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: harrispe@eh.com.au

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

31INDEX

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

Administer,ApplicationSettings,Generaltab,StartingDayoftheWeeksection.

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:

17. Noticethatactivitieswithconstraintshavean“*”bytheirdates.

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

bothconditions.

8. NowapplytheAllActivitiesfiltertodisplayalltheactivities.

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.

11. SavethelayoutasOzBuildWorkshop14–BaselineComparison.

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.

8. NowopentheResourceWindow.9. IfnoresourcesaredisplayedthenselectallresourcesfromtheDisplay:

menu:

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

displayoptions.

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.

• ThisfunctionhaslimiteduseintheenvironmentwhereonlytheprojectschedulerhasaccesstoP6.

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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