivitiestobeAutomaticallyupdatedtotheEarlydates(asinP3,SureTrak,andMicrosoftProject)andnotthePlanneddates.
YoumayconsiderusingaGlobalChangetosetthePlannedDatestotheStartandFinishdatesbeforerunningProgressSpotlight,butthiswillalsochangetheOriginalDurationandthe%Durationwillnotcalculatecorrectly.
ThereareseveraloptionsforsettingtheNewDataDate:• SelectanewDataDateintheProjectWindow,Datestab,• SelectanewDataDatewhenschedulingfromtheScheduleform,• YoumayusetheProgressSpotlightfacilitybeforeopeningtheUpdate
ProgressformandtheNewDataDatewillbesettothehighlightedDataDate,or
YoumayselecttheNewDataDatewhenopeningtheform.EitheralltheactivitiesthatareSpotlightedmaybeupdatedorifsomewereselectedbeforeopeningtheformthenjusttheselectedonesmaybeupdated.
Toupdatealltheactivities,selecttheAllhighlightedactivitiesbutton,or
Toupdateselectedactivities,highlighttheactivities(holdtheCtrlkeyandclicktheonesyouwishtoselect)beforeselectingTools,UpdateProgress…andthenclickingontheSelectedactivitiesonlybuttonintheUpdateProgressform.
TheoptionWhenactualsareappliedfromtimesheets,calculateactivityremainingdurations:decideshowtheRemainingDurationiscalculated:
• Basedontheactivitydurationtypewilltakeintoaccountactivitytypeandhoursto-dateandrescheduletheRemainingDurationinaccordancewiththeactivityDurationType.
• AlwaysrecalculatewilloverridetheactivityDurationTypeandcalculatetheactivityRemainingDurationsandHoursasiftheactivitywereaFixedUnitsandFixedUnits/Timeactivity.
• Click andtheschedulewillbeupdatedasifallactivitieswerecompletedaccordingtotheschedule.
16.5SuspendandResumeThePrimaveraVersion5.0SuspendandResumefunctionenablestheworktobesuspendedandtheactivityresumedatalaterdate.OpentheActivityDetailsformStatustabandentertheSuspendandResumedates.ThisfunctionworksinasimilarwaytotheP3andSureTrakfunctionandenablesonlyonebreakinanactivity.
ThefollowingexampleshowsanactivitywithaSuspenddateandResumedateset:
• ThisfeatureworkswhenanactivityhascommencedandnormallytheSuspenddateisinthepastandtheResumedateinthefuture.
• TheactivitymusthaveanactualstartdatebeforeyoucanrecordaSuspenddate.
• OnlyResourceDependentandTaskDependentactivitiesmaybesuspendedandresumed.
• Thesuspendedperiodisnotcalculatedaspartoftheactivitydurationandresourcesarenotscheduledinthisperiod.
TheSuspendandResumetimemaybesetattheincorrecttimeoftheday.TheauthorhasfoundthattheSuspendisusuallysetatthestartofthedayandResumeusuallyattheendoftheday;thereforethedefaultsforbothareillogical.ThereforeyouSHOULDALWAYSdisplaythetimewhensettingSuspendandResumedatestoensurethattheyare
correct.
16.6SchedulingtheProjectAtanytime,butusuallyaftersomeoralltheactivitieshavebeenupdated,theprojectisscheduled:
• OpentheScheduleform:SelectTools,Schedule…,or
PresstheF9key,or
Clickonthe icon.
• SelecttherevisedCurrentDataDateandTimefromtheboxandclicktheicon.
• ThesoftwarewillrecalculatealltheearlyfinishdatesfromtheremainingdurationsandthenewCurrentDataDate,takingintoaccounttherelationshipsandtheScheduleOptions.
16.7ComparingProgresswithBaselineTherewillnormallybechangestothescheduledatesandmoreoftenthannottherearedelays.ThefullextentofthechangeisnotapparentwithouthavingaBaselinebartocomparewiththeupdatedschedule.
TodisplayoneormoreoftheBaselineBarsintheBarChartyoumustopentheBarsformandchecktheDisplayboxofoneormorebaselinebars.
IfyouwanttoseetheStartandFinishDatevariances,theyareavailablebydisplayingtheVariance–BLProjectStartDate,Variance–BLFinishDate,Variance–BL1StartDate,andVariance–BL1FinishDatecolumns.
VariancecolumnsforSecondaryandTertiaryBaselineDatesarenotstandardcolumns,butcouldbecalculatedwithaGlobalChange.
Asdiscussedearlierinthischapter,whenaProjectBaselineoraPrimaryUserBaselinebarisdisplayedwithoutabaselinebeingsetandthe<CurrentProject>(whichisbasedonthePlannedDates)willbedisplayed.The<CurrentProject>/PlannedDatesofanin-progressprojectsarenotBaselinesandmayholdirrelevantdata.
16.8ProgressLineDisplayontheGanttChartThisisanewfeaturetoPrimaveraP6Version7.
AprogresslinedisplayshowfaraheadorbehindactivitiesareinrelationtotheBaseline.EithertheProjectBaselineorthePrimaryUserBaselinemaybeusedandtherearefouroptions:
• DifferencebetweentheBaselineStartDateandActivityStartDate,• DifferencebetweentheBaselineFinishDateandActivityFinishDate,• ConnectingtheprogresspointsbasedontheActivity%Complete,• ConnectingtheprogresspointsbasedontheActivityRemainingDuration.ThereareseveralcomponentstodisplayingaProgressLine:
• FirstlytheprogresslineisformattedusingtheView,Bar, form,ProgressLinetab,whichmayalsobeopenedbyright-clickingintheGanttChartarea:
• SelectingView,ProgressLinetohideordisplaytheProgressLine.• IfyouuseeitheroftheoptionsofPercentCompleteorRemainingDuration
thenyoumustdisplaytheappropriateBaselineBarthathasbeenselectedastheBaselinetouseforcalculatingProgressLine:
• ThepicturebelowshowstheoptionhighlightedaboveofPercentComplete:
16.9CorrectiveActionDateslippageoccurswhenanactivityisrescheduledtofinishlaterthanoriginallyplanned.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.
16.10CheckListforUpdatingaScheduleBeforeupdatingascheduleyoushouldcheckthefollowingitems:
• EnsureyouareshowingthetimefromtheEdit,UserPreferences…,DatestabandcheckthatallStartandFinishdatesandtimesarelogical.Youcanseethatthesetimesmakesensewhenyouareupdatingaproject.
• Checkthe%CompleteTypeforalltheactivities;theauthorrecommendsthatthisbesettoPhysical.
• ChecktheTools,Schedule…,Options….Thedefaultsareusuallygood,butifyouhavemultiplecalendarsyoushouldconsiderusingtheLongestPathoption.
• CheckthattheAdmin,AdminPreferences…,EarnedValuetabisNOTsettoBudgetvalueswithplanneddates,soyouwillnotreadthePlannedDatesfromaBaselineSchedule.
• AftercreatingaBaseline,ensurethatyouhavenotlefta<CurrentProject>astheProjectorPrimaryBaseline.
• EnsureallActualDatesareinthepastastheyareassigned.
• NEVEREVERuseUpdateProgressonaschedulewithprogress,asthiswillchangeyourActualStartdatesandFinishdatesofin-progressactivitiestothePlannedDates.
• TakeacompletecopyofyourscheduleincludingallBaselineprojectsafterupdateforclaimanalysisatalaterdate.
16.11Workshop14–ProgressingandBaselineComparison
BackgroundAttheendofthefirstweekyouhavetoupdatethescheduleandreportprogressandslippage.
Assignment1. Wearenowgoingtoupdatethescheduleasattheendofthefirstweek.
2. UpdatetheprojectactivitiesintheActivities,bottompaneStatustabwiththefollowing:
3. RescheduletheprojectbypressingF9toopentheScheduleform:ChangetheCurrentDataDateto14-Dec-1508:00,thatwillbeMondaymorning,
OpentheScheduleOptionsformbyclickingonthe iconandensureRetainedLogicisselected,ClosetheScheduleOptionsform,Clickonthe toreschedule,
Checktheanswerinthefollowingpictures.
NOTE:ThelowerbaristheBaselineanddelaystoactivitiescreatedbythelateschedulingoftheCreateTechnicalSpecificationactivityisclearinthepictureabove.
4. OpentheGeneraltaboftheCreateTechnicalSpecificationactivityandchangethe%CompleteTypetoDuration.Rescheduleandthe%Completewillchangeto0%.Alinkisnowestablishedbetweenthe%CompleteandRemainingDurationandthereforethe%CompleteandRemainingDurationmaynotbeenteredindependentlyfromtheActivity%Complete.TheActivity%CompleteValueiszerobecausetheRemainingDurationisgreaterthantheoriginalduration.
5. Enter20%CompleteagainsttheCreateTechnicalSpecificationactivityintheStatustab,theRemainingDurationwillreduceto4daysandyouwillnoticethelinkbetweentheActivity%CompleteandRemainingDuration.
6. Nowchangethe%CompletefortheCreateTechnicalSpecificationactivityto50%.
7. Reschedule.
8. EnsureyouareshowingtheDurationSub-unitofHoursbyopeningtheEdit,UserPreferences…TimeUnittabandchecktheDurationFormatSub-unitHoursboxandcheckShowDurationlabel.
9. ThishasresultedintheRemainingDurationnolongerbeingexpressedinwholedaysandactivitieswhicharetwodayslong,forexampleActivityOZ1030,nowspanningthreedaysbecausetheystartandfinishatmidday.
10. ThesituationofhavingdurationsthatarenotrounddaysisoftennotdesirableandmaybepreventedbyusingPhysical%CompleteandenteringtheRemainingDurationinwholedays.
17USERANDADMINISTRATIONPREFERENCESANDSCHEDULINGOPTIONSThischapterwilllookatthefollowingtopics:
• UserPreferences
• Adminmenu,removedfromtheOptionalClient
• AdminPreferences,removedfromtheOptionalClient
• AdminCategories,removedfromtheOptionalClient
• MiscellaneousDefaults,SetDefaultProjectandLanguage
FunctionsremovedfromtheOptionalClientareaccessedfromtheWebtool.
17.1UserPreferencesSelectEdit,UserPreferences…toopentheUserPreferencesform.Thisformisusedtosetupanumberofuserdefinedparameters,whichwilldeterminehowdataisdisplayed.
TheUserPreferencesformmayalsobeopenedbyright-clickingintherightsideofthebottomviewswhentheResourceUsageSpreadsheetorResourceUsageProfilearedisplayed.
17.1.1TimeUnitsTabTheUnitsFormatsectionofthetabisusedtodefinetheUnitofTimeformatthatresourceinformationandresourceassignmentsaredisplayedwith,e.g.,daysorhours.
TheDurationsFormatsectionofthetabisusedtodefinetheUnitofTimeformatthatactivitydurationsaredisplayedwith,e.g.,daysorhours.
Thepicturetotherightshowstheauthor’srecommendedsettings.
TheUnits/TimeFormatsectionoftheformenablestheMicrosoftProject-typeformattingoptionsofResource/TimeFormattoshowResourceutilizationasapercentage(50%)orasunitsperduration(4h/d).Thereforethereareseveraloptionshere;forexample,threepeopleassignedtoanactivitymaybedisplayedinmanyformatsincluding:
• 300%
• 24h/d
• 3d/d
• 3h/h
17.1.2DatesTabTheDatestabisself-explanatoryandisusedtoformatthedisplayofdatesandtime.
NOTE:Itisnotpossibletodisplaytheyearswith2charactersorhidetheyear
andtherealwayshastobeadateseparator,thusleadingtowiderdatecolumnsthanotherwisecouldbeachieved.ItisalsonotpossibletodisplaythedaysincharacterssuchasMonorMondaywiththedate.
Thepicturetotherightshowstheauthor’srecommendedsettings.PeopleintheUSmaywishtousetheirlocalDateFormat.
TheauthorrecommendsthattheTimeshouldalwaysbedisplayedsoausermayseewhattimePrimaverahasselectedwhenassigningActualdates,Constraintdates,SuspendandResumedates.OftenPrimaveraselects00:00,whichismidnightonthemorningoftheselecteddate.
TheauthorrecommendsthattheMonthnameshouldalwaysbedisplayedtoavoidconfusionbetweentheUSdateformatofmm/dd/yyandtheROW(RestofWorld)dateformatofdd/mm/yy.
17.1.3CurrencyTabTheCurrencyOptionstabselectsthecurrencysymbolusedtodisplaycosts.TheCurrenciesform,availablefromtheAdminmenuitem,isusedtodefinetheBaseCurrency.AllcostsarestoredintheBaseCurrencyandallotherCurrenciesarecalculatedvaluesusingtheBaseCurrencyvalueandconversionrate.
Itispossibletohavetwocurrencieswiththesamesymbolandifauserselectsadifferentcurrencythenallcostsdisplayedbytheuserwillbeconvertedtoadifferentvalue.
Thisoptionmustbecarefullymonitoredandifyoudonotneedmultiplecurrenciesthenitissuggestedthatyoushoulddeleteallbutonecurrency,toavoidanypossibleproblems.Ifyouareusingmultiplecurrenciesthenmakesurethatallhaveadifferentsignsothereisnoconfusion.
17.1.4E-MailTabTheE-mailProtocoltabsetsupthecurrentuser’sE-mailsystem.
17.1.5AssistanceTabTheAssistancetabspecifieswhichwizardsarerunwhencreatingResourcesandActivities.
NOTE:Itissuggestedtoturnbothoffasitisquickertotypetheinformationstraightintotherequiredfieldswhenyouknowhowtousethesoftware.
17.1.6ApplicationTabStartupWindow
• ApplicationStartupWindowspecifieswhichPrimaverawindowisdisplayedwhenthesoftwareisstarted.
IfyouworkinthesameprojectallthetimethensetthistoActivitiesanddonotclosetheprojectwhenclosingPrimavera.ThenexttimeyouopenPrimaverayouwillbetakentoyourprojectintheActivitiesWindow.
IfyouworkindifferentprojectsallthetimethenselectProjectsandyouwillbetakentotheProjectsWindow.
• ShowtheIssueNavigatordialogatstartupshouldonlybecheckedifyouwishtoviewtheIssueswhenthesoftwarestarts.
• ShowtheWelcomedialogatstartupdisplaysaWelcomedialogboxonstartupandwouldnotusuallybedisplayedasitslowsdowntheuser’saccesstothesoftware.
ApplicationLogFile• Writetraceofinternalfunctionstologfilecreatesalogofalldataentries
titledERRORSLOG.Thiswouldbeusedbysupportstaffandshouldnotbeturnedonunlessrequestedbysupportstaff.
GroupandSorting• Thisspecifieswhatinformationisdisplayedinthebands;oneorbothoptionsof
DescriptionorCodemaybeselected.ThissettingiseffectiveinsituationswhereaGroupandSortformisnotavailable,suchasthePredecessorandSuccessorsforms.
• PrimaveraVersion5.0introducedafunctiontitledReorganizeAutomatically:thiswasremovedinVersion8.1andreplacedbytheAuto-Reorganizationcommand.
Columns• PrimaveraVersion5.0introducedFinancialPeriodswheretheperiodsthat
maybedisplayedincolumnsisspecified.
WhenmanyFinancialPeriodshavebeencreated,youmayhavetoscrolldownhundredsofrowstofindadatafieldinformssuchastheFilterform.YoushouldlimitthenumberofFinancialPeriodsthataredisplayedtothosethatarecurrentlybeingused.
17.1.7PasswordTabTheUserPasswordtabisusedtochangetheuserpassword.TheAdmin,AdminPreferences…,GeneraltabhasanoptionforyourcorporatePasswordPolicy.
17.1.8ResourceAnalysisTab
TheResourceAnalysistabhastwosections:
AllProjects• TheAllProjectsoptionspecifieswhichprojectsareusedtocalculatethe
ResourcesRemainingValuesinResourceUsageProfiles.Time-DistributedData• ItispossibletodragaprojectforwardorbackwardsintimeintheTracking
WindoworPortfolioAnalysis.ThisactioncreatesanewsetofdatestitledForecastdates.TheResourceUsageProfileandResourceUsageSpreadsheettimeintheTrackingWindowmaybecalculatedusingeithertheCurrentSchedulebycheckingRemainingEarlyDatesortherevisedForecastdates.
• Intervalfortime-distributedresourcecalculations:ThisoptiondeterminesthetimeincrementfordisplayingtheResourceUsageProfileandResourceUsageSpreadsheetdata.
Whenthisissettodaysandyoudisplaytime-distributeddatainhours,allthehourswillbedisplayedonthefirsthour:
Selectinghourswillspreadtheresourcewheretheyarescheduledbutthisconsumescomputerresources.
TheIntervalfortime-distributedresourcecalculations:mustbeequaltoorsmallerthanthetimescaleortheresourcedatawillbe
displayedinthefirsttimeincrementofthetimescaleandnotdistributedoverthewholetimeperiod.
• DisplaytheRolelimitbasedon–PrimaveraintroducedRoleLimitsinVersion6.0andthisenablesoptionsfordisplayingtheRoleLimitsinResourceProfiles.ArolemayhavebeendefinedalimitofsixresourcesbutonlyhavefourPrimaryResourcesassigned.Thisoptionallowsyoutodecideifyouwishtodisplayalimitoffourbasedontheresourcesavailableorsixbasedonthelimitassignedtotherole.
17.1.9CalculationsTab
ITISIMPORTANTTOUNDERSTANDTHISOPTION.
TheCalculationstab,ResourceAssignmentssectionhastwooptions:
• PreservetheUnits,Duration,andUnits/Timeforexistingassignments.Withthisoption,asResourcesareaddedordeletedthetotalnumberofhoursassignedtoanActivityincreasesordecreases.Thehoursassignedforeachresourcearecalculatedindependently.
• RecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationType.ThetotalnumberofhoursassignedtoanactivitywillstayconstantassecondandsubsequentresourcesareaddedorremovedfromanActivity,exceptwhentheActivityTypeisFixedDurationandUnits/Time.
RecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationTypeissimilartomakinganactivityEffortDriveninMicrosoftProject.ThereisnosimilarfunctioninP3andSureTrak.
Withthisoptionasyouassignorremoveresourcestoorfromaactivitythetotalnumberofhoursofworkstayconstantandtheworkisdividedamongstalltheresources.
Thus,assigningresourceswillreducetheworkforeachresourceandeithertheactivitydurationwillreduceortheUnitsperTimePeriodforeachresourceassignmentwillreduce.ThiscalculationisdependentontheDurationType.
TheauthorprefersasadefaultPreservetheUnits,Duration,andUnits/Timeforexistingassignments.Inthissituationeachresourceworkisindependentonotherresourcesassignedtoanactivity.
• AssignmentStaffingarenewfunctionstoPrimaveraVersion5.0optionsavailableontheCalculationstaboftheUserOptionsformallowingtheusertosetthedefaultsfor:
SelectingtheUnitsperTimewhenassigningasubstituteresourcetoanexistingresourceassignment.
SelectingthePriceperUnitforaresourcewhichisbeingassignedtoaRole.
Theoptionsaretoselecttheexistingresource,thenewresource,ortobepromptedeachtimearesource/roleissubstituted.
17.1.10StartupFiltersTabTheStartupFiltersoptionenablestheselectionoffiltersforResources,Roles,OBS,ActivityCodesandCostAccounts,whichmaybeappliedtothecurrentprojectortoalldata.
Youmayfindwhenyouopenupawindow,suchastheResourcesWindow,thatnodataisdisplayed.Thismaybeduetothesettingsinthistab.
ACTION:TheauthorrecommendsselectingViewalldata(NoFilter)soyouwillnotendupwithablankscreenwhenyouopenwindowssuchastheResourcesWindow.
17.2AdminMenuThelinksbetweenUsers,OBS,andProjectsiscoveredinmoredetailintheManagingtheEnterpriseEnvironmentchapter.ThismoduleisanintroductiontothecontentsoftheAdminMenu.
TheAdminmenuisavailableinP6ProfessionalbuthasbeenremovedfromtheP6OptionalClientandhastobeaccessedthroughtheWebmodulewhenusingtheOptionalClient.
P6ProfessionalTheAdmincommandopenstheAdminform.
DependingonhowPrimaverahasbeeninstalledandyouraccessrightsset,youmayormaynothaveaccesstosomeorallofthesemenus.
P6OptionalClientThewebAdministermenuiswheretheAdmincommandsarelocatedandtheseareallverysimilartotheProfessionalClient.
TheWebcommandswillnotcoveredinthisbookbuttheyoperateinexactlythesameway.
17.2.1UsersTheUsersformisusedtoaddanddeletesystemusers.Thefollowinginformationmayberecorded:
• Generaltab:ThePersonalName(theperson’sname),LoginName,PasswordandtheUsersResourceIDintheResourcesWindow.
• Contacttab:Theperson’stelephonenumberande-mail.• GlobalAccesstab:TheGlobalinformationausermaychangeisspecified
herebyassigningaGlobalProfile.
TheGlobalAccesstabisthelocationwhereuseraccesstoresourcesmayberestricted.
• ProjectAccesstab:ThisiswheretheUserisassignedtooneormoreOBSNodesandmayonlyaccessProjectsassociatedwiththoseOBSNodes.ThelevelofuseraccesstoisprojectscontrolledbythedesignatedSecurityProfile.
• ModuleAccesstab:Thisiswhereapersonisassignedalicense.Alicenseneedstobeassignedbeforethepersonmayoperatethesystem.
TheUsermayalsobeassignedtoanOBSNodeintheOrganizationalBreakdownStructureform.17.2.2SecurityProfilesTheSecurityProfilesformisusedtosetupsecurity.
• GlobalProfileandProjectProfilesmaybeestablishedinthisform.
• GlobalProfilesarecreatedand/oreditedtoenableaccesstospecificEnterprisefunctionsandareassignedtousers.
• ProjectProfilesarecreatedand/oreditedtoenableaccesstospecificProjectfunctions.
• AProjectProfileisassignedtoauserwhentheyareassignedtooneormoreOrganizationBreakdownStructureNodes.
• AdifferentProjectProfilemaybeassignedtoeachuserforeachOBSNode,butanEPSNodeandProjectsmayonlybeassignedtooneOBSNode.
ItiscriticalthattheSecurityProfilesbecarefullyevaluatedandeachpersonassignedanappropriatelevel.
NooneexcepttheAdministrator/sshouldbeabletodeletecriticaldatasuchasprojectandEPSNodes.
17.2.3CurrenciesTheCurrenciesformisusedtodefinesystemcurrencies.Currencyfieldsare:
• CurrencyID• CurrencyName• CurrencySymbol• ExchangeRateTomaketheBasecurrencyintoyourcountry’scurrencyyouwillneedtoedittheCurrencyIDandCurrencySymbolasthefirstcurrencyispermanentlychecked.
SeethewarningunderCurrencyearlierinthischapter.DeleteallunwantedcurrenciesandmakeallCurrencySymbolsunique.
17.2.4FinancialPeriodsThisiswheretheFinancialPeriodsassociatedwithStoringPeriodPerformance
arecreated.
FordetailsonthisfunctionseethesectiononStorePeriodPerformanceintheEarnedValuechapter.
FinancialPeriodshavetobeusedwhenitisimportanttohavedatathatreflectshowmuchworkwascompletedorcostsspentineachperiodandnotjustaveragedovertheperiodstodate.PerioddataisoftenusedtocreateS-Curves.
17.2.5TimesheetDatesThisoptionhasbeenremovedfromP6Professional.TimesheetsmaybemanagedintheWebapplication.
17.3AdminPreferencesThisformsetsthedefaultpreferencesforPrimavera.
TheAdminPreferencesformhasanumberoftabs,whichwillbecoveredinmoredetailinthenextsectionofthischapter.
IfyoudonothaveaccesstotheAdminPreferencesthentheseoptionswouldhavebeensetupbythesystemadministratorforyourorganization.
Somepreferencesmayonlybechangedinthisform.Itemsdescribedasdefaultsmayalsobechangedinotherwindows.
SelectAdmin,AdminPreferences…toopentheAdminPreferencesform.17.3.1GeneralTab
• CodeSeparatorsetsthedefaultseparatorfornewprojectWBSCodesandothercodessuchasCostAccounts.TheCodeSeparatormayalsobesetforeachprojectintheProjectWindow,Settingtab.
• StartingDayoftheWeeksetstheFirstdayofweekthatisshownonthetimescaleandtheleftcolumnofcalendars.
• ActivityDurationsetsthedefaultActivitydurationfornewactivities.• PasswordPolicy,introducedinVersion6.2,allowstherequirementfora
passwordofaminimumof8charactersincludingaletterandnumber.
ThedefaultisusuallySundayandshouldbechangedtoaMonday,whichresultsinthecalendardayinthetimescalerepresentingaworkingday,whichisoftenalotmoreusefulthananonworkdaydate.
17.3.2TimesheetsTabTheTimesheetstabwasremovedinVersion8.1Professional,butisavailableintheWebapplication.
17.3.3DataLimitsTabTheDataLimitstabspecifies:
• Themaximumnumberoflevelsallowedinallhierarchicalcodestructures,
• ThemaximumnumberofActivityCodesperproject,and
• ThemaximumnumberofBaselinesperproject.
PrimaveraVersion6.0addedtheMaximumbaselinescopiedwithproject.17.3.4IDLengthsTabTheIDLengthstabspecifiesthemaximumnumberofcharactersintheCodeIDfields,nottheCodeDescription.
17.3.5TimePeriodsTab• HoursperTimePeriodvaluesareusedtoconvertfromonetimeperiodUnit
toanother,forexample,fromdaystohours.Therefore,a40hoursactivitywouldbecalculatedas5-daywiththesettingdisplayedinthepicture.
• NOTE:Itisimportantthattheseconversionsareunderstood.PleaserefertotheCalendarchapterformoredetails.
• CheckingUseassignedcalendartospecifythenumberofworkhoursforeachtimeperiodenablesuserstoedittheHoursperTimePeriodineachcalendar.
ItisveryimportantwhenmultiplecalendarswithdifferenthoursperdayarebeingusedthatthischeckboxischeckedandtheusercorrectlysetstheHoursperTimePeriodineachcalendar.
• TimePeriodAbbreviationsareusedtoindicatethedisplaydurations.17.3.6EarnedValueTab
SeetheEarnedValuechapterformoreinformation.ThistabsetstheWBSdefaultsforcalculatingEarnedValueandmaybechangedindividuallyforeachWBSandapplytoallactivitieswithineachWBSNode.
• TheTechniqueforcomputingperformancepercentcompleteselectstheformulaforcalculatingtheEarnedValue.
• TheTechniqueforcomputingEstimatetoComplete(ETC)selectstheformulaforcalculatingtheETC.TheETCisacalculatedfieldandisindependentoftheAtCompletionFieldsbutmaycontainthesamevalue.
• EarnedvaluecalculationsselectssomeoptionsforcalculatingtheEarnedValueanddisplayingtheBaselineBar.ThePrimaveradefaultisusuallysettoBudgetedValueswithPlannedDates.Thissettingmustneverbeusedandpleasereadthewarningbelow.
ItisveryimportantthatusersreadthesectionsonPlannedDatesasleavingthesettingatBudgetedValueswithPlannedDateswillresultintheriskthatallin-progressBaselinesmaydisplayirrelevantdatesasBaselinedates.
17.3.7ReportsTabTheReportHeadersandFootersformsetsthedefaultlabelsforreports.
Thesemayalsobeaccessedinprintouts.
17.3.8OptionsTab• TheSpecifytheintervaltosummarizeandstoreresourcespreadstabsets
thetimeperiod,suchasweekormonth,forstoringsummarizedactivitydataatWBSandResource/RoleAssignmentLevels.
• TheProjectArchitectandWebAccessServerURLcheckboxeswereremovedfromtheProfessionalClient.
• EnableLinktoContractManagementModule(originallycalledExpedition)enableslinkingtothismodulewheninstalled.
17.3.9RateTypesTabPrimaverahasfiveresourceratestypesandtheResourceRateTypesformenablesyoutorenamethetitlesoftherates.Youmayhave,forexample,ratesfor:
• Internalconsulting,
• Externalconsulting,
• Preparingevidence,and
• Givingevidence.
17.3.10IndustryTabTheIndustryTypedeterminestheterminologyusedinsomefields.Inearlierversionsthiswassetwhenthesoftwarewasloaded.ItmaynowbesetAdmin,AdminPreferences…,Industrytab.YouwillneedtorestartP6forachangetotakeeffect:
Thefollowingtabledisplaystheterminology:
IndustryType Terminology NameofProjectComparisonTool
EngineeringandConstruction
BudgetedUnits&CostOriginalDuration ClaimDigger
Government,Aerospace,andDefense
PlannedUnits&CostPlannedDuration ScheduleComparison
High-Technology,ManufacturingandOthers
PlannedUnits&CostPlannedDuration ScheduleComparison
Utilities,Oil,andGas BudgetedUnits&CostOriginalDuration ClaimDigger
EngineeringandConstruction:
Government,Aerospace,andDefense:
17.3.11AdminCategoriesTheAdmin,AdminCategoriesformiswheretheglobaldataitemsaredefined.Thisformisself-explanatoryandwillnotbeexplainedindetail.Thefollowingcategoriesaredefined:
• BaselineTypes
• ExpenseCategories
• WBSCategories
• DocumentCategories
• DocumentStatus
• RiskCategories
• NotebookTopics
• UnitsofMeasure–forMaterialResources
TheWBSCategorydefinesasetofcodesthatmaybeassignedtoWBSNodesallowingtheWBSstructuretobereorganizedunderadifferentsetofcodes.
17.4MiscellaneousDefaults17.4.1DefaultProjectSelectProject,SetDefaultProject…toopentheSetDefaultProjectform.Whenmultipleprojectsareopenedthedefaultproject’ssettingsareusedto:
• Scheduleandlevelallopenprojects.
• Newdataitems,suchasissues,areassignedtothedefaultprojectwhentheyareaddedtothedatabase.
WhenmultipleprojectsarescheduledalltheschedulingoptionsofalltheprojectsarechangedtotheDefaultProject.ThisissuemustbewellthoughtthroughbytheDatabaseAdministratorandiscoveredinmoredetailintheMultipleProjectSchedulingchapter.
17.4.2SetLanguageSelectTools,SetLanguage…toopentheSetLanguageformandselectthelanguagethatthecolumnheadersandmenuitemsaredisplayedin.
18CREATINGROLESANDRESOURCESTraditionally,planningandschedulingsoftwaredefinesaResourceassomethingorsomeonethatisrequiredtocompletetheactivityandsometimeshaslimitedavailability.Thisincludespeopleorgroupsofpeople,materials,equipmentandmoney.
PrimaveraisabletoassignCosts,aCalendar,oneormoreRolesandsomepersonalinformationtoaResource.PrimaverahasafunctiontitledRoles.ARoleisnormallyusedattheplanningstageofaprojectandrepresentsaskillorposition.Later,andbeforetheactivitybegins,aRolewouldbefilledbyassigningaspecificindividualwhowouldbedefinedasaResource.RolesmaybeassignedtobothResourcesandActivities.AsearchbyRolemaybeconductedonalltheResourceswhenitisrequiredtoreplaceanActivity-AssignedRolewithanindividualfromtheResourcepool.PrimaveraallowsratestobeassignedtoRoles.
TherearealargenumberofresourcefunctionsavailableinPrimavera.Withoutgettingintotoomuchdetail,thispublicationwilloutlinetheimportantresource-relatedfunctionsthatwillenableyoutocreateandassignRolesandResourcestoyourschedules.
Thischapterwillconcentrateon:
Topic MenuCommand
CreatingRoles SelectEnterprise,Roles…toopentheRolesform.
CreatingResources
OpentheResourcesWindow:• SelectEnterprise,Resources,or
• Clickonthe iconontheEnterprisetoolbar.
EditingResourceCalendars SelectEnterprise,Calendars…toopentheCalendarsform.
ThefollowingstepsshouldbefollowedtocreateanduseresourcesinaPrimaveraschedule:
• CreatetheresourcesintheResourcesWindow.• CreatetheRoles,ifrequired,intheRolesform.
• AssignResourcestoRolesfromeithertheResourcesWindowortheRolesform.
• ManipulatetheResourceCalendarsifresourceshavespecialtimingrequirements.
18.1UnderstandingResourcesandRolesTherearetypicallytwomethodsofusingtheResourcefunctionforresourceplanning:
• IndividualResources,and
• GroupResources
18.1.1IndividualResourcesTheseresourcesareindividualpeoplewhoareoftenresponsibleforcompletingtheactivityortasksassociatedwithactivitiestowhichtheyhavebeenassigned.TheyareidentifiedbynameinP6.
Thisistypicallyworkundertakeninanofficeenvironment,suchasanITdevelopmentproject,wheretimesheetsareoftencompletedbythepeopleundertakingtheworkandthetimesheetsystemisdirectlylinkedtotheschedulingsystem.
Inthissituation,theupdatingofActivitiesthatarein-progressiscompletedbythepersonassignedasaResourcetoanActivity,oftenviathetimesheetsystem,andtheschedulerhasareviewfunctionintheprojectupdating.
18.1.2GroupResourcesTheseresourcesrepresentgroupsofpeople,suchastradesordisciplinesonaconstructionsite.Verylargeprojectsgangsorcrews,whichwouldbemadeupofequipmentandanumberofdifferenttrades,couldalsobeconsidered.Thepersonresponsiblefortheworkisnotaresourceassignedtoanactivityandindividualpeopledoingtheworkwillnotbeassigningtheirtimesheetsdirectlytoactivitiesintheschedule.
Also,inthisenvironmenttheschedulernormallyupdatestheactivitiesandtheresources.Inthissituationitisrecommendedthataminimumnumberofresourcesbeassignedtoactivities.Thisisbecauseeveryresourceaddedtotheschedulewillneedtobeupdatedandasmoreresourcesareadded,thescheduler’sworkloadwillincrease.
Resourceminimizationsimplifiesascheduleandmakesiteasiertomanagelargeschedules.Thisisachievedbynotclutteringtheschedulewithresourcesthatareinplentifulsupplyorareoflittleimportance,and/orbygroupingtradesordisciplinesintocrewsandgangsonlargeprojects.
WhenGroupResourcesareusedtheRolefunctiontendstobecomeredundantbutcouldbeusedtoplanthecontractortypeand/ortheactualcontractortobe
usedontheproject.
18.1.3InputandOutputResourcesWhenyoucreateyourresources,youmayalsoconsiderthemwithinthecontextofthefollowingheadings:
• InputResources–Theseresourcesarerequiredtocompletetheworkandrepresenttheprojectcosts:
Individualpeoplebyname.
Groupsofpeoplebytrade,discipline,orskill.
Individualequipmentormachinerybyname.
Groupsofequipmentormachinerybytype.
GroupsofresourcessuchasCrews,Gangs,orTeamsmadeupofequipmentandmachinery.
Materials.
Money.
• OutputResources–Thesecouldbetheprojectdeliverablesoroutcomesandcouldhaveadirectrelationshiptotheprojectincome:
Specificationscompleted.
Brickslaid.
Tons/Tonnesofmaterialloadedwithanexcavator.
Linesofcodewritten.
Testscompleted.
Thistypeofresourceisoftenusedintheminingenvironmentwheretheoutputintones/tonnesorvolumeisscheduledand/orleveled.
TheanalysisofanddifferencebetweentheInputandtheOutputresources’valueandtimingmaybeusedtorepresenttheCashFlow,CashPositionandProjectProfit(orloss).
ThetypeofcontractthattheworkisbeingconductedunderwouldoftendetermineiftheclientismoreinterestedintheInputorOutputResources.
18.1.4UnderstandingRolesAnevaluationatprojectorenterpriselevelinordertounderstandthelongtermdemandforresourcesmaybemadebyacombinationofRolesforlongtermplanningandResourcesforshorttermplanning.
RolesareassignedtoactivitiesforlongtermplanningandResourcesrepresentindividualpeopleareassignedtorolesforshorttermplanningandwouldrepresentactivityassignment.
ThelightareatotherightofthehistogrambelowshowstheunsatisfieddemandoftherolestitledUnstaffedRemainingUnitsandthesatisfieddemandfromtheresourcesisinthedarkaretotheleftandaretitledStaffedRemainingUnits.
Ifyouareaconstructioncontractorandnotassigningworktoindividualpeoplethenyoumayconsiderusingresourcesonlyastheyhavemorefunctionsthanroles.
18.2CreatingRolesRolesarecreated,edited,anddeletedinasimilarmethodasWBSs.
Tocreate,edit,ordeleteaRoleselectEnterprise,Roles…toopentheRolesform:
Thefollowingformatting,filtering,andsortingfunctionsareavailableintheRolesform:
• ClickonDisplay:AllRolesandthentheFilterBytabtoopenamenuwheretherolescanbefilteredbyAllRolesorCurrentProjectsRoles.
• ClickontheRoleIDtitleortheRoleNametitletosorttheRolesbyRoleIDorRoleName.
• RolesmayalsobedisplayedbytheChartview.TheRolesformwillhavetoberesizedtousethisfunctioneffectively.
• TheFindfunction(orCtrl+F)enablesaRolenametobesearched.• ThePrintfunctionopensthePrintPreviewformallowingtheprintingofthe
currentlistofRoles.
IntheGeneraltabeachRolemaybeassigneda:• RoleID,auniquecodeusedtoassigntheRoletoanActivity.• RoleName,theNameoftheSkillorTrade.• Responsibilities,whereyoumayentertext,hyperlinks,andpicturesaboutthe
RoleResponsibility.
IntheResourcestabeachRolemaybeassigned:
• TooneormoreResources.
• TheResourceisassignedbydefaultaProficiencyof“3–Skilled”whichmaythenbechangedtoanyoftheoptionsshowninthelist.
• TheResourcemaybeassignedaPrimaryRolewhichwouldrepresentthetaskorjobtheywouldnormallybeassigned.
• ThePrimaryRolealsolinkstoRoleavailabilitywhentheoptionintheEdit,UserPreferences…,ResourceAnalysistab,DisplaytheRoleLimitbasedonissettoCalculateprimaryresources’limit.
PrimaverasupportsRatesforRoles.Upto5rates(thesamenumberofratesasresources)maybeassignedtoroleswhichmaybeusedforestimatingandcashflowforecastingofprojectsbeforetheactualresourcecompletingtheworkis
assignedtotheactivity.
• ClickonthePricestabtoedittheRolePrice/Unit,and• TheRoleRateTypeisadoptedfromtheResourceRateTypesetinthe
Admin,AdminPreferences…,RateTypetab.
RoleratesmaynotbevariedovertimeorleveledbutResourcesmaybe.
• ThedatacolumnsinthePricestabandLimitstabformsmaybesortedbyclickingonthecolumntitles.
• ThedefaultrateforaprojectisselectedwhenaprojectiscreatedandmaybechangedintheProjectsWindow,Resourcestab,AssignmentDefaultsarea:
Differentratesmayberequiredfordifferentclientssuchasinternalprojectratesandratesfordifferenttypesofexternalclients.
Fiveresourceandroleratesmaynotbesufficientwhenacompanyhasanumberofclients.Therearesomeoptionswhichincludecreatinganewsetofresourcesforeachproject,oranewdatabaseforeachproject,ornotselectingtheoptionoflinkingcostsandunits.
18.3CreatingResourcesandtheResourcesWindow
Tocreate,edit,ordeleteresourcesopentheResourcesWindow:• SelectEnterprise,Resources…,or
• Clickonthe iconontheEnterprisetoolbar,
• IntheResourcesWindow:
indicatesaResourcewhichisnotassignedtoanopenproject,
indicatesaResourceassignedtoanopenproject,
and indicateanunassignedandassignedNonlaborResource,and
and indicateanunassignedandassignedMaterialResource.18.3.1ResourceBreakdownStructure–RBSResourcesmaybeaddedandorganizedhierarchicallyinasimilarmethodtocreatingaWBS.
TheOzBuildresourcesinthepictureabovearelistedunderahigher-levelnodetitledOzBuildResources.PrimaveraSystemscallsthisstructureaResourceBreakdownStructureorRBS.18.3.2FormattingtheResourcesWindow
ThemenuundertheDisplay:AllActiveResourceshasmanyfunctionsthataresimilartootherforms:
• TheDetailscheckboxdisplaysorhidestheDetailsforminthelowerpane.• ChartViewdisplaystheresourcesasaChart.Tousethisformat,Groupand
SortBymustbesetasDefaultorhavetheCustomize…optiongroupedbyResources.
• Columns,TableFontandRow…,FilterByandGroupandSortByoptionsworkinasimilarwaytotheformattingoftheActivitiesWindow.Clickonthemenustoseetheoptionsavailablewitheach.
• WhentheResourcesareorganizedhierarchically,theExpandAllandCollapseAlloptionsworkinasimilarwaytootherwindowsandrollsuptheResources.
18.3.3AddingResourcesNewResourcesareaddedanddeletedinasimilarmethodtoaddingActivitiesintheActivitiesWindow.UsetheInsertkey,right-clickandselectAdd,orusetheAdd iconontheEdittoolbar.18.3.4GeneralTabThefieldsinthistabareself-explanatory:
• TheResourceIDhastobeuniquewithinadatabaseandaResourceNameismandatory,
• TheEmployeeID,E-MailAddress,TitleandOfficePhoneareoptional,and• WhentheActiveboxisunchecked,theResourceisinactiveandindicatesthat
theresourceisnotavailable.WhenassigningResourcestoActivitiesthereisafiltertodisplayonlyactiveResources.
18.3.5CodesTabResourceCodesareassignedtoResourcesallowingadditionalfacilitiestosortandreportonthemintheResourceUsageSpreadsheetandResourcesWindow.• ResourceCodesmaybedefinedintheResourceCodeDefinitionform,
whichisopenedbyselectingEnterprise,ResourceCodes…andclickingonthe icon.
• IndividualResourceCodeValuesmaybeaddedtoaResourceCodeintheResourceCodesformbyselectingEnterprise,ResourceCodes….
• ResourceCodesmaythenbeselectedinalayouttosortandgroupResources.
18.3.6DetailsTab
ResourceTypesTherearethreetypesofResources:
• Labor,intendedforpeople• Nonlabor,intendedforequipmentusedtoperformprojectwork• Material,intendedformaterials/supplies.MaterialResources
Maybeleveledandhavethefollowingdifferencesfromotherresources:
• TheymaybeassignedaUnitofMeasure,whichiscreatedintheAdmin,AdminCategories…,UnitofMeasuretab.ThisisnotavailabletoLaborandNonlaborresources.
• TheymaynotbeassignedaRole.
• TheymaynotlogOvertime.
Materialresourcesdonotdisplayunits(quantities)intheActivitiesWindow,aswithmanyotherproductslikeP3,SureTrak,andAstaPowerproject.ThesevaluesmaybedisplayedinotherviewssuchastheResourceAssignmentsWindowandinreports.
CurrencyAnalternateCurrencymaybeassociatedwitharesource.ThiswillnotaffecthowtheResourceUnitRatescostsareenteredbutprovidesafurthertaggingmechanismforsortingandreporting.Thecostsarestoredinthedefaultcurrencybutaredisplayedusingtheconversionrateinthecurrencyselectedfortheresource.
OvertimeALaborResourcemaybeallowedtorecordOvertimeinthePrimaveratimesheetsystemwhentheOvertimeAllowedboxischeckedandthecostsderivedfromtheUnitRatesaremultipliedbytheOvertimeFactor.CalendarTheResourceisassignedaGlobaloraSharedResourceCalendarinthisform.• ASharedResourceCalendarmaybecreatedandassignedtomorethanone
Resource.Thistopiciscoveredinmoredetailinthenextsectionofthischapter.
• Clickonthe icontocreateaPersonalCalendarforthisresource.
NOTE:TheResourcecalendarisusedtodisplaytheresourcelimitsirrespective
ofthecalendarassignedtoanactivity.
DefaultUnits/TimeTheDefaultUnits/Timeisthevaluethataresourceadoptswhenitisfirstassignedtoanactivity.InasimilarwaytoMicrosoftProject,theUnitsperTimePeriodmaybedisplayedasaPercentageorinUnits/Time.• SelectEdit,UserPreferences…,TimeUnitstabandselectthepreferred
displayfromtheUnits/TimeFormatsection:
Forexampleyoumayhaveafleetof12trucksandyouusuallyassignfourtruckstoeachloader.InthissituationyouwouldassigntheDefaultUnits/Timeas400%,or4d/d,or32h/difthetrucksareworking8hoursperday.
ResourceandActivityAutoComputeActualsWhenaResourceAutoComputeActualsfieldisunchecked,theworkforaresourcemaybereadfromthePrimaveraTimesheetsystemormanuallyentered.
ButwhentheActivityAutoComputeActualsfieldischecked,thismakesalltheactivityresourceassignmentstobeAutoComputeActualsirrespectiveoftheirsettingsintheResourceWindow.
WhentheUserusestheApplyActualsfunctionandactivitiesorresourcesaresettoAutoComputeActualsPrimaveracalculatestheRemainingUnitsbasedontheRemainingDurationandtheActualUnitsbysubtractingtheRemainingUnitsfromBudgetedUnits.
ThereareseveralplaceswheretheResourceAutoComputeActualsfieldinPrimaveraisdisplayed:
• AgainsteachresourceintheResourcesWindow,Detailstab,• InacolumnintheResourcesWindow,whendisplayed,and• Againsteachresourceafterithasbeenassignedtoanactivityandisdisplayed
intheResourcestabofthebottomwindowintheActivitiesWindow.TheoptionmayONLYbeswitchedonoroffagainstaresourceintheResourcesWindowandifchangedintheResourcesWindowitwillaffectallresourceassignmentsforallprojectsforthisresource.
TheActivityAutoComputeActualsfieldmaybedisplayedasacolumnintheActivitiesWindow:
CalculateCostsfromUnitsWiththisoptionchecked,thecostsforaresourcearecalculatedfromtheResourceUnit/Timewhenaresourceisassignedtoanactivity.Whenunchecked,thecostsremainatzerowhenaresourceisassignedtoanactivity.ThiswascalledCostUnitsLinkedinearlierversionsofP6.Whenaresourcehasbeenassignedtoanactivity,thereisaResourceAssignmentfieldavailableintheResourcestaboftheActivitiesWindowtitledCalculateCostsfromUnits.ThisischeckedtomatchtheCalculateCostsfromUnitsfieldintheResourcesWindow.TheActivitiesWindowfieldtitledCalculateCostsfromUnitsisnotlinkedtotheCalculateCostsfromUnitsfieldintheResourcesWindowandonlyadoptsthesettingwhenaresourceisassignedtoanActivity.
ThefollowingpictureshowsaresourcewiththeCalculateCostsfromUnitsfieldunchecked;therefore,thecostsarenotcalculatedfromtheResourceUnitRate.
18.3.7UnitsandPricesTabEffectiveDateandRatesEachResourcemayhaveuptofiverates(Price/Unit)andtheseratesmaybevariedovertime.
• TheEffectiveDaterepresentsachangeinRateoravailabilityatthatpointintime.
• TodisplaytheotherratestheircolumnsshouldbedisplayedintheUnitsandPricestab.
• ThecolumntitlesofPrice/Unit1toPrice/Unit5mayhavetheirdescriptionseditedintheAdmin,AdminPreferences…,RateTypetab.ThesetitlesaresharedwithRoles.
• Whenarateisaddedtheeffectivedateisthedatefromwhichtherateisapplied.
ShiftsResourceShiftsareusedinconjunctionwithlevelingandshouldnotbeassignedunlesstheyarebeingused.ResourceShiftsarecoveredintheResourceOptimizationchapter:• ResourceShiftsarecreatedintheResourceShiftsformwhichisopenedby
selectingEnterprise,ResourceShifts…,
• TheResourceShiftsandthenumberofshiftsaresourceworksareassignedintheUnitsandPricestab,ShiftsCalendar:.
18.3.8RolesTab• AResourcemaybeassignedmorethanoneRole,andtheirProficiencyfor
theRole,inthistab.
• WhenmultipleRolesareassigned,oneisassignedasthePrimaryRole.
18.3.9NotesTabNotesmaybeaddedherebuttherearenoNotebooktopicsavailable.
18.3.10ProgressReporterTabOriginallycalledProgressReportertabthenchangedtoTimesheetsandnowbacktoProgressReporterandhasbeenremovedfromP6Professional.WhenTimesheetsareimplemented,theusermustbeaddedasasystemuserthroughtheP6WebAdminister,UserAccessformwheretheuserisassignedtoaP6Resource,thusprovidingthelinkfromthetimesheetusertothePrimaveraresource.ThisiscoveredintheAdminMenu,Userssection.Fortimesheetstooperate,theUsestimesheetsboxintheProgressDetailstabmustalsobecheckedandtheTimesheetApprovalManagerselected.
18.4Workshop15–AddingResourcestotheDatabase
BackgroundThisworkshopwillonlyuseResourcesandthesemustnowbeaddedtothedatabase.
Wehaveupdatedourcurrentproject,butweneedaprojectthathasnotbeenupdatedforthenextactivityofassigningresources.Therefore,wewillhavetorestoretheBaselineschedulesavedpriortoupdatingthecurrentscheduletoprovideanunprogressedscheduleforthisexercise.
NOTE:Ifyouareworkinginadatabasewithotherpeoplecompletingthisworkshoptheneachperson’sResourceIDwillhavetobeunique,saybyaddingyourinitialsattheendofeachResourceID.Atrainingcourseleaderordatabaseadministratorshouldadvisehere.
Assignment1. SelectProject,AssignBaselines…andremoveallprojectBaselinesby
settingtheBaselinestothe<CurrentProject>.2. NOTE:BaselineBarswillnowdisplaythePlannedDatesandtheseshould
beremoved.
3. RestoretheprojectusingProject,MaintainBaselines….
4. GototheProjectsWindowwheretherestoredbaselinefilewillbevisible.5. RenametherestoredBaselineprojectBidforFacilityExtension–
ResourcedScheduleandchangetheProjectIDtoOZB-R.NOTE:UserssharingadatabasewillneedtouseuniqueProjectIDs.
6. Opentherestoredproject.
7. OpentheUserPreferencesform,settheCalculationsandTimeUnitstabperthefollowingpictures.
10. FormatthecolumnsintheResourcesWindowasinthefollowingpicture.11. Addtheresourcesasinthefollowingpicture:
IftheNewresourceWizardisdisplayedthencloseitasitisquickerjusttotypeinresources.
TheUnitofMeasuremaynotbeavailableinyourdatabase,soeitheradditintheAdmin,AdminCategories…,ordonotassignone.
Price/Unitmustbeenteredinthebottompane.NOTE:Ifyouareworkinginadatabasewithotherpeoplecompletingthisworkshoptheneachperson’sResourceIDwillhavetobeunique,saybyaddingyourInitialsattheendofeachResourceID.
12. YoumayneedtousethearrowsontheMovetoolbartomovetheresourcestothecorrectindentlocation:
13. SettheDefaultUnits/Timeto8hoursperdayforalltheresources.14. SetthecalendarforallresourcestobeaGlobal5-DayWorkweek,with8
hoursperday,yoursmaybecalledaStandard5Day/Weekorsimilar.
15. CheckCalculateCostsfromunitsandAutocomputeactualsforeachresource.
16. EnsurethattheresourceEffectiveDateintheUnits&Pricestabissetto7December2015orearlierotherwisetheResourcewillbedelayedbeyondthisdatewhenLevelingtheresourcesintheResourceOptimizationWorkshop.
19ASSIGNINGROLES,RESOURCESANDEXPENSESDuringtheplanningstage,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.
Thischapterwillcoverthefollowingtopics:
• UnderstandingResourceCalculationsandTerminology
• ProjectandActivitiesWindowsResourceandRolePreferences
• DetailsStatusForm
• ActivityTypesandDurationTypes
• AssigningandRemovingRolesandAssigningResources
• ResourceandActivityDurationCalculationandResourceLags
• Expenses
• SuggestedSetupforAssigningResources
Topic MenuCommands
• SetUnits/TimeFormatandResourceAssignments
SelectEdit,UserPreferences…toopentheUserPreferencesformandselecttheTimeUnitstabandCalculationstab.
• SetDefaultDurationTypeandDefaultActivityType
SetthesedefaultsintheDefaultstabintheProjectsWindow.
• AssignaRoletoanActivity
SelecttheResourcestabintheActivityDetailsformandclickonthe iconontheAssigntoolbartoopentheAssignRolesform.
• ToassignaResourcetoaRolethathasbeenassignedtoanactivity
SelecttheRoletobeassignedaResourcefromtheResourcesDetailstabandclickthe iconontheAssigntoolbartoopentheAssignResourcesByRolesform.
• ToassignaResourcetoanactivitywithoutaRole
SelecttheActivitytobeassignedtheResourceandclickthe iconontheAssigntoolbartoopentheAssignResourceform.
19.1UnderstandingResourceCalculationsandTerminologyAResourcehasthreeprincipalcomponentsafterithasbeenassignedtoanActivity:
• Quantity,intermsofWorkinhoursordaysorMaterialquantitiesrequiredtocompletetheactivity,whicharereferredtoasUnitsbyPrimavera,
• TheResourceUnitRateistermedPrice/UnitinPrimavera,and• Cost,whichiscalculatedfromtheResourceUnitRate×Units.EachResourceandExpensehasthesamefourfieldsforCostsandUnits,whichareBudget,Remaining,ActualandAtCompletion.TherelationshipamongthesefieldschangesdependingonwhethertheactivityisNotStarted,In-ProgressorComplete.
• WhenanactivityisNotStartedandthe%Completeiszerothen:
BudgetisnormallylinkedtoRemainingandAtCompletionandthereforeachangetoonewillchangetheothertwoandtheywill
alwaysbeequal,and
Actualwillbezero.• WhentheactivityismarkedStartedandwouldnormallybeIn-Progressandthe
%Completeisbetween0.1%and99.9%then:
BudgetbecomesunlinkedfromRemainingandAtCompletion,thusallowingprogressandtheAtCompletionvaluetobecomparedtotheBudgetvalue(ofthecurrentschedule),oraBaselineBudgetvalueoraBaselineAtCompletionvalue,andAtCompletion=Actual+Remainingandhavealinkto%Complete,whereachangeinvaluetoonewillresultinachangetotheothervalues.
• WhentheactivityisCompleteandthe%Completeis100%then:
Remainingissettozero,andAtCompletion=Actual.
TheBudgetvaluesforCostsandUnitsarelinkedtotheAtCompletionvaluesuntil:
• AnActivityhasbeenmarkedasStartedorhasa%Complete,or
• TheLinkBudgetandAtCompletionfornotstartedactivitiesintheProjectWindowCalculationstabisunchecked,seethefollowingpicture:
InP3onewouldoftenunlinkBudgetandAtCompletionwhenaprojecthasbeenapprovedandare-estimateisrequiredwhilemaintainingtheBudget.
ThisfunctioninP6alsounlinkstheOriginalDurationfromtheAtCompletionDurationforun-startedactivitieswhichaddsanothercomplicationthatshouldbeavoided.
ThecomparisonofthecurrentAtCompletionCostsisnormallymadewiththeBaselineprojectBudgetorBaselineprojectAtCompletionvalues.ThereforetheBudgetvalueinthecurrentscheduleiseffectivelyaredundantvalueandprobablyshouldnotbedisplayed.
19.2ProjectWindowResourcePreferencesPreferencessetintheActivitiesWindowdecidehoweachindividualactivityandresourceiscalculatedandarecoveredinthenextsection.
Preferencesanddefaults(whichmaybechangedforeachresourceassignment)thataffecthowallresourcesinaprojectarecalculatedaresetintheProjectWindowandpertaintoallactivitiesandresources.19.2.1ResourcesTabTheResourcestabintheP6ProfessionalProjectsWindowhashadtheProgressReporter(calledTimesheetsinVersion6.2andearlier)removed.
AssignmentDefaults• TherearefiveResourceRatesavailableinPrimavera.Oneratemaybesetas
aprojectdefault.Afterassignmenttoanactivity,theResourceRatemaybechangedusingtheRateTypefieldintheResourcestaboftheActivitiesWindow.
Driveactivitydatesbydefault• Thisiscoveredinmoredetailinthenextsection.
ResourceAssignments• CheckingtheResourcescanbeassignedtothesameactivitymorethan
onceboxenablesaresourcetobeassignedtoanactivitymorethanonce.Thisisusefulifitisrequiredtoassignaresourceatthebeginningofanactivityandlaterattheendofanactivitywithalag.
Forexample,onemaywanttoassignacraneonthefirstdayoftheactivitytoassistinerectingandonethelastdaytoassistindismantling.Thischeckboxneedstobecheckedforaresourcetobeassignedtwicetoanactivity.
19.2.2UnderstandingResourceOptiontoDriveActivityDatesAresourcehasthefollowingfieldsthatarelinkedandachangetotheOriginallagorOriginalDurationwillmakeachangetooneorbothdates:• OriginalLag.ThedurationfromtheActivityStartDatetotheResourceStart
Date,whichisthedatetheresourcecommenceswork.
• OriginalDuration.Thedurationthataresourceisworking.• Start.TheResourceStartDate=ActivityStartDate+theResourceOriginal
Lag.
• Finish.ThisdateiscalculatedbytheadditionoftheActivityStartDate+OriginalLag+theOriginalDuration.
WhentheDriveActivityDatesoptionisswitchedoffitispossibleforaresourcetocalculateoutsidetheactivityduration.Inthefollowingexampletheactivitiesare5dayslongandtheresourcesassignedtoeachactivityareworkingfor10days.Thishasresultedintheresourcebeingoverloaded.TheResourcesacknowledgetheactivityStartdatebutnottheFinishDate.
NowtheDriveActivityDatesoptionhasbeencheckedagainsteachactivity,theactivitiesarenow10dayslong,andtheresourceisnotoverloaded.
ItisrecommendedthattheDriveactivitydatesbydefaultboxisalwayschecked,thusResourceswillbeassignedasDriveActivityDatesandthisensuresthatallworkiscontainedwithinthedurationofanactivity.
TheActivityStartiscontrolledbytheActivityCalendar,thereforewhen
anactivityisResourceDrivenitisimportanttosetanActivityCalendarthatwillallowtheresourcetostartworkwhenitisrequiredtostart.Thusifthereisamorningshiftstartingat4:00am,theActivityCalendarshouldstartat4:00amorearlier.
InscheduleswithcomplexresourcecalendarsmaywishtoconsiderplacingalltheResourceDrivenactivitiesona24x7calendarandthenallresourceworkwillbecontrolledbytheresourcecalendars.
19.2.3CalculationsTabTheCalculationstabintheProjectsWindow:
Activities–DefaultPrice/UnitforactivitieswithoutresourcePrice/Units.ThisrateisalsousedtocalculatetheresourcecostswhenanactivityisnotassignedrolesorresourcesbutisassignedaquantityintheActivitiesWindow,Statustab.TheotherfunctionsinthistabaffecttheupdatingofresourcedactivitiesandarecoveredintheUpdatingaResourcedSchedulechapter.
19.3UserPreferencesApplicabletoAssigningResourcesSelectEdit,UserPreferences…toopentheUserPreferencesform:
19.3.1Units/TimeFormatSelecttheTimeUnitstab.TheUnits/TimeFormatenablesMicrosoftProject-styleformattingofResource/TimeFormatshowingResourceutilizationasapercentageorasunitsperduration.
19.3.2ResourceAssignmentsTheCalculationstabhastwoResourceAssignmentoptions:
• PreservetheUnits,Duration,andUnits/Timeforexistingassignments.Withthisoption,asResourcesareaddedordeletedthetotalnumberofhoursassignedtoanactivityincreasesordecreases.EachResource’shoursarecalculatedindependently.
• RecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationType.Thetotalnumberofhoursassignedtoanactivitywillstayconstantassecondandsubsequentresourcesareaddedorremovedfromanactivity.NOTE:ThisfunctiondoesnotworkwhentheActivityTypeisFixedDurationandUnits/Time.
TheRecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationTypefunctionissimilartotheMicrosoftProjectEffortDrivenfunctionandthePreservetheUnits,Duration,andtheUnits/TimeforexistingassignmentsisthesameasNonEffortDriven.
ThereisnosimilarfunctioninP3andSureTrak.
ItisrecommendedthatPreservetheUnits,Duration,andUnits/Timeforexistingassignmentsbeusedasadefaultaseachindividualresourceassignmentdoesnotchangeasresourcesareaddedorremovedfromanactivity.
19.3.3AssignmentStaffingTheAssignmentStaffingoptionisself-explanatoryandshouldbeconsideredcarefullywhenresourcesandroleshavedifferentrates.IfitisnotunderstoodandsetcorrectlytheresourcemayendupwiththeincorrectunitratewhenassignedtoaRoleorexistingResource.
Whentwousershavedifferentsettingsthismayresultinaschedulehavingtwodifferentratesforthesameresource.
19.4ActivitiesWindowResourcePreferencesandDefaults19.4.1DetailsStatusFormThisformhasasectiontitledLaborUnitsattherightsideasseeninthefollowingpicture.Thedropdownmenuenablesyoutoselectwhichdataistobedisplayedinthissectionoftheform.
Thereisalinkbetweentheentriesinthisformandthevaluesthatareassignedtoresources:
• ThevaluesinthisformarethesumofthevaluesassignedtoResourcesandRoles.
• Whenthesevaluesareedited,theywillchangethevaluesassignedtoResourcesandRoles.
NOTE:ItispossibletoenteraLaborUnitvalueintheStatustabandnotassignaresource.WhenaresourceisassignedtheresourcewilladoptthisvalueintheStatustab.ThisrateissetintheCalculationstabintheProjectsWindow,Activitiestab–DefaultPrice/UnitforactivitieswithoutresourceorRolesPrice/Unitsfield.19.4.2ActivityTypeTherearefiveActivityTypesassignedintheGeneraltabintheActivitiesWindow:
ActivityType Notes
TaskDependent
ActivitiesassignedasTaskDependentacknowledgetheirActivityCalendarwhenschedulingandtheFinishDateiscalculatedfromtheActivityCalendar.
ActivitiesassignedasResourceDependentacknowledgetheirResourceCalendarwhenbeingscheduled.ThisissimilartoanIndependentActivityTypeinP3andSureTrakandtheresources
ResourceDependent
workindependentlyanddonothavetobeavailableatthesametime.
TheActivityFinishDateiscalculatedbasedonthelongestResourceDurationwhentheresourceoptionofDriveActivityDatesischeckedagainsttheresourceassignment.
NOTE:Theactivitystartdatecalculatedontheactivitycalendar,nottheresourcecalendar,maydelaythestartofanactivitywhentheresourcecalendarhaslongerworkinghoursthantheactivitycalendar.
LevelofEffort(LOE)
ThisActivityTypespansotherActivities.ThereforetheStartDate,FinishDate,andDurationsmaychangeasthestartorfinishdateofactivitiesthatitisdependentuponchangeduringschedulingorupdating.LOEActivityTypeissimilartoaHammockinP3andSureTrak,butmorerelationshipsmaycontroltheStartandFinishDates.ThereisnoequivalentinMicrosoftProject.
Thistypeofactivitydoesnotcreateacriticalpathirrespectiveofthefloatcalculationsthataredisplayed.
TheStartDatemaybecontrolledbythefollowingrelationships:
• Finish-to-Startpredecessors
• Start-to-Startpredecessors
• Start-to-Finishsuccessors
• Start-to-StartSuccessors
TheFinishDatemaybecontrolledbythefollowingrelationships:
• Finish-to-Finishpredecessors
• Start-to-Finishpredecessors
• Finish-to-Startsuccessors
• Finish-to-Finishsuccessors
ResourcesassignedtoaLevelofEffortactivityarenotconsideredincalculationswhenascheduleisLeveled.LevelofEffortactivitiesmaynotbeassignedaConstraint.WhencreatingaLOEactivityandthebarisnotdisplayed,checktheBarsformtoensureaLOEbarhasbeencreatedandisbeingdisplayed.
StartMilestone
ThisActivityTypeisusedtoindicatethecommencementofaPhase,Stage,oramajoreventinaproject.
• IthasonlyaStartDateandnoDurationorFinishDate.
• ItmayonlyhaveStartConstraintsassigned.• Itmaynothavetime-dependentresourcesassignedbutmay
have:
AnOwnerassignedfromthelistofuserstoindicatewhoisresponsiblefortheactivity.“Owner,”enablesauserwhoisNOTaresourcetobeassignedresponsibilityforanactivity.APrimaryResourceassignedfromtheActivitiesWindow,GeneraltabwhomayupdatetheMilestone,butnoeffortisassignedorrecorded.
FinishMilestone
ThisActivityTypeisusedtoindicatethecompletionofaPhase,Stage,oramajoreventinaproject.
• IthasonlyaFinishDateandnoDurationorStartDate.
• ItmayonlyhaveFinishConstraintsassigned.• Itmaynothavetime-dependentresourcesassignedbutmay
have:
AnOwnerassignedfromthelistofuserstoindicatewhoisresponsiblefortheactivity.“Owner,”thenewactivityfieldinPrimaveraVersion6.0,enablesauserwhoisNOTaresourcetobeassignedresponsibilityforanactivity.
APrimaryResourceassignedfromtheActivitiesWindow,GeneraltabwhomayupdatetheMilestone,butnoeffortisassignedorrecorded.
ThenewPrimaveraVersion5.0WBSSummaryActivityisan
WBSSummaryActivity
activitythatspansthedurationofallactivitieswhichareassignedexactlythesameWBSCodeand,unlikeaLevelofEffortActivity,donothaveanypredecessorsorsuccessors.
ThereforeaWBSactivitywillchangedurationwheneithertheearlieststartorlatestfinishofactivitiesthatitspansischanged.Thismayhappenastheprojectprogressesandactivitiesdonotmeettheiroriginalscheduleddates,orthedurationofanactivityischanged,orlogicischanged,orthescheduleisleveled.
ThisfunctioncalculatestheWBSActivityDurationinthesamewayasWBSactivitiesinP3orSureTrak,orTopicactivitiesinSureTrak.ItissimilartothewaySummaryactivitydurationsarecalculatedinMicrosoftProject,excepttheactivitiesdonotneedtobedemotedbelowthedetailedactivitiesinasMicrosoftProject.
WBSactivitiesmaybeusedfor:
• ReportingatsummarylevelbyfilteringonWBSactivities,
• EnteringestimatedcostsatsummarylevelforproducingcashflowtableswhilethedetailedactivitiesareusedforcalculatingtheoveralldurationfortheWBSandday-to-daymanagementoftheproject,and
• Recordingcostsandhoursatsummarylevelwhenisitnotdesirableorpracticaltorecordatactivitylevel,especiallywhenthedetailedactivitiesareliabletochange.
ItdoesnotmatterhowactivitiesareGroupedastheyalwaysspanactivitieswiththesameWBSCode.
19.4.3DurationTypeTheDurationTypebecomeseffectiveafteraresourcehasbeenassignedtoanactivity.
TheDurationTypeforallnewactivitiesissetintheDefaultstabintheProjectsWindowandallnewactivitiesareassignedthisDurationType.
TheDurationTypeforeachnewactivitymaybechangedintheGeneraltabintheActivitiesWindoworbydisplayingtheDurationTypecolumn:
TheDurationTypedetermineswhichofthefollowingvariableschangewhenoneoftheothersischangedintheequation:
• ResourceUnits=ResourceUnitsperTimePeriod×Duration
Forexample,a40-houractivitywith2peopleworking8hoursperdaywilltake20hoursor2.5days:
• 40hoursofwork=2peopleperhour×20hours
Whenanactivityisin-progressthisequationismodifiedto:
• RemainingResourceUnits=ResourceUnitsperTimeperiod×RemainingDuration
PrimaverahasfouroptionsforDurationType,MicrosoftProjecthasthreeoptions,andP3andSureTrakhavetwooptions(whicharealoteasiertounderstand).
ThePrimaveraterminologythatdescribesthewaythesoftwaretreatstherelationshipbetweenDurations,ResourceUnitsandResourceUnits/TimePeriodisdifferentfromMicrosoftProject,P3,andSureTrak.Primaverahasmoreoptionsthanalltheotherproductsandthisgivestheproductmoreflexibility.Thefollowingtableshouldclarifytheseoptions.
PurposesoftheDurationTypes
DurationType Purpose
Option1ThisoptionisusedwhentheDurationofanactivityshouldnotchangewhenResourcesareaddedorremovedorUnits/Time
• FixedDuration&Units
changed.
Forexample,whenthetimetocompleteanactivityisfixed,theresourcesmaybemanipulateduntilasatisfactoryresourceloadingisestablishedwithouttheactivitydurationchanging.
Option2AchangetotheDurationwillchangetheUnits/Time;however,theUnitswillremainconstant.
Ifonepersonisassignedtoanactivityfor8hoursperdayandtheactivityisdoubledinduration,therewillbenowbeonepersonworkingontheactivityfor4hoursperdayandtheactivitywillrequirethesamenumberofhourstocomplete.
IMPORTANTPOINT:TheEstimateatCompletionWILLNOTchangewhentheactivitydurationischangedandthenumberofresourcesWILLchange.
• FixedDuration&Units/Time
ThisDurationTypedisablestheUserPreferences,CalculationstaboptionRecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationType.Option1ThisoptionisusedwhentheDurationofanactivityshouldnotchangewhenResourcesareaddedorremovedorUnits/Timechanged.
Forexample,whenthetimetocompleteanactivityisfixed,theresourcesmaybemanipulateduntilasatisfactoryresourceloadingisestablishedwithouttheactivitydurationchanging.
Option2AchangeintheDurationwillchangetheUnits;however,theUnits/Timewillremainconstant.
Forexample,whentherearetwopeopleassignedtoanactivityandtheactivityisincreasedinduration,therewillstillbetwopeopleworkingbutforalongerperiodoftime.
IMPORTANTPOINT:TheEstimateatCompletionWILLchangewhentheactivitydurationischangedandthenumberofresourcesWILLNOTchange.
Thisoptionisusedwhentheamountofworkrequiredtofinishanactivityisconstant.
• FixedUnits
Forexample,ifthereare8,000brickstobelaidandabricklayerisabletolay100bricksperhour,thereare80hoursofworkforonebricklayer,40hoursfor2bricklayersand20hoursfor4bricklayers.ChangingtheDurationortheUnits/Timewillnotchangethenumberofhoursrequiredtocompletetheactivity.
• FixedUnits/Time
Thisoptionisusedwhenthesamenumberofpeoplearerequiredtocompleteanactivityirrespectiveoftheactivityduration.
Forexample,ifamachinerequirestwopeopletooperateitandthereforeaResourceisassignedtotheActivityat200%,changingeithertheUnitsortheDurationwillnotchangetheUnits/Timeandtherewillalwaysbetwopeopleoperatingthemachine.
ThedurationofbothFixedUnitsandFixedUnits/TimeactivitieswillchangeiftheresourceUnits/TimePeriodorRemainingUnitsarechanged.Itistheauthor’spreferencetouse:
• FixedDuration&Unitswhentheestimateatcompletionmustnotchange,and
• FixedDuration&Units/Timewhenthecrewsizemustremainconstant.
Thefollowingtabledisplayswhathappenstotherelationshipineachofthefouroptionswhenonevariableischangedand
• TheUserPreferences,CalculationstaboptionPreservetheUnits,Duration,andUnits/Timeforexistingassignmentsisselected:
DurationType
LaborUnitsChangeinStatusTab
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
• TheUserPreferences,CalculationstaboptionRecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationTypeisselected:
DurationType
LaborUnitsChangeinStatusTab
ActivityDurationChange
ResourceUnitsChange
Units/TimePeriodChange
AddorRemoveResources
ActivityUnitsConstant,
FixedUnits/Time
DurationChange
UnitsChange
DurationChange
DurationChange
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.
• TheUserPreferences,CalculationstaboptionPreservetheUnits,Duration,andUnits/TimeforexistingassignmentswillnotfreezetheActivityUnitswhentheDurationTypeofFixedUnitsisselected.
19.5AssigningandRemovingRolesToassignaRoletoanactivity:
• SelecttheoneormoreactivitytobeassignedtheRole,
• SelecttheResourcestabintheActivityDetailsform,
• Clickonthe Roles…AssigntoolbaricontoopentheAssignRolesform,• UsetheDisplay:,FilterBymenutoselecteither:
AllRoles,whichwilldisplayallRolesinthedatabase,CurrentProject’sRoles.ThisoptionwillonlydisplayRolesthathavebeenassignedtothisproject,or
Customize,whichopensaFilterformenablingtheusertolimitthenumberofdisplayedRolesbycreatingafilter.
• SelectoneormoreRolestobeassignedtoanactivityusingtheCtrl-clickfunction,
• ThentoassignaRole:
Clickonthe icon,or
Double-clickoneoftheRoles.
ToachievethefollowingpictureyoumayneedtoformatthecolumnsintheResourcesDetailsform.
Atthispoint,theRoleshoursandcostsmaybeeditedasrequired.
ToremoveaRole:
• SelecttheRole,and
• Clickonthe icon.
19.6AssigningandRemovingResourcesResourcesmaybeassigneddirectlyto:
• AnactivitythathasanAssignedRole,or
• AnActivitywithoutaRole.
19.6.1AssigningaResourcetoanAssignedRoleToassignaResourcetoaRoleassignedtoanactivity:
• SelecttheactivitytobeassignedaResource,
• SelecttheRoletobeassignedaResourcefromtheResourcesDetailstab,
• Clickonthe ResourcesbyRole…AssigntoolbaricontoopentheAssignResourcesByRolesform,
• ClickontheDisplay:menuandselectFilterBytoopentheFilterByform,
AllRolesRequired:Choosestoviewallrolesassignedtotheactivity.StaffedRoles:DisplaysRoleswithanassignedresource.UnstaffedRolesRequired:DisplaysRoleswithoutanassignedresource.UnstaffedRoleswithRequiredProficiency:DisplaysRoleswithoutanassignedresourceandrequiresaresourcewithaspecificproficiencylevel.
• SelectwhichResourcesyouwishtohavedisplayedintheAssignRolesformfromtheFilterByform,
• Select toreturntotheAssignResourcesByRoleform,
• FromtheAssignResourcesByRoleformclicktheResourceyouwishtoassign,
• ToassigntheResourceeither:
Double-clicktheResource,or
Clickonthe icon.
19.6.2AssigningaResourcetoanActivityWithoutaRoleToassignaResourcetoanactivity:
• SelecttheactivitytobeassignedtheResource,
• Clickonthe Resources…AssigntoolbaricontoopentheAssignResourceform,
• ClickontheDisplay:menuandselectFilterByandthenselectfromthethreeoptionswhichresourcesyouwishtodisplayintheAssignResourcesform,
• ToassigntheResourceeither:
Double-clicktheResource,or
Clickonthe icon.
YoumaynoweditthehoursorUnits/TimePeriodforeachresource.
19.6.3RemovingaResourceBeforeyouremoveaResourcefromanactivitythathasmorethanoneresourceassignedtoit,youmustbeawareofyourResourceAssignmentpreferences.ThesepreferencesdetermineifthetotalnumberofUnitsassignedtotheactivity(orwork)willbereducedorremainconstantasresourcesaredeleted.
Toremovearesource,selectoneormoreResourcesinthebottompaneResourcetabandeither:
• StriketheDelkey,or
• Clickonthe iconatthebottomofthescreen,notthe ontheEdittoolbar.Afterthelastresourceisremovedtherewillbethemessage:
• Ifyouselect thentheResourceUnitsvaluesintheActivitiesWindow,Statustabwillbesettozero,andtheResourceCostsintheActivitiesWindow,Statustabwillbecalculatedfromthevalueentered.
Ifyouselect then:
• TheUnitsvaluesintheActivitiesWindow,StatustabwillbesettoequaltheResourcevaluesbeforetheyweredeleted,and
• TheCostvaluesintheActivitiesWindow,StatustabwillbecalculatedfromthevaluesetinCalculationstabintheProjectsWindow.
• AtthispointyouwillhaveUnitsandCostsassignedtoanactivitythatmaybeseenintheActivitiesWindow,Statustabwithoutanyassignedresources,whichmaynotbedesirable.
WhenyouassignaresourcetoanactivityinthisconditiontheresourcewilladopttheUnitsvaluefromtheActivitiesWindow,Statustab,ignoringtheDefaultUnits/TimePeriodsetintheResourceWindow,butnormallycalculatetheresourcevaluefromtheresourceRate.
19.6.4AssigningaResourcetoanActivityMoreThanOnceTheoptionintheProjectsWindowResourcestabundertheResourcesAssignmentsheadingenablesaresourcetobeassignedmorethanoncetoanactivity.
AresourcecouldbeassignedtoworkatthestartofanactivityandtheninconjunctionwithResourceLagworkagainattheendofanactivity.
19.7ResourceandActivityDurationCalculationandResourceLags19.7.1ActivityDurationAnActivityDuration(orActivityRemainingDurationofanIn-ProgressActivity)isadoptedfromthelongestResourceDuration(orResourceRemainingDurationofanIn-ProgressActivity)whenmorethanoneresourcehasbeenassignedtoanactivity.
InasituationwheremorethanoneResourcehasbeenassignedtoanactivitywithdifferentUnitsand/orUnits/Time,theResourcesmayhavedifferentdurations.
InthefollowingexampletheActivityDurationis10days,whichiscalculatedfromDavidWilliam’sResourceOriginalDurationof10days:
ThisiscalculatedinasimilarwaytoP3andSureTrakwhenallResourcesaresettoDriving.
19.7.2ResourceLagAResourcemaybeassignedaLag,thedurationfromthestartoftheactivitytothepointatwhichtheResourcecommenceswork.
InthefollowingexampletheActivityDurationis12days,whichiscalculatedfromAngelaLowe’sResourceOriginalLagof7daysandResourceOriginalDurationof5days:
19.8ExpensesExpensesareintendedtobeusedforoneoffnon-resourcetypecostsandcouldinclude:
• Purchaseofofficeequipmenttosetupaprojectoffice,
• Travelcosts,
• Paymentforaconsultant’sreport,
• Insurancecosts,and
• Trainingcourses.
Expensesmaybecreatedusingthe:
• ExpensesWindowandassignedtoanactivity,or• CreatedintheExpensestabofanactivity.
19.8.1ExpensesWindowTheExpensesWindowisopenedby:
• Clickinginthe iconontheProjecttoolbar,or• SelectingProject,Expenses.CreatinganewExpenseissimilartocreatinganewactivity:• SelectEdit,Add,and• TheSelectActivityformwillthenbedisplayedandtheactivitytheexpenseis
tobeassociatedwithisselected.
EnterthefollowingInformationinthetabsinthebottomwindow:
• GeneralTabExpenseItem–AfreeformfieldtoenterthedescriptionoftheExpense.
Vendor–Afreeformfieldtoenterthevendororsuppliername.ExpenseCategory–SelecttheExpenseCategory;thesearecreatedintheAdminCategoriesform.CostAccount–SelectaCostAccountshouldyouwishtoseeorreportthecostsagainstaCostAccount.CostsaccountsarecreatedinasimilarmethodtootherhierarchicalstructuresinPrimavera,suchastheWBS,byselectingEnterprise,CostAccounts….
DocumentNumber–AfreeformfieldtoenterthedocumentnumberthatcouldrepresentthePurchaseOrder,Contract,orInvoiceNumber.
• Activitytabdisplaysinformationmainlyadoptedfromanactivity,theAccrualType,iseditable:
AccrualType–thisenablesyoutoselectifthecostsareaccruedorcashflowedatthebeginning,end,oruniformlyoverthedurationoftheactivity.
• Coststabismainlyself-explanatory.Thefollowinginformationisentered:BudgetedUnits,ActualUnits,RemainingUnitsandAtCompletionUnits–thequantityoftheExpenseitem.WhenanExpenseiscreateditissetadefaultvalueof1.Ifsettozerothenthecostsaresettozeroandcostsmaynownotbeentered.
Price/Unit–thecostperExpenseitem,UnitofMeasure–theunitsoftheExpense;forexample,each,foot,meter,etc.
CheckAutoComputeActualstoallowthesoftwaretocalculatetheActualandRemainingCostsandUnits(quantities)basedontheRemainingDuration,Theremainderofthefieldsareusedwhentheactivityisprogressed.
• DescriptiontabiswhereyouenteranextendeddescriptionoftheExpenseitem.
19.8.2ExpensesTabintheActivitiesWindowThistabmayhaveallthecolumnsofdataavailableintheExpensesWindowdisplayed.Allthefieldsmaybeeditedfromthistab:
19.9SuggestedSetupforCreatingaResourcedScheduleTheorderthattopicsareintroducedinthischapterisalsoasatisfactoryorderofactionsthatshouldbeconsideredwhenpreparingtoassignresourcestoactivities.
Thesimplestcalculationoptionsshouldbeusedasadefault,andmorecomplexoptionsconsideredonlywhenthereisaspecificschedulingrequirement.
Thetablefollowinglistsprocessesandsuggestedoptionsthatcouldbeconsideredwhencreatingaresourcedschedule.Itisimportanttosetalltheparametersbeforetheactivitiesareaddedotherwisealotoftimeiswastedchangingparametersonanumberofactivities.Thesearenotintendedtosuiteveryprojectbutareastartingpointforlessexperiencedusers.
Step SuggestedSettings
• SettheUnits/TimeformatbyselectingEdit,UserPreferences…toopentheUserPreferencesformandselecttheTimeUnitstab.
Thereisachoiceofpercentage(50%)orunits/duration(4h/d).Thisshouldbesetonpersonalpreference.Theauthorprefers(4h/d)asthisreducestyping.
• SettheResourceAssignmentsoptionbyselectingEdit,UserPreferences…toopentheUserPreferencesformandselecttheCalculationstab.
ItissuggestedthatthePreservetheUnits,Duration,andUnits/Timeforexistingassignmentsisselected.WiththisoptionasResourcesareaddedordeletedthetotalnumberofhoursassignedtoanActivityincreasesordecreases.EachResource’shoursarecalculatedindependently.
TheoptionsunderAssignmentStaffingneedtobecarefullyconsideredandunderstoodsothatwhenResourcesareassignedtoRolesandresourceassignmentsarechangedthattheuserunderstandswhichUnitRateandwhichUnitCostwillremainagainsttheactivity.
• IntheProjectWindow,DefaultstabsetthedefaultActivityType.
ItissuggestedthatTaskDependentisused,aswiththisoptionResourcecalendarsarenotusedmakingtheschedulesimpler.
• IntheProjectWindow,Defaultstabsetthedefault
ItissuggestedthatFixedDuration&Unitsisused.WiththisoptiontheActivityDurationdoesnotchangewhenresourceassignmentsarealtered,andwhenanActivityDurationischangedtheUnits
DurationType. donotchange,soyourestimateofhoursandcostswillnotchange.
• IntheProjectWindow,DefaultstabsetthedefaultPercentCompleteType.
TheauthorpreferstousePhysicalasthisenablestheActivityPercentCompletetobeindependentoftheActivityDurations.
• IntheProjectWindow,ResourcetabsetthedefaultResourceAssignmentDefaults.
UnlessmultipleRatesarebeingusedthenPrice/Unitshouldbeselected.CheckDriveactivitydatesbydefault.
19.10Workshop16–AssigningResourcesandExpensestoActivities
BackgroundTheResourcesmustnowbeassignedtotheirspecificactivities.
AssignmentOpentheOzBuildwithResourcesprojectandcompletethefollowingsteps.
1. ApplytheOzBuildWorkshop10–WithoutFloatlayoutandsaveasOzBuildWorkshop16–AssigningResourceslayout.
2. IntheActivitiesWindowdisplaytheGanttChartinthetopviewandResourcesandExpensestaboftheActivitiesDetailsforminthebottomview.
3. AssignanExpensetotheCreateTechnicalSpecificationactivityperthepicturebelow:
4. FormattheResourcestabwiththecolumnsshowninthefollowingpicture:
5. SetyourUserPreferencesasinthepicturebelow:
6. AddtheResourcescolumntotheGanttChartperthepicturebelow.7. AssignthefollowingResourcestotheActivitiesusingtheResourcetab
icon:
8. Enter3astheBudgetedUnitsandAtCompletionUnitsfortheReportBinding.
9. Addthecolumnsperbelowandyouranswershouldlooklikethis:
10. ChangetheUserPreferences,TimeUnits,UnitsFormat,UnitsperTimetoDaysandseethedifference:
11. YouwillnoticethatthereisnocolumntodisplaytheMaterialsquantityatcompletion.
Inamulti-userenvironmentitisimportantthatallusershavethesameUserPreferencesotherwiseeachpersonmaydisplaydifferentQuantitiesatcompletion.
12. ChangetheUserPreferences,TimeUnits,UnitsFormat,UnitsofTimetoHours.
13. SaveyourlayoutasOzBuildWorkshop16–AssigningResources.
20RESOURCEOPTIMIZATIONTheschedulemaynowhavetoberesourceoptimizedto:
• Reducepeaksandsmooththeresourcerequirements,thusreducingthemobilizationanddemobilizationcosts,ortoreducethedemandforsitefacilities,or
• Reduceresourcedemandtotheavailablenumberofresources,or
• Reducedemandtoanavailablecashflowwhenaprojectisfinancedonincome.
20.1ReviewingResourceLoadingThereareanumberoffacilitiesforreviewingresourceloadingwhichconsistofeitherdisplayingaLayoutorrunningareport.TheTimescaleintervalaffectsthedisplays.Layoutswillnotbecoveredindetail,astheyareself-explanatory.
20.1.1ActivityUsageSpreadsheet
Thiswindowisdisplayedbyclickingonthe iconorselectingView,ShowonBottom,ActivityUsageSpreadsheet.• Thisdisplaysatotalofalltheresourcecostsorunitsassignedtoactivities:
• Right-clickingwilldisplayamenuandtheSpreadsheetFields…optionallowstheselectionofCumulativeandTimeIntervaldisplayofResourceandExpensesinformation.
CumulativeExpenseUnitsandMaterialResourcesUnitsarenotavailableinthisview.
• SpreadsheetOptions…allowsthecalculationoftheaveragenumberofresources:
TheunitsareformattedusingtheUserPreferences,TimeUnitstab.Iftheminimumtimeunitisanhour,ensuretheUserPreferences,ResourceAnalysisIntervalfortime-distributedresourcecalculationsissettoonehour;otherwise,thedatawillnotbedisplayedcorrectlywhenthetimescaleisopeneduptohours:
20.1.2ActivityUsageProfile
Thisisdisplayedbyclickingonthe iconorselectingView,ShowonBottom,ActivityUsageProfile.• Itdisplaysthetotalresourcehistogramforselectedorallactivities.Right-click
theHistogramforthedisplayoptions:
• TheActivityUsageProfileOptions…menuopensuptheActivityUsageProfileOptionsform:
ItmaynotbeclearwheretheseoptionsaredrawingtheirinformationfrombyreadingthedescriptionsintheActivityUsageProfileOptionsform.TheEarnedValuechaptercoverstheseoptionsinmoredetail.Thefollowingfunctionsaffectthegraphsdisplay:
• TheprojectBaseline/s,
• UserPreferences,TimeUnitssettings,• ProjectsWindow,Settingstab,ProjectSettingssection,Baseline
forearnedvaluecalculations,• Admin,AdminPreferences…,EarnedValueTab,Earnedvalue
calculationsection.
20.1.3ResourceUsageSpreadsheet
Thisisdisplayedbyclickingonthe iconorselectingView,ShowonBottom,ResourceUsageSpreadsheet.• Thisformhasthreewindowsshowingtheresourcesthatareassignedto
activities.
• Eachwindowhasamenuwhenright-clickinginthewindow.
• TheunitsareformattedusingtheUserPreferences,TimeUnitstab.• AswiththeActivityUsageSpreadsheet,whentheminimumtimeunitisan
hour,ensurethattheUserPreferences,ResourceAnalysisIntervalfortime-distributedresourcecalculationsissettoonehour;otherwise,thedatawillnotbedisplayedcorrectly.
• Whenmultipleresourcesareselectedontheleft-handwindowthenthecorrespondingResourceactivitiesaredisplayedinthecenterandright-handsidewindow:
20.1.4EditingtheResourceUsageSpreadsheet–BucketPlanningThisnewoptioninPrimaveraVersion6.0enablesresourceassignmentvaluestobemanuallyedited.Thisenablesmorecontrolovertheassignmentofresourcesthatareworkingintermittentlyonanactivity.
ThisissimilartoeditingaMicrosoftProjectResourceUsagetableandmakingaresourceassignment“Contoured.”ThereisnoP3orSureTrakequivalent.
ThefollowingpictureshowstheeditedvaluesintheResourceUsageSpreadsheet.
Eachtimeperiod,therefore,maycontainadifferentvalue.
ItisrecommendedthatyouexperimentwiththisfunctionifyouplantoprogressBucketPlannedResourcesastheauthorhasfoundthisprocessgivessomeinterestingresultsfortheincompleteportionofanin-progressactivity.
20.1.5ResourceUsageProfiledisplayingaResourceHistogram
Clickontheiconorselect View,ShowonBottom,ResourceUsageProfile.• Theoptionsinthisformaresimilartotheonescoveredintheprevious
paragraphs,
• Stackedorindividualhistogramsareavailablefromthemenu:
TheresourceavailabilityisdisplayedusingtheResourceCalendarwhentheActivityTypeissettoTaskDependentandtheactivityisscheduledusingtheActivityCalendar.
20.1.6ActivityUsageProfileDisplayingS-Curves
Youmustbepreparedtoexperimentwiththeformattingmenusbyright-clickingineachofthewindowsoftheabovedisplaystounderstandallthemanyoptions,whichinclude:
• RolesorResources,
• AllResources,AllActiveResourcesandCurrentProjectsResourcesonly,
• Optionstoshowperiodandcumulativevalues,oranaveragebydividingbyanumber,
• Optionstofilter,and
• OptionstoGroupandSort.
20.2ResourceAssignmentsWindowTheResourceAssignmentsWindowhassomefunctionsthatareveryusefulespeciallywhenyouwishtocopyandpastedataintoExcel.
Thisviewisessentiallyatime-phasedviewthatisgroupedbydefaultbyResource,Role,orActivityandallowsthedisplayof:
• CumulativeandPeriodtotals
• CostofallResourceTypes
• UnitsofallResourceTypes
ThisviewdoesnotshoweitherExpenseCostsorExpenseUnits.SousingthisviewforacashflowingprojectwithExpenseswillnotgivethefullvalueoftheproject.ResourceUnitsTotals,sayatprojectlevel,areonlyavailablewhenoneresourcetypeisdisplayedbyusingafilter.
20.3CopyingandPastingintoExcelThefollowingdatamaybecopiedandpastedintoExcel:
• ActivitydatafromtheActivitiesWindow
• ActivityUsageSpreadsheet
• TablesintheTrackingWindow
• ResourceAssignmentsWindow
Ithasbeentheauthor’sexperiencethatdatafromtheResourceUsageSpreadsheetmayNOTbecopiedandpastedintoExcelbutsimilardatamaybeobtainedintheResourceAssignmentsWindowandcopiedandpasted.
Youshouldbeawareofthefollowingissues:
• TheUserPreferencesneedtobeappropriateespeciallyfordateformattingifyouwishthedatatobepastedasdatesintoExcel.
• Datesthatarepastedwithan“A”attheendmayberemovedwiththeExcelcommandofFindandReplace.Youmayneedtoputaspacebeforethe“A”soyoudonotlosethe“A”infrontofAugust.
• Toremovethe“*”attheendofadateyoumustusethesyntaxof“~”intheFindandReplacecommandasa“*”onitsownwillreplaceallthedatainthespreadsheet.
20.4OtherToolsforHistogramsandTablesOraclePrimaveraalsosellsareportingadd-onsoftwarepackagetitledPrimaveraEarnedValueManagementwhichallowstheproductionofanumberofreportssuchastime-phasedtable,bubble,andperiodvariance.
ContactyourlocalOraclePrimaveradistributororgototheOraclePrimaverawebsiteformoreinformation.
20.5MethodsofResolvingResourcePeaksandConflictsMethodsofresolvingresourceoverloadproblemsare:
• RevisingtheProjectPlan.Reviseaprojectplantomitigateresourceconflicts,
suchaschangingtheorderofwork,contractingworkout,orusingoff-sitepre-fabrication,etc.
• DurationChange.Increasetheactivitydurationtodecreasetheresourcerequirements,soa5-dayactivitywith10peoplecouldbeextendedtoa10-dayactivitywith5people.
• ResourceSubstitution.Substituteoneresourcewithanotheravailableresource.
• IncreaseWorkingTime.Thismayreleasetheresourceforotheractivitiesearlierandiscreatedbyworkingmoredaysperweekorhoursperday.
• Splitanactivityaroundpeaksindemand.Somesoftwareenablesthesplittingofactivities,whichinturnenablesworktobesplitaroundpeaksinresourcedemand.ThesplitfunctionisnotavailableinPrimavera,however,anactivitymaybesplitintwoindividualactivitiestoallowtheworktoceaseintimesofpeakdemand.Ifoneneedstorelatebacktoabaselinethentwonewactivitiesmaybecreatedtorepresentthesplitandtheoriginalactivitymadeintoahammocktospanthetwonewactivities,butremembertodisplaytheLOEBaselineBar.
• Levelingtheschedule.Thistechniquedelaysactivitiesuntilresource(s)areavailable.
• ResourceCurvesorManuallyEditingtheResourceSpreadsheetmayassistinsomeinstances.
20.6ResourceLeveling20.6.1MethodsofResourceLevelingAfterresourceoverloadsorinefficiencieshavebeenidentifiedwithResourceandTables,theschedulemaynowhavetobeleveledtoreducepeaksinresourcedemands.Levelingisdefinedasdelayingactivitiesuntilresourcesbecomeavailable.Thereareseveralmethodsofdelayingactivitiestolevelaschedule:
• TurningoffAutomaticCalculationandDraggingActivities.Thisoptiondoesnotmaintainacriticalpathandrevertstotheoriginalschedulewhenrecalculated.Thisoptionshouldnotbeusedwhenacontractrequiresacriticalpathscheduletobemaintained,astheschedulewillnolongercalculatecorrectly.
• ConstrainingActivities.Aconstraintmaybeappliedtodelayanactivityuntilthedatethattheresourcebecomesavailablefromahigherpriorityactivity.Thisisnotarecommendedmethodbecausethedelayofthehigherpriorityactivitymayunleveltheschedule.
• SequencingLogic.Relationshipsmaybeappliedtoactivitiessharingthesameresource(s)intheorderoftheirpriority.Inthisprocess,aresource-drivencriticalpathisgenerated.Ifthefirstactivityinachainisdelayedthenthechain
ofactivitieswillbedelayed.Buttheschedulewillnotbecomeunleveledandthecriticalpathwillbemaintained.Inthissituation,asuccessoractivitymaybeabletotakeplaceearlierandthelogicwillhavetobemanuallyedited.
• LevelingFunction.ThesoftwareResourceLevelingfunctionlevelsresourcesbydelayingactivitieswithouttheneedforConstraintsorLogic,andfindstheoptimumorderfortheactivitiesbasedonuserdefinedparameters.Again,asthisoptiondoesnotmaintainacriticalpathdevelopedbydurationsandrelationships,itshouldnotbeusedwhenacontractrequiresacriticalpathscheduledevelopedinthisway.TheLevelingfunctionmaybeusedtoestablishanoptimumschedulingsequenceandthenSequencingLogicappliedtoholdtheleveleddatesandtocreateacriticalpath.
TheResourceLevelingfunctionenablestheoptimizationofresourceusebydelayingactivitiesuntilresourcesbecomeavailable,thusreducingthepeaksinresourcerequirements.Thisfeaturemayextendthelengthofaproject.
Thelevelingfunctionshouldbeusedbynoviceswithextremecaution.
• Itrequirestheschedulertohaveasolidunderstandingofhowthesoftwareresourcingfunctionscalculate.
• Levelingincreasesthecomplexityofascheduleandrequiresadifferentapproachtobuildingaschedule.Inprinciple,thesequencinglogicisreplacedbyPrioritiesbutaClosedNetworkshouldstillbemaintained.
Yourabilitytounderstandhowthesoftwareoperatesisimportantforyoutobeabletoutilizethelevelingfunctionwithconfidenceonlargerschedules.Itisrecommendedthatyoupracticewithsmallsimpleschedulestogainexperienceinlevelinganddevelopanunderstandingofthelevelingissuesbeforeattemptingacomplexschedule.
20.6.2ResourceLevelingFunctionThissectionoutlinesthesoftwareResourceLevelingfunctionsincluding:
• LevelResourcesform,• LevelingExamples,includingResourceShifts,
• GuidelinesonLeveling,and
• Whattolookforifresourcesarenotleveling.
20.6.3LevelResourcesFormTheLevelResourcesformenablesyoutoassignmostoftheLevelingprerequisites.SelectTools,LevelResources…toopentheLevelResourcesform:
• Automaticallylevelresourceswhenscheduling–levelsthescheduleeachtimethescheduleisrecalculatedandisnotrecommended.
• Considerassignmentsinotherprojectswithpriorityequal/higherthan.–levelsresourcesandatthesametimeconsidersthedemandsofotherprojects.ThelevelingpriorityissetintheProjectsWindow,Generaltab.
• Preservescheduledearlyandlatedates–insimpleterms,whenuncheckedenablestheoptionofLateLeveling.Thisisexplainedinmoredetailinthefollowingparagraphsasthecomputationsarealittlemorecomplicated.LateLevelingpushesforwardintimeactivitiesfromtheirlatedatestomeettheresourceavailabilityandprovidesthelatestdatestheactivitiesmaybestartedandfinishedwithoutdelayingthefinishdateoftheproject.
• Recalculateassignmentcostsafterleveling–isusedwiththeresourceEffectivedateandPrice/Unit.Thesefacilitiesallowachangeinthecostofaresourceovertime.TheResourceCostsarerecalculatedbasedontheresourcePrice/Unitifanactivityismovedintoadifferentpricebracketwhenthischeckboxismarked.
• Levelallresources–ifchecked,theschedulelevelsalltheresources;ifunchecked,enablestheSelectResourcesformtobeopenedandoneormoreresourcesselectedforleveling.
• LevelresourcesonlywithinactivityTotalFloatWhenchecked,thelevelingprocesswillnotgeneratenegativefloatbutmaynotcompletelylevelaschedule.Thus,theactivitieswillonlybedelayeduntilallfloatisconsumedandlevelingwillnotextendthefinishdateoftheproject.ThisoptionwillalsocheckthePreservescheduled
earlyandlatedatesoption.Whenunchecked,levelingwillallowactivitiestoextendbeyondaProjectMustFinishBydate,whenassignedintheProjectsWindowDatestab,orbeyondthelatestdatecalculatedbythescheduleandmaycreateNegativeFloat.Preserveminimumfloatwhenleveling–workswithLevelresourcesonlywithinTotalFloatandwillnotlevelactivitiesiftheirfloatwilldropbelowtheassignedvalue.
Maxpercenttoover-allocateresources–workswithLevelresourcesonlywithinactivityTotalFloatandenablesthedoublingoftheresourceavailability,althoughthisnewlimitisnotdisplayedinthehistogramlimits.
• Levelingpriorities–setslevelingthepriorities,andactivitiesareassignedresourcesaccordingtotheDataitemchoseninthefirstline.Iftwoactivitieshavethesamevalueinthefirstlinethenthepriorityinthesecondlineisused.TheActivityIDisthefinalvalueusedtoassignresources.Therearemanyoptionsforlevelingpriorityandthefollowingaresometoconsider:
ActivityLevelingPriorityisafieldthatmaybesetfrom1Topto5Lowest;thedefaultis3Normal.Thosewithapriority1Topareassignedresourcesfirst.
ActivityCodesorUserDefinedFieldsandmanyotherdatafieldssuchasRemainingDuration,EarlyStart,TotalFloat,andLateStartmaybeusedtosetthepriorityforleveling.
20.7LevelingExamplesTwosimpleexamplescanassistyouinunderstandinghowthesoftwareworks:
• Thefirstwillallowthescheduletolevelwithpositivefloat,and
• ThesecondwillNOTallowthescheduletolevelwithpositivefloatandmaygeneratenegativefloat.
Itisrecommendedthatyousetupasmallscheduleandtrythevariousoptionsuntilyouunderstandwhatthesoftwareisdoingandhowitoperatesbeforetryingyourhandwithalargeschedule.
You should then look at leveling more complex schedules only after you havemasteredlevelingasmallscheduleliketheexamplesinthischapter.
20.7.1LevelingwithPositiveFloatThefollowingpicturedisplaysthescheduleunleveled:
• AprojectMustFinishByDateof27Febhasbeenset.• ThehistogramshowsboththeEarlyandLateresourcehistogramis
overloaded.
• ThebarsdisplayedaretheEarly,Remaining,theLateandTotalFloat:
AfterLevelingwithalltheLevelingoptionsoffexcepttheSelectResource…option:
• EarlyandLatelevelinghastakenplaceandtheEarlyandLatehistogramareleveled.
• TheEarlyandRemainingBarshavethesamedatesandareleveled.
• TheTotalFloatisthedifferencebetweentheLateandEarlyFinishandprovidesasimilarresultifthereisarelationshipbetweentheactivities.
WithPreservescheduledearlyandlatedatesoptionchecked:• EarlylevelingoftheRemainingdateshastakenplaceandtheEarlyhistogram
isleveled.
• LatelevelinghasNOTtakenplaceandtheLatehistogramisNOTleveled.
• TheEarlyandLateBarhaveNOTbeenleveled.
• TheTotalFloatisthedifferencebetweentheLateandRemainingFinishdatesandprovidesasimilarresultifthereisNOrelationshipbetweentheactivities.
20.7.2LevelingwithoutPositiveFloatThefollowingpicturedisplaysthescheduleunleveled:
• AprojectMustFinishByDateof13Febhasbeenset.• ThehistogramshowsboththeEarlyandLateresourcehistogramare
overloaded.
AfterLevelingwithalltheoptionsoffexcepttheSelectResource…option:
• EarlyandLatelevelinghastakenplaceandtheEarlyandLatehistogramisleveled.
• TheEarlyandRemainingBarshavethesamedatesandareleveledand
NegativeFloatdeveloped.
• TheTotalFloatisthedifferencebetweentheLateandEarlyFinishandprovidesasimilarresultifthereisarelationshipbetweentheactivities.
WithPreservescheduledearlyandlatedatesoptionchecked:• EarlylevelinghastakenplaceandtheEarlyhistogramisleveled.
• LatelevelinghasNOTtakenplaceandtheLatehistogramisNOTleveled.
• TheEarlyandLateBarhaveNOTbeenleveled.
• TheRemainingBarhasbeenleveledandNegativeFloatdeveloped.
WithPreservescheduledearlyandlatedatesandtheLevelresourcesonlywithinactivityTotalFloatoptionchecked:• EarlylevelingontheRemainingdateshastakenplaceasmuchaspossible
withoutcreatingNegativeFloat.
• Activity2withthelowestpriorityhasbeenleftontheDataDate.
• LatelevelinghasNOTtakenplaceandtheLatehistogramisNOTleveled.
• TheEarlyBarhasNOTbeenleveled
20.8ResourceShiftsResourceshiftsenablethemodelingofresourceavailabilitywhenadifferentnumberofresourcesmaybeavailableonvariousshifts.Somekeypointsarecoveredinthefollowingtext:
Resourceshiftsshouldbeusedwith:
• ResourceDependenttasks,and
• ResourcessettoDriveActivityDatesaftertheyhavebeenassignedtoactivities.
Unlikeotherproducts,whenanActivityismadeResourceDependenttheActivityCalendarisstillacknowledgedforthestartofaTask,butnotthefinish.
Beforeattemptingtouseshifts,ausershouldhaveconsiderablefamiliaritywiththesoftwareorworkwithsomeoneexperienced.
20.8.1CreatingShifts:SelectEnterprise,ResourceShifts…toopentheResourceShiftsform:
Whenashiftisaddeditmusttotal24hours:
20.8.2AssigningShiftstoResourcesAshiftmaybeassignedtoaresourceintheResourceWindowUnits&Pricestab,withadifferentavailability(MaxUnits/Time)andrate(Price/Unit)assignedforeachshift.
Thisexampleshowstherearenoresourcesassignedtoshift3,thereforerepresentingatwo-shiftenvironment.
AResourcewillhavealittlearrowinaboxpointingtoitsheadwhenassignedtoanactivityofanopenproject:
20.8.3LevelingWithShiftsShiftsareacknowledgedwhenthelevelingfunctionisused.Thefollowingexampleshowsactivitiesona24-hourperday,7-dayperweekactivitycalendar,withshiftssetupasonthepreviouspage,withallactivitiessetasResourceDependentandDriveActivityDates.ThesituationbeforelevelingwiththeResourceLimitdisplayedaccordingtoshiftavailability:
AfterLevelingwithalllevelingoptionsNOTchecked:
Thefollowingexamplehastheactivitiesonan8-hourperday,7-dayperweekcalendar:
Inthissituation,thelevelingtakesintoaccounttheActivityCalendarforeachStartofeachactivityandtheShiftsoperatedaftertheactivityStarttime.EventhoughtheactivitiesareResourceDriven:
WhentheResourcesaresettoNOTDriveActivityDatestheresourcesstilllevel,but:
• Workbeginsonthestartdateandtimeofthefirstactivity,notatthestartoftheresourceshift.
• TheActivityBarsdonotshowwhentheworkistakingplace.
• TheactivitiesalsodonotbeginontheshiftstarttimewhentheDefaultCalendarisset7daysperweek,24hoursperday.
Itappearsthebestoptiontomakeresourcescalculatecorrectlywhenusingshiftsisto:
• PuttheactivitiesonacalendarthathasthesameorgreaterworkinghoursthantheResourceShifts,sothestartoftheresourceworkisnotdelayed,
• SettheresourcestoResourceDriven,toacknowledgetheresourcecalendars,
• SettheresourcestoDriveActivityDates,toensuretheActivityBarsmovewiththeLeveledResources,
• Createasmallscheduleandexperimenttomakesurethescheduleisbehavingthewayyouthinkitshouldandyouunderstandwhatishappening.
20.9GuidelinesforLevelingLevelingascheduleisaskillthatisacquiredthroughpracticeandexperienceandthereareafewfundamentalsthatausermustbearinmindbeforeattemptingtolevelacomplexschedule.
• IfyouarenotanexperiencedschedulingsoftwareuserthenitisstronglysuggestedthatyouobtainsomeseriousexperienceinusingPrimaverawith
resourcesbeforeattemptingtouselevelingonacomplexschedule,especiallyifyouaretryingtolevelaprogressedschedule.Youwillneedthisexperiencetoresolvesomeofthecomplexissuesthatareoftenpresentwhenlevelingaschedule.
• Youneedtoapproachthestructureofthescheduledifferentlyatthebeginningofscheduleconstruction.Withoutleveling,schedulersnormallyapplysoftlogic(sequencinglogic)topreventanumberofactivitiesoccurringatthesametime.Iflevelingisyourmethodofscheduling,thensoftlogicshouldbeomittedfromthebeginningoftheconstructionoftheschedule.
• Allusersandreviewersoftheschedulemustunderstandthataleveledschedulemaydramaticallychangewiththeadditionorremovalorchangetoactivitiesorchangeinpriorities.
• Therearesomeprinciplesthatshouldbeconsideredwhenleveling:
Onlylevelresourcesthatareoverloadedandthatyouareunabletosupplementeasilyorthathaveanabsolutelimit.
Trylevelingoneresourceatatimeandviewthehistogramstoensureeachresourceisleveling.Ifaresourceisnotlevelingandthehistogramsdisplayoverload,youwillneedtogothroughthechecklistonthenextpageandlevelagain.Thisprocessoftenfindsadrivingoverloadresourceandlevelingthatresourcelevelsthewholeproject.
Afterallresourcesarelevelingindividually,youshouldstartlevelingwithtworesourcesandthenthree.Donotstartlevelingwithalltheresourcesatonce,astheschedulewilloftendosomedrasticthingsandextendtheprojectenddateunrealistically.
Donotexpectaperfectresult;besatisfiedwithanaverageresourceusagethatmeetsyourrequirementsoverperiods,suchasmonths.Sortoutsmallpeaksinfutureresourcerequirementsnearertothestartoftheactivity.
To understand how leveling will delay or change durations of activities youwillneedtobeawareofwhichoftheabovecombinationsyouhaveemployedinyourschedule,andyouwillthenneedtounderstandhoweachcombinationcalculatesunderanon-levelingenvironment.
20.10WhattolookforifResourcesareNotLevelingItisveryfrustratingifyouhaveaprojectthatwillnotlevel.Trysomeoftheseoptionswhenyourschedulewillnotlevel:
• HaveyouselectedaresourcetolevelintheSelectResourcesform?TheresourcestobeleveledmustbeselectedintheSelectResourcesform.
• HaveyousettheLimitsintheResourceWindow?Aresourceneedsalimittolevel.
• AresourcewillnotbeleveledwhenyouassignaresourcetoanactivitywithaUnitspertimeperiodgreaterthanvaluesetintheresourcedictionary.Thismayoccurwhen:
TheResourceLimitintheResourceWindowisreduced,orAnactivityhasbeenassignedaresourcewithaUnitperTimePeriodthatisgreaterthantheLimit,orWhentheactivityhasFixedUnitsandthedurationofanactivityhasbeenreduced,thusincreasingtheassignedUnitsperTimePeriodoverthemaximumavailableintheResourceform.
• HaveyouassignedaMandatoryConstrainttoanunleveledactivity?ActivitieswithaMandatoryconstraintwillnotbeleveled.
• HaveyoucheckedLevelresourcesonlywithinactivityTotalFloatoption?Thisoptionenablesactivitieswithoutfloattolevel.
20.11ResourceCurvesResourceCurvesenableanon-linearassignmentofresourcestoschedulesinthesamewayasP3andMicrosoftProject.Theseareoftenusedonlongactivitieswherethereisnotarequirementforalinearassignmentofresources.
ResourcecurvesareassignedintheCurvecolumnintheResourcestaboftheActivitiesWindow:
TheElectricalwiringactivityinthefollowingpicturehasabell-shapedResourceCurveassignedtoit:
TocreateanduseResourceCurves:
• SelectEnterprise,ResourceCurves…toopentheResourceCurvesform:
• DefaultcurvesmaynotbedeletedoreditedbutmaybecopiedintheModifyResourceCurvesform.
• Globalcurvesmaybeedited,copiedordeleted.
• Tocreateanewcurve,select toopentheSelectResourceCurveToCopyFromformandselectacurvetocopy.
• YouwillbereturnedtotheResourceCurvesformwherethetitlemaybeedited.
• Clickthe icontoopentheModifyResourceCurvesform:
• Editthepercentagestoachievethedesiredshape:
• Clickon tomakethepercentagesaddto100%:
Youmaynowassignthiscurvetoanactivity.
20.12Workshop17–ResourcesOptimization
Assignment1. OpentheOzBuildscheduleandapplytheOzBuild10–WithFloatLayout,
2. DisplaytheActivityUsageSpreadsheetbyclickingonthe icon.Thefollowingpictureshowsthenumberofhoursperweekpertask,adjustthetimescaletoweeks:
3. DisplaytheResourceUsageSheetbyclickingonthe icon.
4. UsetheDisplay,FilteroptioninthebottomleftwindowtodisplaytheCurrentProject’sResourcesonly,
5. SelectResourcefortheoptionDisplayActivitiesforselected…(inthebottomleftcornerofthescreen),thiswilldisplayonlytheactivitiesassignedtothisresource.
6. Increasethetimescaletoadailyinterval.
7. SelecttheProjectManager(inthebottomleftwindow),whichwilldisplay
theProjectManagersResourceTable,
8. SelectResource(atthebottomofthebottomleftwindow),whichwillselecttheactivitiesProjectManagerisassigned,
9. TheProjectsManagerisoverloaded(16hoursperday)onanumberofdayswherehe/sheisworkingtwoactivitiesatatime:
10. DisplaytheResourceUsageProfilebyclickingonthe icon;youwillalsoseethattheProjectManagerisoverloadedfromtheendofDecembertostartofJanuary.
11. Checktheotherresources.ProjectSupportappearsoverloadedonSaturday18January.Thisisbecausesomeactivitiesareona6-dayperweekcalendarandtheresourcecalendarisa5-dayperweek:
12. Atthispointintimeresourcesmaybeoptimizedbyanumberofmethodsincluding:
Assigningadifferentresource,or
Reducingtheassignmentagainsttheactivities,or
Addingsequencinglogictoleveltheschedule,or
Splittingactivities,thishastobedonebycreatingtwoactivitiesinP6,or
UsingtheBucketPlanningfunction,or
UsingthePrimaveralevelingfunction.
13. Wewilltryusingthelevelingfunctionnow.
14. FirstlywewillcreateandassignabaselineanddisplaytheBaselinebarby:
SelectProject,MaintainBaselines…andcreateaBaselinebysavingacopyoftheexistingproject,
SelectProject,AssignBaselines…andselectthisasbothyourProjectBaselineandPrimaryUserBaseline,thusensuringthebaselinebarwilleitherbeblankordisplaytheBaselineandnotthePlannedDates.ApplyyourOzBuildWorkshop13–BaselinelayoutandtheBaselinebarshouldbedisplayed,
HidetheFloatbar,
IfthereisayellowverticalbandthenthisiscreatedbytheProgressSpotlightline.DragtheProgressSpotlightlinebacktotheDataDate.
15. DisplaytheResourceUsageProfilebyclickingonthe icon,
16. SelectCurrentProjectsResources.17. Increasethetimescaletoadailytimescale.
18. SavethelayoutasOzBuildWorkshop17–Leveling.19. SelectTools,LevelResources.20. Setoptionsasperthepicturebelow:
21. Clickonthe iconandselectonlyProjectManagertolevel:
22. Clickontheicon toreturntotheLevelResourcesform,
23. Clickontheicon tolevelProjectManager’sresourceassignment:
TheProjectManager’sassignmentwillbeleveled,ThereshouldbeNegativeFloatasyourscheduleshouldhaveaLateFinishConstraintonthelastactivity,andTherewillbeaBaselinevariance.
24. Rescheduleandthereforeun-levelbypressingF9.25. Youmaynowwishtoworkthroughandrecreatesomeoftheotherexamples
inthischapter.
26. Attheendoftheworkshop,scheduletheprojectsoitisnotleveled.
21UPDATINGARESOURCEDSCHEDULEItisoftenconsideredbestpracticetoupdateaprojectbetween10and20timesinitslifecycle.Somecompaniesupdateschedulestocorrespondwithaccountingperiods,whicharenormallyeverymonth.Thisfrequencyisoftentoolongforprojectsthatarelessthanayearinduration,astoomuchchangemayhappeninonemonth.Therefore,morefrequentupdatingmayidentifyproblemsearlier.
Updatingaprojectwithresourcesemploysanumberofpreferencesandoptions,whichareveryinteractiveandwillrequireasignificantamountofpracticebyausertounderstandandmasterthem.
Afterreadingthischapterandbeforeworkingonaliveproject,inexperiencedusersshouldgainconfidencewiththesoftwareby:
• CreatinganewprojectandsettingtheDefaults,Preferences,andOptionstoreflectthemethodinwhichyouwishtoenterinformationandhowyouwantPrimaveratocalculatetheprojectdata.
• Creatingtwoorthreeactivitiesandthenassigningtwoorthreeresourcestoeachactivity.
• UpdatingtheActivitiesandResourcesasifyouwereupdatingascheduleandobservetheresults.
• Alterthepreferencesanddefaultsifyouarenotreceivingtheresultyourequire.Re-updateandnotethepreferencesanddefaultsforfuturereference.
Someofthesesettingsmayhavebeensetbyyourorganizationandyoumaynotbeassignedaccessrightstochangethesettings.Youshouldstillgothroughtheupdatingprocessinatestprojectwithdummydatasimilartoyourrealprojectdataandbepreparedtochangethosesettingstowhichyoudohaveaccess,asrequired.
Updatingaprojectwithresourcestakesplaceintwodistinctsteps:
• Thedates,durationsandrelationshipsareupdatedusingthemethodsoutlinedintheUpdatinganUnresourcedSchedulechapter,and
• TheResource,ExpensesUnits(hoursandquantities)andCosts,boththeActualtoDateandToComplete,arethenupdated.ThesevaluesmaybeautomaticallyupdatedbyPrimaverafromthe%CompleteorimportedfromaccountingandtimesheetsystemsorupdatedbythePrimaveraTimesheetsystem.
Adecisionneedstobemadeaboutwhatdataistobeenteredorimportedintothescheduleandwhatdataistobecalculatedbythesoftwareandthesoftwareoptionssetappropriately.
Thischaptercoversthefollowingtopics:
• UnderstandingBudgetValuesandBaselineProjects
• UnderstandingtheCurrentDataDatewithrespecttoresources• Informationrequiredtoupdatearesourcedschedule
• ProjectandActivitiesWindowsDefaults
• UpdatingResourcesandExpenses
• Reviewingtheupdatedschedule
21.1UnderstandingBudgetValuesandBaselineProjects21.1.1CostandUnitsBudgetValuesTheBudgetValuesinPrimaveraareassignedtobothUnitsandCostsforeachResourceandExpenseatthetimetheResourceorExpenseisassignedtoanActivity.
BudgetValuesresideinthecurrentprojectandinallBaselineProjects.
TheBudgetvaluesnormallybydefaultarelinkedtotheAtCompletionvalueswhenanactivityhasnotcommencedbutaftertheactivityisin-progressbybeingmarkedasStartedorhavinga%Completethesevaluesbecomeunlinked.
Shouldyouwishtore-estimatethecostofaprojectandcompareittoapreviousvaluewhenactivitieshavenotstartedyoucouldeither:
1. CreateaBaselineProjectbeforere-estimatingtheprojectandcompareyourrevisedcoststotheBaseline,or
2. IntheProjectWindow,CalculationstabandunchecktheLinkBudgetandAtCompletionfornonstartedactivitieswhichwillunlink:
BudgetCostsfromAtCompletionCostsBudgetUnitsfromAtCompletionUnitsOriginal(Planned)DurationsfromAtCompletionDurations
ThisoptiontounlinkOriginalandAtCompletionDurationsmaynotbedesirable,butthisoptiondoesnotinvolvesettingabaseline.Thisthereforeaddsfurthercomplicationsanditisrecommendedthatitisnotusedexceptinadvancedscheduling.
21.1.2BaselineProjectandValuesABaselineprojectisacompletecopyofaprojectincludingtherelationships,resourceassignmentsandexpenses.
ThecreationandassignmentofaBaselineProjectwascoveredintheUpdatinganUnresourcedSchedulechapter.• BaselineDatesarealsoknownasTargetDatesandarenormallyconsidered
tobetheapprovedProjectEarlyStartandEarlyFinishdatesofanunprogressedproject,whicharerecordedbysavingaBaselineproject.
• BaselineDurationistheoriginalplanneddurationofanactivity,calculatedfromtheEarlyStarttotheEarlyFinishofanActivity.ThisisnottheP6PlannedDurationValue.
• BaselineCostsarealsoknownasBudgetsandrepresenttheoriginalprojectcostestimate.ThesearethefiguresagainstwhichtheActualCostsandCostatCompletion(orEstimateatCompletion)maybecompared.
• BaselineUnitsarealsoknownasBudgetedQuantityandrepresentstheoriginalestimateoftheprojectquantities.Thesearethequantitiesagainstwhichtheconsumptionofresourcesmaybecompared.
TheBaselinevaluesarevaluesagainstwhichprojectprogressismeasured.Allthesevaluesmaybereadbyandcomparedwiththecurrentprojectvaluesandshowvariancesfromtheoriginalplan.
ABaselinewouldnormallybecreatedpriortoupdatingaprojectforthefirsttime.
ThePrimaveraVariancecolumnsuseBaselinedatafromBaselineProjectstocalculatevariances.
21.2UnderstandingtheCurrentDataDateTheDataDateisastandardschedulingterm.ItisalsoknownastheReviewDate,StatusDate,ReportDate,AsofDate,TimeNow,andUpdateDate.• TheDataDateisthedatethatdividesthepastfromthefutureintheschedule.
Itisnotnormallyinthefuturebutisoftenintherecentpastduetothetimeitmaytaketocollecttheinformationrequiredtoupdatetheschedule.
• ActualCostsandQuantities/HoursorActualWorkoccurbeforetheDataDate.
• CostsandQuantities/HourstoCompleteorWorktoCompletearescheduledaftertheDataDate.
• ActualDurationiscalculatedfromtheActualStarttotheCurrentDataDate.• RemainingDurationisthedurationrequiredtocompleteanactivity.Itis
calculatedforwardfromtheCurrentDataDateandtheEarlyFinishdateoranin-progressactivityiscalculatedfromtheCurrentDataDateusingthe:
ActivityCalendarwhentheActivityTypeisTaskDependentorisResourceDependentbutnoResourceshavebeenassigned,or
ResourceCalendarwhentheActivityTypeisResourceDependentandusesthelongestResourceDuration.
PrimaverahasoneDataDate,theCurrentDataDate,whichoperatesinthesamewayastheP3andSureTrakDataDate.MicrosoftProjecthasfourdatesassociatedwithupdatingaschedule.TheMicrosoftProjectStatusDateissimilarinfunctiontothePrimaveraCurrentDataDate.
21.3InformationRequiredtoUpdateaResourcedScheduleAprojectscheduleisusuallyupdatedattheendofaperiod,suchaseachday,week,ormonth.Onepurposeofupdatingascheduleistoestablishdifferencesbetweentheplan,whichisusuallysavedasaBaseline,andthecurrentschedule.
Thefollowinginformationisrequiredtoupdatearesourcedschedule:
Activitiescompletedintheupdateperiod:• ActualStartdateoftheactivity.• ActualFinishdateoftheactivity.• ActualCostsandQuantities(Units)consumedorspentonLabor
Resources,MaterialResourcesandExpense.Thesemaybecalculatedbythesoftwareorcollectedandenteredintothesoftware.
Activitiescommencedintheupdateperiod:• ActualStartdateoftheactivity,• RemainingDurationorExpectedFinishdate,• ActualCostsand/orActualQuantities.Onlywhenthesearetobeentered
intothesoftware,
• QuantitiestoCompleteandCoststoComplete.Onlywhenthesearetobeenteredintothesoftware,
• %Complete.ActivitiesNotCommenced:• ChangesinLogic,Constraints,orDuration,or
• ChangesinestimatedCosts,HoursorQuantitiesand• Addorremoveactivitiestorepresentscopechanges.
Theschedulemaybeupdatedafterthisinformationiscollected.
OtherConsiderationsPrimaveranormallybydefaultcalculates:
• TheUnitstoCompleteandinturntheActualUnitsbytherelationshipbetweentheRemainingDurationandResourceUnits.
• TheCoststoCompleteandtheActualCostsbytherelationshipbetweenthe
ResourceUnitRateandResourceUnits.
WhentheserelationshipsareturnedoffthentheUnitsandCostsmaybeenteredmanually.
Amarked-upcopyoftheschedulerecordingtheprogressofthecurrentscheduleisoftenproducedpriortoupdatingthedatawithPrimavera.Ideally,themark-upshouldbepreparedbyaphysicalinspectionoftheworkorbyapersonwhointimatelyknowsthework,althoughthatisnotalwayspossible.Itisgoodpracticetokeepthismarked-uprecordforyourownreference.Ensurethatyounotethedateofthemark-up(i.e.,thedatadate)and,ifrelevant,thetime.
OftenaStatusReportormark-upsheetisdistributedtothepeopleresponsibleformarkinguptheproject’sprogress.Apagebreakcouldbeplacedateachresponsibleperson’sband,andwhenthescheduleisprinted,eachpersonwouldhaveapersonallistingofactivitiesthatareeitherin-progressorduetocommence.Thisisparticularlyusefulforlargeprojects.Themarked-upsheetsarethenreturnedtotheschedulerfordataentryintothesoftwaresystem.
Otherelectronicmethods,suchasthePrimaveraTimesheetsystemorane-mailbasedsystemwithspreadsheetorpdfattachments,maybeemployedtocollectthedata.Irrespectiveofthemethodused,thesamedataneedstobecollected.
Itisrecommendedthatonlyonepersonupdateeachschedule.Thereisahighprobabilityforerrorswhenmorethanonepersonupdatesaschedule.
21.4ProjectWindowDefaultsforUpdatingaResourcedScheduleTheProjectWindowsettingsaffectallactivitiesinaprojectthatisbeingupdated.Whenmorethanoneprojectisopen,thesettingsoftheDefaultProjectareusedtocalculateallopenprojectswhentheyarescheduledorleveled.TheDefaultProjectissetintheSetDefaultProjectformopenedbyselectingProject,SetDefaultProject….PleasereadtheMultipleProjectSchedulingchapterformoredetails.
TheCalculationstabintheProjectsWindowsetssomeimportantresourcedefaults:
• ActivitiesDefaultPrice/Unitforactivitieswithoutresourceorrole
Price/Units.WhenanactivityisassignedaquantityintheActivities,Statustabbutnoresourceisassigned,thenthisrateisusedtocalculatethecostagainstLaborandNonlaborunits.
Activitypercentcompletebasedonactivitysteps.ThePrimaveraStepfunctionenablesactivitiestobebrokendownintoelementscalledSteps.Eachelementearnsadesignated%CompletewhentheStepismarkedascomplete.Physical%CompleteTypemustbeselectedtouseSteps.
UncheckingLinkBudgetandAtCompletionfornotstartedactivitiesenabletheusertore-estimatethecostorquantitiesofun-startedactivitieswhilepreservingtheOriginalBudgetofanactivity.ThisalsounlinkstheOriginalDurationfromtheAtCompletionDurationforun-startedactivities.ThisissimilartotheP3AutocostRuleNumber6andwasnewtoPrimaveraVersion4.1.
ThenexttwooptionsResetOriginalDurationsandUnitstoRemainingandResetRemainingDurationandUnitstoOriginaldeterminehowtheOriginalDurationandUnitsaresetwhenprogressisremovedfromactivities.ThiswasnewtoPrimaveraVersion4.1.
• ResourceAssignmentsWhenupdatingActualUnitsorCosts.Therearetwooptions,whicharethesameastheP3AutocostRuleNumber3:
AddActualtoRemaining.WhenActualCostsareentered,theAtCompletionincreasesbytheamountoftheActualCosts.
SubtractActualfromAtCompletion.WhenActualCostsareentered,theAtCompletedoesnotchangeandtheToCompleteisreducedbythevalueoftheActual.Thisistheauthor’spreferredoption,astheAtCompletiondoesnotchangeuntiltheAtCompletionisexceededbytheActual.
RecalculateActualUnitsandCostwhenduration%completechanges.ThisoptionlinkstheDuration%CompletetotheBudgetandToComplete,thusanincreaseinDuration%CompletewillincreasetheActualanddecreasetheToCompletevalueskeepingtheAtCompletionconstant.
Updateunitswhencostschangeonresourceassignments.WiththisoptioncheckedachangeinCostswillrecalculatetheUnits.
Withthisoptionunchecked,achangeincostsmaybemadeindependentlyofunitsafterunitshavebeenchanged.
ThisallowstheimportationofCostsfromanaccountingsystemandhoursfromatimesheetsystemseparately.
LinkActualtodateandActualThisPeriodUnitsandCost.ThisisthesameastheP3AutocostRuleNumber6.Withthisoptionchecked,whenyouenteranActualthisperiod,theActualtodatewillbecalculatedbyincreasingtheoriginalvaluebythevalueoftheActualthisperiod.Alternatively,youmayentertheActualtodateandPrimaverawillcalculatetheActualthisperiod.Whenunchecked,thetwofieldsareunlinkedandyoumayenteranyfigureineachfield.Thisoptionisgrayedoutiftheprojectisnotopenandisusedtofixerrorsindataentry.
ThisallowsthefixingupofdataerrorswhentheStorePeriodPerformancefunctionisbeingused.
21.5ActivitiesWindow–PercentCompleteTypesTherearethree%Completetypeswhichmaybeassignedtoeachactivity.ThedefaultisadoptedfromthesettingintheDefaultstabintheProjectsWindow.• Physical• Duration• Units21.5.1AssigningtheProjectDefaultPercentCompleteTypeAprojectdefaultPercentCompleteTypeisassignedintheDefaultstaboftheProjectsWindowtoeachnewactivitycreatedinaproject.Thismaybechangedatanytimeandonlyaffectsnewactivitiescreatedfromthattimeonward:
Afteranactivityhasbeencreated,thePercentCompleteTypemaybechangedintheGeneraltaboftheActivitiesWindow:
TheActivityPercentCompletemaybeupdatedintheStatustaboftheActivitiesWindowwherethePercentCompleteTypeisalsodisplayed:
EachPercentCompleteTypehasitsowndatacolumnandisalwayscalculated.ThereisalsoanActivity%CompletecolumnwhichislinkedtoanddisplaysthevaluefromthePercentCompleteTypecolumnthathasbeenassignedtotheactivity.Seethefollowingpicture:
TheActivity%CompleteisinturnlinkedtotheBarPercentComplete,thereforeineffectthePercentCompleteTypedeterminesthewaythepercentcompleteisdisplayedonthebars.
21.5.2PhysicalPercentCompleteTypeAnactivityassignedPhysicalPercentCompleteTypemayhavethe%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:
• TheActivityPhysical%Completeissetat50%.
• TheActivityUnit%Completeof20%iscalculatedfromtheAtCompletionUnitsof12.00hrsandAtCompletionUnitsof60.00hrsandnottheBudgetUnitsof48.00hrs.
Afterasecondresourceisadded,theActivityUnits%Completeof40%iscalculatedfromtheadditionofthetworesourceActualUnitsandAtCompletionUnits:
• ActivityUnit%Complete=ActualLaborUnits/AtCompletionLaborUnits
• Therefore,40%=(12+36)/(60+60)
21.5.3DurationPercentCompleteTypeWithDurationPercentCompletethereisalinkestablishedbetween:
• Duration%Complete• OriginalDuration• RemainingDurationADuration%CompletemayonlybeenteredafteranActualStartDatehasbeenassignedandshouldbeinthepastwithrespecttotheCurrentDataDate.
Achangeinoneparameterwillchangeoneother:
• AchangeintheDuration%CompletewillchangetheRemainingDuration,and
• AchangeintheOriginalDurationorRemainingDurationwillchangetheDuration%Complete:
TheActualDurationiscalculatedfromthedurationofActualStarttotheCurrentDataDate.TheActivityUnitsPercentCompleteisstillcalculatedfromtheResourceUnits.21.5.4UnitsPercentCompleteTypeWhenUnitsPercentCompletetypeisselected:• ThisoptioncreatesalinkbetweentheActivity%Completeandtheactivity
Units%Complete,and• TheUnits%CompleteiscalculatedfromtherelationshipbetweentheActual
UnitsandAtCompletionUnits.
21.6UsingStepstoCalculateActivityPercentCompleteAnactivitypercentcompletemaybedefinedbyusingsteps.AStepisameasurableoridentifiabletaskrequiredtocompleteanactivity.Insummary,tousesteps:
• ASteptemplatemaybecreatedbyselectingEnterprise,ActivityStepTemplate…toopentheActivityStepTemplatesform.
• Addasmanystepsasrequiredandassigntheirweightwhichwillbeusedtoapportionthepercentcompleteofanactivity.
• ChecktheActivitypercentcompletebasedonstepscheckboxintheProjectsWindow,Calculationstab,
• SelectthePhysicalinthe%CompleteTypeforeachactivitythatistobemeasuredbystepsintheGeneraltabofActivitiesWindow,
• SelecttheStepstabintheActivitiesWindow,• Formatthecolumnsyouwishtodisplay,
• AddthenumberofstepsyourequireorimportfromaStepTemplate,
• Editthedescriptionsasrequired,
• EdittheStepWeightsotheStepWeightPercentreflectsthedesiredvalueoftheStep,
• ChecktheCompletedcheckboxaseachstepiscompletedandthiswillupdatethepercentcomplete.
• TheRemainingDurationmaybeupdatedfromtheStep%CompleteviathePhysical%CompleteusingaGlobalChange.
21.7UpdatingtheSchedule21.7.1Preferences,DefaultsandOptionsforUpdatingaProjectMostPrimaveraOptionsaregood,buttherearesomethatshouldbechanged.Theoptionstobeconsideredandcheckedbeforeupdatingaschedule:
Function Discussion
• %CompleteType
Itistheauthor’spreferencetousePhysical%CompletewhentheresourcesareInputresources,i.e.,thosedoingthework.Thisallowsthe%ofdeliverablescompletetobemeasuredindependentlyoftheresource(s)doingthework,thusallowingacomparisonofthedeliverablescompletedagainsttheresourcesconsumed.
• ActivityType
ActivitieswithknowndurationsshouldbesetasTaskDependentandwillusetheActivitycalendar(nottheResourceCalendar)forcalculatingthefinishdateoftheactivity.
ResourceDependentactivitiesshouldonlybeusedifthereareresourceavailabilityissueswhichmayonlyberesolvedbytheuseofResourceCalendars.LevelofEffortandWBSactivitiesareusefulbut
shouldbeavoidedbythenoviceuserastheseaddanadditionallevelofcomplexitythatisnotrequired.
• ProjectWindowCalculationstab
TheCalculationstabintheProjectsWindowsetssomeimportantresourcedefaultsthatshouldbereviewed,understood,andsetsotheschedulecalculatesthedesiredway.
TheLinkactualtodateandactualthisperiodunitsandCostsoptionfoundintheCalculationstaboftheProjectWindowshouldbecheckedifitisintendedtoStorePeriodPerformance.
• DurationType
Itistheauthor’spreferencetouseFixedDurationandUnitsbecausetheestimatetocompleteisnotalteredbychangingtheActivityDurationorUnits/Time.
• UserPreferenceCalculationTab
ThisdurationtypealsosetstheResourceAssignmentsoptionintheUserPreferences,CalculationtabtoRecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationType.
• Timesheets
Timesheetsmaybeusedtoupdateactualsfornone,some,orallresources.Organizationsusingtimesheetsshouldhaveproceduresmanagingtheiruse.Timesheetsareoutofthescopeofthispublicationbutiftheyarebeingusedtheactualvaluesshouldbecarefullycheckedbeforebeingappliedtoensuretheyarelogical.
• ResourcesCostCalculation
ResourceCostsmaybecalculatedfromtheResourceUnitRatesforeachindividualresourceassignment.
EachresourceassignmenthasafieldtitledCalculatecostfromunits.Whenthisischeckedtheresourcecostsarecalculatedfromtheresourceunits.
TheCalculatecostsfromunitscheckboxinthe
ResourceWindow,DetailstabsetsthedefaultvalueforCalculatecostfromunitsfornewresourceassignments.
Thetwofieldsarenotlinkedandtheresourceassignmentsettingmaybechangedatanytime.
• ResourceWindowDetailsTab
• AutoComputeActualsThisfieldislinkedtoallresourcesassignments.WhenthisoptionischeckedforaresourcePrimaveracalculatestheRemainingUnitsbasedontheRemainingDurationandtheActualUnitsbysubtractingtheRemainingUnitsfromBudgetedUnits.
AnuncheckedresourceassignmentoptionmaybeoverriddenbyapplyingtheActivityAutoComputeActualsoption.
• CalculateCostsfromUnitsThereisafieldavailablewhenaresourceisassignedtoanactivitytitledCalculatecostfromunits.WiththisoptioncheckedthecostsforaresourcearecalculatedfromtheResourceUnit/TimewhenaresourceisaddedtoanactivityandwhenevertheResourceUnitsarechanged.
• GeneralScheduleOptions
OneofthemoreimportantoptionstoreviewistheWhenschedulingprogressedactivitiesuseoptions,astheseaffecthowout-of-progresssequenceishandled.Theseoptionsshouldbereviewedtoensurethatwhenthescheduleisrecalculatedyouwillunderstandwhatishappening.
TheauthorprefersRetainedLogicasthisgivesamoreconservativescheduleandthoserelationshipsthatneededitingmaybeeditedtoreflectretainedlogicasrequired.
ShoulditbedecidedtouseStepstoupdateascheduletheProjectsWindowCalculationstabshouldhavetheActivitypercentcomplete
• Steps basedonactivitystepsoptioncheckedandtheActivitymustbeassignedPhysical%CompleteTypeintheGeneraltaboftheActivitiesWindowforeachactivity.
• Earnedvaluecalculation
TheAdmin,AdminPreferences…,EarnedValuetab,MUSTNOTBESETTO“Budgetedvalueswithplanneddates”whenaBaselinehasprogress,otherwisethePlannedDateswillbedisplayedintheBaselineandthesemaycontainirrelevantdatawhentheschedulehasprogress.
21.7.2UpdatingDatesandPercentageCompleteThescheduleshouldbefirstupdatedasoutlinedintheUpdatinganUnresourcedSchedulechapter.Insummary,thisiscompletedbyentering:• TheActualStartandActualFinishdatesofCompleteactivities.• TheActualStart,%Completeand/orRemainingDurationofIn-Progress
activities.
• AdjustLogic,ConstraintsandDurationsofUn-startedactivities.Beforeupdatingthe%Complete,the%CompleteTypeshouldbecheckedtoensurethattheActualandRemainingDurations,Costs,andUnitscalculateasrequired.Thisideallyshouldbedonebysettingtheprojectdefaultsatthetimetheprojectiscreatedandadjustingthesettingsasactivitiesareaddedandresourcesassigned.
21.8UpdatingResourcesTherearemanypermutationsavailableforcalculatingresourcedata.DuetothenumberofoptionsavailableinPrimavera,itisnotfeasibletodocumentallthecombinationsavailableforresourcecalculation.
Resourceunitsandcostsmaybeupdatedusingoneofthefollowingmethods:
• EnteringProgressAutomaticallyfromthetimesheets,aprocesstitledApplyingActuals,or
• UsingthefunctiontitlesUpdateProgress.ThisisNOTrecommendduetotheriskthatyourActualStartandEarlyFinishmaybechangedbyP6whentheschedulehasprogress,or
• EnteringthedatausingtheResourcetabintheActivitiesWindow,or• EnteringthedatausingtherightsectionoftheStatustabintheActivities
Window,or
• ImportingfromExcel.ActualdatesandRemainingDurationsmaybeimportedbutSuspendandResumemaynot.
21.8.1ResourcesTabTheResourcestabmaybeusedtoupdatetheresourceUnits(andCostsiftheUnitsandCostshavebeenunlinkedwiththeCalculatecostfromunitsfield).AnupdatinglayoutcouldbecreatedandthecolumnsintheResourcestabformattedtoyourupdatingmethod;seethefollowingpicture:
21.8.2StatusTabTherightwindowmaybeusedforupdatingtheresources.
• Whenthereisoneresourcetherewillbeadirectlinkbetweenthisformandthevaluesassignedtotheresource.
• Whenthereismorethanoneresourcetherewillbeaproportionalchangetoalltheresourcevalueswhenachangeismadeinthisform.
21.8.3ApplyingActualsThisfunctionsautomatically:
• StatusesactivitieswithresourcesasiftheywentaccordingtothePlannedDates(thismaychangeActualDatesandcurrentscheduledates)andonlyupdatesactivitiesintheperiodfromtheoldtotheNewDataDate,or
• AppliesactualsenteredinthePrimaveraTimesheetsystem.
ToApplyActuals:
• SelectTools,ApplyActuals…toopentheApplyActualsform,• EntertheNewDataDateandclick icon.
• Ifmorethanoneprojectisopenadifferentdatadatemaybeselectedforeachproject.
• TheActivityrequirestheActivityAutoComputeActualsfieldcheckedforthisfunctiontoapplytoanActivityandalltheResourcesassignedtoanactivity.
• WhentheActivityAutoComputeActualsfieldisnotcheckedonlytheresourcesthathavetheResourceAutoComputeActualsfieldcheckedintheResourceWindowwillbeupdated.Ifoneresourceischeckedandonenot,thenthecheckedresourcewillbeupdatedandtheuncheckedresourceworkwillbedelayeduntilaftertheCurrentDataDate.
TherearesomeimportantissueswithusingApplyActualsthatmustbeunderstood:
• ThisfunctionusesthePlannedDates,notthecurrentscheduledates,toprogressaschedulesoActualStartDatesandtheEarlyFinishdatesmaybechangedbythisfunction.Thiscalculationprocessmakesthisfunctionoflittleusetomostschedulers.
• TheApplyActualsfunctiondoesnotworkinthesamewayastheP3/SureTrakfunction“UpdateProgress”ortheMicrosoftProjectfunction“UpdateProject”whichbothupdateallactivitiesandresourceassignmentsasiftheprojectprogressedexactlyaccordingtocurrentschedule.TheydonotchangeanyexistingActualDatesinthewaythePrimaveraUpdateProgressandApplyActualfunctionschangedatestothePlannedDateswhichmayholdirrelevantdata.
• WhentheActivityAutoComputeActualsISNOTcheckedonlyactivitieswithresourcesthatareassignedAutoComputeActualswillhavetheirdatesupdatedtotheirPlannedDatesandresourceassignmentsrecalculated.UnresourcedactivitiesarescheduledaftertheDataDate.
• WhentheActivityAutoComputeActualsIScheckedthentheseactivitieswillhavetheirdatesupdatedtotheirPlannedDatesandresourceassignmentsrecalculated.
• WiththeintroductionofProgressSpotlighttherewouldinitiallyappeartobenoneedtouseApplyActualstoautomaticallyupdateaprojectandUpdateProgressand/orProgressSpotlightcouldbeused.ButastheUpdateProgressfunctionalsoresetsActualDatestoPlannedDatesthisfeaturemakesthisfunctionalsooflittleusetomanyschedulers.
• AGlobalChangemayberunfirsttosetthePlanneddatestotheStartandFinishdatesbeforeApplingActualsorUpdatingProgress,butthisresultsinachangetotheOriginalDurationandthereforethe%DurationwillcalculateincorrectlyandthereisariskthattheuserwillforgettoruntheGlobalChange.
21.9UpdatingExpensesExpensesareupdatedinasimilarwaytoresourcesintheActivitiesWindow,Expensetab.Expenseswillnotbecoveredindetail,butherearesomenotesaboutExpensesthatyoumayfinduseful:
• Expensesdonotautomaticallyupdatefromany%Completeandhavetobemanuallyupdated.
TheExpenseAutoComputeActualsoptionworksonlywiththeApplyActualsfunction,whichisusedwhenbriningindatafromthePrimaveraTimesheetsmodule.
• Expensesmayhaveacostassignedbeforetheiractivityismarkedstartedorcomplete;resourcesmaynot.Thisisusefultorepresentcontractor’smobilizationcosts.ThesearescheduledontheDataDate.
• ExpensesmayhaveacosttocompletebeforetheiractivityisNOTmarkedstarted;resourcesmaynot.Thisisusefultorepresentcontractorbackchargesorretention.ThesearescheduledonthePlannedDates:
• Expensesmustbeassignedaquantityandunitrate.Thequantityisbydefaultavalueofone.
• Expensequantitiesmaynotbedisplayedinthe:
ActivitiesWindowcolumns,orResourceUsageSpreadsheet,orResourceUsageProfile,orActivityUsageSpreadsheet,orTrackingWindow,orResourceAssignmentWindow.
• ExpenseQuantitiesmaybedisplayedin:
Reports,orActivityDetails,Expensestab,orExpensesWindow.
ThusitissimpletogetExpenseDataintothesystembutdifficulttogetExpenseQuantitydataoutofthesystem.
RemainingExpensesassignedtoacompleteactivityareCashFlowedonthePlanneddates,whichwouldnormallyresultwithanincorrectCashFlowwithRemainingCostsinthepast.
21.10Workshop18–UpdatingaResourcedSchedule
BackgroundWenowneedtoupdatetheactivitiesandresourcesasof14Dec15.
Assignment1. IfyoudidnotcompletethepreviousLevelingWorkshopyouwillneedcreate
andassignabaselineanddisplaytheBaselinebar:
SelectProject,MaintainBaselines…andcreateaBaselinebysavingacopyoftheexistingproject,
SelectProject,AssignBaselines…andselectthisasbothyourProjectBaselineandPrimaryUserBaseline,thusensuringthebaselinebarwilleitherbeblankordisplaytheBaselineandnotthePlannedDates.
2. ApplyyourOzBuildWorkshop13–BaselinelayoutandtheBaselinebarshouldbedisplayed.
3. GototheProjectWindow,Calculationstabensureyoursettingsareperthefollowingpicture.Thesearethestandardsettings:
4. AssigntheProjectManagertotheCreateTechnicalSpecificationactivityasthisresourcewasmissedoutattheestimatingstageandwillgiveanimmediatedifferencebetweentheCurrentScheduleandtheBaselineUnitsandCosts.
5. SavetheLayoutasOzBuildWorkshop18–UpdatingResourcesandformatthecolumnsasinthefollowingpicture.DisplaythePrimaryBaselinebar.
6. UpdatethisschedulemanuallybyenteringthefollowingdataintheActivities,Statustaborcolumns.
7. Asyouworkthroughthisworkshopyoushouldcreateseverallayouts,oneforActualDatesandDurations,oneforUnits,oneforCosts,andoneforPercentages.TheCostslayoutwoulddisplaycostsintheActivitycolumnsandtheResourcestab.TheUnitslayoutwoulddisplayunitsintheActivitycolumnsandtheResourcestab.
8. ScheduleandmovetheDataDateto14-Dec-1508:00.
9. CreateanOzBuildWorkshop18–UnitslayoutanddisplaythecolumnsshownintheResourcestabasshownbelow.Seehowtheresourceshavebeenupdated.
10. OZ1010iscompletesotherearenoRemainingCostsorRemainingUnitsandtheActualshavebeensettoequaltheBudget,butmaybemanuallyadjusted.
11. NowcreateanOzBuildWorkshop18–Costslayout,formatthecolumnsandcheckthecosts:
12. OZ1020isinprogressandtheRemainingUnitsandCostshavebeencalculatedfromtheRemainingDurationandtheRemainingUnits/Time,butmaybemanuallyadjusted.
13. NowdisplaytheWorkshop18–Unitslayoutandchecktheunits:
14. ChecktheexpensesfortheSpecialistConsultantassignedtoOZ1020;theydonotautoupdate.UpdatetheActualCoststo$2,000.00andtheremainingto$4,500.00.
15. NowcreateanOzBuildWorkshop18–PercentageslayoutanddisplaythePercentCompletecolumnsperthefollowingpicture.EnsureGroupTotalsaredisplayed:
16. Enter80%againstthePhysical%CompleteofCreateTechnicalSpecificationandseetheActivity%Completechangeto80%astheactivity%CompleteTypeisPhysical:
17. SelecttheCreateTechnicalSpecificationactivity,opentheStatustab,andchangetheActualLaborUnitsfrom48hto24hintheboxontherightside.NoticetheUnits%Completechangeto30%asfewerhourshavebeenused,buttheRemaininghasincreasedto56hours:
18. NowopentheOzBuildWorkshop18–Unitslayoutandbothresourcesnowshow12hActualand28hremainingeach.TheRemainingUnits/Timeisnow14hours/daybecausetheActivityTypeisFixedDurationand
Units:
19. NowopentheOzBuildWorkshop18–CostslayoutandtheActualCostsandRemainingCostsshouldberecalculated:
20. NowopentheOzBuildWorkshop18–UnitslayoutandchangetheRemainingUnitsofCreateTechnicalSpecificationintheStatustabto24.NotethechangeintheUnitsandCostsagainsttheresources.
21. NowopentheOzBuildWorkshop18–CostslayoutandtheActualCostsandRemainingCostsshouldberecalculated:
22. CreateanewViewtitledOzBuildWorkshop18–BaselineComparisonandeditthecolumnssoyouareabletoseetheAtCompletionVariancesagainstactivityOZ1020,theTechnicalSpecificationWBSNode,andtheProject:
23. Atthispointyoumayexperimentwiththisactivity.UncheckAutoComputeActualswillallowyoutochangetheCostsandtheyarenotrecalculatedfromtheResourceRate.
24. YoumayalsolookatsomeoftheothertabssuchastheSummarytab.
22OTHERMETHODSOFORGANIZINGPROJECTDATATheWorkBreakdownStructure–WBSfunctionwasdiscussedearlierasamethodoforganizingprojectsandactivitiesunderhierarchicalstructures.TherearealternativefeaturesavailableinPrimaveraforgrouping,sortingandfilteringactivities,resources,andprojectinformation:
• ActivityCodes
• UserDefinedFields(UDF)
• WBSCategories
• ResourceCodes
• CostAccounts
• EPSLevelActivityCodes
TherearenoActivityIDCodesinPrimaveralikethefunctionfoundinP3andSureTrak.InPrimaveraeachactivitymusthaveauniqueActivityIDbutnologicalcodesystemmaybeassociatedwiththeActivityID.Someusersdouble-codeactivitiessosomeActivityIDcharactersarethesameasanActivityCode.
22.1UnderstandingProjectBreakdownStructuresAProjectBreakdownStructurerepresentsahierarchicalbreakdownofaprojectintologicalfunctionalelements.Someorganizationshavehighlyorganizedanddisciplinedstructureswith“rules”forcreatingandcodingtheelementsofthestructure.SomeclientsalsoimposeaWBScodeonacontractorforreportingand/orclaimingpayments.Thefollowingareexamplesofsuchstructures:
• WBS WorkBreakdownStructurebreaksdowntheprojectintotheelementsofworkrequiredtodeliveraproject.
• COA
CodeofAccounts,alsoknownasCostBreakdownStructure.Oftenthiscontainscoststhatarenotincludedinaschedule,suchasinsurancesandoverheads.TheWBSwouldinthissituationrepresentpartoftheCOA.
• OBSOrganizationBreakdownStructureshowsthehierarchicalmanagementstructureofaproject.Primaverahasapredefinedfieldforthisbreakdownstructure.
ContractBreakdownStructureshowsthebreakdownofcontracts
• CBS intoelements.
• SBS SystemBreakdownStructure,aSystemEngineeringmethodofbreakingdownacomplexsystemintoelements.
• PBSProductBreakdownStructure,aPRINCE2termusedforthebreakdownofprojectdeliverablesundertwoheadingsofProjectManagementandSpecialistproducts.
22.2ActivityCodesActivityCodesmaybeusedtoGroup,Sort,andFilteractivitiesfromoneormoreopenprojects.
• ActivityCodes,suchasPhases,Trades,orDisciplines,areoftendefinedintheActivityCodesDefinitionform.
• ActivityCodeValuesaredefinedintheEnterprise,ActivityCodes…form,suchas:
PhasesofDesign,Procure,InstallandTest,
TradesofBrickwork,PlumbingandElectrical,and
DisciplinesofConcrete,Mechanical,Pipework.
• ActivityCodesareassignedfromtheActivitiesWindowusingtheCodestabinthelowerpaneordisplayingtheappropriateActivityCodecolumn.
P3andSureTrakhaveoneWBSCodeDictionarywithahierarchicalstructureofWBSCodes,effectivelyproducinganunlimitednumberofWBSCodeswithamaximumof20levels.MicrosoftProject2002introducedCustomOutlineCodes,whichisahierarchicalcodingstructurethatmaybeassignedtoactivitiesandenablestheactivitiestobeGroupedunderthesecodes.Thereare10codesavailablewitheveryprojectthatmayberenamedtosuittheprojectrequirement.ThePrimaveraActivityCodefunctionoperatessimilarlytoboththeP3andSureTrakWBSCodefunctionsandtheMicrosoftProjectCustomOutlineCodes,yetenablesanunlimitednumberofCodeDictionariesandValuesforeachCodeDictionaryand,unlikeP3andSureTrak,maybehierarchial.
22.2.1UnderstandingActivityCodesTherearethreetypesofActivityCodes:
• GlobalActivityCodesthatmaybecreatedatanytimeandappliedtoanyproject.
• EPSwhicharecreatedforprojectsassociatedwithoneEPSNodeandmayonlybeassignedtoprojectactivitiesthatareassociatedwiththatEPSNode.ThusyoumaywishtocreateRailwayEPSActivityCodesforprojectsintheRailwayEPSandSoftwareDevelopmentEPSActivityCodesforprojectsintheSoftwareDevelopmentEPS.
• ProjectActivityCodesthatmayonlybecreatedwhenaprojectisopenedandappliedonlytotheprojecttheywerecreatedfor.ThesemaybemadeGlobalbyclickingthe iconintheActivityCodesDefinition–Projectform.
ActivityCodesmaybeadded,deleted,ormodifiedintheActivityCodesform:• SelectEnterprise,ActivityCodes…toopentheActivityCodesform,• SelecteitherGlobal,EPSorProjectradiobuttondependingonwhetherthe
codesareforaspecificprojectoravailabletoallprojects,
• SelectfromthedropdownboxunderSelectActivityCodewhichcodestructureistobeedited.
• ThecodestructureismodifiedinasimilarwaytoWBScodes.
• EachActivityCodehasaCodevalueandaDescription.ThelengthoftheCodeisdefinedwhenthecodeiscreated;seethenextsection.
22.2.2ActivityCodeCreationThisprocesscreatesafieldinthedatabasewheretheActivityCodesmaybeadded.
• OpenanActivityCodesDefinitionformfromtheActivityCodesformbyselectingeither:
Global,EPS,orProject,
Eachformisslightlydifferent.
• Clickthe icontoopentheActivityCodesDefinitionform.
• TheActivityCodesmaybecreated,deleted,ormadeintoGlobalandreorderedintheseforms.
• TheMaximumLengthisthemaximumnumberofcharactersacodemaybeassignedwhenitiscreatedintheActivityCodesform.
• TheSecureCodeallowsaccesstobecontrolledthroughtheUsersSecurityProfile.
• TheActivityCodesDefinition–Projectformhasthefollowingicons:
thatmakesaProjectActivityCodeaGlobalActivityCode,and
thatmakesaProjectActivityCodeanEPSActivityCode.
22.2.3DefiningActivityCodeValuesandDescriptionsDefininganActivityCodeissimilartocreatingaCodeDictionaryinP3andSureTrakorrenamingaMicrosoftProjectCustomOutlineCode:
• FromtheActivityCodesformselectGlobal,EPSorProject,• SelecttheActivityCodetoeditfromthedropdownbox,• AddActivityCodesValuesandDescriptionsinthesamewayasWBS
Codesanddescriptions.
• TheActivityCodeColormaybeusedwiththeTimescaledLogicDiagraminVersion8.1and8.2orVisualizerinVersion8.3andlaterversions.
22.2.4AssigningActivityCodeValuestoActivitiesActivityCodesmaybeassignedtoanactivity:
• SelecttheCodestabinthelowerpanebyclickingthe icontoopentheAssignActivityCodesformandassignanActivityCode,or
• Displaytheappropriateactivitycodecolumnandeither:
Typeinthecode,or
ClicktwiceontheActivityCodecellandopentheSelect“Code”form.
22.2.5AddActivityCodesWhenAssigningCodesActivityCodesmaybeaddedonthefly,asthereisanewicontitledNewontheAssignActivityCodesformthatallowsActivityCodestobecreatedastheyareassigned:
Clickonthe icontoopentheAddCodeValueformandenterthenewCodeValueandCodeValueDescription.
22.2.6Grouping,SortingandFilteringwithActivityCodes
WhenmorethanoneprojectisopenanActivityCodemaybeusedtogroupactivitiesfromalltheopenprojectsunderonecodestructure.
ActivityCodesareGroupedandFilteredinthesamewayasWBScodes.
22.2.7ImportingActivityCodeswithExcelIfanActivityCodeistobeimportedwithactivitiesusingthePrimaveraExcelImportfunction,itmustexistinthedatabasebeforeitisimported;otherwise,thecodewillnotbeimported.
ActivityCodesmaybeimportedbyloadingtheSoftwareDevelopmentKit(SDK)andusinganExcelspreadsheetavailablefromtheOraclePrimaveraKnowledgebase.InstructionsforloadingtheSDKareavailablefromtheAdministrationGuide.
22.3UserDefinedFieldsUserDefinedFieldsaresimilartoCustomDataItemsinP3orCustomFieldsinMicrosoftProjectandprovidetheabilitytoassignadditionalinformationtodatabaserecords.TheymaybeusedforrecordinginformationaboutthedatafieldasanalternativetoActivityCodesandotherpredefinedPrimaverafields.ThetypeofdatathatmaybeassignedtoUserDefinedFieldswouldbeequipmentnumber,ordernumber,variationorscopenumber;road,railwayorpipelinechanges;addressandadditionalcostsdata.
Activitydatamaybefiltered,grouped,andsortedusingtheseUserDefinedFieldsinasimilarwaytoActivityCodes.
Datamaybeimportedintothefieldsand,unlikeActivityCodes,thedataitemdoesnothavetoexistinthedatabasebeforeimporting.
Thereareanumberofpredefinedfieldsthatmayberenamedandnewonesmaybecreated.UserDefinedFieldsmaybedefinedfor:
• Activities
• ActivityResourceAssignments
• ActivitySteps
• Issues
• ProjectExpenses
• Projects
• Resources
• Risks
• WBS
• WorkProductsandDocuments
ThefieldsareassignedaDataTypefromthefollowinglist:
• Text–maximumof255characters
• StartDateandFinishDate–whichmaybeusedtocreatebars
• Cost
• Indicator–selectfrom
• Integer
• Number
Aftersomedatahasbeenenteredagainstafieldinanyproject,theDataTypemaynotbechanged.
OneadvantageofUserDefinedFieldsoverNotebookTopicsisthattheymaybealsodisplayedincolumnsandbecutandpastedintootherprogramslikeExcel.
AlsoUserDefinableFielddatamayeasilybeimportedfromExcelandwillnotchangeyourprojectdata.YoumayconsiderimportingdataintoUserDefinedFieldsandthenGlobalChangetheinformationintotheappropriatelocationasasecondstep.
• ThusResourcedataneedstobeimportedintoResourceUserDefinedFields,and
• ActivitydataneedstobeimportedintoActivityUserDefinedFields.
YoumustbecarefulthatyoudonotmakeaUserDefinableFieldwiththesamenameasaP6field,otherwiseyouwillnotknowwhichiswhichwhencreatingfilters.
YoumayconsideraddingafullstopattheendofeachUserDefinableFieldnamesoitisclearwhichisaUserDefinablefieldandwhichisaP6field.
SelectEnterprise,UserDefinedFields…toopentheUserDefinedFieldsform:• SelecttheSubjectAreainthedropdownboxinthetopleft-handsideofthe
form.
• Usethe and iconstocreateanddeletefields.
• SelecttheDataTypefromthedropdownlist.
ThelistofUserDefinedFieldswillre-sortassoonasanewfieldisaddedorthetitleeditedandyoumayhavetoscrollupordowntofinditinthelist
TodisplayoreditdatainaUserDefinedFieldthecolumnshouldbedisplayedintheappropriatewindow.Forexample,ifanActivityUserDefinedFieldhasbeencreatedthentheActivitiesWindowshouldbeselectedandthefieldwillbedisplayedunderUserDefined.
22.4WBSCategoryorProjectPhaseTheWBSCategoriesisassignedtoWBSNodesintheWBSWindowandmaybeusedtoGroupandSortWBSNodesunderadifferentsetofheadingsinasimilarwaytoProjectCodesinP3.
Thiswouldenable,forexample,alldesignWBSNodesthatweredistributedthroughoutaprojectWBStobegroupedtogetherunderoneheadingwithoutassigninganActivityCodetoeachactivity.
Seeparagraph6.5formoredetails.
22.5ResourceCodesResourceCodesaretoresourcesasActivityCodesaretoactivitiesandallowresourcestobeGrouped,Sorted,andFilteredbythesecodes.ResourcesmayhavecodessuchasOffice,Location,orEmploymentStatusassignedtothem.
TocreateaResourceCode:
• SelectEnterprise,ResourceCodes…toopentheResourceCodesform.• TheResourceCodesarecreated,edited,anddeletedinasimilarwayto
ActivityCodes.
ResourceCodesmaybeAssignedtoResourcesinasimilarwaytoActivityCodesby:
• OpeningtheResourcesWindow,• DisplayingtheappropriateCodeColumn,
• OpeningtheCodestabintheResourcesWindow.
22.6CostAccountsCostAccountsaretoresourceassignmentsasActivityCodesaretoactivitiesandareintendedtoreflecttheaccountingcodestructureofaproject.AsinP3,aCostAccountinPrimaveraisassignedtoaresource.TheyenablethegroupingandreportingofresourcedataintoCostAccountswhichwouldallowbudgetstobecalculatedandusedtoupdateCorporateBudgets.
CostAccountshaveadditionalfunctionsthatActivityCodesdonothave:
• AdefaultCostAccountforeachnewResourceorExpensemaybespecifiedintheProjectsWindow,Defaultstab.ThisisusedforeachnewResourceorExpenseanddoesnotaffectexistingassignments.TheProjectDefaultCostAccountmaybechangedatanytime:
• CostAccountsmaybereassignedandmerged.
• CostAccountsmayhavedescriptivefieldswhentheyarecreated.
Costsaccountsarecreated:
• IntheProfessionalversionCostAccountsformbyselectingEnterprise,CostAccounts…andopeningtheCostAccountsform,and
• IntheOptionalClientbyselectingAdminister,EnterpriseData,Activities,CostAccounts.
CostAccountsareassignedtoResourcesorExpensesbydisplayingtheCostAccountcolumnintheActivitiesWindowlowerpaneResourcesandExpensestabs.
22.7OwnerActivityAttribute“Owner,”thenewactivityfieldinPrimaveraVersion6.0,enablesauserwhoisnotaresourcetobeassignedtoanactivity.Thisnowenablesthepersonresponsibleforanactivitytobeassignedfromthelistofusers.ThisfunctionmaybeusedincombinationwithaReflectionproject.
22.8Workshop19–ActivityCodesandUserDefinedFields(UDF)
BackgroundThisworkshopwilllookatcreatinganActivityCodeandsomeUDFs.InthenextworkshopyouwillpopulatetheUDFsusingaGlobalChange.
Wewillcreateanactivitycodetorepresentthedepartments’responsibilitiesfortheProject.
Assignment–ActivityCodes
1. SelectEnterprise,ActivityCodes…toopentheActivityCodeform,2. ClickontheProjectbuttonatthetopoftheform.3. Select toopentheActivityCodeDefinitions–Projectform.4. Select tocreateanewcodetitledMelbourneDepartmentand
assignaMaxLengthof3.5. Clickon toclosetheform.
6. CreatetheActivityCodeValuesandDescriptionsasinthepictureontheright.
7. ApplytheOzBuildWorkshop10–WithoutFloatlayout.8. AddtheMelbourneDepartmentcolumnperthepictureandsavethe
layoutasOzBuildWorkshop19–AssignCodeslayout.9. AssigntheMelbourneDepartmentsusingallthemethodsavailableasin
thefollowingpicture:
10. NowGroupandSortbytheActivityCode:MelbourneDepartment,sortbyActivityID.TheMilestonesarenowatthetopofthescreen.
11. DisplaytheProjectBaselineBarsandProjectBaselineMilestonesandmovethembothtothebottomoftheformtoensuretherelationshipswouldbedisplayedontheCurrentSchedulebars:
12. NowGroupandSortbytheWBS,sortbyActivityId.13. SavethelayoutasWorkshop19–ActivityCodes.
Assignment–UDFs14. WewillcreatesomeUDFswhichwewillpopulateusingaGlobalChange.
NOTE:IfyouareinashareddatabasetheinstructorwillcreatetheseUDFs.15. SelectEnterprise,UserDefinedFields…toopentheUsedDefined
Fieldsform,16. SelectActivitiesinthedropdownboxatthetopoftheform,
17. AddthreeUDFstitled:
• LastPeriodStartasaDataTypeofStartDate• LastPeriodFinishasaDataTypeofFinishdate• LastPeriodACDur(LastPeriodAtCompletionDuration)asaData
TypeofNumber.18. DisplaythecolumnsandGroupbyWBSasinthefollowingpicture:
19. SavetheLayoutasWorkshop19–UDF.
23GLOBALCHANGE23.1IntroducingGlobalChangeGlobalChangeisafacilityforchangingmorethanonedataiteminonestep.ExamplesofusesofGlobalChangeare:
• AssigningResourcestoRoles
• Increasingordecreasingdurationsofselectedactivitiesbyafactor
• Creatingnewactivitydescriptionsbyplacingactivitycodesatthebeginningorattheendoftheoriginaldescription
• Removingconstraints
• ChangingCalendars.
At the time of writing this publication,Global Change could not be used in theProjectsWindowasthisprojectdatamaynotbeaccessedbyGlobalChange.ThischapterisintendedasanintroductiontoGlobalChangeandcoversthefollowingtopics:
• TheBasicConceptsofGlobalChange
• SpecifyingtheChangeStatements
• SimpleExamplesofGlobalChange
• SelectingtheActivitiesfortheGlobalChange
• TemporaryValuesandGlobalChangeFunctions
• MoreAdvancedExamplesofGlobalChange.
Afteryouunderstand thebasicsyouwill thendevelopsome interestingwaysofusingGlobalChange.
ItisveryeasytospecifyaGlobalChangethatwillnotchangedatainthewayyouintended.
YoumustconsideryourAutocostruleswhenusingGlobalChangeonresources,percentagescomplete,anddurations.Forexample,changingOriginalDurationswillhavenoeffectontheEarlyFinishofactivitiesthathavecommencedwhenRemainingDurationandPercentCompleteareunlinked.
BecarefulwhenusingGlobalChange,asthechangesmaynotbeundone.ConsidercopyingyourprojectormakingaReflectionprojectifyouareusingPrimaverabeforemakingGlobalChanges.StudytheGlobalChangeReporttoreviewyourchangesbeforemakingpermanentchanges.
23.2TheBasicConceptsofGlobalChangeAGlobalChangemaybecreated,saved,andusedatalaterdate.
AGlobalChangemaynotbe“Undone.”
SelectTools,GlobalChange…toopentheGlobalChangeform:
TheGlobalChangeformdisplaysthelistofGlobalChangesavailableintheproject.
• enablestheeffectsofaGlobalChangeintheGlobalChangeReportbeforefinalizingchangestotheprojectdatabyselecting intheGlobalChangeReport.
• createsanewGlobalChange.
• enablesyoutomodifythehighlightedGlobalChange.
• deletesthehighlightedGlobalChange.
• and createacopyofanexistingGlobalChangethatmaythenbeedited.
• and areusedtoimportfromorexporttoaGlobalChangefromanotherdatabaseinthePrimaveraChangeFilepcffileformat.
ItisSTRONGLYrecommendedthatyoualwaysreviewtheGlobalChangeReporttoreviewyourchangesbeforemakingpermanentchangesbyrunningaGlobalChange.
ItisSTRONGLYrecommendedthatyouconsidermakingacopyofyourprojectbeforeusingaGlobalChange:copytheprojectintheEnterpriseWindow,makeaBaselineoruseaReflectionProject.
AftercreatingGlobalChangeusingthe optionor andorbyselecting ,youwillbepresentedwiththesecondModify
GlobalChangeform.Thisiswhereyouselectthedatatobechangedandwheretheoperationtothedataisspecified.
Thereareboxesatthetopoftheform:
• SelectSubjectAreaenablestheoptionofActivities,ActivityResourceAssignments,orProjectExpenses,and
• GlobalChangeNameisthenamedisplayedintheGlobalChangeform.Theformhasthreelowersections.Youwillneedtoclickintoeachareaandthenuse and iconstoaddorremovecriteriaoroperationlines:
• Ifareaiswhereyoucreateacriteriaforselectingthedataonwhichtobeoperated.Thisissimilartocreatingafilter.
• Thenareaiswhereyouspecifytheoperationtobeappliedtotheselecteddata.
• Elseareaiswhereyouhaveanoptiontospecifyanoperationtodatathathasnotbeenselected.
• acceptseditstotheChangebutdoesnotexecuteit.
• cancelsanyeditstotheChange.
• enablesyoutoseetheresultsofyouractioninaGlobalChangeReportbeforechangingthedatabase.
• Theothercommandsareself-explanatoryandareusedtocreateandeditlinesintheGlobalChange,butyouwillneedtoclickintotheIforThenorElse
sectionsthatyouwishtoworkon.
23.3SpecifyingtheChangeStatementsThebasicGlobalChangeinthefollowingpicturewilladd5daystotheRemainingDurationsofactivities,wheretheOriginalDurationisgreaterthan10days,andincreaseallothersby20%.
TherearethreeareasintheModifyGlobalChangeform:• TheIfsectionhas5fieldsandworksinthesamewayasaFilter.Itisusedto
selectthedatatobechanged.
• TheThensectionhas5fields:Parameter–Thisisthedatafield(s)thatis(are)tobemodifiedwhentheIfstatementissatisfied.Is–Thisisastatement.Parameter/Value–ThisisthesourcedataforthechangeandmaybethesamefieldastheParameterwhenitisintendedtochangetheparametervalue.
Operator–ThisishowtheParameterValueistobechanged.Parameter/Value–Thisisthevalueorotherparameterthatwillbeusedtomakethechange.
Toenteranumber,text,orvalueyouwillneedtoselect{Custom}fromtheParameter/Valuedropdownbox:
• TheElsesectionoperatesinthesamewayastheIfsectionwhentheIf
statementisNOTsatisfied.
23.4ExamplesofSimpleGlobalChangesThefollowingexamplesareverysimpleGlobalChanges.
IncreaseOriginalDurationsThisGlobalChangewillincreasetheOriginalDurationfieldvalueby20%bymultiplyingtheoriginaldurationby1.2.
CopyingDatesandDurationsThisexamplewillcopytheStart,Finish,andOriginalDurationsintocustomdataitemfields:
RemovingActualDatesSettingafieldtobeblankwillremovedatainsomesituations:
23.5SelectingtheActivitiesfortheGlobalChangeOftenyouwillwanttomakeaGlobalChangetodatathatmeetsaspecificcriteria.TheIfstatementlinesareusedtoselectthedata.TheoperationsdefinedintheThenlineswillbeexecuted.DatathatdoesnotmeettheThencriteriamaybe
changedwithoperationsdefinedintheElsestatementlines.ThefollowingexamplewilldoubleRemainingDurationsifthepercentcompleteisgreaterthan50%.
Thefollowingexamplewilladd5daystotheOriginalDurationofactivitiesover10daysandincreaseby20%thoselessthan10days
23.6DurationCalculationswithGlobalChange
WhencalculatingDurationsrememberthatP6calculatesinhoursandifyouaredisplayingdurationsindaysthenyouwillneedtodivideormultiplyasappropriatethedurationsby8toobtainthecorrectduration.
23.7(Anyofthefollowing)and(Allofthefollowing)TherearetwooptionsundertheParametertitleintheIfsection,(Anyofthefollowing)and(Allofthefollowing).TheseareusedwiththeIfstatementsinthesamewayaswithfilters.
When(Anyofthefollowing)isselected,theGlobalChangewilloperatewhenanyofyourselectioncriteriaismet.
Intheexamplefollowing,anyactivitywiththeOriginalDurationgreaterthan2days,oranactivitythatisassignedtotheWBSNodeOZB.2,willbedoubled.
Everyselectioncriteriahastobemetwhen(Allofthefollowing)isselectedfortheGlobalChangetooperateonthedata.
Intheexamplefollowing,onlyactivitieswiththeOriginalDurationgreaterthan2daysandanactivitythatisassignedtotheWBSNodeOZB.2,willbedoubled.
23.8TemporaryValuesSomecalculationsrequiremorethanoneoperationtoachievetherequiredchange.ATemporaryValuemaybestoredinaUserDefinedField.ThisTemporaryValuemaythenbeusedonasubsequentline.AnyUserDefinedFieldmaybecreatedandusedasaTemporaryValue.ThefollowingexampleisusedtocalculateCosttoComplete(CTC)basedonaunitcostcalculatedfromtheActualCostdividedbytheActualQuantityandtheTemporaryValueUDFisusedtostoretheunitcostusedinthesecondlinecalculation.
Inthisexample,ActualCosts/ActualRegularLaborUnitscalculatestheactualunitrateintheTemporaryValuefield,andtheRemainingCostistheunitrate×theRemainingLaborUnits.
• Thepercentcompletemustbegreaterthan30%.
• Theresourcemusthaveaquantity.
• TemporaryValue,atemporaryvalue,iscostperunitcalculatedbydividingActualCostbyActualRegularLaborUnitsandrepresentstheresourceactualunitrate.
• RemainingCostisequaltoRemainingLaborUnitsmultipliedbytheactualunitrate.
ItisimportantthatyouconsidertheAutocostrulesthatyouhaveassignedtotheactivities and resources, otherwise your Global Change may not work. In thissituationyouwouldnotwantCostLinkedchecked.
23.9GlobalChangeFunctionsTherearesomefunctionsthatmaybeusedwithGlobalChangeintheParameter/ValuefieldunderThenandElseandthatoperateinasimilarwaytoExcelorP3.ThesefunctionsmaybeusedtopopulateUserDefinedFieldsfromotherdatafieldsaspartoftheprocessofeditingActivityDescriptionsandActivityIDs.
GlobalChangeFunction FunctionOperation
• DayOfWeek(Parameter) Selectstheweekdaynumberofthedate.
• LeftString(Parameter,*) Selects*ofcharactersfromthestartofafield.
• RightString(Parameter,*) Selects*ofcharactersfromtheendofafield.
• SubString(Parameter,a,b)
Fromcharacter“a”selects“b”numberofcharacters.
23.10MoreAdvancedExamplesofGlobalChangeAtthetimeofwritingthispublication,GlobalChangemaybeusedtoassignresourcestoroles,replaceresources,butnotassignresourcestoactivities.
ChangingActivityIDbyAddingaMiddleCharacterThefollowingGlobalChangeaddsa“C”afterthesecondcharacteroftheActivityID:
AddingResourceswithGlobalChangeThefollowingexampleassignsaresource,ARLAngelLowe,totheSalesEngineerRolewhentheStartDateisgreaterthantheCurrentDataDate.
OtherGlobalChangeUsesGlobalChangesmaybeusedforthefollowingpurposesandyoumaywishtoinspectsomeofthesampleGlobalChangesprovidedinthesampledatabase:
• AddamiddlecharacterinanActivityIDorotherfieldbyusingtwoUserDefinedfieldsandtheConcatenationoperator,whichisthe“&”character.
• AddaprefixtoanActivityID.
• Replacearesourcewithanother.EnsurethatyouchecktheAssignmentStaffingsettingintheUserPreferences,Calculationstab.
• UpdatetheRemainingDurationfromaStepPercentCompletebysettingtheDurationPercentCompleteequaltothePhysicalPercentComplete.
• EdittheActivityNameusingGlobalChangeFunctions.
• TosetthePlannedDatestoequaltheStartandFinishdatesbeforeapplyingUpdateProgresssoActualdatesarenotchangedbyUpdateProgress.
23.11Workshop20–GlobalChange
BackgroundWewishtocopythecurrentupdateinformationtotheUserDefinedFieldscreatedinthepreviousworkshop.
Assignment1. ApplytheWorkshop19–UDFLayout.2. CreateaGlobalChangetitledSetLastPeriodDataandaddthefollowing
parameters:
LastPeriodStarttoequalStart
LastPeriodFinishtoequalFinish
LastPeriodACDurtoequalAtCompletionDurationdividedby8asP6calculatesinhours:
3. RuntheGlobalChangeandcommitthechangeswiththeiconatthebottomofthescreen:
YouwillnoticethattheWBSandProjectLastPeriodDurationsarenotcorrectandareamathematicaladditionofthevaluesbelow.Toresolvethisyoumayeither:
• HidetheGroupTotalintheGroupandSortform,or
• UseafurtherGlobalChangeLinetoputtheDurationsinaTextUDFthatwillnotaddupintheWBSandProjectfields.
4. CreateanddisplayagraybarshowingfromLastPeriodStarttoLastPeriodFinishinposition3.
5. Adjusttherowheightasrequiredandyourschedulemaylooklikethefollowingpicturewiththreebars.
6. SavethelayoutasOzBuildWorkshop20–LastPeriodBars.
7. CreateandrunaGlobalChangetomultiplytheOriginalDurationsofActivitiesintheDeliveryPlanPhaseby2.
8. Scheduleyourproject:
9. YouwillnoticethatNegativeFloathasbeencreatedandthechangeindurationsisobservedinthebarsandfromthedifferencesintheDurationvalues.
24MANAGINGTHEENTERPRISEENVIRONMENTThissectionintroducesthemanagementofanEnterpriseenvironmentanddiscussesmorethoroughlysomesubjectsthathavebeenaddressedearlier.
Itisimportanttoappointadatabasemanagerwhoisresponsibleforsecurityandmaintenanceofthedatabaseforalldatabasesthathavemorethanoneuser.Adatabasewillveryquicklydegenerateintoamessifitisnotstrictlycontrolled.TypicalproblemsincludemultipleResourcesrepresentingthesameperson,excessivenumbersofLayouts,Filters,Calendarsandothercodes,thedeletionofimportantdata,andamisunderstandingortotalignoranceofhowthesoftwareworks.Thedatabasemanagershouldberesponsibleformaintainingthedatabase,includingbutnotlimitedtothefollowingresponsibilities:
• Ensuringallusersaretrainedinthesoftware
• UsersandSecurityProfiles
• EnterpriseBreakdownStructure
• OrganizationalBreakdownStructure
• ProjectCodes
• UserDefinedFields
• GlobalandResourceCalendars
• RolesandResources
• GlobalLayoutsandFilters
• CreatingProjectsincludingsettingdefaults
• ImportingProjectsandotherdata.
Someareasofresponsibilitythatarefrequentlyusedbyadministratorsare:
Topic MenuCommands
• Users AUseriscreatedbyselectingAdmin,Users….
• SecurityProfiles SecurityProfilesarecreatedbyselectingAdmin,SecurityProfiles….
• EnterpriseProjectStructure(EPS)
SelectEnterprise,EnterpriseProjectStructure…toopentheEnterpriseProjectStructure(EPS)form.
Tocreate,editordeleteaPortfolioselectEnterprise,ProjectPortfolios…toopenthePortfolioform.
• Portfolios TheFile,Open(project)formalsoallowstheselectionofaPortfolio.
• OrganizationalBreakdownStructure–OBS
SelectEnterprise,OBS….toopentheOrganizationalBreakdownStructureform..
• ProjectCodes SelectEnterprise,ProjectCodes…toopentheProjectCodesform.
• JobServices AJobServicesmaybesetupbyselectingTools,JobServicestoopentheJobServicesform.
24.1MultipleUserDataDisplayIssuesThefollowingissuesMUSTbemanagedbytheDatabaseAdministratorandhavebeencoveredinthispublicationinothersections:
• Anyuser,withaccessrights,mayresetthedatabaseDefaultCalendarintheEnterprise,Calendarform,butthisoptionwillresetalluserstothesamecalendar.WhenanorganizationhasprojectswithdifferenthoursperdayanddaysperweekthenyoumaywishtoselectaDefaultCalendarof5daysperweekand8hoursperday.
• BydefaultmorethanonepersonmayopenaprojectunlesstheFile,Open,ReadOnlyoptionisusedoraccessislimitedthroughSecurityProfiles.Thus,twopeoplemaymakechangesandcreatetwoversionsofaproject.Dependingonwhocloseswhatandwhen,thefinalsavedversionmaynotbewhatitisthoughttobe.TheFile,RefreshDataoptionenablesausertorefreshprojectdatatoseewhatotheruserschanged.Trialsbytheauthorindicatethatonlychangeddataissaved,thusthefinalversionoftheprojectmaybeahybridofbothusers’versions.
• WhenmultipleprojectsareopenedtogetherandeachprojecthasdifferentSchedulingOptions,thentheSchedulingOptionsofalltheprojectswillbechangedandsettothesameastheDefaultProjectpermanentlywithoutwarning.Ityouareintendingtoopenmultipleprojectstogetherthenitisbebesttoensureallprojectshavethesameschedulingoptions.
• UserBaselinesarenotProjectBaselines.WhenaseconduseropensaprojectwhichhasaPrimaryUserBaselinesetbythefirstuser,thenthisbaselinewillnotbeassignedtotheseconduser.Whenthesamelayoutisusedtodisplaytheproject,the<CurrentProject>Baseline,whichdisplaysthePlannedDates,willbedisplayedasthePrimaryUserBaseline.Again,two
usersopeningthesameprojectandusingthesameLayoutmaydisplaydifferentdata.
• ItispossibletohavetwoCurrencieswiththesamesymbolandifauserselectsadifferentcurrencythenallcostsdisplayedbytheuserwillbeconvertedtoadifferentvalue.Thisoptionmustbecarefullymonitoredandifyoudonotneedmultiplecurrenciesthenitissuggestedthatyoushoulddeletethemall,toavoidanypossibleproblems.Ifyouareusingmultiplecurrenciesthenmakesurethatallcurrencieshaveadifferentsignsothereisnoconfusion.
• UserswithdifferentUnitsFormatintheirUserPreferenceswilldisplaydifferentvaluesfortheirunitsvalueswhichmaybeconfusingwhentwousersreporttwodifferentresourcevaluesforthesameproject.
Itiscriticalforcontractorstoappointadatabasemanagerwhounderstandstheseissuesandkeepsaneyeonwhatisbeingsenttoclientsandmakessurethatanydisplayissuesareeitherhiddenorexplainedtotheclientinwriting.Contractorsmaywishtoconsidermakingthesystemuserandtheprojectthesame,asthisresolvesanumberofissues.Forexample,UserFiltersandLayouts,includingheadersandfooters,arebydefaulttheproject’s,reducingthepossibilityofsendingoutareportwiththeincorrectheaderorfooter.Userdefaultsbecomeprojectdefaultsresolvingdisplayissues.Accesstotheprojectmaybeeasilyrestrictedtotheoneuserandthereforeonlyonepersonmayhavetheprojectopenatonetime.
24.2EnterpriseProjectStructure(EPS)ItislikelythatyourorganizationhasdefinedanEPS(unlessyouhaveastandaloneloadofPrimavera)thatisavailablefornewprojectstobecreatedin,but:
• YoumayneedtoaddanadditionalEPSNodeforyourproject,or
• IfyouarestartingwithablankdatabaseandanEPShasnotbeendefined,youwillneedtocreateatleastoneEPSNodetoassigntoyourprojects.
Toadd,delete,ormodifytheEPSNodestructure:
• SelectEnterprise,EnterpriseProjectStructure…toopentheEnterpriseProjectStructure(EPS)form,or
• Project,EPS,AddSiblingEPSintheWebfortheOptionalClientusers.
• ThepictureshowstheEPSofademonstrationdatabasesuppliedwithPrimavera.
• The iconisusedtocreateanewEPSNode.
• Thenodeisthenassignedan:
EPSID,EPSName,andResponsibleManager.
• Thearrowsunderthe iconareusedtoreorganizetheEPSNodes.
• Theremainderoftheiconsareformodifyingthestructure,asyourequire.
24.3ProjectPortfoliosTheProjectPortfoliofunctionreducesthenumberofProjectsthatareviewedintheProjectsWindow:• Tocreate,edit,ordeleteaPortfolioselectEnterprise,ProjectPortfolios…to
openthePortfolioform.• Createaportfolioandaddprojectsusingthisform.APortfoliomaybeGlobal
andallusershaveaccessorjustbeavailabletotheassigneduser.
• TheFile,Open…(project)formalsoallowstheselectionofaPortfolio,whichreducesthenumberofprojectsthataredisplayedintheOpen(project)form.
• AfteraPortfoliohasbeenselectedusingFile,Open…,SelectProjectPortfolio…,onlythoseprojectsinthePortfoliowillbedisplayedintheProjects
Window.
Thisfeatureisessentialwhenyouhaveadatabasewithalargenumberofprojects.
24.4OrganizationalBreakdownStructure–OBSTheOBSisanEnterprisehierarchicalstructurethatisintendedtorepresentthecompany’sOBS.
TheOBSfunctionisthesecuritygatewayanddoesnothavetomirroryourcompany’sOBS.AnystructurethatenablesyoutoassignuseraccesstoprojectsisusuallysatisfactoryandsomecompaniesjustduplicatetheirEPSastheOBSanduseaprojectcodefortheOBS.
• AusermaybeassignedtoprojectsornodesintheEPSortoaWBSNodefromtheOBSform.
• AuserassignedanEPSisnormallyresponsibleforallprojectsassociatedwithallelementsoftheEPS.
• TheOBSmayalsobeusedtoassignaccessbyindividualpeopletoprojectsandWBSNodes.
24.4.1CreatinganOBSStructure
Tocreate,edit,ordeleteanOBS:
• SelectEnterprise,OBS…toopentheOrganizationalBreakdownStructureform,or
• SelectAdminister,UserAccess,OBSfromtheWebfortheOptionalClientusers.
• Add,delete,andedittheOBSNodesinasimilarwaytoaWBS.
24.4.2GeneralTabThedescriptionoftheOBSmaybeaddedintheOBSGeneraltab.24.4.3UsersTab
TheLoginNameisassignedtotheOBSintheOBSUserstab.Usersshouldthereforebeassigned:
• Aresourceforwhentheyareassignedtoworkonanactivity,and
• AnOBSNodefortheworktheyareresponsiblefororshouldhaveaccessto,and
• ASecurityProfileassigningtheiraccessrights.
24.4.4ResponsibilityTab
TheOBSResponsibilitytabisusedtoindicatetowhichEPSorWBSNodeapersonhasbeenassigned.Thepersonisassignedto:
• AProjectintheGeneraltaboftheProjectsWindow.• AnEPSNodeintheGeneraltaboftheProjectsWindow.• AWBSNodeintheGeneraltaboftheWBSWindow.Assigningresponsibility
attheWBSNodecontrolsaccesstotheactivitiesundertheWBSNode,butdoesnotpreventtheuserfromseeingtheentireproject’sdata.
24.5Users,SecurityProfilesandOrganizationalBreakdownStructureThissectionisintendedtointroducethistopic.PleaserefertothePrimaveraAdministrationManualforfulldetails.
Thefullpictureandprocessesforcreatingusersandassigningaccessare:
• TheEPSiscreated,allowingprojectstobecreatedundereachNode.Thisoftenmirrorsthecompany’snetworkdrivehierarchy.
• TheOBSiscreatedandactsasasecuritygatewayforuserstoaccessprojects.Thismaynotneedtorepresentyourcompany’sOBSandoftenthisissetuptomirrortheEPS.
• AUseriscreatedbyselectingAdmin,Users…andeachUserisassigned:
AGlobalSecurityProfilewhichallowsaccesstoGlobaldatasuchasEPS,OBS,etc.
AProjectSecurityProfileforeachassignedOBSNodewhichallowsaccesstooneormoreEPSNodes,Projects,orWBSNodeswithinaproject.
AccesstoalloroneResourceNodesisassignedtoauserfromtheResourceWindow.Theusercanonlyseeandassignresourcesfromthisnode,butmayseeanyresourcesandtheirassociatedcostsoncetheyareassignedtoactivities.
Accesstoasoftwarelicense,allowingtheusertologinandstartthesoftware.
TheusermaybeassignedtoaresourceintheResourceWindow,thusallowingtimesheetstobeused.
OneormoreResourcesmaybeassignedtooneormoreRoles.
SecurityProfilesarecreatedbyselecting:• Admin,SecurityProfiles….,or
• Administer,UserAccess,GlobalorProjectSecurityprofilesfromtheWebforOptionalClientusers.
Therearetwotypesofprofiles,GlobalProfilesandProjectProfiles,whichareassignedtoUsersallowingaccesssuchasReadOnly,Create,Delete,etc.:
• AccesstoGlobalDataiscontrolledthroughGlobalProfiles,and• AccesstooneormoreOBSNodesiscontrolledthroughProjectProfilesby
assigningUserstooneormoreOBSNodesandassigninganapplicableProjectProfile.
AUseriscreatedbyselecting:• Admin,Users…,or
• Administer,UserAccess,UsersintheWebforOptionalClientusers.
EachUserisassigned:
• AGlobalProfilethatenablesaccesstoGlobaldata,• AnoptionalResourceNodethuslimitingaccesstoanareaoftheResource
Window,and• OneormoreOBSNodesandanapplicableProjectProfileforeachOBS
Node.
Therefore,accesstoprojectsiscontrolledthroughtheOBS.EachOBSNodethatisassignedtoaUsermaybeassignedadifferentProjectProfile.Asaresult,aUsermayhaveread-writeaccesstosomeprojectsandread-onlytoothers.
TheOBSiseditedbyselectingEnterprise,OBS….
ProjectsareassignedtoanOBSwhentheyarecreatedandtheOBSNodemustprovidetherequiredaccessrightstotheprojectdata.
WBSNodesmaybeassignedtoindividualuserswhich,althoughdoesnotpreventthemfromviewingalltheprojectdata,willlimittheiraccesstojustthenodetheyhavebeenassignedtointheWBSWindow.
24.6ProjectCodesProjectCodesinPrimaveraworkinasimilarwaytoProjectCodesinP3.ThecodesareassignedtoprojectsandenableprojectstobeGroupedandSortedunderanalternativestructuretotheEPS.
Forexample,whenanEPSrepresentsthephysicallocationofofficesbycountry,state/countyandcity,theProjectCodesenablesprojectstobegiventags,suchasReasonfortheProject,Safety,Compliance,NewProduct,andIncreaseProduction.TheProjectsmaybegroupedundertheseheadings.
Therefore,projectcodesareusedtoGroupandSortProjectsinasimilarwaythatActivityCodesareusedtoGroupandSortActivities.
TocreateaProjectCode:
• SelectEnterprise,ProjectCodes…toopentheProjectCodesform,or• Administer,EnterpriseData,Project,ProjectCodesfromtheWebfor
OptionalClientusers.
• TheProjectCodesarecreated,edited,anddeletedinasimilarwaytoActivityCodes.
ProjectCodesmaybeassignedtoprojectsintheProjectsWindowinasimilarwayasActivityCodesareassignedtoactivitiesby:
• DisplayingtheappropriateCodeColumn,or
• OpeningtheCodestabintheProjectsWindow.ProjectsmaybeGrouped,SortedandFilteredintheProjectsWindowusingtheGroupandSortandFilterfunctions.
24.7Filtering,GroupingandSortingProjectsintheProjectsWindowProjectsareGroupedandSortedandfilteredintheProjectsWindowinthesamewayasactivitiesareintheActivitiesWindow.Layouts,Filters,columnsandbarformattingworkinthesamewayinbothwindows.
ProjectsmaybeGroupedbyfieldssuchasOBS,Responsibility,ProjectCodesandmanyotherfields.SeetheGroup,SortandLayoutschapterformoredetailonthissubject.
Projectsmaybefilteredbysimilarfields,butsomeofthemoreusefulfieldstofilterprojectsbyaretheStatus,ResponsibleManager,andProjectCodefields.
24.8ProjectDurationsintheProjectsWindowTheprojectdurationsinboththeProjectsWindowandActivitiesWindowarecalculatedbasedontheProjectDefaultcalendar.
ThesummarydurationsofbandsintheProjectsWindowarecalculatedontheEnterprise,Calendars…,DefaultCalendar.
24.9WhyAreSomeDataFieldsGrayandCannotBeEdited?
Ifyouareunabletoeditdatathenconsiderthefollowingpoints:
• Youmaynothaveaccess.Discussyouraccessrightswithyouradministrator.
• Somedata,e.g.,theprojectStatus,needstheprojectopenbeforethedatamaybeedited.
• Thefieldmaybecalculated,suchasActualDuration,andcannotbeedited.
24.10SummarizingProjectsThedatadisplayedintheProjectsandTrackingWindows,suchasDurations,Dates,etc.,maybeincorrectunlesstheprojectshavebeensummarizedbyselectingTools,Summarize.TheSettingstabintheProjectWindowspecifiestowhatlevelthedataissummarizedandindicateswhenitwaslastsummarized.
AlargedatabasetakesasignificantamountoftimetosummarizeandmaybesummarizedautomaticallyusingJobServices.
Inthepictureabove,selectingSummarizetoWBSLevelissettozerosoalllevelsoftheWBSwillbesummarized.
24.11JobServicesAJobServicesmaybesetupbyselectingTools,JobServices…toopentheJobServicesform,whichcanperformthefollowingfunctionsononeormoreselectedprojectsorEPSNodes:
SelectAdminister,GlobalScheduledServicesintheWebforOptionalClientusers.
• ApplyActualstoprojectswhentimesheetsareused,• BatchReports.IntheReportsWindowaBatchmaybecreatedbyselecting
Tools,Reports,BatchReports…toopentheBatchReportsform.Thiscreatesoneormorereportssimultaneously.ABatchmayberunonaregularbasisusingajobservice:
• Exportoneormoreprojectsonaregularbasis,or• Scheduleoneormoreprojectsonaregularbasis.• Summarizeprojects.
24.12TrackingWindowTrackingLayoutsareusedfortheresource,cost,andscheduleanalysisofmultipleprojects.Thissectionintroducestheconceptsbutdoesnotgointothedetailofusingthisfunction.YoushouldexperimentwiththeGroup,Sort,and
Filteringoptionsavailable,whichallfunctioninasimilarwaytootherwindows.
• TheselayoutstypicallydisplaysummarizeddatatoEPSorProjectandWBSNodelevel.ThedatamustbesummarizedusingTools,SummarizeorusingJobServicestodisplaythelatestcurrentdata.
• Toseewhenaprojectwaslastsummarized,selectboththeSettingstabinthelowerProjectsWindowpaneandtheWBSleveltowhichdataissummarized.
TherearefourTrackingLayouttypesandanewlayoutiscreatedby:• Savinganexistinglayout,savingwithanewnameandeditingit,or
• SelectingView,Layout,NewLayout…whichopenstheNewLayoutform:
ThefollowingpicturesindicatethetypeofdataaTrackingLayoutwilldisplay:• ProjectTablesdisplaycolumnsofdataforselectedProjectsorWBSNodes:
• ProjectBarChartsdisplayselectedprojectsofWBSNodedatainhorizontalbars:
• ProjectGantt/Profilesdisplaythreepanes,withbarsinthetoprightpaneandeitheraspreadsheetoraprofileinthebottompane.
• ResourceAnalysisdisplaysfourpanes:Theprojectstobeanalyzedareselectedinthetopleft-handpane,
Theresourcestobeanalyzedareselectedinthebottomleft-handpane,
Bars,aResourceProfilesoraResourceTablemaybedisplayedinthetopright-handpane,and
Thebottomright-handpanemaydisplayeitheraResourceProfileoraResourceTable:
AnexistinglayoutmaybeseenbyopeningtheOpenLayoutform.SelectView,Layoutorclickthe iconinthetopright-handpane.
TheForecastBarshavebeendraggedtoanewlocationandtheEdit,UserPreferences…,ResourceAnalysis,Time-DistributedDataoptionsettoForecastdatesallowstheResourceRemainingEarlyunits/coststoberecalculatedontheForecastdates.ThebottompaneofaTrackingLayoutmaybehidden,aswithotherwindows.
Youshouldexperimentbyright-clickinginallthepanestoseeallthe
25MULTIPLEPROJECTSCHEDULING25.1MultipleProjectsinOnePrimaveraProjectWhentherearemanysmallprojectsthatneedtobemanaged,itwouldbelogicaltocreateaPrimaveraProjectforeachproject.
Ontheotherhand,oneshouldalsoconsiderputtinganumberofsmallprojectsinonePrimaveraProjectandhavetheprojectsidentifiedbythefirstlevelWBSNodeorsomeothercoding,suchasActivityCodesorProjectPhase/WBSCategory.Thisisespeciallypracticalwhentherearemanyprojectswithaverysmallnumberofactivitiesorwhenanorganizationonlyrealizesbenefitsfromanumberofcompletedprojectswhentheyareallfinished.Thisoptionisalsopracticalwhenoneschedulerismanagingallthesmallprojects.TheonlyproblemwiththisapproachisthatP6doesnotallowpartialprojectstobeBaselined.
25.2MultipleP6PrimaveraProjectsRepresentingOneProjectNormally,onePrimaveraProjectwouldbecreatedforeachofanorganization’sprojects.TheremaybearequirementtobreakaProjectdownintoSub-projects,thesereasonsinclude:
• TheprojectislargeenoughtorequireanumberofschedulersandthereforeaPrimaveraProjectcouldbecreatedforeachschedulertodelineateeachscheduler’sareaofresponsibility.
TwoormoreschedulersmayopenoneprojectandaccessmaybeassigneddowntoWBSNodebuttheUserAccesshastobesetuptoallowthemtobeabletoscheduleandtheyarenotabletolinktootherWBSNodes.
Therecouldbearequirementtokeepanindividualorganization’sfinancialinformationconfidentialandassecurityandaccessissetatprojectlevel,informationinoneprojectmaybehiddenfromspecificusers.Thissituationmayexistwhentherearetwoormorecontractorsschedulingpartsofaprojectandtheyrequiretheircosttobekeptconfidentialfromothercontractors.
• Aprojectmayhaveseperablepartsormultipleclientsbutitisnecessarytoreporttheprojectpartsseparately,yetallowresourcemanagementproject-wide.Again,aPrimaveraprojectcouldbecreatedforeachseparatepartoftheproject.InthissituationeachusermaybegivenaccesstoonlyoneResourceNodefromtheGlobalAccesstaboftheAdmin,Usersform.
• Asub-projectcouldbecreatedasaPrimaveraProjectforthesecurityofsensitivefinancialinformation.Thecostmaybeassignedtoresourcesinthefinancialsub-projectwithaccessgiventospecificindividuals.Activitiesinthefinancialsub-projectmaybeLOE(LevelofEffort)activities,spanningactivitiesinothernon-costsub-projects.Thismethodisgenerallysuitableforhighlevel
costplanningandmanagementwhileallowingthedetailedplanningofaprojectinanon-financialsub-projectwithouttheburdenofmanagingcosts.
WhenaPrimaveraProjectiscreatedforeachsub-project,itwouldbelogicaltokeepallthePrimaveraProjectslocatedunderone“project”EPSNodeandassignedasingleProjectCode.AllthePrimaveraProjectscouldbeopenedatonetimeforschedulingandreportingbyselectingtheEPSNode.
ThedecisiontobreakaprojectintotwoormorePrimaveraProjectsmusthaveasoundbasisandbewellthoughtout.Theenvironmentchosenshouldbewellpilotedandtestedtoensurethedesiredresultsareobtainedfromthesoftware.Planningandschedulingsoftwareishardenoughtousewithoutaddingtheburdenofcreatingmultipleprojects.Thereisalargeamountofanalysisthatmaybecompletedwithoutusingmultipleprojects.Filtersmaybeusedtoisolatepartsofaprojectandsub-netcriticalpathsmaybegeneratedanumberofways,suchasusingtheCalculatingMultiplePathsfunction.Youmustensurethattherequirementtobreakaprojectintosub-projectsusingindividualPrimaveraprojectsiswell-founded.
Somepeoplesuggestthatsub-contractorsshouldruntheirownsub-projectswithinamasterschedule.Myexperienceisthatsmallerornewsub-contractorsoftenareveryinexperiencedatschedulingandmanydonotknowthebasicsofscheduling.Itisthereforeunreasonableandriskytoexpectsub-contractorstodrivestrangeandcomplexschedulingsoftwareandgetitright.Someindustriesarebetterequippedtomanagecomplexsoftware,withskillsfoundmorelikelyinindustriessuchasIT,butlesslikelytobefoundintheconstruction-relatedsector.
Itisalsomyexperiencethatitisbettertoreducethenumberofschedulersworkingonaprojectscheduletotheabsoluteminimumrequiredtomanageaproject.Inlargecomplexprojects,thesepeopleneedtobetrainedintheuseofthesoftware,bereasonablyexperiencedrunningthesoftware(orworkingunderapersonwhoisexperienced),andruntheschedulebyanagreed-uponanddocumentedsetofguidelines.
Managingtheinclusionofsub-contractors’schedulesalwaysbecomesanissue.Alliancestendtohelpresolvethisproblemastheschedulesthenbecomeajointresponsibility.
25.3SettingUpPrimaveraProjectsasSub-projectsThereareanumberofissuestobeconsideredwhenmovingtothisenvironment.BeawarethatPrimaveradoesnothavethesub-projectoptionsthatarefoundinotherproducts.ForexamplethereareEPSActivityCodesbuttherearenoEPSFilters,Layouts,ResourcesorSchedulingOptionsandaWBSmaynotbesharedwithmorethanoneP6project.Thereisnoinbuilt“P3ProjectGroup”calculationoption,whichmayresultinsomeinterestingfloatcalculationsthatresultfrominter-projectrelationships.Thissectionexplainssomeworkarounds.
25.3.1OpeningOneorMoreProjects
EnterpriseandProjectdatamaybeaccessedintheProjectsWindow.ToaccessProjectactivityinformation,suchasactivities,resources,andrelationships,aprojectmustbeopenedandtheActivitiesWindowdisplayed.Oneormoreprojectsmaybeopenedatthesametimebyselectingoneormoreprojectsand/orselectingoneormoreEPSlevelsandthen:
• Right-clickandselectOpenProject,• SelectCtrl+O,• SelectFile,Open…toopentheOpenProjectform:TheOpenformenablestheoptionsofopeningasExclusive,SharedorReadOnly.
AprojectmayonlybeopenedasExclusive(meaningthatonlythecurrentusermayeditit)byusingtheOpenProjectform.Allothermethodswillresultintheproject’sbeingopenedintheSharedmodeandalluserswithaccesstotheprojectmayopenandedittheproject(s)atthesametime.TheSharedoptionmayresultinoneuser’seditsoverwritinganotheruser’sedits,dependingonwhosavedwhatandwhen.Inaddition,openingintheSharedoptionmayresultindifferentusersseeingdifferentvaluesforActivity,WBSNodes,andProjectdurationsindaysorhoursiftheusershavedifferentUserPreferencesTimeUnits.
25.3.2DefaultProjectWhenmultipleprojectsareopened:
• ThesystemselectstheDefaultProjectwhentwoormoreprojectshavebeenopenedatthesametime.
• TheDefaultProjectSchedulingOptionsareusedtocalculatealltheopenprojects.
• SelectProject,SetDefaultProject…toopentheSetDefaultProjectformwhereyoumaychangethedefaultproject:
• AllopenprojectsWILLhavetheirSchedulingOptionssettothesameastheDefaultProjectaftertheprojectshavebeenscheduled.
TheHelpfileindicatesthattheDefaultProjectsschedulingandlevelingsettingsareusedforscheduling.ItisalsothedefaultprojectfornewdatasuchasactivitiesorissueswhentheprojectsarenotgroupedbyWBS.
NOTE:WhenmorethanonePrimaveraprojectisopenedatthesametimeandeachprojecthasdifferentschedulingoptions,thenthenon-defaultproject’sschedulingoptionsarechangedtobethesameasthedefaultproject’s,withoutwarning.Thesenon-defaultprojectsmaycalculatedifferentlywhenopenedwithotherprojects.Inaddition,thenexttimeanon-defaultprojectisopenedinisolationitmaycalculateverydifferentlyfromtheprevioustimeitwasopenedinisolation.Topreventthis,eitherallprojectsineachdatabasemusthavethesameschedulingoptions,oraccesstoprojectscarefullyrestricted,orensureusersonlyopenoneprojectatatime.
Anexampleofchangingthedefaultprojectwheneachprojecthasdifferentoptionsisdemonstratedinthefollowingpicture.Thefirsthasretainedlogicandthesecondhasprogressoverride.ActivityPG3-2hasmovedforwardintimeasitisnowbeingscheduledwithProgressOverrideafterinitiallybeingscheduledwithRetainedLogic.Thesetypesofunexpectedchangesmaysignificantlyaffectyourprojectandmayoccurwhentwoormoreprojects,eachwithdifferentschedulingoptions,areopenedtogether.
25.3.3SettingtheProjectsDataDatesThedefaultprojectdoesnotsettheDataDateforallprojects.Intheexamplefollowing:
• ThedefaultprojectisSub-project1,whichhashadtheDataDatesetto7Feb,
• Sub-project2DataDateissetto3Feb,
• Sub-project3hasaDataDateof1Feb.
Whenscheduling,thefollowingmessageisreceived:
Unlinkedactivities,PG1-6,PG2-6andPG3-4,havebeenaddedtoeachprojectanditmaybeseeninthefollowingpicture:
• AllprojectsarescheduledaccordingtotheirownDataDates,
• TheDataDatelineisshownontheearliestprojectDataDate.
TheDataDatesofmultipleprojectsmaybesetusingacolumnintheProjectsWindowandutilizingtheFillDownfunction.25.3.4TotalFloatCalculationInP6.1andearlierversionstheTotalFloatofeachprojectiscalculatedtothelastactivityofeachindividualprojectschedule.InPrimavera6.2anewfunctionwascreateunderTools,Schedule…,Options…,Calculatefloatbasedoneitherwhichresolvesthisproblem.Seeparagraph15.2.10forfulldetailsonhowthisfunctionoperates.
25.4RefreshDataandCommitChangesTheFile,RefreshDataoptionisusedwhentwoormorepeopleareworkingonthesameproject.Itensuresthatthelatestdataisdisplayed,whichenablesoneusertoseethelatesteditsmadebyanotheruser.ThisincludesresettingtheGlobalCalendarifanotheruserchangesit.
TheFile,CommitChangesoptionisusedtowriteanyschedulechangestothedatabase.
25.5WhoHastheProjectOpen?WhenaprojectisopenedwithPrimaverausingtheFile,OpenoptiontheOpenProjectformhasAccessModeoptionstoopentheprojectasExclusive,Shared,orReadOnly.
Select toopentheProjectUsersformandseewhoelsehasthefileopen.
ThedefaultoptionisSharedandthatmeansanyprojectthatisnotopenedwiththeOpenProjectformwillbeopenedasShared.Anyonewhohasaccessmayalsoopentheproject,calculateanddisplaywiththeirUserPreferences,andreportdifferentdatafromthesameprojectatthesametime.
25.6SettingBaselinesforMultipleProjectsBaselinesmaybesetforalltheprojectsusingtheMaintainBaselinesform(whenmultipleprojectsareopen)andtheAssignBaselinesform.Thefollowingpictureshowtheprocessofsettingmultipleprojectbaselines:
• OpentheMaintainBaselinesformbyselectingProject,MaintainBaselines…:
Eitherallprojectsmaybeselectedandacopyofallprojectssetasthe
Baselinesatonetime,or
Othercurrentprojectsmaybeconvertedfromthedatabaseoneatatime.
• Select toopentheAddNewBaselineformandcreatethenewbaselines,
• SelectProject,AssignBaselines…toopentheAssignBaselinesformandselectoneprojectatatimetoassignthebaselines.
Remember,aUserBaselinesetbyoneuserwillnotbedisplayedwhenanotheruseropenstheproject.The<CurrentProject>BaselinedisplaysthePlannedDatesfromthecurrentscheduleandwillbeshownasabaseline.
25.7RestoringBaselinesforMultipleProjects
TheprocessidentifiedinthepreviouspageresultsinoneinterestingissuewhenBaselineprojectsarerestored.ThesoftwarecreatesGhostrelationshipsandExternalDates,bothofwhichmustbeavoidedatallcosts,asthereisariskthatneithertheBaselinenorCurrentprojectswouldcalculatecorrectlyonceMultipleProjectBaselinesarerestored.
Theexamplebelowexplainswhathappenswhenthreesimpleprojectsarebaselinedtogether:
• Thethreeprojectswereopenedtogetherandbaselinedandrestored:
• WhenthecurrentandbaselineprojectsareopenedtherearerelationshipsbetweentheCurrentandBaselineprojectsaddedbythesystemwithoutwarning.
• Whenthecurrentprojectisopenedandactivitydurationsshortenedyouwillseethatthescheduledoesnotcalculatecorrectly:
Thereforeifyouwishyourbaselineprojectstomaintaintherelationshipstootherbaselinedprojectsonlywhentheyarebaselinedatthesametimeandnotcreaterelationshipstoothercurrentprojectsthenyoumust:
• OpentheProjectsWindow,• Copythemultipleprojectsinthisview,
• ThensetthebaselinesusingtheConvertanotherprojecttoanewbaselineofthecurrentprojectoptionintheMaintainBaselineform.
Nowifthebaselinedprojectsarerestoredthentheirrelationshipswillberelatedtothecorrectotherbaseline.
26UTILITIES26.1ReflectionProjectsPrimaveraVersion6.0createdaReflectionprojectfunction.AReflectionisa“What-if”copyofaprojectthatmaybeeditedandthenmergedbackintotheoriginalproject,asthechangesmadearerequiredtobekeptmaybeincorporatedintotheoriginalprojectandthosenotrequiredmaybeignored.
TheReflectionprojectmaybesharedwithawideraudienceandpeopleaskedtoviewandmakechangestotheproject.TheReflectionprojectmaybeexportedandsenttoacustomerwhomaymakechangesandthenimportedbackintothedatabase.
TocreateaReflection:
• IntheProjectWindowhighlighttheprojectandright-click,• SelectCreateReflection….
TheReflectionprojectiscreatedwithanewIDandthetermReflectionaddedtotheProjectName.
TomergeaneditedReflectionproject:
• OpentheReflectionproject,
• HighlighttheReflectionprojectandright-click,
• SelectMergeReflectionintosourceproject…,
• Thisopensaformthatwillallowachoicetobemadeaboutwhichchangesshouldbekept,ifabackupXERfileshouldbemade,andiftheReflectionprojectistobekeptordeleted:
26.2AdvancedSchedulingOptionsPrimaveraVersion5.0hasanewoptionthatenablesindividualcriticalpathstobebandedasinthefollowingpictureandisusefulwhenanalyzinglargerprojectsthathavemorethanonecriticalpath.ThisissimilartoGroupingbyTotalFloatbutthisfunctionnumbersthePathsandeachpathcontainsactivitiesthatarelinked,whereasbandingbyTotalFloatmaygroupunlinkedactivities.
Therearetwostepsinvolved,firstlycalculatingthemultiplepathsandsecondlydisplayingthemultiplepaths:
26.2.1CalculatingMultiplePathsTocalculatemultiplecriticalpaths:
• SelectTools,Schedule…,Options…,Advancedtab,• ClickonCalculatemultiplefloatpaths,• SelectifyouwishthesoftwaretousetheTotalFloatorFreeFloattocalculate
themultiplepaths.
• TheDisplaymultiplefloatpathsendingwithactivityisusedtoselectanactivitythatisinthemiddleofascheduleandthedrivingpathsofthisactivityarecalculated.
• SelectthenumberofpathsforthesoftwaretocalculateintheSpecifythenumberofpathstocalculatebox.
• Select andscheduletheproject.
26.2.2DisplayingMultiplePathsTherearetwofieldsthatarepopulatedinthisprocess:
• FloatPath,and• FloatPathOrderEitherselectmultiplepathLayoutorcreateaLayoutthatGroupsbyFloatPathandSortsbyFloatPathOrder,asinthefollowingexampleswhichshowabeforeandaftergrouping:
ThereadermaywishtoreadtheHelpfileorexperimentwiththesoftwaretoseetheresults.
26.3AuditTrailColumnsPrimaveraVersion5.0introducedfourbasicaudittrailcolumnsthatmaybedisplayedintheActivitiesWindow,whichdisplaythedateanduserwhoaddedtheactivityandbywhomandwhenitwasmodified:
• AddedBy–theuserwhoaddedtheactivity,• AddedDate–thedatetheactivitywasadded,• LastModifiedBy–theuserwholastmodifiedtheactivity,and• LastModifiedDate–thedatetheactivitywaslastmodified.PrimaveraVersion6.0introducedtwonewresourceassignmentfieldsavailableintheActivitiesWindow,ActivityDetails,Resourcestab:• Assignedby,and• AssignedDate.
26.4ExcelImportandExportToolPrimaverahasabuilt-intoolforimportingtoandexportingfromExcelthefollowingdatawhentheuserisassignedaSuperusersecurityprofile:
• Activities
• Relationships
• Resources
• ResourcesAssignments,and
• Expenses.
ToimportorexportdatatoExcelselectFile,Import…orExport…andfollowtheinstructionsinthewizards.ExportTemplatesmaybecreatedandre-usedatalaterdatewiththistool.
Thefollowingsheetsarecreateduponexportandthesesheetnamesmustnotbechanged:
• TASKcontainingActivitydata• TASKPREDcontainingActivityRelationshipsdata• PROJCOSTcontainingExpensesdata• RSRCcontainingResourcesdata• TASKRSRCcontainingResourceAssignmentsdata• USERDATAcontaininguserdatathatshouldnotbechanged.These templates allow the user to specify what data is to be imported andexported;anexampleisbelow:
26.4.1Notesand/orRestrictionsonExportAfewpointstounderstandwhenusingthePrimaveraExcelImportfunction:
• Thefollowingsheetsarecreatedonexportandthesesheetnamesmustnotbechanged:
TASKcontainingActivitydataTASKPREDcontainingActivityRelationshipsdataPROJCOSTcontainingExpensesdataRSRCcontainingResourcesdata
TASKRSRCcontainingResourceAssignmentsdataUSERDATAcontaininguserdatathatshouldnotbechanged.
• Donotchangethelanguagebetweenimportingandexporting.
• Thefirstrowofdataineachsheetthatisexportedcontainsthedatabasefieldname.Thefirstrowmustnotbechangedotherwisethedatawillnotbeimported.
• ThesecondrowinthespreadsheetcontainsCaptionsthataredeletedonspreadsheetimportbythe“DeleteThisRow”entryintherightcolumnofthespreadsheet.Thisentrymaybecopiedtoandlineofdatathatistobedeletedfromtheproject.
• DictionarydatasuchasActivityCodesbeingimportedmustexistbeforethedataisimported.
• OnlyActivityCodesmaybeimported,ifyouwishtoimporttheActivityCodedescriptionsthenyouwillhavetousetheSoftwareDevelopersKit(SDK).
• Onlyamaximumof200columnsofdatamaybeexported.
• Sub-unitsoftimearenotsupportedandtheSub-unitcheckboxesintheEdit,UserPreferences…,TimeUnitstabshouldbeunchecked.
• PercentCompletesmustbeavalueofbetween0and100.• Anythinglistedasafieldmaybeexported.
• TheUserPreferenceswillaffecthowyourdataisexportedandmaygivedifferentvaluesforresources.
26.4.2NotesandRestrictionsonImportWhenattemptingtoimportdatausingthistypeoftooltherearesomeguidelinesthatapplytomanyapplications,notjusttothisPrimaveratool:
• Createatestprojectandexperimentwiththisfunctionbeforeusingitonaliveproject.
• Exportsomedatafirstasthisexportsthecorrectcolumnheadingsandsheetnames.
• Changeoradddatatotheexportedspreadsheetandimportnewdataintothetestenvironment.Thenreviewthatthedataisimportingcorrectlyandthatthescheduleiscalculatingasexpected.
• Backuportakeacopyofyourliveprojectbeforeimportingintoaliveproject.
• ItisoftenbettertoimportintoUserDefinedFieldstoensurethedatagetsintothedatabaseandthenGlobalChangeintothedesiredplace.
• ActivitydatamusthavetheActivityIDandWBSCodeasthesearetheuniqueidentifiersforeachactivitywithinadatabase.
• Thedelete_record_flag¸inthefarrighthandcolumn,titledDeletetitledthisrowagainstline2oftheExcelspreadsheetdeletestheline2activityonimport.
• TheDeleteThisRowflagmaybeplacedagainstanyspreadsheetlineandtheactivitywillbedeletedonimport.
Calculatedfieldsmaynotbeimportedandaremarkedwithan(*).Seepicturebelow:
• Toseeifthedatafieldyouwishtoimportmaybeimported,exportthefieldandseeifthefieldhasan(*)bythesecondlinedescriptioninthespreadsheet.Fieldsthatmaynotbeimportedincludebutarenotlimitedto:
MostdatesexcepttheActualStartandActualFinish
ExpectedFinish
Actual,Remaining,andAtCompletionDurations
• Thereforeifyouwishtoimportdatestocreateun-startedactivitieswithoutimportingtheOriginalDurationthenyouwillhavetoimporttheactivitywithActualStartandActualFinishdateswhereyouwanttheactivitytolieanduseaGlobalChangetotake-offtheActualDates:
• Whenonlyexportingsomedataonanoccasionalbasisthenitmaybeeasierjusttocopyandpastethedataintoaspreadsheet.
ThereismoreinformationintheHelpfileunderReference,ImportingandExporting.
ActivityCodesandotherdatamaybeimportedbyloadingtheSoftwareDevelopersKit(SDK)andusingaspreadsheetavailablefromtheOraclePrimaveraKnowledgebase.YouwillneedtocreateaSupportLoginattheOraclewebsite.
Thereisanarticleatwww.primavera.com.auorwww.eh.com.auunderTechnicalPapersthatdescribesindetailhowtousetheSDK.
Ifyouwishtoimportdatesintoadatabasethenyouneedtousethe
API.ThishasbeenremovedfromtheP6V8ProfessionalClientbutisstillavailableintheP6V8EPPM(Web)version.
26.5ProjectImportandExportProjectdatamaybeimportedandexportedfromandtothefollowingformats:
• XER,whichisaPrimaveraproprietaryformat,usedtoexchangeprojectsbetweenPrimaveraVersion6.0databasesregardlessofthedatabasetypeinwhichitwascreated.
• Project(*.mpp).ThisisthedefaultfileformatthatMicrosoftProjectusestocreateandsavefiles.
• Project(*.XML).ThisisthefileformatthatMicrosoftProjectnowrecommendsforexportandimportfromotherproductslikePrimavera.Version8.3includedsomeenhancementstothisfunctionwhichareoutlinedintheWhat’sNewchapter,para28.18
• MPX(*.mpx).ThisisatextformatdatafilecreatedbyMicrosoftProject98andearlierversions.MPXisaformatthatmaybeimportedandexportedbymanyotherprojectschedulingsoftwarepackages.
• PrimaveraProjectPlannerP3andSureTrakfilessavedinP3format.ASureTrakprojectshouldbesavedinConcentric(P3)formatbeforeimporting.
• WithPrimaveraVersion6.0theimportationofP3fileshasbeenimproved:
Oneormoreindividualsub-projectsmaynowbeimported,and
TheimportEPSlocationsspecified,whichmaybedifferentforeachsub-project
SelectFile,Import…orExport…toopentheappropriateform.
• PrimaveraPM–(XML)isanewformatintroducedwithPrimaveraVersion6.0whichisindustrystandardandenablestheexportofmostdataforsingleprojectonly.
• PrimaveraVersion6.0projectsthatareopenmaybeexportedinXERformatthatmaybeimportedintoPrimaveraContractor,buttherearesomeissueswithbackwardcompatibilityandExternalDates.
Whenprojectsareimportedorexportedtootherschedulingpackagestheywilloftencalculatedifferentlyduetothedifferentmethodsofcalculationofeachpackage.DonotexpecttoimportfromMicrosoftProjectoranyothersoftwareandexpecttoseethesamedateswhenscheduling.Therearesomearticlesonwww.primavera.com.auandwww.eh.com.authatexplaintheissues.ImportingafilefromanotherPrimaveradatabasemaygivedifferent
resultsdependingonthedatabaseanduserpreferencesineachdatabaseandtheseshouldbecarefullychecked.
ImportingaprojectintoaworkingP6databasemustbecarefullyplannedtoensurethatexistingprojectsarenotimpactedbytheimporteddataandtheoptionsavailableontheimportwizardarefullyunderstood.Updatingoroverwritingexistingdatamayaffectexistingschedules.
Asacrificialdatabasemaybethebestoptionforreviewingschedulesubmittedbysubcontractorssoastonotcorruptyouownworkingdatabase.
26.6CheckInandCheckOutCheckInandCheckOutfunctionissimilartotheP3andSureTrakfunctionofthesamename,whichenablesaprojecttobecopiedfromadatabase,workedoninaremotelocationsuchasaclient’sdatabase,andthenbecheckedintotheoriginaldatabaseatalaterdateandtheoriginalscheduleupdatedwiththechanges.
• SelectfromtheProjectWindow,Generaltab,File,CheckOut…tocheckoutaproject:
• TheprojectXERfilemaythenbesenttoanotherpersonororganization,importedintoanotherdatabaseandedited.
• Onimporttoanotherdatabase,ExternalDatesarecreatedwherethereareinter-projectrelationshipsinthesourcedatabase.
TheseExternalDatesactlikeEarlyStartandLateFinishconstraintsandwillaffecttheschedulecalculation.YoushouldalwayscheckforExternalDateswhenimportingaproject.Seeparagraph15.2.1foranexampleofExternaldate.
ThefileformatofaCheckedOutfileisthesameasaprojectexportedinXERformat,butcheckingoutaprojectplacesaReadOnlyattributeontheproject,andthenitmaybeopenedbutnotedited.
ToremovetheReadOnlyattributeontheprojecteither:
• SelectFile,CheckIn…tocheckinaproject,or
• SelectchangethestatustoCheckedInintheProjectWindow,Generaltab:
Alsoensureyoucheckwhathashappenedtoanyoriginalexternalrelationshipsonre-importofaCheckedOutproject.
• Theoriginalinter-projectrelationshipsnormallygetre-linkedonimport,and
• ThenyourprojectmaycalculatedifferentlywhenyouhaveCheckedInaCheckedOutprojectthatnowhasExternalDatesanddifferentcalculateddates.
26.7UN/CEFACTxMLformatP6Version8.3supportsUN/CEFACTXMLformatfromtheFile,Exportmenu.ThisformatismandatedbymanyUSGovernmentagencies.
26.8OnlineHTMLHelpTheHelpmenuinP6Version8.3hasanadditionalmenuoptiontitledOnlineHelpwhichwilldisplaytheinformationinHTMLformatassistingpeoplewithdisabilitieswhomayaccessadditionalbrowserfunctions.
TheAdminPreferences,OptionstabhasanewP6OnlineHelpsectionwhichsetsthedefaultfortheF1key.TheURLissettotheOracleTechnologyNetwork(OTN):
26.9ActivityDiscussionFeatureAnewtabhasbeenaddedtotheActivitiesWindowinP6Version8.3,titledDiscussionwhichenables:• Userstocreateadiscussionthreadforeachactivity,
• EachentryissavedwiththedateofentryandusernameandtheentirethreadisrecordedallowingandinteractivediscussionbetweenuserswhohaveaccesstoP6,
AnewfieldtitledUnreadCommentshasbeencreatedsousersmayidentifyactivitieswithnewcommentsthattheyhavenotread.ThismaybeaccessedthroughTeamMemberWeb,theTeamMemberforiPhoneapp,andP6.
27EARNEDVALUEMANAGEMENTWITHP6ThischapterdoesnotteachEarnedValuebutitexplainshowP6EarnedValuefunctionsoperate.Therefore,beforeyoureadthischapteryouwillneedtohaveaverygoodunderstandingofEarnedValuePerformanceMeasurementandtheassociatedterminology.Ifyoudonotthenyoushouldconsiderreadingsomeofthefollowingdocuments:
• SomecurrentEVMStandards:
AS4817ProjectperformanceusingEarnedValue2006
DefenceMaterialSupplementtoAS4187
ANSI/EIA-748-A-1998EarnedValueManagementSystems
PMIPracticeStandardforEarnedValueManagement
• Othermaterial:
EarnedValueManagementAPMGuidelines
EarnedValueProjectManagement–QuentinW.FlemingandJoelM.Koppelman
Furthermore,readersmusthaveaclearunderstandingofandexperiencewiththefollowingtopics:
• TheP6optionsandpreferencesassociatedwithresources,and
• Updatingaresourcedschedule.
Thischapterwilloutline:
• WhichP6functionsmaybeusedforEVM,
• WhatP6settingsareusedinthesecalculations,
• WhatoptionsareavailableandhowEarnedValuecalculationsmaybeperformedinP6,
• Howthisinformationmaybereported.
ThemainCurvesthatareusedinEVMare:
• PerformanceMeasurementBaseline(PMB)whichisatime-phasedBAC.• PlannedValue(PV),orBudgetedCostofWorkScheduled(BCWS),isthe
valueofplannedworkatapointintimederivedfromthePMB.
• EarnedValue(EV),orBudgetedCostofWorkPerformed(BCWP),isthevalueofworkcompletedatapointintime.
• ActualCosts(AC),orActualCostofWorkPerformed(ACWP),istheexpenditureatapointintimetocompletethework.
• EstimatetoComplete(ETC),arevisedestimateoftheremainingwork.
Someimportantpoints:
• NocostorresourcedatamaybeheldatWBSlevel.Allcost,resource,andexpensedataisheldatActivityLevelandsummarizedatWBSNode.
• IfActualCostsandUnitsaretobecollectedatWBSlevelthenitmaybeappropriatetouseaWBSorLOEactivitytostorethisinformationanddetailtimingactivitiescreatedunderthese.
• P6willeasilycreatethePlannedandEarnedvalues.
• IfP6isusedtorecordActualValuesthenyourorganizationwillrequiresomematuresystemtoimportactualvaluesfromothercorporatesystems(accounting,procurement,timesheetingandcontractmanagement)inorderthattheschedulerdoesnotbecomeadataentryclerk.
UsersshoulddesigntheirsystemandtesttheirsystemwithP6toensurethatitisproducingtheexpectedresultsbeforeworkingonaliveproject.
27.1PerformanceMeasurementBaselineThePMBinPrimaveramaybereadfromeithertheBudgetorAtCompletionvaluesofaBaselineProject.
• AtthestartofaprojectthePerformanceMeasurementBaseline(PMB)isusuallyreadfromtheBaselineprojectBudgetvalues,whichnormallyareequaltotheAtCompletionvalues.
• Whenaprojectisre-baselinedinthemid-pointoftheprojectfromaprojectthathasprogress,thenatthispointintimesomeactivitieswillhaveprogressandtheAtCompletionvalueswouldnormallybedifferentfromtheBudgetvalues.
CarefulconsiderationneedstobegivenhereastowhichBaselinesettingistobeusedtoensurethecorrectvaluesarereportedasthePMB.
TheP6functionsthatdecidewhichvalueisreadasthePerformanceMeasurementBaseline:
• TheProject,AssignBaselines…formselectstheBaselinesprojectstobereadastheProjectBaselineandthePrimaryUserBaseline:
• TheProjectsWindow,Settingstab,ProjectSettings,BaselineforearnedvaluecalculationsdecideswhichoftheProjectbaselineorUser’sprimarybaselineisreadforP6PlannedValues:
TheAdmin,AdminPreferences…,EarnedValuetab,Earnedvaluecalculationsection,Whencalculatingearnedvaluefromabaselineuse,youshouldselecteitherthe:
AtCompletionvalueswithcurrentdates,orBudgetedvalueswithcurrentdates.
ItisrecommendedthatyoudonotselectoruseBudgetedvalueswithplanneddates,seeparagraph15.1.5fordetailsoftheP6PlannedDatesissues.
27.2PlannedValueThePlannedValueisthevalueoftheworkatapointintimethatwasplannedtobecompletedandisusuallyrepresentedbythevaluecalculatedattheCurrentDataDate.
InP6thereareseveraloptionsfordisplayingPlannedvaluesthatmaybeconfusing.Theyare:
• PlannedValueCostandPlannedValueUnitsarereadfromthePerformanceMeasurementBaselinesettingsasoutlinedinthepreviousparagraph:
ThesevaluesacknowledgetheAdminPreferences,Baselineforearnedvaluecalculations,andThesevaluesacknowledgetheProjectSettings,Baselineforearnedvaluecalculations
• BLProjectandBL1whichmaydisplayExpense,Labor,Nonlabor,MaterialandTotalCostsorLaborandNonlaborUnits.(ExpenseUnitsorMaterialUnitsareusuallynotavailable).
ThesevaluesacknowledgetheAdminPreferences,Baselineforearnedvaluecalculations,andTheseDONOTacknowledgetheProjectSettings,BaselineforearnedvaluecalculationsandreadtheProjectBaselineandPrimaryUserBaselinevalues,respectively.
• BudgetedExpenseCosts,BudgetedLaborCosts,BudgetedNonlaborCosts,BudgetedMaterialCosts,BudgetedLaborUnitsandBudgetedNonlaborUnits(BudgetedExpenseUnitsorBudgetedMaterialUnitsareusuallynotavailable)areNOTreadfromaBaselinescheduleasonemightexpectbutfromtheCurrentScheduleBudgetandtheCurrentSchedulePlannedDates.
AllBudgetedvaluesshouldbeusedwithcautionastheyarealwaysreadfromthecurrentscheduleBaselineandPlannedDates.
ThePlannedValuemaybedisplayedas:• TabulatedDatainlocationssuchasthe:
ActivityUsageSpreadsheet• GraphicalDatainlocationssuchasthe:
ActivityUsageProfileTrackingWindowbycreatingaProjectGantt/Profile.
• ColumnsDatainlocationssuchasthe:TrackingWindowbycreatingaProjectTable,ActivitiesWindowusingPlannedValueCostorPlannedValueLaborUnits:
Therearenooptionsforselectinganddisplayingfromaprogressedscheduleforthefollowing:
• TheLateBaselinevaluesasastandardoption.ManypeopleliketoshowtheEarlyandLateBaselinecurvetodisplayanenvelopethatprogressshouldstaywithin.
• PlannedMaterialUnits• PlannedExpenseUnitsPlanneddatainthefollowingwindowsorpanesdisplaytheBudgetedfieldvalueswhichreadtheCurrentSchedulePlanneddatesandCurrentScheduleBudgetvaluesandshouldbeusedwithcaution:• ResourceUsageSpreadsheet• ResourceUsageProfile• ResourceAssignments
27.3EarnedValueTheEarnedValueisthevalueofcompletedworkexpressedintermsofthebudget.ThenormalcalculationisEarnedValue=Budget×%Complete.27.3.1Performance%CompleteP6hasafieldtitledPerformance%CompletewhichisusedtocalculatetheEarnedValueforeachactivity.ThismaybedisplayedasacolumnorabarintheGanttChart.
InP6therearesomeoptionsforcalculationofthePerformance%CompleteforallactivitiesineachWBSNodewhichis,inturn,usedtocalculatetheEarnedValue.• ThedefaultsaresetintheAdmin,AdminPreferences…,EarnedValuetab,• TheoptionsaremanagedatWBSNodevalueforallactivitiesassignedtoa
WBSNode,andeachWBSNodemayhavedifferentvalues.
• OpentheWBSWindow,EarnedValuetabtoseetheoptionswhicharemainlyself-explanatory:
27.3.2ActivitypercentcompleteThisusestheActivitypercentcompleteassignedtoanactivity.IfStepsarebeingusedthenthiswillhavetobesettoPhysical.Seeparagraph21.6.TheUseresourcecurves/futureperiodbucketsischeckedtoalloweitherResourceCurvesorFuturePeriodBucketstobeusedforcalculatingtheEarnedValue.
27.3.3WBSMilestonespercentcompleteWBSMilestonesarecreatedintheWBSWindow,WBSMilestonestabandenableapredefinedwayofmeasuringprogressagainstalltheworkassignedtoaWBSNode.
27.3.40/100The0/100optionassignsavalueofzeroforanin-progressactivityandassigns100%whentheactivityiscomplete.
27.3.550/50The50/50optionassignsavalueof50%foranin-progressactivityandassigns100%whentheactivityiscomplete.
27.3.6CustompercentcompleteTheCustompercentcompleteallowsafurtherpercentcompleteoptioniftheothersdonotsuityourrequirements.
27.3.7ExampleoftheCalculationoftheEarnedValueTheexamplebelowdisplays:
• 5WBSNodeswiththeirdescriptionidentifyingtheoptionfortheTechniqueforcomputingperformancepercentcomplete,i.e.,themethodofcalculatingtheEarnedValue,
• 5activities,oneforeachWBSNodeeachprogressedby50%induration,hours,andcost,
• The%CompletebardisplaysthePerformance%Complete.
27.4ActualCostsThesearethecostsactuallyincurredinperformingthework.Thisisoftencalculatedfromtheamountpaidplusaccruals.ActualCostsandActualUnitsmayberecordedinPrimaveraanddisplayedintwomethods:
• Thetotaltodate,or
• CalculatedfromtheFinancialPeriodsvalueswhenPeriodvaluesarestored.27.4.1TotaltoDateWhenthetotaltodateisselectedthenthetotalcostorunitsareassignedtoeachresourceorexpenseandthesearespreadlinearlyfromtheactivityActualStartdatetotheDataDate.Oncethetotaltodatehasbeenenterednomoreactionneedtobetaken.
27.4.2FinancialPeriodsAmoreaccurateoptionistouseFinancialPeriodvaluestoseeatruepictureofhowmuchwasspentineachperiod.
ThedecisiontouseFinancialPeriodsmustbemadeearlyastheperiodvaluesmustbesavedateachscheduleupdate.
Thisprocesstakessubstantiallymoretimeandshouldhaveaprocedureforpeopletofollowsonostepsaremissed.
ThisnewfunctiontoPrimaveraVersion5.0enables:
• Thecreationofuserdefinablefinancialperiods,saymonthlyorweekly,and
• Theabilitytorecordtheactualandearnedcostsandquantitiesforeachperiod.
Therefore,actualcostsandquantitieswhichspanovermorethanonepastperiodwillbeaccuratelyreflectedperperiodinallreports.IfStorePeriodPerformanceisnotusedthentheactualcostsorunitsarespreadequallyovertheactualdurationofanactivity,whichmaynotaccuratelyreflectwhentheworkwasperformedandwhatwasachievedineachperiod.
ThesePeriodsapplytoallprojectsinthedatabase.
Ifoneprojectrequiresfinancialperiodsofmonthsandoneofweeksthenitwouldbebesttoconsidersettinguptwodatabases,oneforeachproject.
ThisfunctionissimilartotheP3StorePeriodPerformancefunction.TodisplayFinancialPerioddatathentwostepsarerequired:• TheFinancialPeriodsmustbesetupusingAdmin,FinancialPeriods…,and
• TheperioddataisstoredaftereachscheduleupdateusingTools,StorePeriodPerformance….
Thestepsrequiredtostoreperiodperformanceare:
• EnsurethattheuserhasthenecessaryprivilegestoeditFinancialPeriodDates,StorePeriodPerformance,andEditPeriodPerformancewhenpastactualsneedtobeedited.
• CreatetheFinancialPeriods:IntheProfessionalVersionbyselectingAdmin,FinancialPeriods….whichwillopentheFinancialPeriodsform:
IntheOptionalClientfromtheWebusingAdminister,EnterpriseData,FinancialDatamenu.
• Opentheappropriateproject,selecttheCalculationstabinthelowerpaneoftheProjectsWindow,andensureLinkActualtodateandActualThisPeriodUnitsandCostisenabledbycheckingthecheckbox.Thisoptionisgrayedoutiftheprojectisnotopen:
• TostoretheperiodperformanceselectTools,StorePeriodPerformance…toopentheStorePeriodPerformanceform,selecttheprojectstohavetheperiodperformancestoredandclickthe icon.
• TheEdit,UserPreferences,Applicationtab,Columnssection,SelectfinancialperiodstoviewincolumnsenablestheusertorestrictthenumberofcolumnsthataredisplayedinformssuchastheColumnsform,thusreducingtheamountofscrollingrequiredtofindaspecificcolumn:
• FinallytheseresultsmaybeviewedandeditedinthePastPeriodActualscolumnsoftheResourcesAssignmentsWindow,ActivityDetails
Resourcestab,theActivityTable,etc.
• TheoptionstodisplayFinancialPeriodvaluesisclearinformsliketheActivityUsageProfileOptions:
27.5EstimatetoCompleteP6hastwoseparatelycalculatedestimatetocompletefields:
• EstimatetoCompletefromResourceandExpenseUnitsandCosts,usuallytitledRemainingCostsorRemainingUnits.
• EstimatetoCompletefromP6EarnedValueCalculations,titledEstimatetoComplete(costs)orEstimatetoCompleteLaborUnits.
Itisveryimportantthatusersunderstandthedifferencesbetweenthesetwofieldsandknowwhichtheyareusinganddisplaying.
27.5.1EstimatetoCompletefromResourceDataThisprocesscalculatestheEstimatetoCompletedirectlyfromActivityResourceAssignmentsandExpenseRemainingCostsandUnits.
• TheRemainingCostandRemainingUnitscolumnsreadfromResourceandCostsvalues:
27.5.2EstimatetoCompletefromP6EVCalculations• TheEarnedValueEstimateToComplete(Cost)andEstimateToComplete
LaborUnits:
ThesevaluesarecalculatedfromtheWBSWindow,EarnedValuetab,TechniquesforcomputingEstimatetoComplete(ETC)options,whicharemainlyself-explanatoryifyouunderstandEarnedValue.PFstandsforPerformanceFactor.
27.6ActivityUsageS-CurvesThissectionwillshedsomelightonthegraphicalcapabilitiesofP6withsomeexamples.
Usersmustspendasignificantamountoftimeexperimentingwiththe
softwaresotheyareconfidentthatthesoftwareisdoingwhattheyexpectittodo.Asmallschedulewithpredictableresultsshouldbeusedtogainconfidencewiththesoftware.
Thenwritesomeproceduresandfollowtheproceduresoneachupdate.
27.6.1ActivityUsageProfileBarsandCurvesTheActivityUsageBarsarealsocommonlycalledHistogramsandActivityUsageCurvesarecommonlycalledS-Curves.Theactivityusageoptionsaredisplayedinthepicturebelow:
• TheDisplayandFilterforBars/Curvesareself-explanatory.MaterialUnitsandExpenseUnitsmaynotbeselectedandthiscreatessignificantreportingrestrictions.
• TheShowBars/CurvesandShowEarnedValueCurvesarenotnecessarilyobviousandwillbeexplainedbelow:
ByDatewilldisplayaHistogram,and
CumulativewilldisplayS-Curves,inthesamecolorastheHistogramsoitmaybedifficulttoreadwhenbothsetsofdataaredisplayed.
ShowBars/Curves• BaselineusestheBaselinedataasspecifiedintheAdmin,Admin
Preferences…,EarnedValuetab,Earnedvaluecalculationsectiontab.ThisisanEarlyCurveonlyanddrawnfromtheProjectBaselinedates.
• BudgetedusestheCurrentschedulePlanneddatesandCurrentscheduleBudget,notBaselinedatesandBudgetasmightbeexpected.Itisrecommendedthatthisisnotdisplayed.
• ActualusestheactualCostsandUnitsasexpected.ThiscurvewillchangeshapeifFinancialPeriodsandStorePeriodPerformanceareused.
• RemainingEarlyusingCurrentscheduledatesandRemainingCosts,butaredrawnfromthezerovalueoftheY-axis,thereforeisoflimitedvalueforcreating
traditionalS-CurveswhereonewoulddrawthemfromtheendoftheActualCurve.
• RemainingLateusingCurrentscheduledatesandRemainingCosts,butaredrawnfromthezerovalueoftheY-axis,thereforeoflimitedvalueforcreatingtraditionalEarnedValueS-CurvesdrawnfromtheendoftheActualCurve.
27.6.2ShowEarnedValueCurves• PlannedValueCostisdeterminedbythecombinationoftwofunctions:
TheProjectWindow,Settingstab,ProjectSettingssectionBaselineforearnedvaluecalculationsoptionselectswhichBaselineisbeingread.ThiscurveisusuallythesameastheBaselinecurvewhentheProjectBaselineisselectedbutwillreaddifferentvaluesifthedefaultoptionischangedtotheUser’sprimarybaselineasshowninthepicturebelow:
TheBaselineDatesandCostsselectedfromtheBaselineforearnedvaluecalculationsoptionassetintheAdmin,AdminPreferences,EarnedValuetabEarnedvaluecalculationsectionandmaybeoneofthefollowingoptions:
• WhentheDisplayoptionofUnitsisselectedtheShowEarnedValueCurvesdescriptionchangestoLaborunits.
Thus,inadditiontoExpenseunitsandMaterialunits,NonlaborunitsmayalsonotbedisplayedasP6EarnedValueCurvesintheActivityUsageProfile.
RestrictionswiththeGraphicalDisplayItiseasiertoplanyourEVSystemifyouunderstandthesystemrestrictionsatthestart,thefollowingrestrictionsshouldbeconsideredwhenplanningyoursystem:
• MultipleHistogramsmaynotbecreatedthroughtheuserinterface.
• LatePlanneddatareadfromBaselinesisrestrictedandthedrawingLate
curvesdifficulttoachieveintheuserinterface.
• Time-PhasedMaterialResourceUnitsareonlyavailableintheResourceAssignmentWindowwherenoEVdataisavailable.Thus,thetraditionalCommoditybasedEVcurvesusedintheProcessIndustryaredifficulttoproducewithMaterialresources.Inthissituation,usersreverttousingNonlaborresourcesformaterials.
• TheBarsandCurvesfunctionshavesomeformattingrestrictions,suchasalowlevelofcontrolontheverticalaxis,colors,andgridlineformatting.
27.7SampleGraphicalS-CurvesThefollowingpicturesarecreatedfromtheCityCenterOfficeBuildingAdditionprojectavailablefromthedemonstrationdatabaseavailablewhenthesoftwareisloaded:
• ThecurvesinthepicturebelowshowthattheRemainingandLateRemainingcurvesaredrawnfromthezeropointnotfromtheendoftheActualcurve:
• ThepicturebelowisdisplayingthetraditionalEarnedVaueCurves.
28WHATISNEWINP6VERSION8.1to15.1TherearedifferencesinthenumberoffunctionsavailableinP6ProfessionalClientandP6OptionalClient.
28.1UserInterfaceUpdateTheuserinterfaceintheClienthasbeenoverhauledtoallowuserdefinedtoolbarsandmenus:
28.1.1NewCustomizableToolbarsAlltheoldP6toolbarshavebeenremovedandallnewtoolbarsoperateinasimilarwaytoMicrosoftOffice2003.Manytoolbariconshavebeenchanged.
Toolbarswillnotbecoveredindetailbutsignificantproductivityimprovementsmaybemadebyensuringthatfunctionsfrequentlyusedareavailableonatoolbar.
• Therearemanybuilt-intoolbarsinPrimaveraP6.Thesemaybedisplayedorhiddenby:
UsingthecommandView,Toolbarsorright-clickinginthetoolbarareaandthencheckingorun-checkingtherequiredboxestodisplayorhidethetoolbars,or
UsingthecommandView,Toolbars,Customize…,Toolbartabandthenun-checkingtherequiredboxestodisplayorhidethetoolbars.
• IndividualtoolbariconsmayberesettodefaultbyselectingView,Toolbars,Customize…,Toolbartabandclickingon .
• IconsmaybeaddedtoaToolbarbyselectingView,Toolbars,Customize…,ToolbartabCommandstab.ToolbarIconsmaybeselectedfromthedialogboxanddraggedontoanytoolbar.
• IconsmayberemovedfromthetoolbarsaftertheCustomize(Toolbar)formisopenedbyholdingdowntheleftmouseiconontheiconanddraggingthemoffthetoolbar.
• Iconsmayalsobeaddedorremovedwhenatoolbarisdraggedintothecenterofawindowandthisrevealsafurthermenuforeditingtheicons:
• Iconsmayalsobeaddedorremovedbyclickingonthedownarrowattheright-handendofeachtoolbar:
• AlltoolbariconsmayberesettodefaultbyselectingView,ResetAllToolbars.• ToolbarsmaybelockedsotheymaynotbedraggedbyselectingView,Lock
AllToolbars.• OthertoolbardisplayoptionsarefoundunderView,Toolbars…,Customize,
andthenselectingtheOptionstab.
ItisrecommendedtounchecktheoptionsunderPersonalizedMenusandToolbarsintheView,Toolbars…,Customize,Options…tabtoensurefullmenusarealwaysdisplayed.Thissavestimewaitingforthemenuitemyourequiretobedisplayed.
28.1.2CustomizablemenusThemenusmayalsobeedited:
• OpentheCustomizeform,• ThenwiththeCustomizeformopenmovethemousetothemenuonthetop
left-handsideofthescreen,
• Right-clickonamenuheadertorevealamenu:
• Right-clickonamenuitemandyoumaynoweditordragthecommandupordowninorder:
28.2AdminPreferences-SetIndustryTypeTheIndustryTypedeterminestheterminologyusedinsomefieldsandinearlier
versionswassetwhenthesoftwarewasloaded.ThisnowmaybesetintheAdmin,AdminPreferences…,Industrytab:
Thefollowingtabledisplaystheterminology:
IndustryType Terminology NameofProjectComparisonTool
EngineeringandConstruction
BudgetedUnits&CostOriginalDuration ClaimDigger
Government,Aerospace,andDefense
PlannedUnits&CostPlannedDuration ScheduleComparison
High-Technology,ManufacturingandOthers
PlannedUnits&CostPlannedDuration ScheduleComparison
Utilities,Oil,andGas BudgetedUnits&CostOriginalDuration ClaimDigger
“EngineeringandConstruction”and“Utilities,Oil,andGas”:
Government,Aerospace,andDefense:
P6hastoberestartedtoseethechanges.
28.3TabbedWindowLayoutsAswindowsareopenedtheyaredisplayedastabs.Thepicturebelowdisplaysmanytabs.
• Thetabsmaybedraggedacrosslefttorightbyclickinganddragging:
28.4TiledWindowsWindowsmaybetiledverticallyorhorizontallyby:
• SelectingView,TabGroupsandselectingeitherHorizontalorVerticalsplit,• Tabsintheupperwindowmaybedraggedtothelowerwindow,
• Multiplewindowsmaybemadebothverticalandhorizontalasinthepicturebelow:
• View,TabGroupsandselectingMergeAllTabbedGroups,and• ClicktheXatthetopright-handsideofawindowtocloseit.
28.5PersonalandSharedResourceCalendars
Therearenowtwotypesofresourcecalendars:Personal,newtoPrimaveraVersion8.1,andShared,whichisthesameastheearlierResourcecalendar.28.5.1PersonalResourceCalendarsTheymaybecreatedfromtheCalendarsformby:• SelectingEnterprise,Calendars…,
• ClickingonPersonalResourceCalendars,
• Clickingon toopentheSelectResourceformtoselecttheresourcetobeassignedthecalendar,and
• Clickingon tomodifythecalendarinthenormalway.
OrfromtheResourcesWindowby:• OpeningtheResourcesWindow,Detailstab,• Selectingtheresource,
• Clickingonthe icontoopentheResourceCalendarformandeditthecalendarinthenormalway.
28.5.2SharedResourceCalendarsTheseoperateinthesamewayastheearlierResourcecalendarsandmaybeassignedtomultipleresources.
28.6Auto-ReorganizationThisfunctionreorganizesdatabasedonthecurrentGroupandSortorderwhen
anactivity’sattributesarechanged.
Forexample,whenanactivityWBScodeischangedintheActivityDetailspane,thentheactivitywillautomaticallybemovedtothenewlyassignedWBSbandwhentheactivitiesaregroupedbyWBSwhenthisoptionisturnedon.
ThisfunctionwascalledReorganizeAutomaticallyinearlierversionsandwassetbyeachuserintheirUserOptions.Thishasnowbeenmovedtothemenuandmaybeturnedonandoffandisuniquelysetforeachwindow.Toactivatethisfunctionorde-activatethisfunction:
• SelectTools,DisableAuto-Reorganization,or
• Clickonthe Toolstoolbaricon.
WhentheiconisadarkshadethenthefunctionisdisabledandthecommandonthemenustillstatesDisableAuto-ReorganizationwhenitmeansEnableAuto-Reorganization.WhenanewLayoutorFilterisappliedthenthedataisalsoautomaticallyreorganized.
28.7SetPageBreaksintheGroupandSortFormInearlierversionofP6,pagebreakscouldonlybesetatthefirstbandintheGroupandSortformfromthePageSetup,Optionstab.TheoptionofbeingabletosetpagebreaksatanylevelhasbeenaddedtoP6Version8.1.
SelectView,GroupandSortby,Customizeorclickonthe icontoopentheGroupandSortform:
28.8HTMLeditorThereisanewHTMLeditorwhichprovidesadditionalformattingoptionsinformssuchastheNotestab,Stepstab,andmanyotherdetailstabs.
28.9E-mailwhenprintingareportorreportbatch
Whenprintingareportorprintingareportbatch,youcanelecttoautomaticallye-mailthereportasanattachment.SeePrintareportandPrintareportbatch.
28.10TimescaledLogicDiagramsTimescaledLogicDiagramexportsopenprojectsfromtheActivitiesWindowtothePrimaveraTimescaledLogicDiagramapplicationandcreatesatimescaledlogicdiagraminaseparateapplication.ThiswassupersededbyVisualizerinVersion8.3.
SelectTools,TimescaledLogicDiagramtooperatethisfunction.
Version8.2introducedthefollowingfunctions:
• Filtersaving,
• SightLinedisplayandformattingfunctions,
• Assigningactivitycodecolorstobars,
• TimescaleLogicDiagramtemplatesthatmaybesharedamongstusers,and
• GroupingactivitiesunderUserDefinedFields.
28.11RemovalofFieldsThefollowingfieldshavebeenremoved:
• ReviewFinish,
• ReviewStatus,
• IntegratedProject,
• EstimatedWeight.
28.12ExportProjectsorRunaReportBatchfromtheCommandLineasaServiceItisnowpossibletorunexportprojectsandbatchreportsfromthewindow’scommandline,aserviceusinganXMLeditortocreatethecommand.
28.13ActivityDetailsFeedbackTab
EnhancementshavebeenmadetotheActivitiesWindow,DetailsFeedbacktabtoallowadditionalinformationtobeentered.
28.14RiskModuleRewriteTheriskmodulehasbeenrewrittenallowingcompliancewithmoreinternationallyrecognizedstandards.
TheRiskmoduleisnotavailabletousersusingtheOptionalClient.
WhenusingtheOptionalClientandausercopiesandpastesanactivity,thisactionwillalsocopyandpasteanyrisksassignedtothecopiedactivityandtheuserwillbeunawarethattheriskhasbeencopied.
28.15LineNumbersVersion8.2introducedaMicrosoftProjectstyleLineNumbers.SelectView,LineNumbertodisplayorhidetheLineNumber.
Thisisaveryusefullfeatureforreviewingascheduletoensurethateveryoneinameetingislookingatthesameactivity.
ButasinMicrosoftProjectthisisanorderandthenumberwillchangeifthescheduleisreordered.
28.16VisualizerVisualizerisnewtoP6Version8.3andisanupdateoftheP6Version8.2TimescaleLogicDiagrammoduleandisaddonpieceofsoftwarethatallowsa
higherlevelofGanttChartcustomizationthanavailablefromtheActivitiesWindow.
ItmayberunfromP6ortheWindowsStartMenuandalsoallowsthecreationofTimescaleLogicDiagrams(TSLD)andincludesthefollowingfunctions:
• PrintingofLayoutsimportedfromP6andthecreationofnewVisualizerlayouts,
• Notebooktopicsandstepsmaybedisplayedasfieldsintheactivitytableorasbarlabels,
• StackcolumnsandusewordwrappingintheGanttChart,
• MultipleActivitiesononerowintheTSLDreducingthenumberofrows,
• Formattingoffieldsandlabels,
• UsefunctionssuchasBaselineBardisplay,Filters,GroupandSort,
• TheEnterprise,ActivityCodeformallowsActivityCodescolorstobedefined.Thesecolorsmaybeassignedtobars,barStartandFinishpointsinVisualizer,butthesecolorsmaynotbeassignedtobarsintheActivitywindowBarsform.
• Moreshapechoicesandotherformattingoptionsforbars,
• RunreportsinbatchesusingprogramslikeWindowsScheduler,
UnderstandinghowVisualizeroperates:
• ItwillnotoperateontheprojectsthatareopeninP6,
• Itmaynotbeusedtomanipulatedata,itisjustforpresentation,
• TheuserisrequiredtoselectanexistinglayoutorcreateanewlayoutwhichwilleitherdisplayaGanttChartorTSLDbeforeselectingtheprojecttoreport,
• Thentheprojectstoreportonareselected,and
• Thelayoutisformattedandsaveifrequired,
• VisualizerlayoutsmaybecreatedandsaveasGlobal,ProjectorUser,asintheWindowsClient,
• VisualizerusesP6AdminPreferencesforCalendarStartDayoftheweek,andonlinehelpsetting.
ThissectionwilloutlinethemainpointsonhowVisualizeroperates.TorunVisualizereitherselect:
• Tools,Visualizer,or• OpenfromtheWindowsStartMenuwithoutopeningP6.
• Selectfromthebuttonsatthetopofthewindowwhattypeofoutputyou
require:
• Youwillthenselectwhichprojectstoreporton,thepicturebelowdisplaystheoptionavailabletocreateanewTSLD:
TheProjectIDisNOTdisplayedinthelistofprojectssoyouneedtomakesureallyourprojectnamesareunique.
• Namethelayout:
• TheOptionsformallowsalargenumberofformattingoptions:
Mostofthetaboptionsareself-explanatoryandtheGanttChartlayoutfunctionsaresimilarandwillnotbecoveredseparately.
Version8.4introducedsomenewfunctionsincluding:
• DisplayShiftsasaDateInterval.ThisfunctionisaccessedfromtheTimescaletabDateIntervallist.
• Theabilitytoaddacustomizedlegendinheadersandfooters.ThisfunctionisaccessedfromPageSetuptab,TitleBlocktab.
• MultipleLayoutsmaybeselectedandmovedfromoneGroupingtoanother
intheManageLayoutsform.• BarSettingmaynowbecopiedfromonelayouttoanother.Thisfunctionis
accessedBars&Labelstab,AvailableBarssection.Version15.1introducedaseparateaccessforVisualizerallowinguserstobegivenaccessjusttoP6ProfessionalorP6Visualizerorboth.
28.17ActivityDiscussionFeatureAnewtabhasbeenaddedtotheActivitiesWindowinP6Version8.3,titledDiscussionwhichenables:• Userstocreateadiscussionthreadforeachactivity,
• EachentryissavedwiththedateofentryandusernameandtheentirethreadisrecordedallowinganinteractivediscussionbetweenuserswhohaveaccesstoP6,
• AnewfieldtitledUnreadCommentshasbeencreatedsousersmayidentifyactivitieswithnewcommentsthattheyhavenotread.ThismaybeaccessedthroughTeamMemberWeb,theTeamMemberforiPhoneapp,andP6.
ThisfunctionhaslimiteduseintheenvironmentwhereonlytheprojectschedulerhasaccesstoP6.
28.18XMLImport/ExportEnhancementsTheXMLimport/exportfunctionalityhasbeenimprovedinVersion8.3:
• XMLfilesmaybeexchangedwithPrimaveraVersion6.2ServicePack4and
later.
• Thefollowingfunctionsarenowsupportedonimport,
Constrainingofexternalrelationships,
Price/Unitinresourceassignments,
PastPeriodActuals,
Multipleprojectsinasinglefile,
Reviewoftheimporteddatabeforeimportingdatasuchascalendars,codes,resources,andUDFs,withthenewimportoptionswindow:
Theabilitytoimportdataintoexistingfieldsindatabasethatthefileistobeimportedinto.Thiswillassistinresolvingmanyissuesthatcurrentlyexistwhichresultindatabeingcorruptedbyimportingprojectsintoadatabasebyallowingmappingdatatouserselectedfieldsandtherenamingoffields.
28.19XMLImport/ExportBaselineImportandExportinVersion15.1TheXMLimport/exportfunctionalityhasbeenimprovedinVersion15.1allowingtheimportandexportofBaselineprojects.PreviouslyBaselineprojectshadtobeRestored,beforetheycouldbeexported.
NewfieldsexistintheImportandExportforms:
28.20UNCEFACTXMLformatP6Version8.3supportsUNCEFACTXMLformatfromtheFile,Exportmenu.ThisformatismandatedbymanyUSGovernmentagencies.
Version15.1addedadditionalfunctionalitysupportingUN/CEFACTXMLFormat6.
28.21LoadingResourceSummaryDataonStartupTheUserPreferences,StartupFilterstabinP6Version8.3hasanewResourceSummaryDatacheckboxwhichallowstheoperatortoselectifthisdataisloadedonstartup.Thismayslowdownthestartingupofsoftwareandwillaffecttheoptionontheuseresourceandroledataduringprojectsummarization:
28.22SQLiteDatabaseAvailableforStandAloneInstallationSQLitedatabaseisusedinsteadofanOracleXEdatabaseforStandaloneinstallationsinVersion8.4.ThisshouldmakeitsimplertoinstallaStandaloneversionofP6.
Thefollowingfunctionshavebeendisabled:
UsersandSecurityProfilesasthereisonlyoneuser
OptionstoselectAllUsersandAnotherUser
ProjectIssuese-mailnotifications
XMLimportAdvancedoptions
ProjectCheckInandCheckOut
JobServices
UpdateBaseline
RiskAnalysis
ClaimDigger
ProjectsareopenedinSharedmode.
28.23JobServiceEnhancements–Version8.4Enhancements28.23.1ManageBaselinesInVersion8.4youmaynowUpdate,CopyorAddaBaselineusingJobServices.Youwillreceiveanotificationwhentheprocessiscompleteallowingyoutocontinueworkingduringtheprocessing.ThisfunctionisaccessedfromtheMaintainBaselinesformandisnotavailablewithstandaloneinstalls.
28.23.2XMLFileImportInVersion8.4bothP6andMicrosoftProjectXMLfilesmaybeimportedasaJobService.Thisisnotavailablewithstandaloneinstall.
ThisfunctionisaccessedusingFile,Import.
28.24PrimaveraUnifierandPrimaveraPrimeIntegrationPrimaveraUnifierisanOracleacquisitionthatisusedfortheCostmanagementofprojectsandisintendedtoreplaceContractManger.
PrimaveraPrimeCapitalPlanManagementanOracleacquisitionthatisusedforthemanagementofportfoliosandprojectsallowingseniormanagementtoplan,select,executeandmonitorprojects.ThePrimeinterfaceallowstheexchangeofdatabetweenP6andthePrimeScopeManagementandRiskAnalysismodules.
• RiskdatamustbeenteredusingtheWebinterfaceandthemodifieddatesfromtheRiskAnalysisinPrimeareavailableinP6.
• ActivityCostsinPrimaveraaremappedtoPrimeWorkPackagesallowingcostsandscopedatatobeexchanged.
28.25AdministrationMenuChangesinVersion15.1OriginallywhenP6ProfessionalwasconnectedtoaEPPMdatabasemanyofthe
enterpriseadministrationfunctionswerelostandthesefunctionshadtobeadministeredfromtheWebtool.P6Professionalwasoriginallycalled“P6OptionalClient”whenitwasusedtoopenaEPPMdatabase.ThefollowingEnterprisefunctionslostinVersion8.1havebeenreturnedtoVersion15.1whenitisconnectedtoanEPPMDatabasethereforeintheOptionalClientmode.
• EPS
• OBS
• Projectcodes
• Activitysteptemplates
• Costaccounts
• Fundingsources
29WHATISNEWINP6VERSION729.1Calendars–HoursperTimePeriodInearlierversionofP6thecalculationofthedurationsinhoursforallcalendarswasseteitherbytheAdministratorinAdmin,AdminPreferences…,TimePeriodstaborbytheUserintheEdit,UserPreferences…,TimeUnitstab.Theseoptionscalculatedthedurationindayscorrectlywhenalldatabasecalendarswereassignedthesamenumberofworkhoursperday.WhenactivitiesarescheduledwithcalendarsthatdonotconformtotheEdit,UserPreferences…,TimeUnitstabsettings(e.g.,whensettingsarefor8hoursperdaybutthereareactivitiesscheduledona24hour/daycalendar),thentheActivitydurationsindaysorweekswillbedisplayedincorrectly.Theseresultsoftencreateconfusionfornewusersandpeoplereviewingtheschedule.
ThisissuehasbeenresolvedinRelease7bytheremovaloftheuseroptionaboveandthecreationofanewcalendarfunctiontitledHoursperTimePeriod.
Whencreatingoreditingacalendarthereisanew iconintheEnterprise,Calendars…,Modifyformthatallowsthedefinitionofthenumberofhoursperday,whichinturnwillenablethedurationindaystobecalculatedanddisplayedcorrectlyaslongasthenumberofhoursperdayisthesameforeachworkdayinthecalendar.
29.2CalendarsforCalculatingWBSandOtherSummaryDurationsThecalculationofthedurationindaysforWBSandothersummarydurationssuchasProjectandActivityCodebandsinVersionP6.2andearlierwascalculatedbyacombinationoftheUserorAdministratorHours/DayandtheGlobalCalendar.Theseoptionscalculatecorrectlywhenalldatabasecalendarshavethesamenumberofworkhoursperdayanddaysperweek.WhenactivitiesarescheduledwithcalendarsthatdonotconformtotheEdit,UserPreferences…,TimeUnitstabsettings(e.g.,whensettingsarefor8hoursperdaybutthereareactivitiesscheduledona24hour/daycalendar),theActivitydurationsindaysorweekswillbeincorrect.Theseresultsoftencreateconfusionfornewusersandpeoplereviewingtheschedule.
ThesesummarydurationsarecalculatedinasimilarwayasinSureTrak:
• Whenalltheactivitiesinabandsharethesamecalendarthenthesummary
durationiscalculatedonthecalendaroftheactivitiesintheband,and
• WhentheyaredifferentthenthesummarydurationiscalculatedontheProjectDefaultcalendar.
ThepicturebelowhastheProjectDefaultCalendarsetas8hr/d&5d/wandthepictureshowsthatwhenthecalendarsaredifferentthiscalendarisusedtocalculatethesummaryduration:
29.3RenumberingofActivityIDswithCopyandPasteCopyThenewfunctionallowstherenumberingofpastedactivities;theoptionsareself-explanatory:
ShouldyouattempttorenumberActivityIDsthatexistthenafurtherformispresentedtoallowmanualrenumbering:
29.4RenumberingActivityIDs
Thereisanewfunctionallowingtherenumberingofactivities.Tousethisfunction:
• Selecttheactivitiesthataretoberenumbered,
• SelectfromthemenuEdit,RenumberActivityIDsorright-clickinthecolumnsareaandselectRenumberActivityIDs,
• ThisopenstheRenumberActivityIDs,asintheearlierpicture,allowingrenumberingoftheactivityIDs.
29.5ProgressLineDisplayontheGanttChartAprogresslinedisplayshowfaraheadorbehindactivitiesareinrelationtotheBaseline.EithertheProjectBaselineorthePrimaryUserBaselinemaybeusedandtherearefouroptions:
• DifferencebetweentheBaselineStartDateandActivityStartDate,
• DifferencebetweentheBaselineFinishDateandActivityFinishDate,
• ConnectingtheprogresspointsbasedontheActivity%Complete,
• ConnectingtheprogresspointsbasedontheActivityRemainingDuration.
ThereareseveralmaincomponentsofdisplayingaProgressLineinP7:
• Firstly,theprogresslineisformattedusingtheView,Bar, form,ProgressLinetab,whichmayalsobeopenedbyright-clickingintheGanttChartarea:
• SelectingView,ProgressLinetohideordisplaytheProgressLine.• IfyouuseeitheroftheoptionsofPercentCompleteorRemainingDuration
thenyoumustdisplaytheappropriateBaselineBarthathasbeenselectedastheBaselinetouseforcalculatingProgressLine:.
• ThepicturebelowshowstheoptionhighlightedaboveofPercentComplete:
29.6AddActivityCodeswhenAssigningCodesActivityCodesmaybeaddedonthefly,asthereisanewicontitledNewontheAssignActivityCodesformthatallowsActivityCodestobecreatedastheyareassigned:
Clickonthe icontoopentheAddCodeValueformandenterthenewCodeValueandCodeValueDescription.
29.7CopyBaselineWhenCreatingaBaselineAnewbaselinemaybecreatedbycopyinganexistingbaselineintheProject,MaintainBaselinesform:
ThisnewbaselinemaythenbeupdatedusingtheUpdatefunction.
29.8LicenseMaintenanceChangesTheModuleAccesshasbeenchangedandtheCurrentandNamedLicensingoptionsremovedandreplacedbyasingleaccessoption:
Thereisalsoanew iconwhichallowstheadministratortoeasilycounthowmanylicenseshavebeenassigned.
29.9RecentlyOpenedFileListWhenopeningafileonecanselectafilefromtherecentlyopenedlistatthebottomoftheFilemenu:
30TOPICSNOTCOVEREDINTHISPUBLICATIONThefollowingtopicsarenotcoveredinthispublication:
• Budgets,including
BudgetSummary
BudgetLog
Funding
SpendingPlan
• Thresholds
• Issues
• RisksandRiskCalculation
• ExternalApplications
• Timesheets
• TimesheetDateAdministration
• ClaimDigger
31INDEX%Completebar,90
0/100,379
50/50,379
AC,375
AccessMode,361
AccrualType,267
ActiveProject,68
ActivitiesWindow,26
Activity
Add,73
AssigningCalendars,81
AutoComputeActuals,242
BarsFormatting,89
Boxes-Formatting,123
Calendar,51,303
Codes,65,320
CodesMaximumNumber,228
Copy,78
Description,80
Detailsform,132
Dissolving,117
Duration,265
ID,80
IDPrefix,77
IDSuffix,77
Increment,77
Information,80
In-Progress,203,204
Layout,148
LevelingPriority,281
Lifecycle,203
NetworkOptions,123
Notebook,132
PercentComplete,75,90,206
Recording,83
Sorting,83
Summarizing,69
Type,21,49,51,76
Type-ResourceDependent,51
Window,306
ActivityBarsFormatting,87
ActivityCodeColor,322
ActivityCodesDefinitionform,320,321
ActivityCodesform,320,321
ActivityDetailsform,111,115,122,129,132
ActivityDiscussionFeature,373,399
ActivityNetwork,123,148
ActivityNetworkWindow,123
Activitynonworkintervals,94
Activitypercentcompletebasedonactivitysteps,305
ActivityStatustab,130
Activitytoolbar,114
ActivityUsageProfile,275
ActivityUsageSpreadsheet,274
Actual
CostsandQuantities,303
Dates(similartoRetainedLogic),185
Duration,204,303
Finish,201,206
Start,201,203,204,206
ActualCosts,375
Actualthisperiod,306
Actualtodate,306
Actualsform,313
Add
NewActivities,73,78
NewActivityDefaults,74
NewFilter,155
NewLayout,146
NotebookTopics,132
Notes,132
Relationships,111
Resources,239
WBS,67
AddNewBaselineform,190
AddedDate,367
AdditionalProjectInformation,46
Adjustto-Printing,163
ADM,12
Admin
Categories,232
Menu,225
Preferences,227
Users,243
AdminCategoriesform,46
Adminform,225
AdminPreferencesform,189,227
AdvancedScheduleOptionsform,113
Alwaysrecalculate,210
Alwaysshowfullmenus,29,388
anpFileType,43,123
AnticipatedDates,66
Project,45
WBS,68
API,370
ApplicationLogFile,222
ApplicationStartupWindow,221
Applicationtab,221
ApplyActuals,313,353
Applying
CombinationFilter,154
Filter,154
Layout,145
SingleFilter,154
ArrowDiagrammingMethod,12
AsOfDate.SeeCurrentDataDate.
Assign
CalendarstoActivities,81
Constraints,129
Resources,268
Roles,261
AssignActivityCodesform,322
AssignNotebookTopicform,46
AssignPredecessorform,111,116
AssignResourceform,263
AssignResourcesByRolesform,262
AssignRolesform,261,262
AssignSuccessorform,111,116
Assignedby,367
AssignedDate,367
AssignmentStaffing,224
Assistancetab,221
AtCompletionDuration,204
AtCompletionvalueswithcurrentdates,376
AttachmentsInserting,102
AuditTrail
Activities,367
AutoComputeActuals,242,313
AutomaticCalculation,118
Automaticallylevelresourceswhenscheduling,280
Auto-numberingDefaults,73,77
Auto-Reorganization,143,393
Autostatus,208
BandsWBS,84
BarChartOptionsform,96,119
Barform,87,95,195,212
BarFormatStyle,89
BarNecking,94
Barsform,94
Basedontheactivitydurationtype,210
Baseline,4,175,201
Bars,212
ComparingtoProgress,212
Costs,302
Dates,302
Delete,190
Displaying,195
Duration,302
MaximumNumber,189,228
Restoring,190
Saving,190
Setting,192
Type,190,232
Update,191
Work,302
Baselineforearnedvaluecalculationsoption,385
Baselineform,190
BatchReports,168,353
BottomLayout,80
BottomLayouttoolbar,147
BreakPageEveryGroup–Printing,166
BucketPlanning,276
Budget
Log,68
Quantity,302
Summary,68
Budgetvalueswithcurrentdates,376
Budgetvalueswithplanneddates,376
CalculateCostsfromUnits,242
Calculatefloatbasedoneither,360
Calculatestart-to-startlagfrom,186
CalculatingMultiplePaths,357,366
Calculation
Automatic,118
Manual,118
Calculationform,223,260
Calculationstab,223,253,255,264
Calendar,241
Activity,51,303
Assigning,81
Copy,54
Create,51,52
DatabaseDefault,50
DefaultActivity,50,77
Delete,54
ForSchedulingRelationshipLag,188
Global,50,54,77
InheritHolidaysandExceptionsfromaGlobalCalendar,56
Lag,113
Nonworktime,94
PersonalResource,392
Project,50,51,77
Renaming,54
Resource,49,51,303
ResourceDependent,49,53
SharedResource,51,392
WeeklyHours,56
Calendarform,50,55,56
CalendarUsedByform,55
CBS(ContractBreakdownSturcture),319
ChainLinking,117
Changetheuserpassword,222
CheckIn,372
CheckOut,44,372
ClaimDigger,33,231,390
ClosingDown,36
COA,319
CodeActivity,65
CodeofAccounts,319
CodeSeparator,228
Codes
Activity,320
Project,351
Resource,326
Codestab,320,351
CollapseAll,24
CollapseTo…,24
CollapsedBartab,96
ColorsFormatting,87,104
Column
Formatting,87,98
TitleAlignment,98
Width,99
Columnform,87,98,99
CombinationFilterApplying,154
Commandtoolbar,84,117
CommitChanges,36
ComparingProgressWithBaseline,212
ComputeTotalFloatas,188
Confirmationform,130
Considerassignmentsinotherprojectswithpriorityequal/higherthan,280
Constraint,112,127
AsLateAsPossible,128
ExpectedFinish,128
FinishConstraint,127
FinishOn,128
FinishOnorAfter,128
FinishOnorBefore,128
MandatoryFinish,128
MandatoryStart,128
MustFinishBydate,131
None,128
Primary,127
PrimaryStart,129
Secondary,127,129
StartNoEarlierThan,127
StartOn,128
StartOnorAfter,128
StartOnorBefore,128
ContingentTime,17
ContractBreakdownStructure,319
Copy
Activity,78
Calendar,54
WBS,67
CopyActivityOptionsform,42,79
CopyProjectOptionsform,42
CopyWBSOptionsform,42,67
CostAccount,77,267,327
CostAccountsform,327
CostandUnitsBudgetValues,302
CostBreakdownStructure,319
Costunitslinked,242
Create
ActivityCodes,320,321
NewProject,41
ReflectionProject,365
Roles,236
SingleView,146
CriticalPath,14,117,124
Currenciesform,226
Currency,241,346
CurrencyOptionsform,220
Currencytab,220
CurrentDataDate,175,206,212,301,303
CurrentSchedule,193
Curtain,102,103
CurvesResource,291
CustomLabel1to3,165
Custompercentcomplete,379
Customizablemenus,30,389
CustomizableToolbars,28,387
Customize(Toolbar)form,28,387
CustomizeProjectDetails,24
DataDate,19,45,96,201,303,360
DataDateformatting,96,175,201
DataDatetab,96
DataLimitstab,228
DataType,325
Database
MicrosoftSQLServer,42
Oracle,42
DatabaseDefaultCalendar,50,60
DateCheckedOut,44
DateFormat,31
DateInterval,101
Datestab,220
Default
Activityduration,228
ActivityCalendar,50,77
Auto-numbering,77
Calendar,346
NewActivities,74
Project,50,232,359
ResourceRates,251
Units/Time,241
DefaultPrice/UnitforactivitieswithoutresourceorrolePrice/Units,305
DefaultProjectform,305
DefaultProjectSchedulingOptions,359
Definecriticalactivitiesas,186
Delete
Baseline,190
Calendar,54
WBS,67
Dependencies,111
DetailsFeedbacktab,394
Detailsform,45,46,75,205
DetailsStatusform,255
DisableAuto-Reorganization,143,393
Discretionarydependencies,13
DiscussionFeature,373,399
Discussiontab,373,399
DisplayingMultiplePaths,367
DissolvingActivities,117
DocumentCategories,232
DocumentStatus,232
Driveactivitydatesbydefault,251,253
DrivingRelationships,124
Duration
Actual,204,303
AtCompletion,204
Elapsed,80,113
Format,219
In-ProgressActivity,204
Original,204
PercentCompleteType,308
Remaining,204
Type,74,258,259
EarlyFinish,124
EarlyStart,124
EarnedValue,68,192,375,378
Earnedvaluecalculation,193,275,311,376,384,385
EarnedValuetab,229
Edit
Columnform,98
ColumnTitleform,115
DatabaseConnectionsform,23
Filter,155
Relationshipform,111,114
ResourceUsageSpreadsheet,276
WorkingDays,55
WorkingHours,56
EditColumnTitleform,99
Edittoolbar,67,121,122
ElapsedDuration,80,113
E-mail,393
E-mailProtocolform,221
E-Mailtab,221
EngineeringandConstruction,33,231,390
Enterprise
GroupandSort,144
ProjectManagement,9
ProjectStructure(EPS),9,347
EnterpriseProjectStructureform,24
Enterprisetoolbar,167
EPS-EnterpriseProjectStructure,9,347
erpFileType,43
EstimatetoComplete,68,375
EstimatedWeight,394
ETC(EstimateToComplete),68,375
EV,375
ExcelImportandExportTool,368
Exception,57
Exceptiondays,57
ExceptionPlan,6
ExchangeRate,226
Exclusive,25,358,361
ExpandAll,24
ExpectedFinishConstraint,128
ExpenseCategories,232
ExpensesWindow,266
Export,368
ExportFile,43
ExportProjects,394
ExternalDates,181,372
Externaldependencies,13
ExternalEarlyStart,181
ExternalLateFinish,181
F10Key,36
F5Key,36
Feedback,81
File
Export,43
Import,43
FileTypes,43
anp,43,123
erp,43
mpp,43,371
mpx,43,371
pcf,43
pfc,332
plf,43
xer,371
xls,44
xml,371
xml,43
Filter
AddNew,155
Applying,154
Default,153
Edit,155
Global,153
OrganizingParameters,157
Parameter,155
UserDefined,153
FilterforBars/Curves,384
Filtersform,90,153,154,155,157
FinancialPeriods,222,227,380,381
FinishConstraint,127
FinishMilestone,76,257
FinishNoLaterThanConstraint,127
FinishVariance,212
Finish-to-FinishRelationship,112
Finish-to-StartRelationship,112
Firstdayofweek,32,228
FiscalYear,101
Fittimescaleto-Printing,163
Fitto-Printing,163
FixedDuration&Units,259
FixedDuration&Units/Time,259
FixedUnits,259
FixedUnits/Time,259
Float,14
FreeFloat,15,117
TotalFloat,14,117
FloatPath,367
FloatPathOrder,367
FontandColorform,141
FontandRowsform,87
FontColorFormatting,104
FontFormatting,104
FooterLabel1to3,165
Forecastdates,222,355
Form
ActivityCodes,320,321
ActivityCodesDefinition,320,321
ActivityDetails,111,115,122,127,129,132
Actuals,313
AddNewBaseline,190
Admin,225
AdminCategories,46
AdminPreferences,189,227
AdvancedScheduleOptions,113,184,201
AssignActivityCodes,322
AssignNotebookTopic,46
AssignPredecessor,111,116
AssignResource,263
AssignResourcesByRoles,262
AssignRoles,262
AssignSuccessor,111,116
Bar,87
BarChartOptions,96,119
Bars,94,95,195,212
Baselines,190
Calculations,223,260
Calendar,50,55,56
CalendarUsedBy,55
Column,82,87,98,99
Confirmation,130
CopyActivityOptions,42,79
CopyProjectOptions,42
CopyWBSOptions,42,67
CostAccounts,327
Currencies,226
CurrencyOptions,220
Customize(Toolbar),28,387
DefaultProject,305
Details,45,75,205,207
DetailsStatus,255
EditColumn,98
EditColumnTitle,99,115
EditDatabaseConnections,23
EditRelationship,111,114
E-mailProtocol,221
EnterpriseProjectStructure,24
FilterBy,262
Filters,90,153,154,155,157
FontandColor,141
FontandRows,87
FormatBars,90
GroupandSort,137,138,166
HTML,162
Layout,94,145
LevelResources,280
Login,23
MaintainBaselines,190
OpenProject,26,345,347
OrganizationalBreakdownStructure,226,345,348
PageSetup,162,163,164
Predecessor,115
Print,162,167
PrintSetup,167
ProjectCodes,351
ProjectDetails,24,44,74
Relationship,122
RenumberActivityIDbasedonselectedactivities,79
RenumberActivityIDs,67
ReportHeadersandFooters,230
ReportsGroups,167
ResourceCodes,326
ResourceRateTypes,230
ResourcesDetails,261
Roles,236
Schedule,117,201,212
ScheduleOptions,180
SecurityProfiles,226
SelectCode,322
SelectProject,190
SetDefaultProject,232
SetLanguage,232
Sort,83,142
StorePeriodPerformance,381
Timescale,100
TimesheetDatesAdministration,227
TraceLogicOptions,148
UserPassword,222
UserPreferences,219,254,268
Users,225
WBS,82
WBSOptions,67
Format
ActivityBars,87,89
ActivityBoxes,123
BarStyle,89
Colors,87,104
ColumnWidth,99
Columns,87,98
DataDate,96
Display,87
Durations,219
FontColors,104
Fonts,87,104
Gridlines,87
ProjectWindow,88
RowHeight,87,99
Timescale,87,100
Units,219
FormatBarsform,90
FreeFloat,15,117
FreezeUnitsperTimePeriod,291
GanttChartLayout,147
Generaltab,228
Global
Calendar,50,54,77,241
Profile,226,350
Profiles,350
GlobalAccesstab,357
GlobalChange,331
Functions,338
Parameters,338
TemporaryValues,338
GlobalChangeReport,331
Government,Aerospace,andDefense,33,231,390
GrandTotals,139
GridlinesColors,104
GridlinesFormatting,87
GroupandSort
Activities,138
Enterprise,144
GroupandSortform,137,138,166
GroupInterval,141
GroupResources,234
Grouping,65
HardLogic,13,111
HeaderandFooter,164
HeaderLabel1to3,165
Help,35
Hideifempty,142
HighLevelResourcePlanningAssignments,67
High-Technology,33,231,390
HintHelp,35
Histogram,384
HoursperTimePeriod,405
HTMLeditor,393
Icons,99
IDLengthstab,228
Ignorerelationshipstoandfromotherprojects,181
Import,368
ImportFile,43
ImportingaProject,42
ImportingActivityCodeswithExcel,323
InactiveProject,68
IndividualResources,234
IndustryType,33,390
InheritHolidaysandExceptionsfromaGlobalCalendar,56
In-ProgressActivities,12,203
InputResources,234
InsertingAttachments,102
IntegratedProject,394
Intervalfortime-distributedcalculations,223
Jelen'sCostandOptimizationEngineering,6
JobServices,353,354
Jumpingtoanactivity,116
Lag,13,113
LagforCalendar,113
LateBudget,378
LateFinish,124
LateStart,124
Layout,144
ActivityDetails,147
ActivityNetwork,147
ActivityTable,147
Applying,145
GanttChart,147
New,146
TraceLogic,148
Types,147
Layoutform,94,145
Lead,13,113
LevelofEffort,76,256
LevelofPlans,6
LevelResourcesform,280
LevelresourcesonlywithinactivityTotalFloat,281
Leveling,280
Levelingpriorities-resources,281
LevelingPriority-project,44
Licensing,226
LineNumbers,105,395
LinkActivities,117
LinkActualtodateandActualThisPeriodUnitsandCost,306,310,381
LinkBudgetandAtCompletionfornotstartedactivities,178,204,250,305
Links,111
LockAllToolbars,29,388
LoggingIn,23
Logic,111
Hard,111
Links,12
Looping,14
Preferred,111
Primary,111
Secondary,111
Sequencing,111
Soft,111
Login,225
Loginform,23
LongestPath,186
LoopingLogic,14
MaintainBaselinesform,190
Makeopen-endedactivitiescritical,182
ManualCalculation,118
ManufacturingWeek,101
Margins–Printing,164
Mark-upSheet,202,304
MaterialResources,240
MenusCustomizable,30,389
MergeAllTabbedGroups,391
MergeReflectionintosourceproject,365
MergeWBS,67
MethodologyManager,41
MicrosoftSQLServerDatabase,42
Milestones,76
Finish,76
Start,76
ModifiedBy,367
ModifiedDate,367
MoveToolbar,67
mppFileType,43,371
mpxFileType,43,371
MustFinishBydate,41,45,131,281
myPrimavera,68
myPrimaveraServerURL,230
Necking,94
NegativeFloatdisplay,90
NegativeLag,13,113
New
ActivityDefaults,74
DataDate,210
Layout,146
NodeSeparator,68
NonWorkPeriodShadinginTimescale,102
NonworkDays,57
Notebook,68
Activity,132
AddNotes,132
Topic,46
TopicdisplayonGanttChart,95
Topics,132
Notestab,243
OBS,348
Generaltab,348
Responsibilitytab,348
Userstab,348
OnlineHTMLHelp,373
OpenProjectform,26,345,347
OpenedProject,99
Optimizefilter,157
Optionstab,230
Optionstab-Printing,165
OracleDatabase,42
OracleTechnologyNetwork-OTN,36,373
OrdinalDates,101
OrganizationBreakdownStructure,226,319
OrganizationalBreakdownStructure,348
OrganizationalBreakdownStructureform,226,345,348
OrganizingFilterParameters,157
OriginalDuration,204
OriginalDuration,Resource,252
OriginalLag,Resource,252
OtherIndustry,33
OTN-OracleTechnologyNetwork,36,373
Outlining,319
OutputResources,234
Overtime,241
P3,43
Page
Numbering-Printing,163
Setup,163
Setupform,162,163,164
PageBreaks,143,393
PageTab-Printing,163
PanesTopandBottom,27
ParameterFilter,155
Parameter/ValueforGlobalChanges,338
PasswordPolicy,228
Passwordtab,222
PastPeriodActuals,382
PBS-ProjectBreakdownStructure,11
pcfFileType,43
PDM,12
PercentComplete,74,204
Activity%Complete,75,206
Default%Complete,75,205
Duration%Complete,75,205
Performance%Complete,378
Physical%Complete,75,205
Units%Complete,75,205
Updating,312
PercentCompleteType,74
Duration,308
Physical,307
Units,309
Performance%Complete,378
PerformanceMeasurementBaseline,375,376
PersonalResourceCalendar,392
PERT,112
PERTView,111
pfcFileType,332
Phases,5
PhysicalPercentCompleteType,307
PlannedDates,193
PlannedProject,68
PlannedStart,41,45
PlannedValue,375,377
PlanningCycle,4
PlanningResources,68
PLF,169
plfFileType,149
PMB,375
PMBOK®Guide,5
Portfolio,26,345,347
PortfolioAnalysis,222
PrecedenceDiagrammingMethod,12
Predecessor,112
Predecessorform,115
PreferredLogic,111
Preservescheduledearlyandlatedates,280
PreservetheUnits,Duration,andUnits/Timeforexistingassignments,223,224
PrimaryLogic,111
PrimaryRole,236
PrimaryStart,129
PrimaveraChangeFilepcf,332
PrimaveraPrime,402
PrimaveraProjectPlannerP3,43
PrimaveraUnifier,402
PrimaveraWeb,67,68,230
Prime,402
PRINCE2,5,6
PrintToolbar,162
Printing,161
Adjustto:,163
BreakPageEveryGroup,166
Fittimescaleto:,163
Fitto,163
form,162
HeaderandFooter,164
Margins,164
Optionstab,165
PageNumbering,163
PageSetup,161,162,163
Preview,162
PrintPreview,161,162
PublishtoHTML,162
Scaling,163
SectionContent,165
TimescaleStartandTimescaleFinish:,165
Zoom,162
Printingform,162
Priority–ActivityLeveling,281
Proficiency,21,236,243
Profile,350
Global,226
Project,226
ProgramPlan,6
Progress
CalculationSummary,206
Overide,185
Override,184
Recording,202
Spotlight,208
Tracking,19
ProgressLine,213
ProgressLineDisplay,96,97,407
ProgressReportertab,228
Project
Access,226
Architect,230
BreakdownStructure,11,65,319
Calendar,50,51,77
Codes,351
Dates,45
Detailsform,44,74
FinishDate,45
ID,41
LevelingPriority,44
MustFinishBydate,131
MustFinishByDate,41
Name,41
Profile,226
SummaryActivity,139
WBS,65
Window,24
ProjectArchitect..,41
ProjectBarCharts,354
ProjectBaseline,192
ProjectCodesform,351
ProjectDetailsform,24
ProjectGantt/Profiles,354
ProjectPhase,69
ProjectProfile,350
ProjectTables,354
Projecttoolbar,266
ProjectToolbar,66
ProjectWebSitePublisher,161
PublishtoaWebSite,168
PV,375
RateType,251
RateTypestab,230
RatesforRoles,237
RBS-ResourceBreakdownStructure,238
ReadOnly,25,346,358,361
Recalculateassignmentcostsafterleveling,281
Recalculateresourcecostsafterscheduling,184
RecalculatetheUnits,Duration,andUnits/TimeforexistingassignmentsbasedontheactivityDurationType,223,224
RecentProjects,25
RecordingActivities,83
Reflectionproject,365
RefreshData,36,361
Relationships,112
Add,111,122
ChainLinking,117
Delete,122
Driving,124
Edit,114,122
form,122
GraphicallyAdding,114
LinkActivities,117
Predecessor,112
Removing,114
Successor,112
RemainingDuration,204
RemainingEarly,384
RemainingLate,384
RemainingStart,204
RemovingRoles,261
RenameCalendar,54
RenumberActivityIDbasedonselectedactivitiesform,79
RenumberActivityIDsform,67
RenumberingActivityIDs,80,407
ReorganizeAutomatically,142,222,393
ReportHeadersandFootersform,230
ReportWriter,168
Reporting,161
Reports,167
Batch,168
GlobalChange,331
Groups,167
PublishtoaWebSite,168
Wizard,168
Reportstab,230
Reportstoolbar,167,168
ReportsWindow,167
ResetOriginalDurationsandUnitstoRemaining,305
ResetRemainingDurationandUnitstoOriginal,305
Resource
Adding,239
Assigning,263,268
Assignments,305
AutoComputeActuals,242
BreakdownStructure-RBS,238
Calendar,49,51,241,303
Codes,239,326
Cost,250
Curves,291
DefaultRates,251
DependentActivityType,76,255
DependentCalendar,49,53
Group,234
Individual,234
Input,234
Labor,249
Lag,265
Leveling,280
Limit,291
Nonlabor,249
OriginalDuration,252
OriginalLag,,252
Output,234
Proficiency,243
Quantity,250
RateType,41,251
RateTypesform,230
Removing,263
Shifts,243,285
tab,251
Types,240
Updating,312
UsageProfile,277
UsageSpreadsheet,274,276
ResourceAnalysesLayout,355
ResourceAnalysistab,222
ResourceAssignmentsWindow,175
ResourceCodesform,326
ResourceDetailsform,261
ResourceSummaryData,401
Resource/TimeFormat,219
Resources
tab,312
ResourcesWindow,53,233,238
ResponsibleManager,41,68
RestAllToolbars,29,388
RestoringaBaseline,190
Resume,211
RetainedLogic,184,185
ReviewFinish,394
ReviewStatus,394
RiskAnalysis,17
RiskModule,395
RiskTypes,232
Roles,21
Assigning,261
form,236
Removing,261
tab,243
RollingWave,5
RowHeightFormatting,87,99
Saving
AdditionalProjectInformation,46
Baseline,190
Scaling-Printing,163
Scheduleautomaticallywhenachangeaffectsdates,183
ScheduleComparison,33,231,390
Scheduleform,117,201,212
ScheduleOptionsform,180,184,201
ScheduleUpdating,207
SchedulingOptions,359
SchedulingtheProject,117
S-Curves,384
SDK,323,369,370
SecondaryConstraint,129
SecondaryLogic,111
SectionContent-Printing,165
SecurityProfiles,345,350
SecurityProfilesform,226
SelectCodeform,322
SelectProjectform,190
SelectSubjectArea,333
SendProject,36
SequencingLogic,13,111
SetDefaultProjectform,232
SetLanguageform,232
SettingBaseline,192
SetupFilterstab,224
Shared,25,358,361
SharedResourceCalendar,51,392
ShiftCalendar,101
Shifts,243
Showbarwhencollapsed,94
ShowBars/Curves,384
ShowEarnedValueCurves,384
ShowGroupTotals,138
ShowIcons,99
Shrinkverticalgroupingbands,139
SingleFilterApplying,154
Slack,14
SoftLogic,111
SoftwareDevelopersKit,369,370
SoftwareDevelopmentKit,323
Sortform,83,142
SortingActivities,83
SpellCheck,84
SpendingPlan,68
SQLiteDatabase,401
StaffedRemainingUnits,235
StagePlan,6
StakeholderAnalysis,10
Start
NoEarlierThanConstraint,127
Variance,212
StartMilestone,76,256
StartingDayoftheWeek,32,228
Start-to-FinishRelationship,112
Start-to-StartRelationship,112
StartupFilters,224
StartupWindow,221
Status,175,201
Date,45,175,301
WBS,68
StatusBar,30
Statustab,207,312
StatusingReport,202,304
Steps,81,305,307,309
StorePeriodPerformance,227,306
StorePeriodPerformanceform,381
Sub-project,5
Successor,112
Successorform,115
Summaries,139
SummarizingProjects,352
SummaryActivities,84
SummaryProgressCalculation,206
SureTrak,43
SuspendandResume,211
SystemBreakdownStructure,319
Tab
ActivityStatus,130
Application,221
Assistance,221
Calculations,223,253,255,264
Codes,320,351
CollapsedBar,96
Currency,220
DataDate,96
DataLimits,228
Dates,220
DetailsFeedback,394
Discussion,373,399
EarnedValue,229
E-Mail,221
General,228
IDLengths,228
Notes,243
Options,230
Password,222
ProgressReporter,228
RateTypes,230
Reports,230
ResourceAnalysis,222
Resources,251,312
Roles,243
SetupFilters,224
Status,207,312
TimePeriods,229
TimeUnits,219
Timesheets,243
TabbedWindowLayouts,391
Table,FontandRowform,99
Target,4,175
TaskDependent,76,255
TeamPlan,6
TechniqueforcomputingEstimatetoComplete(ETC),229
Techniqueforcomputingperformancepercentcomplete,229,379
TechniquesforEstimatetoComplete(ETC),383
TemporaryValues
GlobalChange,338
Terminology,33,231,390
TextBoxes,102
TextColors,104
Tilewindows,391
TimePeriodstab,229
TimeUnitstab,219
Time-DistributedData,222
Timescale,100
DateInterval,101
form,100
Format,100
Formatting,87
OrdinalDates,101
Shading,102
TimescaleLogicDiagrams,169,396
TimescaleStartandTimescaleFinish-Printing,165
TimescaledLogicDiagrams,169,394
TimescalesLogicDiagram,322
TimesheetDatesAdministrationform,227
Timesheets,183,243
Timesheetstab,243
Toolbar,28,387
Activity,114
BottomLayout,147
Command,84,117
Edit,121,122
Enterprise,167
Move,67
Print,162
Project,66,266
Reports,167
Tools,143,208
TopLayout,66,121,122,147
Toolbar.Edit,67
Toolstoolbar,143,208
TopandBottomPanes,27
TopLayouttoolbar,66,121,122,147
Top-DownBudgeting,21
TotalFloat,14,117,124
TotalFloatlessthanorequalto,186
TraceLogic,123
Layout,148
Optionsform,148
TrackingLayout,354
TrackingProgress,19,175,201
TrackingWindow,69,222,354
TSLD,169,396
Type
Activity,21,51,76
Duration,74
PercentComplete,74,204
ResourceRate,41
UN/CEFACTXML,373
UNCEFACTXML,401
Undo,83
Unifier,402
UnitsFormat,219
UnitsPercentCompleteType,309
Units/TimeFormat,219
UnopenedProject,99
UnreadComments,374,399
UnstaffedRemainingUnits,235
Update,175,201
Activity,207
Schedules,207
UpdateBaselines,191
UpdateProgress,209,210
UpdatingaCompleteactivity,207
UpdatingaResourcedSchedule,303
Updatinganactivitythathasnotstarted,208
UpdatinganIn-progressactivity,207
UpdatingExpenses,314
UpdatingtheSchedule,310
Useassignedcalendartospecifythenumberofworkhoursforeachtimeperiod,58,59,229
UseExpectedFinishDates,183
UserDefinedFields,324
UserPasswordform,222
UserPreferences,31
UserPreferencesform,219,254,268
Usersform,225,357
Utilities,Oil,andGas,33,231,390
Visualizer,43,169,322,396
VLF,43
WBS,5
Activity,257
Add,67
Bands,84
Categories,69,232
Copy,67
Delete,67
Merge,67
Milestones,68
Name,68
Node,68
NodeSeparator,68
OrganizingActivities,65
Project,65
Reordering,84
Window,66
WorkBreakdownStructure,12
WBSform,82
WBSMilestones,379
WBSOptionsform,67
WBSWindow,66
WebAccessServerURL,230
WebSite,168
WebSitePublisher,161
WeekoftheYear,101
What-ifProject,68,99
Whencalculatingearnedvaluefromabaselineuse,376
Whenschedulingprogressedactivitiesuse,184
Window
Activities,26
ActivityNetwork,123
ApplicationStartup,221
Projects,24
Reports,167
ResourceAssignments,175
Resources,53,233,238
Startup,221
Tracking,69,222
WBS,66
WorkAfterDate,301
WorkBreakdownStructure,5,12
WorkPackage,5
WorkProductsandDocumentsWindow,81
WorkingHours,56
WPs&Docs,68
xerFileType,371
xlsFileType,44
xmlFileType,43,371
Zoom
Printing,162
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EASTWOODHARRISINSTRUCTORPOWERPOINTSHOWS
EastwoodHarrisPowerPointslideshowsallowcompaniesandtrainingorganizationstoruntheirhighqualitytrainingareavailableinPDFandPowerPointformat.
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