Download - Primavera Training P6
Course 102
Version 6.0
TopicsIntroduction to Primavera The Project Management Life CycleData, Navigating, and LayoutsEnterprise Project StructureCreating a ProjectCreating a Work Breakdown StructureAdding Activities
continued...
Topics (cont.)
Creating RelationshipsSchedulingAssigning ConstraintsMaintaining the Project Documents LibraryFormatting Schedule DataRoles and ResourcesAssigning Roles
continued...
Topics (cont.)
Assigning Resources and CostsAnalyzing Resources Optimizing the Project PlanBaselining the Project PlanProject Execution and ControlReporting PerformanceProject Web Site
Introduction to Primavera
Lesson 1
1
Describe Primavera solutions Describe P6
1
Lesson ObjectivesLe
sson
1
Primavera Systems Inc. is the world's leading project and portfolio management software company, providing the software foundation that enables all types of businesses to achieve excellence in managing their portfolios, programs, projects, and resources. It is estimated that projects totaling more than $5 trillion in value have been managed with Primavera products.
Primavera began in 1983 with the launch of PC-based software for engineering and construction. Today Primavera is a diversified software company that provides both desktop and enterprise-class solutions that enable companies to prioritize, plan, manage, and measure the project investments necessary to grow the business and service their customers.
2
Introduction to Primavera Le
sson
1
Primavera Solutions The graphic below lists Primavera solutions and the
industries served by Primavera. P6 - An enterprise-wide project planning,
management and control solution that enables organizations to meet budget and deadline commitments by managing schedules, resources, and costs across all of their projects and programs. P6 is the solution covered in this course.
ProSight - A portfolio management and analysis solution that enables organizations to deliver maximum value by identifying and prioritizing strategic projects and investments, as well as comply with regulatory imperatives.
2
Introduction to Primavera (cont.)Le
sson
1
Primavera Solutions Evolve - An enterprise resource management solution
that enables services organizations to improve utilization and profitability by ensuring the right person is assigned to the right project at the right time.
Cost Manager - A solution that reduces the work necessary to track earned value. Graphic representations are automatically generated using the latest project information from a centralized database. Download cost data from your accounting system by using a flexible interface module to ensure a consistent and complete view of project performance. Alternatively, actual cost data may be entered or imported from Primavera.
3
Introduction to Primavera (cont.)Le
sson
1
Primavera Solutions Contract Manager - This solution, formerly known
as Expedition, enables the tracking of contracts from original estimate to buy-out. Track all project submittals and automate the approval process via workflow management. Comprehensive change management functionality assures that changes are resolved, payments are made, and claims are avoided.
PertMaster - A risk analysis and mitigation solution that enables organizations to overcome project and portfolio uncertainty by modeling risks and analyzing the cost and schedule impacts of mitigation scenarios.
3
Introduction to Primavera (cont.)Le
sson
1
P6 is used for planning, monitoring, and controlling projects. Project data is stored in a central database and can be accessed via client-server and the Web.
Among P6's capabilities: Enterprise-wide project management, resource
management, and portfolio analysis. Personalized role-based dashboards provide quick
visual indicators of the health and status metrics of projects and programs, and help determine which projects need help to get back on track.
Extensive project reporting, including industry-standard templates and a customization wizard.
4
Primavera P6 Le
sson
1
Scorecards that contain project scores, schedule performance, cost performance, earned value metrics, milestone dates, WBS summaries, RFI status, and change control documents.
Capacity analysis and resource planning to anticipate resource usage requirements in future projects.
Collaborative workspaces to initiate projects and document workflows; manage and approve documents; and communicate with the project team.
4
Primavera P6 (cont.)Le
sson
1
Methodology Management An integrated process improvement platform for
delivering best practices, lessons learned, and organizational standards in the form of project templates, work product templates, and estimation metrics.
Create, capture, organize, and improve reusable components for building future project plans.
5
Primavera P6 (cont.)Le
sson
1
Timesheets Enables Web-based timekeeping and
communication. Team members see all supporting information they
need to coordinate and perform their work while communicating directly with the central database.
5
Primavera P6 (cont.)Le
sson
1
The Project Management Life Cycle
Lesson 2
7
Review the relationship between Primavera and the Project Management Life Cycle
Identify the five process groups in the Project Management Life Cycle
7
Lesson ObjectivesLe
sson
2
Project management is the process of achieving set goals within the constraints of time, budget, and staffing restrictions.
Lessons in your curriculum may cover some or all of the processes in the Project Management Life Cycle, as indicated below:
Each process can be broken down into these steps:
8
Project Management Life CycleLe
sson
2
Steps in the Initiating process group include: Collect project information. Obtain organizational commitment. Develop the team.
10
Initiating Process GroupLe
sson
2
Steps in the Planning process group include: Establish project objectives and scope of work. Define the work. Determine the timing. Establish resource requirements/availability. Establish a cost budget. Evaluate, optimize, and create baseline plan.
11
Planning Process GroupLe
sson
2
Steps in the Executing process group include: Distribute information. Track work in progress and actual costs.
12
Executing Process GroupLe
sson
2
Steps in the Controlling process group include: Analyze and evaluate the project. Recommend necessary action. Modify the current project with realistic data. Re-forecast the schedule. Communicate project performance to the project
team.
13
Controlling Process GroupLe
sson
2
Steps in the Closing process group include: Document lessons learned. Determine if project can be used as a methodology. Deliver product to client or stakeholders. Back-up or archive project files.
14
Closing Process GroupLe
sson
2
Data, Navigating, and Layouts
Lesson 3
17
Describe enterprise and project-specific data Log in Open an existing project Navigate in the Home window and Activities
window Open an existing layout Customize a layout Save a layout
17
Lesson ObjectivesLe
sson
3
Before logging in to Primavera, it is important to understand that a project consists of a combination of enterprise data and project-specific data.
18
Enterprise and Project-Specific Data
Less
on 3
Enterprise Data Enterprise data provides the global structure
needed to manage multiple projects. It is available to all projects across the organization and provides the structure necessary for centralized project and resource management. Enterprise data is usually defined and maintained by a system administrator.
18
Enterprise and Project-Specific Data (cont.)
Less
on 3
Enterprise Data Examples of enterprise data:
Enterprise Project Structure (EPS) Project codes Resource codes Admin categories and preferences Resources Cost accounts
18
Enterprise and Project-Specific Data (cont.)
Less
on 3
Project-Specific Data Project-specific data is only available to the project
in which it is defined. Project managers define project-specific data to further control their projects.
Dates Work Breakdown Structure (WBS) Activities Activity relationships Baselines Expenses Risks Thresholds and issues Work products and documents Project Web site
19
Enterprise and Project-Specific Data (cont.)
Less
on 3
Enterprise/Project-Specific Data The following types of data are enterprise as well
as project-specific: Calendars Reports Activity codes
20
Enterprise and Project-Specific Data (cont.)
Less
on 3
Type a valid Login Name and Password to log in to Primavera. If you do not know your Login Name/Password, contact your system administrator.
21
Logging InLe
sson
3
The Home window is the starting point for navigation. It provides quick access to enterprise data and project data.
To the left of the Home window is the Directory bar, which lists the 12 windows within Primavera. Each window provides specific functionality to help you manage projects. Click an item in the Directory bar to access it.
The table below lists key navigation items in the Home window. Numbers in the table correspond to those in the screenshot.
22
Home WindowLe
sson
3
22
Home WindowLe
sson
3ItemItem FunctionalityFunctionality
1. Title bar Displays current application and name of open projects.
2. Menu bar Click to perform functions in Primavera.3. Directory bar Click to display Primavera windows.4. Navigation bar Move between open windows, toggle the
Directory bar, and open Help.5. Status bar Displays user's Login Name, data date of
open projects, access mode, and current baseline.
Use the Navigation bar to move back and forward to previously accessed windows; return to the Home window; display and hide the Directory bar; and to access Help for the current window.
The Navigation bar, which is turned on by default, can be toggled on/off in the View menu by clicking Toolbars, Navigation Bar.
23
Navigation BarLe
sson
3
The Open Project dialog box lists all the projects you have access to open.
All projects under the node are opened. Open multiple projects under different nodes.
Press Control-click to select more than one project.
24
Opening an Existing ProjectLe
sson
3
Access Modes You have the option to select an access mode
prior to opening a project: Shared - Multiple users can view, input, and change
data. This is the default setting. Read Only - You can view data but cannot input or
change data. Exclusive - The current user is the only user who can
edit data on these projects. Other users can access these projects in Read Only mode.
25
Opening an Existing Project (cont.)Le
sson
3
Activities Window The Activities window is used to create, view,
and edit activities for open projects. The table below lists key navigation items in the Activities window. Numbers in the table correspond to those in the screenshot.
26
Opening an Existing Project (cont.)Le
sson
3
26
Activities WindowLe
sson
3ItemItem FunctionalityFunctionality
1. Toolbar Displays icons that allow you to change look of layout.
2. Activity Table Displays activity information in spreadsheet format.
3. Gantt Chart Provides graphical display of activity progress over time.
4. Command bar Displays options for adding or removing activity data.
5. Layout Options bar
Displays menu of available options for Activities window.
6. Vertical Split bar Drag bar to hide/show more information in each pane.
26
Activities Window (cont.)Le
sson
3ItemItem FunctionalityFunctionality
7. Horizontal Split bar
Hide or show more information in top/bottom layouts.
8. Activity Details View/edit detailed information for selected activity.
A layout is a customizable view of information, combining all the visual elements that appear on the screen. Layouts are available in the Projects, WBS, Activities, Resource Assignments, and Tracking windows.
27
LayoutsLe
sson
3
Activity Layouts The Activities window provides the option of
viewing data in top/bottom layouts. Choose one of the following to show on top:
Activity Table Gantt Chart Activity Usage Spreadsheet Activity Network
27
Layouts (cont.)Le
sson
3
Activity Layouts Choose one of the following to show on bottom:
Activity Details Activity Table Gantt Chart Activity Usage Spreadsheet Resource Usage Spreadsheet Activity Usage Profile Resource Usage Profile Trace Logic
27
Layouts (cont.)Le
sson
3
Opening an Existing Activity Layout A variety of layouts are available to present activity
data from different perspectives. You can create user-specific layouts and project-specific layouts, or use global layouts provided by your company.
After selecting a layout, you can click either Apply or Open.
Apply - Displays layout but keeps Open Layout dialog box open.
Open - Displays layout and closes Open Layout dialog box.
You will select a different layout and then click Open, which displays the layout and closes the Open Layout dialog box.
28
Layouts (cont.)Le
sson
3
Gantt Chart The Classic WBS Layout displays a Gantt Chart in
the top layout and Activity Details in the bottom layout.
The Gantt Chart is divided into two sections: Activity Table and Bar Area:
Activity Table - Displays activity data in columns. Bar Area - Provides a graphical display of activity
progress over the duration of the project.
30
Layouts (cont.)Le
sson
3
Activity Usage Spreadsheet The Activity Usage Spreadsheet displays unit,
cost, or earned value data by activity over time. Use this type of layout to review per period and rolled up activity resource/cost data.
You can customize the timescale of the Activity Usage Spreadsheet:
31
Layouts (cont.)Le
sson
3
Activity Network Use the Activity Network to view the
relationships between activities and the logical flow of the activities in the project:
Left pane - Displays the WBS hierarchy. Right pane - Shows a graphical display of activities
and their relationships.
32
Layouts (cont.)Le
sson
3
Activity Table The Activity Table enables you to see project
data in spreadsheet format. You also can modify the columns displayed in the Activity Table to meet your needs.
You can display the Activity Table on the entire screen if you want to analyze data solely in a tabular format.
33
Layouts (cont.)Le
sson
3
The Activities window can be customized and saved as a layout. Saving layouts for future use allows you to quickly retrieve information.
The Layout Options bar is the centralized menu for layout customization.
The following is a list of layout elements that are customizable:
Bars Columns Timescale Table font and colors Row height Filters Activity grouping and sorting Top/bottom layouts
34
Customizing a LayoutLe
sson
3
Selecting Columns The Columns dialog box enables you to select
columns to display in the Activity Table and specify the order in which they appear:
Available Options section - Lists data items in groups or in list.
Selected Options section - Lists items you have chosen to display.
Single arrows - Move highlighted data items to the other section.
Double arrows - Move all data items to the other section.
Up/down arrows - Configure the order of the data items. Click Edit Column to edit the selected item's title
and choose its alignment in the display. 35
Customizing a Layout (cont.)Le
sson
3
Using Hint Help in Columns Dialog Box You can use Hint Help to view a definition for any
data item in the column list.
36
Customizing a Layout (cont.)Le
sson
3
Activity Details displays detailed information for the activity highlighted in the Activity Table or Activity Network.
37
Displaying Activity DetailsLe
sson
3
Selecting Details Tabs The tabs displayed in Activity Details can be
customized.
38
Displaying Activity Details (cont.)Le
sson
3
Layouts can be saved and shared with other users to facilitate project communication. Use the Save Layout dialog box to save a layout in the Activities, WBS, Projects, Assignments, or Tracking windows:
Layout, Save - Saves changes to the existing layout. Layout, Save As - Prompts you to save the layout
with a new name. Current User - Only the user creating the layout will
have access to it in the future. All Users - All licensed users will have access to the
layout (Global). Another User - A specified user will have access to the
layout. Note, however, that the current user will not have access to the layout.
39
Saving LayoutsLe
sson
3
Project - Apply the layout to any project that is currently open in Primavera. Though project-specific layouts can be applied to multiple projects, you can only select one project at a time in the Layout Save As dialog box. After a project-specific layout is saved, it can be viewed in the Project band in the Open Layout dialog box. Project-specific layout offers two advantages:
39
Saving Layouts (cont.)Le
sson
3
Close the project when you are finished working with it. You are prompted to verify that you want to close the project.
Closing the project takes you back to the Home window.
41
Closing a ProjectLe
sson
3
Key Concepts The Home window is a starting point for navigating
in Primavera. Use the Navigation bar for quick access to Help, to
display the Directory bar, and to move forward and backward to previously accessed windows.
Choose to open a project in Read Only, Shared, or Exclusive mode.
A project consists of enterprise and project-specific data.
View activity data in the Activities window and customize the top and bottom layouts.
Use layouts to easily view data specific to your needs. You can customize layouts by selecting columns and by specifying top/bottom layouts.
42
Closing a Project (cont.)Le
sson
3
Key Concepts Activity Details, arranged in tabs, displays detailed
information for the activity highlighted in the Activity Table or Activity Network.
42
Closing a Project (cont.)Le
sson
3
Enterprise Project Structure
Lesson 4
43
Describe the components that comprise the Enterprise Project Structure
View the EPS
43
Lesson ObjectivesLe
sson
4
The Enterprise Project Structure (EPS) is a hierarchy used to organize projects.
The EPS is made of roots and nodes. Each root in the EPS can be subdivided into many
nodes. Nodes represent different levels within the structure.
All projects must be included in a node. Each node can contain an unlimited number of
projects. Projects always represent the lowest level of the
hierarchy. Placement of a project in the hierarchy determines the
summary level in which it is included.
44
Enterprise Project StructureLe
sson
4
Enterprise Project Structure
44Less
on 4
You can use the Enterprise Project Structure dialog box to define the EPS.
The three fields to enter when adding an EPS node are:
EPS ID - Identifies the selected EPS node. EPS Name - Description of the selected EPS node. Responsible Manager - Use this field to select an
OBS (Organizational Breakdown Structure) element to associate with the selected level of the EPS.
45
Opening the EPSLe
sson
4
The EPS offers many benefits, including the ability to:
View project priorities, scope, budgets, and resources across the entire project structure or within a specific node.
Manage projects separately while retaining the ability to roll up and summarize data across multiple projects.
Each node acts as a master project, rolling up all "child" nodes and projects.
A node can be opened to view all detailed activity information from the "member" projects.
View resource allocation across projects. Assign security at any level of the project structure to
provide users with appropriate access to project information. For example, Tim Harris can view only the Construction node and its children.
46
Benefits of the EPSLe
sson
4
The EPS is a hierarchy that represents the management and organization of projects in your company.
In the EPS, the root is the top level and can be subdivided into nodes. Each node represents a level in the project structure that can hold another node or a project. Projects represent the lowest level of the hierarchy.
The EPS enables you to view project data across the entire project structure or within a specific node.
47
Key ConceptsLe
sson
4
Creating a Project
Lesson 5
49
Create a project Navigate in the Projects window View and modify information in Project Details
49
Lesson ObjectivesLe
sson
5
A project can be created using a variety of methods:
Create a New Project wizard: Create the project. Create the Work Breakdown Structure (WBS). Add activities. Assign resources and costs.
Project Architect: Create the project from a methodology (template). Review and adjust the WBS. Review and adjust activities. Assign resources and costs.
50
Creating a ProjectLe
sson
5
Import a file: Import a project using the following file formats: Review and adjust the WBS. Review and adjust activities. Assign resources and costs.
Copy/paste: Select elements of an existing project you want to
copy to a new project.
50
Creating a Project (cont.)Le
sson
5
The Create a New Project wizard can assist you in creating a project.
51
Create a New Project WizardLe
sson
5
Entering Project Name The name of the project is Office Building
Addition. You can shorten the name to create the Project ID, BLDG.
Project ID - Type a unique ID in this field. Project Name - Type a new name in this field. (The
Project Name field does not require a unique name.)
52
Create a New Project Wizard (cont.)Le
sson
5
Entering Project Start and End Dates Use the calendar to select Planned Start and
Must Finish By dates for the project. The Must Finish By field is not mandatory. You
can assign a project Must Finish By date at any point in the project life cycle in the Dates tab in Project Details.
To navigate in the calendar: When you launch the calendar, the current
month/year is displayed. To navigate to a different year, click the Month/Year section in the calendar, and then use arrows to scroll to the desired year.
Click the desired month and date, and then click Select.
53
Create a New Project Wizard (cont.)Le
sson
5
Entering Responsible Manager The Responsible Manager, selected from the
Organization Breakdown Structure (OBS), is the individual responsible for the work.
The OBS is a hierarchical arrangement of an organization's project management structure, either as roles or individuals. The OBS can be configured to represent a detailed organizational breakdown (with employee names) or a more general framework where departments, teams, or types of responsibility are modeled in the structure.
54
Create a New Project Wizard (cont.)Le
sson
5
Selecting Assignment Rate Type Specify the Assignment Rate Type for new
resource assignments. The default rate type determines which price/unit is set on a resource assignment. Values in the Rate Type drop-down list reflect rate types defined in the Rate Types tab in Admin Preferences.
55
Create a New Project Wizard (cont.)Le
sson
5
Running Project Architect Project Architect helps you to create a project
from an existing methodology or project template. You will create the Office Building Addition project anew, without the use of a methodology.
56
Create a New Project Wizard (cont.)Le
sson
5
The project has been created and opened. To view high-level information about the project,
navigate to the Projects window, which displays the projects within the EPS that you can access. You can also:
Open, create, and save project layouts. Group projects by the Enterprise Project Structure,
project codes, or other project-related items. Filter projects. Modify column data.
The table below lists key navigation items in the Projects window. Numbers in the table correspond to those in the screenshot.
57
Projects WindowLe
sson
5
Project Details is located in the bottom layout of the Projects window. It can be used to define the project properties and defaults that are applied to the selected project.
59
Project DetailsLe
sson
5
General Tab The General tab enables you to view or modify
general information about the selected project. Project ID, Project Name, and Responsible Manager can be set when you create the project, or you can change them here. The remaining fields are set by default.
Fields in the General tab: Project ID - Short, unique identifier for the project. Project Name - Name of the project.
60
Project Details (cont.)Le
sson
5
Project Details (cont.)
General Tab Status - Indicates project status based on the table
below:
60Less
on 5
StatusStatus Indicates project is ...Indicates project is ...
Planned Being analyzed before establishing permanent plan.
Active Currently being worked on.Inactive Completed or on hold.What-if Used as test scenario.
General Tab Responsible Manager - Individual, selected from the
OBS, who is responsible for the project. Risk Level - Indicates the overall risk in performing
the project. You can use the risk level to organize, filter, and report on projects within the project structure. You can enter a value between Very High and Very Low; the default is Medium.
Leveling Priority - User-defined rank of the project against all other projects, based on its importance to the organization. You can enter a value between 1 and 100. The highest rank is 1; the default is 10.
Check-out Status - Indicates whether the project is checked in or checked out.
60
Project Details (cont.)Le
sson
5
General Tab Checked Out By - Displays the user that checked out
the project. Date Checked Out - Indicates the date and time the
user checked out the project. Project Web Site URL - Displays the project's Web
site address.
60
Project Details (cont.)Le
sson
5
Dates Tab The Dates tab enables you to edit date information
for the selected project. The Planned Start and Must Finish By dates can be set when you create the project, or you can change them here.
Fields in the Dates tab: Planned Start - Planned start date of the project. Data Date - Date used as the starting point for schedule
calculations. Must Finish By - Date indicating the desired project end
date. Finish - Non-editable field indicating the latest early finish
date calculated when the project was last scheduled. Actual Start and Actual Finish - Non-editable field
indicating the actual start and finish dates of the project.61
Project Details (cont.)Le
sson
5
Dates Tab Anticipated Start and Anticipated Finish - Expected
dates that can be entered while planning the project at a high level.
61
Project Details (cont.)Le
sson
5
Notebook Tab The Notebook tab enables you to write, view, or
edit project notes such as the project's purpose, core requirements, or other project-specific details.
Fields in the Notebook tab: Notebook Topic - List of topics assigned to the
selected node/project. Detail - User-defined description of the selected
topic. You can use HTML editing features, including formatting text, inserting pictures, copying, pasting, and adding hyperlinks.
62
Project Details (cont.)Le
sson
5
Codes Tab The Codes tab enables you to assign project
code values to the selected project. Project codes allow you to group the projects in
the EPS to specific categories, such as location or division.
Unlimited hierarchical project codes are supported. Allows for summarization of large amounts of
information across projects.
64
Project Details (cont.)Le
sson
5
Type Ahead and Search in Dialog Boxes The Search field in dialog boxes throughout
Primavera offers a faster alternative to scrolling through a long list of values:
Search - Type in the Search field and then press Enter to search for a value.
Type ahead - Type in the Search field and, as you type, values that match begin with the letters you have typed are displayed in the dialog box.
Below, you will type ahead to find the project code value Comm-Commercial.
65
Project Details (cont.)Le
sson
5
Defaults Tab The Defaults tab is divided into two sections:
Defaults for New Activities - Indicates the settings that will be used when new activities are added to the project. Note that changing these settings will not affect existing activities.
Auto-numbering Defaults - Sets how new activities will be numbered in your project.
When the Increment Activity ID based on selected activity field is marked, the prefix or suffix of the selected activity is applied to the activity that is being added.
66
Project Details (cont.)Le
sson
5
Defaults Tab For the activities in the Office Building Addition
project, you will set the prefix to BA, and verify the suffix as 1000 and the increment as 10. When adding activities, the first activity ID will be numbered BA1000, the second activity ID will be BA1010, etc. This numbering structure relates activities to the project, which is especially helpful when viewing activities from different projects.
66
Project Details (cont.)Le
sson
5
Settings Tab The Settings tab consists of three sections:
Summarized Data - Identifies the date and the level to which the project was last summarized.
Project Settings - Sets the character used to separate WBS levels; identifies the month in which the fiscal year begins; and specifies the baseline used in earned value calculations.
Define Critical Activities - Identifies which activities are displayed as critical, either longest path or a value of Total Float.
67
Project Details (cont.)Le
sson
5
Calculations Tab Use this tab to specify how to calculate cost and
resource use when you update activities. Two fields of note:
Recalculate Actual Units and Cost when Duration % Complete Changes - Mark to calculate actual units and costs as Actual (units or costs) = Budgeted (units or costs) * Duration % Complete
Primavera performs these calculations whenever you update the Duration % complete.
Values you specify override the application's calculated values. If you clear the checkbox, the application does not estimate actuals and the actual fields remain blank unless you specify values.
68
Project Details (cont.)Le
sson
5
Calculations Tab Link Actual and Actual This Period Units and Cost -
Mark this checkbox to recalculate actual or actual this period units and costs when one of these values is updated. This option is selected by default.
68
Project Details (cont.)Le
sson
5
Key Concepts You can create a project with the New Project
wizard, import a file, copy an existing file, or use Project Architect to create a project from an existing template.
Once the project is created, use the Projects window to view high-level information for projects you can access.
Use Project Details tabs in the Projects window to define default settings and properties for the selected project, such as the anticipated start and finish dates.
69
Project Details (cont.)Le
sson
5
Creating a Work Breakdown Structure
Lesson 6
71
Define a Work Breakdown Structure Create multiple levels of a WBS hierarchy
71
Lesson ObjectivesLe
sson
6
The Work Breakdown Structure (WBS) is a hierarchical arrangement of the products and services produced during, and by, a project. It enables you to divide a project into meaningful and logical pieces for the purpose of planning and control.
Each project has a unique WBS hierarchy. The root level of the WBS is equal to the Project ID and
Project Name. Elements within the WBS have a child/parent
relationship, which means that you can roll up and summarize information from the lower levels.
72
Work Breakdown Structure Le
sson
6
Work Breakdown Structure
72Less
on 6
When a project is created, a root level WBS element is added with the same ID and name as the project.
73
Viewing WBS ElementsLe
sson
6
WBS elements added to the root level element are automatically indented to form the second level of the hierarchy.
When you create a new WBS element, it is indented as a "child" of the WBS element that is currently selected.
If you add a WBS element to the wrong level or in the wrong order, you can use the indentation keys located on the Command bar to adjust the structure of the WBS hierarchy.
The "child" WBS inherits attributes from the "parent" WBS. This is illustrated below, when the WBS element you create, Elevator, inherits the responsible manager of its parent, Mechanicals.
74
Creating the WBS HierarchyLe
sson
6
You can determine the level that WBS elements group to by right-clicking in the WBS window and choosing Collapse To.
Right-click in the WBS window and click Expand All or Collapse All to expand or collapse elements of the WBS.
77
Creating the WBS Hierarchy (cont.)Le
sson
6
The Work Breakdown Structure is a hierarchical arrangement of the products and services produced during and by a project.
The highest level of the WBS is the project, and the lowest level consists of the individual activities required for the deliverables.
Create the WBS in the Work Breakdown Structure window. Use the indentation keys to form various levels in the WBS.
80
Key ConceptsLe
sson
6
Adding Activities
Lesson 7
81
Describe an activity and its components Describe activity types Add activities Add a Notebook topic to an activity Add steps to an activity Assign activity codes to activities
81
Lesson ObjectivesLe
sson
7
Activities are the fundamental work elements of a project. They are the lowest level of a WBS and the smallest subdivision of work that directly concerns the project manager.
Most detailed work unit tracked in a project schedule.
Contains all information about the work to be performed.
Also known as a task, item, event, or work package.
82
ActivitiesLe
sson
7
Activity Components
82Less
on 7
Use the Activities window to create, view, and modify activities for the selected project. To add an activity to a project, perform one of the following actions:
In the Command bar, click Add. In the Edit menu, click Add. Press Insert on the keyboard. Right-click and click Add.
83
Adding ActivitiesLe
sson
7
The New Activity wizard walks you through the process of adding an activity. Once you become familiar with the process, you can disable the wizard in User Preferences and manually add activities to the project.
84
The New Activity WizardLe
sson
7
While in the Activities window, you can click Add in the Command bar to add new activities. The New Activity wizard appears only when you click Add in the Command bar.
Type a unique Activity ID and Activity Name, for each activity that you add. You will assign the activity to the Design and Engineering WBS element.
85
Adding Activities via Activity Wizard
Less
on 7
Assigning Activity Type Activity Type controls how an activity's duration
dates are calculated. Select the Activity Type according to the
activity's function in the project and the calendar that should be used for the activity during scheduling.
Start Milestone Finish Milestone Task Dependent Resource Dependent Level of Effort WBS Summary
87
Adding Activities via Activity Wizard (cont.)
Less
on 7
Activity Type: Start Milestone - This type is typically used to
mark the beginning of a phase or to communicate project deliverables.
Zero-duration activity. Only has a start date. You can assign constraints, steps, expenses, work
products, and documents. You can assign a primary resource. You cannot assign roles.
87
Adding Activities via Activity Wizard (cont.)
Less
on 7
Activity Type: Finish Milestone - This type is typically used to
mark the end of a phase or to communicate project deliverables.
Zero-duration activity. Only has a finish date. You can assign constraints, steps, expenses, work
products, and documents. You can assign a primary resource. You cannot assign roles.
87
Adding Activities via Activity Wizard (cont.)
Less
on 7
Activity Type: Task Dependent - This type is typically used
when the work needs to be accomplished in a given time frame, regardless of the assigned resources' availability.
The activity's resources are scheduled to work according to the activity calendar.
Duration is determined by the assigned calendar's workweek.
87
Adding Activities via Activity Wizard (cont.)
Less
on 7
Example of how Primavera calculates the duration when activity type is task dependent.
Monday Tuesday Wednesday Thursday Friday
Resource Calendar 1
Resource Calendar 2
Resource Calendar 3
Activity Calendar
Task Dependent XX
2 Day (X) Activity
Less
on 7
Activity Type: Resource Dependent - This type is typically
used when multiple resources assigned to the same activity can work independently.
The activity's resources are scheduled according to the individual resource's calendar.
Duration is determined by the availability of the resources assigned to work on the activity.
87
Adding Activities via Activity Wizard (cont.)
Less
on 7
2 Day (X) Activity
Example of how Primavera calculates the duration when activity type is resource dependent.
Monday Tuesday Wednesday Thursday Friday
Resource Calendar 1
Resource Calendar 2
Resource Calendar 3
Activity Calendar
Task Dependent XX
Resource Dependent X XX
Less
on 7
Assigning Activity Type Level of Effort - This type is typically used for
ongoing tasks dependent on other activities. Duration is determined by its predecessor and
successor activities, and its assigned calendar. Examples include clerical work, a security guard and
meetings. You cannot assign constraints. (Constraints are
discussed in a future lesson).
88
Adding Activities via Activity Wizard (cont.)
Less
on 7
Assigning Activity Type WBS Summary - This type is used to summarize
a WBS level. The WBS summary activity comprises a group of
activities that share a common WBS level. The dates calculated on a WBS summary activity are
based on the earliest start date of the activities in the group and the latest finish date of these activities.
The WBS summary activity duration is calculated based on its assigned calendar.
You cannot assign constraints to WBS summary activities.
88
Adding Activities via Activity Wizard (cont.)
Less
on 7
Completing the New Activity Wizard You have just added your first activity. You will
not use the wizard to help you create additional activities.
89
Adding Activities via Activity Wizard (cont.)
Less
on 7
You can use the Activity Details tabs to add an activity, and then enter additional information about the activity. When adding an activity, first select either the WBS band in which the activity will reside, or select an existing activity in the WBS band.
90
Adding an Activity via Activity Details
Less
on 7
General Tab Use the General tab to assign basic information
about the activity, including Activity Type, discussed earlier in this lesson.
91
Adding an Activity via Activity Details (cont.)
Less
on 7
Status Tab Use the Status tab to define the selected
activity's duration, constraint, Start and Finish dates, labor and nonlabor units and costs, and material costs. You can also use the Status tab to view the selected activity's float, actuals, and completion percentages.
92
Adding an Activity via Activity Details (cont.)
Less
on 7
Notebook Tab The Notebook tab enables you to assign notes to
an activity. Notebook topics are typically instructions or descriptions that further describe the activity according to specific categories of information.
93
Adding an Activity via Activity Details (cont.)
Less
on 7
You can use the columns in the Activity Table to add an activity and then enter additional information about it.
94
Adding an Activity via ColumnsLe
sson
7
Activity steps allow you create a checklist for the activity, and then track the completion of each step. Often, steps provide a list of procedures required to complete the activity and provide extra guidance to resources assigned to the activity.
Assign an unlimited number of steps per activity. Steps can be marked completed in Primavera and by
the primary resource in timesheets. Steps do not have duration estimates or dates. Each step can have an additional explanation in the
text area on the right side of the Steps tab. The Review and Approve Designs activity can be
broken down into two steps.97
Adding Steps to an ActivityLe
sson
7
Activity step templates enable you to define a group of steps common to multiple activities and then assign the step template to activities.
If a commonly used step or set of steps have already been defined for an activity, you can convert the steps to a template.
99
Step TemplatesLe
sson
7
Activity codes enable you to classify and categorize activities according to your organizational and project needs.
You can use activity codes to view and roll up activities in the Activity Table; build reports in the Report wizard or Report Editor; organize a layout by grouping activities into specific categories; and select and summarize activities. Examples of activity codes include Phase, Area, Site, and Division.
100
Activity CodesLe
sson
7
Activity codes can be defined in three levels: Global-level - Available to all activities in the database.
Create an unlimited number of global-level activity codes. Organize activities within a project or across the project
structure. EPS-level - Available to all activities within the EPS
node and its children. Create an unlimited number of EPS-level activity codes. Organize activities within a project or across a portion of
the EPS. Project-level - Available to activities only in the project
in which the code is created. Create up to 500 activity codes per project. Filter and organize activities based on unique, project-
specific requirements.
100
Activity Codes (cont.)Le
sson
7
Activity Codes (cont.)
Each activity code (global, EPS, and project) may contain an unlimited number of activity code values, which can be organized in a hierarchy.
100Less
on 7
TypeType Can be assigned toCan be assigned to NumberNumber
Global-level
Activities in all projects Unlimited
EPS-level Activities within EPS in which code was created, and EPS children
Unlimited
Project-level
Activities in project in which code was created
500
Assigning Activity Codes to an Activity Assign activity code values in the Activities
window. Add a column for the activity code in the Activity
Table. Use the Codes tab in Activity Details.
100
Activity Codes (cont.)Le
sson
7
Assigning Activity Codes to Multiple Activities Use the Command bar to assign an activity code
to multiple activities.
102
Activity Codes (cont.)Le
sson
7
Calendars can be created and assigned to each activity and resource. Calendar assignments are used to schedule activities and level resources.
An unlimited number of calendars can be created. The Activity Type determines whether the activity
calendar or resource calendar is used during scheduling.
103
Calendar AssignmentsLe
sson
7
Calendar Types There are three calendar types:
Global calendar Contains calendars that can be used by all projects in
the database. Available for all resources and activities in the
database. Resource calendar
Contains separate calendars for each resource. Project calendar
Contains a separate pool of calendars for each project. Available for the current project only.
103
Calendar Assignments (cont.)Le
sson
7
Calendar Assignments Use the Select Activity Calendar dialog box to
select the calendar that is used for an activity in the project.
For example, in this project, the default calendar assigned to all activities is theStandard 5 Day Workweek. You will view the available calendars on the Design Building Addition activity.
104
Calendar Assignments (cont.)Le
sson
7
Creating Relationships
Lesson 8
109
Create a network logic diagram Differentiate between the four relationship types Create relationships in the Activity Network Create relationships in Activity Details
109
Lesson ObjectivesLe
sson
8
A network logic diagram is a logical representation of all the activities in a project showing their dependency relationships.
110
Network Logic DiagramLe
sson
8
Precedence Diagramming Method Precedence Diagramming Method (PDM) is a
technique for creating network logic diagrams. A box or rectangle represents an activity. Lines with arrows connect the boxes and represent
the logical relationships between the activities. Predecessor - Controls the start or finish of another
activity. Successor - Depends on the start or finish of another
activity. Start with either the first activity in the network and
enter each successor, or start with the last activity in the network and enter each predecessor.
110
Network Logic Diagram (cont.)Le
sson
8
Network Logic Diagram (cont.)
Precedence Diagramming Method
110Less
on 8
There are four relationship types. In the following diagrams, activity A represents the predecessor and activity B represents the successor.
Finish-to-Start (FS) - When A finishes, B can start. Start-to-Start (SS) - When A starts, B can start. Finish-to-Finish (FF) - When A finishes, B can finish. Start-to-Finish - When A starts, B can finish.
111
Relationship TypesLe
sson
8
Lag specifies an offset or delay between an activity and its successor. It can be added to any type of relationship and have a positive or a negative value.
Lag is scheduled based on the calendar selected in the General tab in Schedule Options dialog box. (In the Tools menu, click Schedule, and then click Options to access the Schedule Options dialog box.)
There are four calendar options for scheduling lag: Predecessor activity calendar Successor activity calendar 24-hour calendar Project default calendar
112
Relationships with LagLe
sson
8
Below are two examples of relationships with lag:
Finish-to-Start with Lag - The following example shows that the Construct Building Foundation activity must be finished for seven days before the Construct Building Exterior and Structure activity can start. (FS7 indicates there is a finish-to-start relationship with 7 days of lag.)
Start-to-Start with Lag - The following example shows that the Install Interior Belt Conveyors activity can start five days after the Construct Building Exterior and Structure activity starts. (SS5 indicates there is a start-to-start relationship with 5 days of lag.)
112
Relationships with Lag (cont.)Le
sson
8
The Activity Network is useful when sequencing activities because it displays the activities graphically as you create relationships.
113
Creating Relationships in the Activity Network
Less
on 8
Creating a Start-to-Start Relationship You can create a relationship between activities
by clicking and dragging your mouse between the two activities.
The left edge of the activity represents the start of the activity.
The right edge of the activity represents the finish of the activity.
114
Creating Relationships in the Activity Network (cont.)
Less
on 8
You can also use the Relationships tab to create relationships. When creating a relationship in Activity Details, the default relationship type is Finish-to-Start.
Activities in the Assign Successors dialog box can be grouped and sorted in a variety of ways, including by EPS and by List. In the Display Options bar, click Group and Sort By to view options.
115
Creating Relationships in Activity Details
Less
on 8
Assigning Lag Although the default relationship type is Finish-
to-Start with zero days of lag, you can use the columns on the Relationships tab to make adjustments to the relationship type or to assign lag.
117
Creating Relationships in Activity Details (cont.)
Less
on 8
You can also view/modify relationships in the Activity Table and Gantt Chart.
Activity Table - Displays the Predecessors and Successors columns.
118
Viewing Relationships in Gantt Chart
Less
on 8
Key Concepts Use the Precedence Diagramming Method to create a
network logic diagram to show the relationships between activities. Build the diagram using boxes or rectangles that represent activities, and create logical relationships between the activities, specifying the predecessor and successor activity relationships.
There are four relationship types: Finish-to-Start, Start-to-Start, Finish-to-Finish, and Start-to-Finish. The default relationship type is Finish-to-Start.
Use lag to specify a delay between an activity and its successor.
You can create relationships in the Activity Network via a graphical display, or in the Relationships tab in Activity Details.
120
Viewing Relationships in Gantt Chart (cont.)
Less
on 8
Scheduling
Lesson 9
121
Perform a forward and backward pass Describe float and its impact on a schedule Identify loops and open ends Calculate a schedule Analyze the scheduling log report
121
Lesson ObjectivesLe
sson
9
The Critical Path Method (CPM) scheduling technique is utilized to calculate project schedules. CPM uses activity durations and relationships between activities to calculate schedule dates. This calculation is done in two passes through the activities in a project.
122
Critical Path Method Scheduling Le
sson
9
Critical Path The critical path is the series of activities that
determines a project's completion date. The duration of the activities on the critical path
controls the duration of the entire project. A delay to any of these activities will delay the Finish date of the entire project.
Critical activities are defined by either the total float or the longest path in the project network.
122
Critical Path Method Scheduling (cont.)
Less
on 9
The data date is the date that is utilized as the starting point for schedule calculations. It is the date used to schedule all remaining work.
During the Planning phase the data date should match the project Start date.
123
What is the Data Date?Le
sson
9
Data Date Line
Data Date
Time
Time
Time
Schedule
Resource
Cost
J AJJMAMF S
ResourceQuantity(person-days)
$
OPNLess
on 9
Forward Pass The forward pass calculates an activity's early dates. Early dates are the earliest times an activity can
start and finish once its predecessors have been completed.
The calculation begins with the activities without predecessors.
Early Start (ES) + Duration - 1 = Early Finish (EF)
124
Scheduling Concepts (cont.)Le
sson
9
Forward pass
A
C
B
5
15
10
ES
EF
EF
ES
ES EF
55
1010
1111 2525
11
11
124Less
on 9
Backward Pass The backward pass calculates an activity's late
dates. Late dates are the latest times an activity can start
and finish without delaying the end date of the project.
The calculation begins with the activities without successors (activity C in the graphic below).
For projects without a Must Finish By date, activities without successors are assigned a Late Finish equal to the latest calculated Early Finish date (25 in the graphic below).
Late Finish (LF) - Duration + 1 = Late Start (LS)
125
Scheduling Concepts (cont.)Le
sson
9
A
C
B
5
15
10
ES 1
EF 25
EF 5
ES 11
ES 1 EF 10
LS LF
LFLS
LS LF
Backward pass
25251111
101011
101066
125Less
on 9
Total Float The amount of time an activity can slip from its early
Start without delaying the project. The difference between an activity's late dates and
early dates. Activities with zero Total Float are critical. Late date - Early date = Total Float (TF)
An activity's Total Float is automatically calculated each time you schedule the project. You cannot edit an activity's float values directly.
The critical path is the series of activities that determines a project's completion date. Activities B and C are on the critical path in the graphic below.
126
Scheduling Concepts (cont.)Le
sson
9
Positive float
Zero float (critical)
Negative Float (extremely critical)
Positive float
Negative float
ES EF
LFLS
EFES
EFES
LS
LS
LF
LF
Total Float
126Less
on 9
A
C
B
5
15
10
ES 1
EF 25
EF 5
ES 11
ES 1 EF 10
LS 11 LF 25
LF 10LS 6
LS 1 LF 10
Backward pass
TF =
TF =
TF =
Forward pass
00
00
55
Critical Path
Critical Path
127Less
on 9
Backward Pass with Required Finish One of the most common project scenarios is a
required finish date for the project. Used only during the backward pass. Required finish date specifies when the project must
finish regardless of the network's duration and logic. Late Finish - Duration + 1 = Late Start
128
Scheduling Concepts (cont.)Le
sson
9
A
C
B
5
15
10
ES 1
EF 25
EF 5
ES 11
ES 1 EF 10
LS LF
LFLS
LS LF
Backward pass
TF =
TF =
TF =
66
55-4-4
5511
-5-5
00
-5-5
2520*20*
Must Finish By: Day 20*
128Less
on 9
Critical Critical ActivitiesActivities
Which activities are critical based on Total Float?
A
C
B
5
15
10
ES 1
EF 25
EF 5
ES 11
ES 1 EF 10
LS LF
LFLS
LS LF
Backward pass
TF =
TF =
TF =
66
55-4-4
5511
-5-5
00
-5-5
2520*20*
Must Finish By: Day 20*
128Less
on 9
Longest Path
Longest Path
Which activities are critical based on Longest Path?
Loops indicate circular logic between two activities. Primavera will not calculate a schedule until the
loop is eliminated. A dialog box is displayed listing the activities in the
loop
BA101BA10100
BA103BA10300
BA102BA10200
Circular Relationships (Loops)
129
Scheduling Concepts (cont.)Le
sson
9
Open Ends Open Ends are activities without a predecessor or
successor. No predecessor - Activity uses data date as its Early
Start. No successor - Activity uses project finish as its Late
Finish Open-ended activities can portray an unrealistic
amount of positive total float.
130
Scheduling Concepts (cont.)Le
sson
9
10 70
80 9030 50 6020
40
START
FINISH
NOTE: Primavera recommends that each project have only two open ends, the start milestone activity and the finish milestone activity.
Open Ends cont.
130Less
on 9
10 70
80 9030 50 6020
40
START
FINISH
Notice the relationship between activity 30 and 50 is missing, creating two additional open ends.
What will happen when this network is scheduled?
Oops! Open ends.
Open Ends cont.
130Less
on 9
When you schedule a project, activity dates are calculated according to durations and logic.
Mark the Log to file checkbox to record scheduling results in a log file (.txt).
After you schedule the project, note the change in the position of activities on the Gantt Chart. Activities are displayed according to their calculated start and finish dates. Critical activities are displayed in red.
131
Scheduling a Project Le
sson
9
Schedule Log The Schedule Log records scheduling results,
including: Scheduling/leveling settings Statistics Errors Warnings Scheduling/leveling results Exceptions
132
Scheduling a Project (cont.)Le
sson
9
An activity may have a relationship from a predecessor that determines its Early Start. This logic tie is called a driving relationship.
A solid relationship line indicates a driving relationship.
A dashed relationship line indicates a non-driving relationship.
BA3040 and BA3050 do not drive the start of BA3070. BA3060 drives the start of BA3070.
133
Driving RelationshipsLe
sson
9
After relationship logic has been defined, schedule the project to determine when the activities will take place.
Schedule dates can be calculated based on the critical path, a series of activities that determine a project's completion date.
When scheduling using the Critical Path Method, activity Early Start and Finish dates are calculated during a forward pass, and the Late Start and Finish dates are calculated during the backward pass.
The data date is used as a starting point when scheduling all remaining work for the project.
After scheduling, activities will have a total float that represents the amount of time an activity can be delayed without delaying the project.
139
Key ConceptsLe
sson
9
Key Concepts After scheduling, results are recorded in a Schedule
Log.
139
Driving Relationships (cont.)Le
sson
9
Assigning Constraints
Lesson 10
141
Apply an overall deadline to a project Apply a constraint to an individual activity Add notebook topics to constrained activities Describe the available constraint types
141
Lesson ObjectivesLe
sson
10
Constraints are imposed restrictions used to reflect project requirements that cannot be built into the logic.
Use constraints to build a schedule that more accurately reflects the real-world aspects of the project, provide added control to the project, and impose a restriction on the entire project or an individual activity
Constraints are user-imposed. Two constraints can be assigned to an activity. After applying a constraint, the project must be
rescheduled to calculate the new dates.
142
ConstraintsLe
sson
10
Must Finish By Used when an overall project deadline must be met. Forces all activities in the project to finish by the date (and
time) specified. By default, the time associated to the Must Finish By date is
set to 12:00 am. This means that if the project must finish by the end of day on 1-Nov, assign a Must Finish By of 02-Nov.
Affects the total float of the entire project. Must be applied in the Dates tab in Project Details.
The current Early Finish of Building Addition project is 17-Nov-10. You will apply a Must Finish By constraint of 02-Nov-10.
The next step is to reschedule the project to see the effect of the imposed deadline on the late dates and Total Float in the project plan.
143
Commonly Used Constraints (cont.)Le
sson
10
Used to set the earliest date an activity can begin.
Forces the activity to start no earlier than the constraint date
Pushes the early start to the constraint date Affects the early dates of its successors
AALFLFLSLS
EFEFESES
BBLFLFLSLS
EFEFESESES *ES *
Start On or After
145Less
on 1
0
Used to set the earliest date an activity can begin.
Forces the activity to start no earlier than the constraint date
Pushes the early start to the constraint date Affects the early dates of its successors
AALFLFLSLS
EFEFESES
BBLFLFLSLS
EFEFESES
AAEFEFESES * *
BBEFEFESES
Start On or After
145Less
on 1
0
Adding Notebook Topic When a constraint is assigned to an activity, it is
recommended that you add a note to document why the constraint was assigned. You can use the Notebook tab in the Activities window to document these reasons.
147
Commonly Used Constraints (cont.)Le
sson
10
Used to set intermediate completion points Forces the activity to finish no later than the
constraint date Pulls the late finish date to the constraint date Affects the late dates of its predecessors
AALSLS
EFEFESES
BBLFLF LSLS
EFEFESES
LF LF LF * LF *
Finish On or Before
148Less
on 1
0
Used to set intermediate completion points Forces the activity to finish no later than the
constraint date Pulls the late finish date to the constraint date Affects the late dates of its predecessors
Finish On or Before
AALSLS
EFEFESES
BBLFLF LSLS
EFEFESES
LF LF
AALSLS
BBLFLF LSLS LF * LF *
148Less
on 1
0
Start On Forces the activity to start on the constraint date.
Shifts both Early and Late Start dates. Delays an Early Start or accelerates a Late Start. Used to specify dates submitted by contractors or
vendors.
150
Commonly Used Constraints (cont.)Le
sson
10
Start On or Before Forces the activity to start no later than the
constraint date. Shifts the Late Start to the constraint date. Affects the late dates of its predecessors. Used to place a deadline on the start of the activity.
150
Commonly Used Constraints (cont.)Le
sson
10
Finish On Forces the activity to finish on the constraint date.
Shifts both Early and Late Finish dates. Delays an Early Finish or accelerates a Late Finish. Used to satisfy intermediate project deadlines.
150
Commonly Used Constraints (cont.)Le
sson
10
Finish On or After Forces the activity to finish no earlier than the
constraint date. Shifts the Early Finish to the constraint date. Affects the early dates of its successors. Used to prevent an activity from finishing too early.
150
Commonly Used Constraints (cont.)Le
sson
10
As Late As Possible Delays an activity as late as possible without
delaying its successors. Shifts the early dates as late as possible. Also called a zero free float constraint.
150
Commonly Used Constraints (cont.)Le
sson
10
Mandatory Start and Finish Forces early and late dates to be equal to the
constraint date. Affects late dates of predecessors and early dates of
successors. May violate network logic.
150
Commonly Used Constraints (cont.)Le
sson
10
Key Concepts Assign constraints to activities and projects to reflect
real-world restrictions. A maximum of two constraints can be assigned to an
activity. The Must Finish By constraint is used when an
overall project deadline must be met. Use the Start On or After constraint to set the
earliest date an activity can begin.
151
Commonly Used Constraints (cont.)Le
sson
10
Maintaining the Project Documents Library
Lesson 11
153
Describe the difference between a work product and a reference document
Create a document record Link the document record to a project document
or work product Assign the project document to an activity or
WBS
153
Lesson ObjectivesLe
sson
11
The Work Products and Documents window enables you to maintain general information about project documents, including links to the actual document files. Documents are organized hierarchically to enhance categorization.
You can catalog and track project-related documents and deliverables, and provide standards and guidelines for performing work on an activity.
Store documents on a network file server or Web site. Maintain general information about project documents
such as version, revision date, and author. Create a link to the actual document file.
154
Project DocumentsLe
sson
11
Documents can be designated as a work product or reference document:
Work product - Includes project or activity deliverables that will be turned over to the end user or customer. Examples: CAD files, testing plans, and blueprints.
Reference document - Includes documents that can be referenced by a project participant to provide standards and guidelines for performing work. Examples: guidelines, policies, procedures, design templates, checklists, and worksheets.
154
Project Documents (cont.)Le
sson
11
Documents do not reside in the Primavera database. To access documents via Primavera, a document record must be created in the Work Products and Documents window.
155
Creating a Document RecordLe
sson
11
Files Tab After you add a document record, you must
establish a link to the document by specifying a file path. There are two kinds of document location references:
Private Location - References can be viewed only by Primavera client/server application users. Examples include invoices, purchase orders, or contracts.
Public Location - References can be viewed by all project participants, including timesheet users. Examples include procedure guidelines or project checklists.
157
Creating a Document Record (cont.)Le
sson
11
Assigning a Project Document to an Activity Project documents can be assigned to both WBS
elements and activities. For example, during a project's planning phase, you may assign a document to a WBS element. As the details of your project develop, you can assign the same document to activities.
158
Creating a Document Record (cont.)Le
sson
11
Viewing Document Details Use the Work Product and Document Details dialog
box to view details about and/or open the selected work product or document. Fields in the dialog box are summarized below:
Title - The name of the selected work product or document.
Author - The name of the person who created the selected work product or document.
Version - The selected work product or document's version number.
Date - The entered Revision Date. Private/Public Location - The selected work product or
document's file name. Launch Private/Public Location - Opens the work product or
document's file in its native application.160
Creating a Document Record (cont.)Le
sson
11
Viewing Document Details Description - A narrative description of the selected
work product or document.
160
Creating a Document Record (cont.)Le
sson
11
Key Concepts Documents do not reside in the Primavera database.
To access documents via Primavera, a document record must be created in the Work Products and Documents window.
After adding a document record, specify its private and/or public location. Specifying a public location enables all project participants to view the document.
You can designate a document as a work product or reference document and assign it to an activity or WBS element.
Maintain general information of each project document such as version, revision date, and author.
161
Creating a Document Record (cont.)Le
sson
11
Formatting Schedule Data
Lesson 12
163
Group activities according to a specific criteria Sort activities Apply a filter Create a filter
163
Lesson ObjectivesLe
sson
12
Grouping is a flexible way to organize data into categories that share a common attribute.
You can group data to create customized layouts. You can also use grouping to quickly view subtotal data in the group title bands, view summary bars in the Gantt Chart, and summarize data for reporting purposes.
Grouping is available in all windows and most dialog boxes.
Each window or dialog box has its own grouping options. Some windows have customized/pre-defined groups.
Activities can be grouped by hierarchical fields such as WBS, activity codes, and project codes.
Activities can be grouped by data fields such as dates, costs, Total Float, and other numeric data.
164
Grouping DataLe
sson
12
Group and Sort Dialog Box The Group and Sort dialog box is used to set up the
organization of activities on the screen. Show Group Totals - Choose to display or hide the total
values for grouping bands. If you mark the Show Group Totals checkbox, you have the additional options to Show Grand Totals and Show Summaries Only.
Show Grand Totals - Mark to display a grand total row at the top of the layout.
Show Summaries Only - Mark to hide the activities within each group title band.
Shrink Vertical Grouping Bands - Minimize the width of the vertical grouping bands displayed in the Activity Table. This setting is available in windows that have the Group and Sort by, Customize layout option.
165
Grouping Data (cont.)Le
sson
12
Group and Sort Dialog Box Group By - Lists data items used to group the
current display. Indent - Available if the selected data item is
hierarchical. To Level - Indicates the number of levels to display
when grouping by a hierarchical data item. Group Interval - Indicates the interval by which you
want to group the selected data item. Font & Color - Displays the font/color for each group
title band. Hide if empty - Mark to hide the group title bands
that do not contain activities.
165
Grouping Data (cont.)Le
sson
12
Group and Sort Dialog Box Sort Bands Alphabetically - Mark the checkbox to
sort the grouping bands alphabetically rather than their order in their respective hierarchy. This checkbox is disabled for any grouping that is not hierarchical.
Show Title - Mark to display the name of the field that the layout is grouped by; the value is also displayed.
Show ID/Code - Mark the checkbox to display the ID or code value on the grouping band.
Show Name/Description - Mark the checkbox to display the name or description on the grouping band.
165
Grouping Data (cont.)Le
sson
12
Grouping by Date Grouping a layout by date allows you to identify
activities that are scheduled to occur within a particular time period.
167
Grouping Data (cont.)Le
sson
12
Collapsing/Expanding Grouped Data Collapse group bands to control the level of
detail you are viewing. This functionality is especially useful if you want to focus on a specific portion of the layout.
In the Activity Table, view summary information for the displayed columns.
In the Gantt Chart, summary bars are displayed to represent the Start/Finish dates in each group band.
168
Grouping Data (cont.)Le
sson
12
Sorting determines the sequence in which activities are listed within each grouping band. Based on the data item you choose, you can sort alphabetically, numerically, or chronologically.
169
Sorting ActivitiesLe
sson
12
Sorting by a Single Criteria To sort by a single criteria, click the data item's
column title.
169
Sorting Activities (cont.)Le
sson
12
FILTERFILTERDEPT = DEPT = ADMNADMN
10601020
1030
1010
1070
1100
1040
1080
1120
1110
1090
1140
1000
LegendLegend
PRCH IT SLS ADMN
11201110
FILTERFILTERDEPT = DEPT = ADMNADMN
10601020
1030
1010
1070
1100
1040
1080
1120
1110
1090
1140
1000
Filtering Activities
A series of statements which determine the activities to be displayed on screen.
Less
on 1
2
A filter is a set of instructions that determines which activities should display on screen.
Filters enable you to create customized layouts by limiting the number of activities displayed - helping you to focus on critical activities, for example.
A set of pre-defined filters is provided, as is the ability to create user-defined filters of your own.
170
Filtering ActivitiesLe
sson
12
Filters are divided into the following groupings: Default Global User-defined
One or more filters may be applied to a layout at a time.
Multiple criteria for selection may be used within a single filter.
Filter specifications can be saved and re-applied. Filters can be saved as part of a layout.
170
Filtering Activities (cont.)Le
sson
12
Filters Dialog Box All Activities - Mark to show all activities in the
current layout. Show activities that match - When more than one
filter is marked, you must select one of the following options:
All selected filters - Mark to include the activities that meet the criteria of each selected filter.
Any selected filter - Mark to include the activities that meet the criteria of at least one of the selected filters.
Replace activities shown in current layout - Displays only the activities that meet the criteria of each selected filter.
Highlight activities in current layout which match criteria - Highlights only the activities in the current layout that meet the criteria of each selected filter.
171
Filtering Activities (cont.)Le
sson
12
Applying a Default Filter To view critical activities, you can run the Critical
default filter.
172
Filtering Activities (cont.)Le
sson
12
You can create filters based on a single line of criteria or multiple criteria.
A convenient single-criteria filter to use throughout the life cycle of a project is a lookahead filter. It displays the activities that are scheduled to occur within a given amount of time - for example, the next month.
You will execute the new filter to display all activities scheduled to occur within the next month, and then save the layout as One Month Lookahead.
173
Creating a FilterLe
sson
12
If you cannot achieve your goal with a single filter, you can run two filters simultaneously.
175
Using Multiple FiltersLe
sson
12
Applying the All Activities Filter To refresh your screen with all activities, you can
run the All Activities filter.
176
Using Multiple Filters (cont.)Le
sson
12
Key Concepts Use grouping and sorting to organize activities in a
layout. Grouping is available in all windows and most dialog
boxes. The Group and Sort dialog box provides options to
show grand totals and summaries, and modify the font and color for each grouping selected. You can also sort the groups alphabetically, numerically, or chronologically.
Use filters to customize the layout or only show activities that satisfy the filter criteria. You can apply multiple filters to a layout.
177
Using Multiple Filters (cont.)Le
sson
12
Roles and Resources
Lesson 13
179
Describe roles Views the roles dictionary Describe resources Identify the differences between labor, nonlabor
and material resources View the resource dictionary
179
Lesson ObjectivesLe
sson
13
Before you begin to manage resources in Primavera, you must understand the difference between a role and a resource:
Role - A role is a job title or skill - for example, Software Engineer, Project Manager, Trainer, and Database Administrator.
Resource - A resource is an individual (or equipment or material) used to complete an activity.
180
Roles and ResourcesLe
sson
13
The Role dictionary and Resource dictionary are enterprise data - available for use across all projects. After roles and resources are defined, roles can be associated to resources, identifying the skill sets of each resource. Each resource also can be assigned a primary role, which defines the core skill or responsibility in the organization.
Some organizations use roles as placeholders in activity assignments until specific resources are assigned to do the work.
180
Roles and Resources (cont.)Le
sson
13
180Less
on 1
3
The Roles dictionary contains four tabs: General tab - Lists the Role ID and Role Name. The
Responsibilities field lists the skills required to perform the role.
Resources tab - Lists the resources that are capable of performing the responsibilities associated with the role as well as their proficiency.
Prices tab - There are five available price per unit values. The title of these values can be defined in the Rates tab in Admin Preferences.
Limits tab - Specify allocation limit(s) for a role. Multiple limits can be established based on effective date.
181
Defining RolesLe
sson
13
Limits Tab Use the Limits tab to specify available quantities
(limits) for a role. Setting limits helps you quickly identify areas of role overload in Resource/Role Usage Profiles. You can define an unlimited number of role limits for each role; however, the effective date must be unique.
By default, role limits are calculated based on the limit defined for each role's primary resource, which may not accurately reflect a role's planned allocation. In the Resource Analysis tab in User Preferences, Resource Analysis tab, you can choose to display role limits based on the custom role limits you define or based on the calculated primary resources' limit.
183
Defining Roles (cont.)Le
sson
13
A resource is anything used to complete an activity. The Resources window contains information about all resources within the organization, enabling centralized resource management. Resources are divided into three categories:
Labor (people) - Measured in units of time. Generally re-used between activities/projects. Recorded in terms of price/unit - for example,
$50.00/hour. Nonlabor (equipment) - Measured in units of time.
Recorded in terms of price/unit - for example, $465.00/hour.
Material - Measured in units other than time - for example, $4.50/sf.
184
Defining ResourcesLe
sson
13
Use Resource Details to add, view, and edit detailed information about the selected resource.
185
Resource DetailsLe
sson
13
General Tab The General tab enables you to enter general
information about the selected resource including the resource's ID, name, employee ID, title, e-mail address, office phone number, and status.
185
Resource Details (cont.)Le
sson
13
Codes Tab The Codes tab enables you to assign resource
code values to further categorize the selected resource for grouping and organizing.
185
Resource Details (cont.)Le
sson
13
Details Tab The Details tab enables you to enter the selected
resource's labor classification, currency and overtime settings, and profile.
Labor Classification - Indicates the resource is Labor, Nonlabor or Material.
Unit of Measure - Utilized for material resources. Select to determine what unit the resource utilizes.
Currency - Indicates the currency associated with the resource's costs.
Overtime Allowed - Mark to indicate the resource can enter overtime hours in Timesheets, or in the Resources tab in Activity Details.
186
Resource Details (cont.)Le
sson
13
Details Tab Overtime Factor - Indicates the value by which the
resource's standard price should be multiplied to determine the resource's overtime price.
Calendar - Calendar used to identify resource availability.
Default Units/Time - Indicates the units/time that will be applied when the resource is assigned to an activity.
Auto Compute Actuals - Mark to automatically calculate the resource's actual quantity of work according to the project plan.
Calculate costs from units - Mark to calculate the cost of an activity based on the assigned units.
186
Resource Details (cont.)Le
sson
13
Units & Prices Tab The Units & Prices tab enables you to set prices
and availability according to time. Effective Date - The effective start date for price and
availability. Max Units/Time - A numeric value or percentage the
resource can perform in a single work period, according to effective date, e.g., 8 h/d (100%) = full-time or 4 h/d (50%) = part-time. Setting this limit allows you to quickly identify areas of resource overallocation in resource profiles/spreadsheets.
Price/Unit - Set the resource's price for a single work unit, according to the effective date.
187
Resource Details (cont.)Le
sson
13
Key Concepts A role is a job title or skill, for example, Trainer or
Manager. A resource is someone - or something - used to
complete an activity. Roles can be assigned to resources to aid in
resource management. Multiple roles and a single primary role can be assigned to each resource.
Resources are divided into three categories: Labor (people); Nonlabor (equipment); Material (measured in units other than time, e.g., $4.50/square foot).
Roles are defined in the Roles dictionary. Resources are defined in the Resources window,
where you can use Resource Details to view and edit information about resources.
188
Resource Details (cont.)Le
sson
13
Assigning Roles
Lesson 14
189
Assign roles to an activity Assign rates on roles
189
Lesson ObjectivesLe
sson
14
If you know which skill sets are required for each activity - but not the exact people who will perform the work - you can assign roles to the activities. Role assignments will act as placeholders, which you can use later to assign the resources.
To assign a role to an activity, click Add Role in the Resources tab in Activity Details.
190
Assigning Roles to ActivitiesLe
sson
14
If you know which skill sets are required for each activity - but not the exact people who will perform the work - you can assign roles to the activities. Role assignments will act as placeholders, which you can use later to assign the resources.
To assign a role to an activity, click Add Role in the Resources tab in Activity Details.
190
Assigning Roles to ActivitiesLe
sson
14
Assign Multiple Roles to an Activity Use Control-click to select and assign multiple
roles to a single activity.
192
Assigning Roles to Activities (cont.)Le
sson
14
Assigning a Role to Multiple Activities You can assign a single role to multiple activities
by selecting activities in the Activity Table and then clicking Roles in the Command bar.
To select multiple activities: If the activities you want to select are contiguous -
Select the first activity and then Shift-click to select the last activity.
If the activities you want to select are not contiguous - Use Control-click to select individual activities.
193
Assigning Roles to Activities (cont.)Le
sson
14
Rate types are assigned to roles in the Resources tab in Activity Details.
The rate type determines the price/unit used to calculate costs for the assignment. The names for each rate type are defined by your system administrator in the Rate Types tab of Admin Preferences. When you select a rate type, the monetary value is updated automatically in the Price/Unit column.
194
Assigning Rates on RolesLe
sson
14
Key Concepts Role assignments can act as a placeholder, which
you can later use to assign a specific resource. You can assign a single role to an activity; multiple
roles to a single activity; or a single role to multiple activities.
You can also assign rates to roles. The rate type determines the price/unit used to calculate costs for the assignment.
195
Assigning Rates on Roles (cont.)Le
sson
14
Assigning Resources and Costs
Lesson 15
197
Assign resources by role Assign labor, nonlabor, and material resources to
activities Adjust Budgeted Units/Time for a resource Assign expenses to activities
197
Lesson ObjectivesLe
sson
15
Following are the basic steps for resource management:
Define resource availability. Set up the resource name, description, cost, roles, and
attributes that control the resource's effect on the schedule.
Enter the resource name and amount of work planned. The cost is calculated based on the resource quantity and
price/unit as defined in the Resources window. Use the Resource Usage Profile to view resource
quantity/cost information graphically. The profile helps you analyze when, and to what extent, a resource is allocated.
Use the Resource Usage Spreadsheet to view resource quantity/cost information in a tabular format. Like the Resource Usage Profile, the spreadsheet helps you analyze resource allocation.
Use columns to view total costs.
198
Steps for Resource ManagementLe
sson
15
Resource assignments can be made by replacing a role assignment with a specific resource.
At least one role must be assigned to an activity to assign resources by role. When you assign by role, only those resources assigned to the role are displayed in the Assign Resources by Role dialog box.
When assigning resources by role, a confirmation dialog box is displayed if the resource selected to replace the role assignment has different default quantity/cost settings. These settings include Price/Time, Units/Time, and Overtime Factor values.
199
Assigning by RoleLe
sson
15
In responding to the dialog box: Click No - Apply the role's quantity/cost settings. Click Yes - Apply the resource's quantity/cost
settings.
200
Assigning by Role (cont.)Le
sson
15
Assigning By Role to Multiple Activities You can select multiple activities to
simultaneously replace their role assignments. You can also assign multiple resources by roles to multiple activities simultaneously.
201
Assigning by Role (cont.)Le
sson
15
Depending on numerous factors - including the type of activity or type of resource - you may need to adjust Budgeted Units or Units/Time when assigning a resource.
Budgeted Units - The number of units, hours for example, that a resource is assigned to work on the activity.
Units/Time - The number of units (hours) a resource is scheduled to work in a specific time period - for example, 8 hours/day.
202
Assigning ResourcesLe
sson
15
Assigning Resource to Level of Effort Activity When you assign a resource to an activity, this
calculation is performed: Duration x Units/Time = Units. Typically, a resource is not assigned to work on a level of effort activity full time. Therefore, the Units/Time must be adjusted after making the resource assignment.
202
Assigning Resources (cont.)Le
sson
15
Assigning a Nonlabor Resource If a role is not designated as a placeholder in an
activity, assign a resource directly from the Resource dictionary. Resources in the dictionary can be used on any activity. An unlimited number of resources can be assigned.
The Search feature can help you quickly search the resource dictionary for a backhoe, a nonlabor resource which is required to work on the Backfill and Compact Walls activity.
203
Assigning Resources (cont.)Le
sson
15
Adjusting Resource's Budgeted Units/Time You can adjust Budgeted Units/Time after
making a resource assignment. In the example below, you will manually type 16h/d in the Budgeted Units/Time column, indicating that two laborers at 8h/d will work on the activity.
204
Assigning Resources (cont.)Le
sson
15
Designating a Primary Resource The primary resource is the person responsible
for coordinating an activity's work. An activity can have one or no primary resource.
Only the primary resource can send feedback via Primavera Timesheets to the project manager, informing the project manager of the status of an activity.
A primary resource can be assigned to a milestone activity to allow the milestone to be updated through timesheets. This assignment is made on in the General tab in Activity Details.
A primary resource can update steps via Timesheets. If multiple resources are assigned, the first resource
assigned is designated as the primary resource.205
Assigning Resources (cont.)Le
sson
15
Assigning a Material Resource Material resources are not measured in units of
time. For example, Polyform is measured in linear feet and concrete is measured in cubic yards. Units of measure are created in Admin Categories. After the unit of measure is created, it is assigned to the material resource in the Resource dictionary.
206
Assigning Resources (cont.)Le
sson
15
Costs are planned and managed at the activity level. There are two types of costs:
Resource - Calculated based on resource assignments.
Expense - Lump sum costs that are manually entered.
207
Planning CostsLe
sson
15
Resource The cost of a resource can be calculated based
on the Price/Unit defined in the Resource dictionary and the Budgeted Units assigned to the activity.
Budgeted Cost = Budgeted Units x Price/Unit
207
Planning Costs (cont.)Le
sson
15
Expense Expenses are non-resource costs associated with a
project. They are typically one-time expenditures for non-reusable items. Examples of expenses include facilities, travel, overhead, and training.
Expenses are manually assigned at the activity level. You can enter a single lump sum expense or you can enter the number of units and the Price/Unit.
Expense categories can be assigned to classify the expense.
Expenses can be accrued at the start, end, or uniformly over the duration of an activity.
A unit of measure can be used to label the quantity, for example, each, pounds, square feet.
208
Planning Costs (cont.)Le
sson
15
Summary Tab Use the Summary tab to display unit, cost, or
date information for the selected activity. Select Display cost at the bottom of the page to
display the itemized and total cost of the selected activity. The activity's costs are broken into:
Labor Cost Nonlabor Cost Material Cost Expenses Total Cost
210
Planning Costs (cont.)Le
sson
15
Key Concepts Three steps in resource management are defining
resources; assigning resources; and analyzing resources.
Resource assignments can be made by replacing a role assignment with a specific resource. At least one role must be assigned to an activity to assign resources by role.
If a role is not designated as a placeholder in an activity, assign a resource directly from the Resource dictionary.
When you assign a resource to an activity, this calculation is performed: Duration x Units/Time = Units.
When you assign a resource, you can adjust Units/Time or Budgeted Units. You can also designate a primary resource.
211
Planning Costs (cont.)Le
sson
15
Analyzing Resources
Lesson 16
213
Display the Resource Usage Profile Format a profile Format the timescale
213
Lesson ObjectivesLe
sson
16
The Resource Usage Profile, which can be displayed in the Activities window, enables you to view resources/role unit and cost distribution over time. You can specify how data is played in the profile via the Resource Analysis tab in User Preferences:
All Projects
214
Resource Analysis SettingsLe
sson
16
All closed projects (except what-if projects) - Displays resource/cost usage data for:
All closed projects with a leveling priority - When electing to show remaining values for open versus closed projects, choose this option to include data for all closed projects with a specific leveling priority.
Opened projects only - Focus on resource/cost usage in the projects currently opened.
Time-Distributed Data Display data based on Remaining Early or Forecast
dates. Select the time interval for displaying live resource
allocation: hour, day, week, or month.
214
Resource Analysis Settings (cont.)Le
sson
16
The Resource Usage Profile provides a graphical view of unit/cost distributions over time. It displays the amount of effort needed from each resource/role on the project during each time period.
Use the profile to determine how many hours each resource is scheduled to work; identify overallocated resources; track expenditures per time period; and display a "banana curve" to compare early and late dates.
View unit/cost distributions from a specific project or all projects to which you have access.
View resource or role allocations.
216
Resource Usage ProfileLe
sson
16
Display separate bars for one or all of the following:
Budgeted units/costs Actual units/costs Remaining Early units/costs Remaining Late units/costs
The Resource Usage Profile timescale matches the timescale for the Gantt Chart.
Format columns, group, sort, and filter resources/roles in the profile.
Can be saved as part of a layout.
216
Resource Usage Profile (cont.)Le
sson
16
You can use Resource Usage Profile information to determine which resources/roles are overallocated and which resources/roles are underutilized.
The table below lists the sections of the Resource Usage Profile. Note that there are two Display Option bars: one that controls display options for the left pane, and another that controls display options for the right pane.
217
Displaying the Resource Usage Profile
Less
on 1
6
Viewing All Projects or Open Projects Only When you select the User Preferences setting to
All closed projects (except what-if projects), you can toggle the Resource Usage Profile to display either:
all open projects. all closed projects except for what-if projects.
This option is available on the right pane Display Options bar.
Once you have only the open projects displayed, you can filter the top layout by either Time Period or Resource.
218
Displaying the Resource Usage Profile (cont.)
Less
on 1
6
Formatting the Profile The Resource Usage Profile can be modified by
adjusting Data and Graph settings in the Resource Usage Profile Options dialog box.
Data settings: Display - Select to display units or costs. Show Bars/Curves - Mark to display By Date (periodic)
bars and/or Cumulative curves and format their colors. Show Remaining Bars As - Select a solid color to display
early bars and a hatched color to display late bars. Additional Data Options - Mark to display a line
indicating resource limits; resource/role overallocation; resource availability; or resource overtime units.
220
Displaying the Resource Usage Profile (cont.)
Less
on 1
6
Formatting the Profile Graph settings:
Vertical Lines - Choose to display major/minor sight lines based on the timescale interval.
Horizontal Lines - Choose the line style and color. Additional display options:
Show Legend - Display the data item each color represents.
3D Bars - Add a third dimension to the bars. Background Color - Specify the color displayed in the
background of the Resource Usage profile. Calculate Average - Specify the values you want to use
to divide the timescale interval totals.
221
Displaying the Resource Usage Profile (cont.)
Less
on 1
6
Formatting the Timescale You can specify the timescale you want to
display in the Resource Usage Profile and the Gantt Chart.
Timescale Start - Specify the date from which the timescale should start for the profile or Gantt Chart.
Date Interval - Choose the units of the timescale in years, quarters, months, weeks, days, hours, and shifts.
223
Displaying the Resource Usage Profile (cont.)
Less
on 1
6
Formatting the Timescale You can also format the timescale by clicking
and dragging: Place your mouse on the minor date interval on the
timescale. Click and drag to expand or contract the timescale.
224
Displaying the Resource Usage Profile (cont.)
Less
on 1
6
Key Concepts The Resource Usage Profile provides a graphical
view of unit/cost distributions over time. It displays the amount of effort needed from each resource/role on the project during each time period.
Use the profile to determine how many hours each resource is scheduled to work; identify overallocated resources; track expenditures per time period; and display a "banana curve" to compare early and late dates.
You can specify settings for resource analysis in the Resource Analysis tab in User Preferences.
You can further customize the profile by using the two Display Option bars.
227
Displaying the Resource Usage Profile (cont.)
Less
on 1
6
Optimizing the Project Plan
Lesson 17
229
Analyze schedule dates Shorten a project schedule Analyze resource availability Remove resource overallocation Analyze project costs
229
Lesson ObjectivesLe
sson
17
Analyzing the Project Once you have created the project plan, verify
that it meets the project stakeholders' date, resource, and cost requirements. If an inconsistency exists between the information in the project plan and the project requirements, you will be able to identify the source of the problem and define a solution:
Analyze schedule dates - Evaluate the schedule to ensure that milestone dates and project dates are achieved.
Analyze resource allocation - Evaluate the resources to ensure that the resources are not overallocated.
Analyze cost budget - Evaluate project costs.
230Less
on 1
7
Analyzing the Project
230Less
on 1
7
The most important date in the schedule is the calculated project Finish date. If the calculated Finish date of the project is beyond the Must Finish By date, the project must be shortened. In addition, each deliverable in the project should be scheduled to finish by the dates imposed by the project stakeholders.
Steps for analysis: Compare the calculated Finish to the Must Finish By
date. Back up your project plan. Focus on critical activities. Shorten the project.
231
Analyzing Schedule DatesLe
sson
17
Comparing Finish Date to Must Finish By Date You can quickly determine whether the project
will finish on time by viewing the Dates tab in the Projects window.
The Office Building Addition project must be finished by 02-Nov-10 - however, the schedule indicates that the project will not finish until 17-Nov-10. (Note that the project actually must finish by the close of business on 01-Nov-10 as the Must Finish By constraint is at 12:01 am on November 2.)
232
Analyzing Schedule Dates (cont.)Le
sson
17
Focusing on Critical Activities To shorten the project, focus on critical activities.
These represent the longest continuous path of activities through a project that determines the project Finish date. If you adjust a critical activity, the Finish is likely affected.
233
Analyzing Schedule Dates (cont.)Le
sson
17
If schedule analysis leads you to conclude that the Must Finish By date cannot be met, concentrate your efforts on shortening the schedule. Several methods can help you accomplish this goal:
Refine duration estimates: Break down long activities. Assign additional resources to reduce duration.
Use relationships to overlap activities. Apply/modify constraints.
235
Shortening the ProjectLe
sson
17
Change calendar assignments: Put critical activities on a longer workweek. Add exceptions to nonworktime.
235
Shortening the Project (cont.)Le
sson
17
Refining Duration Estimates Begin the analysis by reviewing the activities
with the longest duration. In general, these activities offer the greatest flexibility in altering durations.
236
Shortening the Project (cont.)Le
sson
17
Modifying Relationships If you need to further compress the schedule,
review relationships between activities on the critical path.
Currently, there is a Finish-to-Start relationship between the Site Preparation and Excavation activities. You determine these activities can be performed at the same time. Therefore, change the relationship to Start-to-Start with 5 days of lag.
237
Shortening the Project (cont.)Le
sson
17
Modifying Constraints Constraints assigned earlier in the project life
cycle may need to be modified based on the latest information from the project team. If you modify a constraint, be sure to also modify the Notebook topic that was created to document the constraint.
A resource is available to work on the Excavation activity. You can now remove the Start On or After constraint from the Excavation activity.
238
Shortening the Project (cont.)Le
sson
17
Verifying Project Dates To see if the project will now finish on time,
verify that no negative Total Float exists on any of the activities in the project.
The Total Float for the project equals 1 day and the calculated Finish date is 29-Oct-10. Therefore, the project is scheduled to finish before the Must Finish By date of 2-Nov-10.
239
Shortening the Project (cont.)Le
sson
17
The project plan is now scheduled to be completed by the deadline. Before proceeding, verify that resources are appropriately allocated.
You can use the Resource Usage Profile to determine which resources are overallocated/underutilized. You can then re-assign resources to help even the workload.
240
Analyzing Resource AllocationLe
sson
17
Identifying Resource Overallocation The Resource Usage Profile allows you to run a
filter to focus on the activities that are contributing to a resource's overallocation.
Using a filter in the Resource Usage Profile, identify the activities contributing to Oliver Rock's overallocation in January through February 2010.
241
Analyzing Resource Allocation (cont.)Le
sson
17
Correcting Overallocation If overallocation is identified, choose a method to
remove the overallocation from the specific resource. Several methods can help you accomplish this goal:
Replace the overallocated resource with an available resource.
Increase the resource's workweek. Increase the hours/day that the resource works. Assign additional resources to the activity.
After analyzing Oliver Rock's overallocation, you have decided to use a different resource for activities BA5010 Review and Approve Brick Samples and BA5020 Prepare and Solicit Bids for Brick Exterior. Waylan Smithers is not allocated to work in this time period, so he can be assigned to the activities.
242
Analyzing Resource Allocation (cont.)Le
sson
17
Correcting Overallocation Assign Waylan Smithers to work on the two
activities.
244
Analyzing Resource Allocation (cont.)Le
sson
17
Reviewing Allocation Use the Resource Usage Profile to check
allocation for Oliver Rock, who was removed from the activities, and Waylan Smithers, who was assigned in his place.
245
Analyzing Resource Allocation (cont.)Le
sson
17
Replacing a Resource Note that this functionality is available only when
assigning a resource directly - it is not available in the Assign Resources by Role dialog box.
246
Analyzing Resource Allocation (cont.)Le
sson
17
There are many options for analyzing the budget. By displaying cost columns in the Activity Table, you can analyze the budgeted cost of the entire project, as well as each individual activity.
$250,000 has been allocated for the Office Building Addition project. You will display a layout that shows budgeted cost information so you can determine whether the project is within this budget.
247
Analyzing the BudgetLe
sson
17
Key Concepts Optimizing the project plan is the last step in planning
your project. Ensure that the project plan meets its date, resource, and cost requirements.
If the calculated Finish date of the project is beyond the Must Finish By date, the project must be shortened. Comapare the dates in the Dates tab in Project Details.
You can use various methods to shorten the project, such as refining durations, modifying relationships, applying constraints, and focusing on critical activities.
Use the Resource Usage Profile to ensure resources are not overallocated.
Evaluate costs to ensure that the project can be completed within budget.
248
Analyzing the Budget (cont.)Le
sson
17
Baselining the Project Plan
Lesson 18
249
Create a baseline plan Display baseline bars on the Gantt Chart Modify the bars on the Gantt Chart
249
Lesson ObjectivesLe
sson
18
A baseline is a copy of a project that you can compare to the current project to evaluate progress. Create a baseline plan before updating a schedule for the first time.
Baselines provide a target against which you can track a project's cost, schedule, and resource performance.
Baseline functionality in Primavera enables you to: Save an unlimited number of baselines per project. Designate one project baseline and up to three user
baselines at a time for comparison to the current project. Assign a baseline type to categorize a baseline. Examples
include initial planning, what-if, or mid-project baselines. Baseline types can help you benchmark performance across multiple projects.
250
BaselinesLe
sson
18
You can create a baseline either by: Copying the currently opened project. Converting another project into a baseline.
When you create a baseline, you must select the project to which it is associated. Baselines can be assigned only to opened projects. All opened projects are displayed in the Maintain Baselines dialog box.
251
Creating a BaselineLe
sson
18
Categorizing the Baseline Assign a baseline type to categorize the baseline
based on how you to intend to use it. For example, the Initial Plan baseline type can be used for your initial project plan. Another baseline type, Mid-Project Status, can be used after the project is underway. Baseline types are also useful in organizing multiple baselines in the project.
252
Creating a Baseline (cont.)Le
sson
18
Assigning a Baseline Use the Assign Baselines dialog box to choose a
project baseline and/or user baseline for the project. If no baseline is designated as active, the current project plan is used as the baseline.
Project baseline is the baseline selected by the project manager for the project.
Used for schedule, resource, and cost comparison. Controlled by the security privilege, Maintain Project
Baselines. User Baseline assignments are user-specific.
Used for schedule comparison only. Each user can choose a different baseline for
comparison to the current project.
253
Creating a Baseline (cont.)Le
sson
18
The Bars dialog box allows you to modify the type, size, color, row position, and shape of the bars displayed in the Gantt Chart.
Timescale - Bar is drawn based on the timescale selected, for example, Actual Bar drawn from Actual Start date to Actual Finish date.
Filter - Bar is drawn for all activities that match the criteria listed in the filter displayed.
254
Viewing Baseline BarsLe
sson
18
Bar Style Tab The Bar Style tab enables you to specify the
shape, color, and pattern of the bars and endpoints.
Shape - Shape of the selected bar's start endpoint, the bar itself, and the finish endpoint.
Color - Choose the selected bar's start endpoint color, the color of the bar itself, and the color of the finish endpoint.
Pattern - The fill pattern of the selected bar. Row - Displays the position of the bar on the Gantt
Chart.
254
Viewing Baseline Bars (cont.)Le
sson
18
Displaying Baseline Bars By displaying baseline bars in the Gantt Chart,
you can visually compare the baseline plan's schedule dates to the current project plan's schedule dates.
In addition to bars displayed by default, you can create additional bars based on date fields and filters.
Select a value in the Row field to determine placement of a bar in the Gantt Chart.
255
Viewing Baseline Bars (cont.)Le
sson
18
Customizing the Activity Table You can further customize the layout by choosing
display options for the Activity Table. These include the font of the text and the height of the rows, which can be specified in the Table, Font and Row dialog box.
256
Viewing Baseline Bars (cont.)Le
sson
18
Saving the Layout If you are pleased with the layout, save it with a
new name.
257
Viewing Baseline Bars (cont.)Le
sson
18
Bar Labels Tab Labels can be placed on any of the bars listed in
the dialog box. By adding dates to the bars, you can quickly determine the Start and Finish dates of activities in the Gantt Chart.
258
Viewing Baseline Bars (cont.)Le
sson
18
Key Concepts A baseline is a copy of a project that you can
compare to the current project to evaluate progress. Create a baseline plan before updating a schedule for the first time.
You can create a baseline either by copying the currently opened project or converting another project into a baseline.
Assign a baseline type to categorize the baseline based on how you to intend to use it.
A project baseline is the baseline selected by the project manager for the project and is controlled by a security privilege. A user-baseline can be designated by each user and is used for schedule comparison only.
260
Viewing Baseline Bars (cont.)Le
sson
18
Key Concepts The Bars dialog box allows you to modify the type,
size, color, row position, and shape of the baseline bars displayed in the Gantt Chart.
260
Viewing Baseline Bars (cont.)Le
sson
18
Project Execution and ControlLesson 19
261
Describe several methods for updating the project schedule
Use Progress Spotlight Status activities Reschedule the project
261
Lesson ObjectivesLe
sson
19
Once a project has started, you need to update actual schedule information and resource usage at regular intervals. Your company will establish a standard update procedure, including how data is collected and how often it is updated.
262
Updating a ProjectLe
sson
19
How Often? You may need to update daily, weekly, or
monthly, depending on the length of your project and how frequently you want to adjust your forecasts.
262
Updating a Project (cont.)Le
sson
19
How Data is Collected Project managers manually enter the actual date,
resource, and cost information. Record actual dates and progress, actual resource
usage and cost, and expense costs. Approve and apply timesheets.
Team members use timesheets to update activities. Project managers review and approve timesheets. Project managers apply timesheets to the project.
Auto compute actuals. Progress of activities is automatically calculated
according to the project plan.
262
Updating a Project (cont.)Le
sson
19
When updating a project, actuals are recorded for each activity relative to the data date. The data date is the date up to which actual performance data is reported and the date from which future work is scheduled. By default, the data date is set to the beginning of the day.
263
The Data DateLe
sson
19
263Less
on 1
9
Create a baseline plan. Identify the new data date with the Progress
Spotlight. Enter activity progress. Report resource use and costs to date. Use Suspend and Resume dates as necessary. Apply actuals to the project. Perform target analysis.
Compare the current plan to the target to analyze variances.
Calculate the schedule. Be sure to verify the new data date.
Monitor project progress with reports.
264
Updating ProcessLe
sson
19
Determine whether project objectives are being met:
Will the project finish on time? Is it within budget? Are project resources being used effectively?
264
Updating Process (cont.)Le
sson
19
Tips for Statusing Use Activity Details tabs or the Activity Table. Use Progress Spotlight to identify activities to be
updated. Use filters and grouping to create a statusing layout.
Use rolling dates for a time period look-ahead. Select only activities to be updated. Organize in a useful sequence via activity codes,
resources, and dates.
264
Updating Process (cont.)Le
sson
19
Define the statusing period before you begin to update activities. In general, the statusing period begins at the current data date and ends at a point in the future. The length of the statusing period depends on the frequency of your updates. You could, for example, create a statusing period that extends one week from the current data date. The end of the statusing period will become the new data date - the date up to which actual performance is measured.
265
Defining a Statusing PeriodLe
sson
19
There are two options to define the statusing period in the Gantt Chart:
Activate Progress Spotlight. Drag the data date.
Note that even as you establish a new statusing period, the new data date must still be manually changed in the Schedule dialog box.
265
Defining a Statusing Period (cont.)Le
sson
19
Progress Spotlight Progress Spotlight creates a visible statusing
period between the current data date and the next status date. It also provides a highlighted list of activities that should have progress during the update period.
266
Defining a Statusing Period (cont.)Le
sson
19
Dragging the Data Date Highlight the activities to be updated by
dragging the status line to the desired date.
267
Defining a Statusing Period (cont.)Le
sson
19
Once a project is underway, you must enter actual schedule data, resource usage, and expense costs at regular intervals. You may need to update daily, weekly, or monthly, depending on the length of your project and how frequently you want to adjust your forecasts.
Actual data is different than planned data - actual data is the real time and cost associated with an activity.
268
Entering ActualsLe
sson
19
Enter schedule, resource, and cost data in the following order:
268
Entering Actuals (cont.)Le
sson
19
Completed Activities Actual Start and Actual Finish dates Actual Regular Units/Costs Actual Cost for expenses
268
Entering Actuals (cont.)Le
sson
19
Activities in Progress Actual Start date Percent Complete and/or Remaining Duration Actual Regular Units/Costs and Remaining Units/Costs Actual and Remaining Costs for expenses
If activity work is temporarily halted, use Suspend/Resume dates.
268
Entering Actuals (cont.)Le
sson
19
To update a start milestone, mark the Started checkbox and enter the Actual Start date. You do not need to enter data in the Finish field because the activity type is a Start Milestone, which has zero duration.
269
Statusing MilestonesLe
sson
19
Three steps must be performed to update an activity to completion:
Enter Actual Start and Actual Finish dates. Enter Actual Regular Units for resources. Enter Actual Cost for expenses.
Below you will check the Actual Regular Units for the activity. Note that in this example, data in the Actual Regular Units field is automatically completed because Recalculate Actual Units and Cost when duration % complete changes is selected in the Calculations tab in the Projects window for the project.
270
Statusing Activities to CompletionLe
sson
19
You will now status activity BA1020 - Review and Approve Designs, which was completed during this status period. The activity started on time but finished 1 day late. Resource Paul Kim worked an additional 8 hours on the activity.
When selecting a new date for the Started or Finished field in the Status tab, mark the checkbox first and then select the date.
272
Statusing Activities to Completion (cont.)
Less
on 1
9
Statusing a Mid-Project Milestone A Start Milestone is updated the same way
whether it occurs at the beginning of a project or in mid-project: Mark the Started checkbox and then enter the Actual Start date.
274
Statusing Activities to Completion (cont.)
Less
on 1
9
Five steps must be performed to update an activity in progress:
Enter Actual Start date. Enter Percent Complete and/or Remaining Duration. Enter Actual Regular Units and Remaining Units for
resources. Enter Actual Cost and Remaining Cost for expenses.
In the example below, activity BA2010 was started during the status period but is now falling behind schedule. You will reflect this by increasing the Remaining Duration.
Actual Regular Units is the number of units that resource(s) actually worked on the activity. Remaining Units represents the amount of work (units) that is required to complete the activity.
275
Statusing Activities in ProgressLe
sson
19
The formula for calculating Remaining Units is: Remaining Units = Remaining Duration * Remaining Units/Time.
276
Statusing Activities in Progress (cont.)
Less
on 1
9
When an activity starts but is unexpectedly delayed or stopped for a period of time, you may suspend it.
A suspended activity must have an Actual Start. Use the Status tab to enter Suspend and Resume dates.
Suspend date - The last day that work was conducted on the activity.
Resume date - The first day that work will continue on the activity.
The actual duration excludes suspension time. Use the Notebook tab to document the reason for the
suspension. In the exercise below, the Excavation activity was
started late and then was suspended due to a snowstorm.
277
Suspending an ActivityLe
sson
19
The Review and Submit Flooring Samples activity has finished 1 day early.
Resource Oliver Rock worked 8 hours less than planned on the activity. Update Actual Units to 56 hours.
The Assemble Brick Samples activity also was completed during this status period.
The Assemble Technical Data for Heat Pump activity was started and finished in this update period.
The Assemble Technical Data for Heat Pump activity has an expense that is running over its budgeted amount. You will update the expenses for the activity to reflect the spending.
In the Expense tab, the field for At Completion Cost ($600.00) is calculated by adding Actual Cost ($600.00) + Remaining Cost ($0.00).
279
Statusing Activities to CompletionLe
sson
19
Now that actuals have been entered, it is time to reschedule the project based on the new data date. Any activities that did not finish on time will delay their successor activities.
284
Rescheduling the ProjectLe
sson
19
Viewing the Results of Rescheduling Project After the project has been rescheduled, the
successors to the delayed activity, BA2020, have also been delayed.
Analyze the activities on the critical path. Review the project's performance to date. Develop strategies for getting the project back on
track. Gain agreement within your project team. Implement the revised project plan.
285
Rescheduling the Project (cont.)Le
sson
19
After scheduling a project, analyze schedule dates, resource allocation, and the cost budget.
286
Controlling the ProjectLe
sson
19
Analyzing Schedule Dates Analyze the schedule to determine if milestone
dates and project dates are being met. Compare the calculated Finish date to the Must Finish
By date to see if you will complete the project on time. If the project is behind schedule, analyze critical
activities. Adjust the project to meet your project Finish date.
286
Controlling the Project (cont.)Le
sson
19
Analyzing Resource Allocation After adjusting the project, determine if resources
are being used effectively.
286
Controlling the Project (cont.)Le
sson
19
Analyzing the Cost Budget After adjusting the project, view At Completion Total
Cost to determine if you are within your budget.
286
Controlling the Project (cont.)Le
sson
19
If the calculated Finish date is later than the Must Finish By date, you can use several methods to shorten the project:
Use relationships to overlap activities. Add resources to reduce durations. Break down long activities. Change calendar assignments:
Put critical activities on a longer workweek. Add exceptions to non-worktime.
287
Compressing the ScheduleLe
sson
19
You can use the following set of questions to help you decide how to most appropriately adjust the schedule:
Can the Finish date of the project slip? The project may need to be delayed if no other options are
available. If the delay is approved, adjust the affected milestones. If the delay is not approved, find another way to meet the
project milestones and Finish date of the project. Can the scope of the activity/project decrease?
In some cases, in order to meet the project milestones and finish date, you can decrease the total amount of work that will be accomplished, i.e., decrease the scope of the project.
If the scope change is approved, decrease the scope by reducing the total hours worked on activities. This will change the duration of the activities.
287
Compressing the Schedule (cont.)Le
sson
19
If the scope change is not approved, find another way to meet the project milestones and Finish date of the project.
Were the budgeted hours over- or under-estimated? You may have overestimated the number of hours to
complete activities; the scope of work can be accomplished in fewer hours.
You can decrease the total hours worked on activities, which decreases the duration of the activities.
Can an additional resource be assigned? You can assign another resource to the activity to finish
it on time. This may be possible if another resource with the
necessary skills is available.
287
Compressing the Schedule (cont.)Le
sson
19
If a resource is available, you can assign it to make up the hours.
Can the resource work overtime? The resource may need to work overtime to
complete an activity on time. If this is possible, you can decrease the duration of
the activity, then enter the original remaining hours. The hours the resource works each day will increase.
288
Compressing the Schedule (cont.)Le
sson
19
Reporting Performance
Lesson 20
295
Describe reporting methods Run a schedule report Create a resource report with the Report wizard Create a report using the current layout
295
Lesson ObjectivesLe
sson
20
There are many methods to distribute schedule, resource, and cost performance information to the project team, including:
Printed layouts Printed reports from the Report wizard Printed reports from Report Writer Project Web site Timesheets Primavera Web applications
296
Methods for Performance Reporting
Less
on 2
0
The Reports window displays reports for schedule, resource, and cost.
297
Reports WindowLe
sson
20
You can report schedule performance using a pre-defined schedule report.
298
Running an Existing ReportLe
sson
20
Run Report Dialog Box Use the Run Report dialog box to compile and
print the selected report. Print Preview - Preview the report before printing it. Directly to Printer - Compile and print the report. HTML File - Compile and save the report as an HTML
file. ASCII Text File - Choose to compile and save the
report as a delimited text file (.txt). Field Delimiter - Select the character used to separate
categories of information that you save in delimited text format (i.e., comma, tab, space).
Text Qualifier - Select the character used to separate categories of data that you save in delimited text format (.txt) if the data contains the field delimiter you specify, such as quote marks (").
299
Running an Existing Report (cont.)Le
sson
20
Run Report Dialog Box Output file - If you choose HTML File or ASCII Text
File, click to specify the file name and location where you want to save the report.
View file when done - Mark this checkbox to automatically open the report in your default Web browser for an HTML file or your default text viewer for an ASCII text file.
Notes - Use to add a comment to the report. Comment appears directly under the report title.
299
Running an Existing Report (cont.)Le
sson
20
Print Preview Print preview allows you to make modifications
to the layout before printing.
300
Running an Existing Report (cont.)Le
sson
20
300
Print Preview Dialog BoxLe
sson
20
ItemItem FunctionalityFunctionality
1. Page Setup Define report's header/footer, margins, and orientation.
2. Print Setup Select the default printer, print size, and page orientation.
3. Print Print the displayed report.
4. Publish Print the report in HTML format.
5. Left/Right/Up/Down
Display the previous or next page of the displayed report.
6. Last/First Page Display the first or last page of the displayed report.
300
Print Preview Dialog Box (cont.)Le
sson
20
ItemItem FunctionalityFunctionality
7. Zoom In/Out Magnify/reduce your view of the displayed report.
8. Help Open Help.
9. Close Close Print Preview and return to the previous window.
Printing Reports Printing reports is an effective way to
communicate project information with resources and other project managers.
The report below displays the Original Duration, Remaining Duration, Percent Complete, Activity Name, Early Start, Early Finish, Late Start, Late Finish and Total Float of all the activities in the project.
300
Running an Existing Report (cont.)Le
sson
20
The Report wizard enables you to easily create a wide variety of ad hoc reports. The reports can be modified as they are built, or they can be reopened later to be modified.
To create a wizard report: Select a base table and pertinent data fields. Organize the data via grouping, sorting, and filtering
options.
302
Report WizardLe
sson
20
Create or Modify Report You will use the wizard to create a report that
shows the resource assignments on the project and related Notebook topics.
303
Report Wizard (cont.)Le
sson
20
Configure Selected Subject Areas Select the columns you would like to use in the
report.
305
Report Wizard (cont.)Le
sson
20
Adding a Filter to the Report Select the filter you would like to use in the
report.
306
Report Wizard (cont.)Le
sson
20
Print Preview You can preview the report before printing. To
print, click the Print icon.
309
Report Wizard (cont.)Le
sson
20
After reviewing your report, you can save it and assign it to a specific report group.
310
Saving a ReportLe
sson
20
Assigning a Report to a Report Group To easily locate a report, you can assign it to a
report group. A report can be assigned to only one report group.
311
Saving a Report (cont.)Le
sson
20
The Report wizard can also be used to create reports based on the layout that is currently displayed. Reports can be modified as they are built through the wizard.
312
Creating a Report Using the Current Layout
Less
on 2
0
Key Concepts The Reports window displays reports for schedule,
resource, and cost. You can report schedule performance by choosing
one of the pre-defined schedule reports listed in the Reports window.
316
Creating a Report Using the Current Layout (cont.)
Less
on 2
0
Key Concepts The Report wizard enables you to easily create a
wide variety of ad hoc reports. The reports can be modified as they are built, or they can be reopened later to be modified. To create a wizard report:
Select a base table and pertinent data fields. Organize the data via grouping, sorting, and filtering
options. The Report wizard can also be used to create reports
based on the layout that is currently displayed.
316
Creating a Report Using the Current Layout (cont.)
Less
on 2
0
Project Web Site
Lesson 21
317
Create and launch a project Web site Customize the appearance of a project Web site Publish activity layouts as HTML pages
317
Lesson ObjectivesLe
sson
21
The project Web site feature is used to publish a project plan as a Web site on an intranet or as a Web site on the Internet. Using a Web browser, the project team and other interested parties can view project documents that contain hypertext links to other pages, enabling them to move between projects and from page to page within a report.
You can browse a project plan at a high level and quickly view more detailed information about specific activities, work products and documents, resources, etc. You can also navigate a project Web site using the project's WBS, resource hierarchy, reference documents outline, activity codes and values, risks, and issues.
318
Project Web SiteLe
sson
21
Among the Web site features: Customize the Web page design. Create a Web site that contains one or multiple
projects. The project(s) must be opened when publishing.
Control the level of detail published, for example limiting activity information and personal information about resources.
318
Project Web Site (cont.)Le
sson
21
Control the information included: Activity layouts Tracking layouts Project reports Global data dictionaries
Test a project Web site locally prior to publishing publicly.
318
Project Web Site (cont.)Le
sson
21
On the General tab in the Projects window, you can create a link to the location of the project Web site.
Use the General tab to set up the information displayed on the Web site:
Web Site Name, Web Site Description, and Last Publish Date is displayed on the Web site splash screen.
Path chosen in the Publish Directory field determines the location of the Web site files.
Scheme determines the fonts, colors, icons, and splash screen that will be used for the Web site.
319
Creating a Project Web SiteLe
sson
21
You can use the default scheme or create your own scheme by adding graphics, fonts, and colors. Customizable features include background/foreground colors, icons/logos, and text types/fonts.
Use the Main Form tab to customize features on the main form of the Web site.
321
Customizing the Project Web SiteLe
sson
21
Splash Tab Use the Splash tab to customize features on the
splash screen.
322
Customizing the Project Web Site (cont.)
Less
on 2
1
Topics Tab Use the Topics tab to determine the detailed
data to publish to the Web site. If all checkboxes are cleared, only WBS data is published.
323
Customizing the Project Web Site (cont.)
Less
on 2
1
Graphics Tab Use the Graphics tab to select existing activity or
tracking layouts to publish to the project's Web site.
Define activity layouts in the Activities window and tracking layouts in the Tracking window.
324
Customizing the Project Web Site (cont.)
Less
on 2
1
Reports Tab The Reports tab is used to select existing reports
to publish to the project Web site. If you do not want reports to be displayed in a
specific Web site, clear the Include in project Web site checkbox.
325
Customizing the Project Web Site (cont.)
Less
on 2
1
Publishing the Web Site A project Web site cannot be published in a
subdirectory beneath the directory that contains Primavera.
A project Web site cannot be published if the subdirectory contains files other than the Project Web site files.
If the publish subdirectory contains only project Web site files, those files will be deleted and replaced with the updated files.
If the publish subdirectory does not exist, the subdirectory will be created.
Data is static as of the date the site is published. To update the site with the new data, publish the site again.
326
Customizing the Project Web Site (cont.)
Less
on 2
1
Launching the Web Site The Web site can be launched two ways:
Automatically in the default browser if the Automatically launch web site preview after publishing checkbox is marked.
Manually from the General tab in the Projects window.
The URL set for the Web site is also displayed in Primavera Portfolio Analysis and in Timesheets, and can be used to launch the Web site.
327
Customizing the Project Web Site (cont.)
Less
on 2
1
The project Web site is divided into three panes: Upper pane - Contains a navigation toolbar for quick
access to various sections of the Web site. Click the Subtoolbar to view a specific set of data
relating to what is selected from the upper pane. Left pane - Select the data elements to view. Right pane - Navigate through the details for the
element displayed in the left pane. The icons in the upper pane allow you to view
global data dictionaries as well as the activity/tracking layouts and reports you selected to publish.
328
Navigating the Project Web SiteLe
sson
21
Save activity layouts as HTML files that are not linked to a project Web site you previously created. The layouts represent a static picture of the project.
Timescale begins on the date defined by the selected layout.
Columns displayed are defined by the selected layout.
330
Publishing Activity LayoutsLe
sson
21
Key Concepts The project Web site feature is used to publish a
project plan as a Web site on an intranet or as a Web site on the Internet. The Web site can include activity layouts, tracking layouts, project reports, and global data dictionaries.
You can use the default scheme or create your own scheme by adding graphics, fonts, and colors.
You can also save activity layouts as HTML files that are not linked to any project Web site you previously created. These layouts represent a static picture of the project.
332
Publishing Activity Layouts (cont.)Le
sson
21