how to configure p6 to present the right experience for each participant - oracle primavera p6...

How To Configure P6 To Present The Right Experience For Each Participant

Justin Laurie

Principal Technical Support Engineer


Program Agenda

Controlling the user experience through security access

– Module Access

– OBS Security

– Global and Project Profiles

– User Interface Views

Activity Level Security


Program Agenda

Dashboards

– Portlets

– Portfolio Views

Portfolios

– Portfolios Analysis

– Capacity Planning

– Performance Status

– Gantt Chart

– ROI


Program Agenda

Configuring Users

– Administrators

– Executives

– Project Managers / Schedulers

– Resource Managers

– Team Members

Email statusing, iPhone/Android, iPad, TM Web

– Contributors


Controlling User Experience Through Security

Overview

Module Access

OBS Security

Global and Project Profiles

User Interface Views

– Activity Level Security

In this section…



User Access controls the modules and features the users can utilize

Most important part of tailoring the user experience for different roles

Acts as a gatekeeper

Controlled by

– Module Access

– OBS

– Global and Project Profiles

– User Interface Views

Overview



Module Access - Overview



To login to P6 a user must have access to at least one of the following

modules: Projects, Portfolios, Resources, Contributor, or Enterprise

Reporting

Email statusing and Team Member mobile apps (iPhone/Android)

enabled with any module.

Users must have Team Member Interfaces module access to utilize TM

Web and TM for iPad.

Access to Dashboards is granted by all modules except: Integration

API, P6 Analytics, P6 Professional, Progress Reporter, TM Interfaces,

Web Services

Module Access - Overview



Contributor

– Contributor must be the only module access selected. Users cannot be

assigned to any other modules if Contributor is enabled, and Contributor

cannot be selected if any other modules are currently enabled.

– Grants users access to login to P6 and Progress Reporter

– Limited access in P6: Dashboards and Projects (Workspace and Activities)

– Can only see activities where assigned as resource or Owner

Module Access



Enterprise Reports

– Allows users to access Reports tab to run reports created in BI Publisher

Integration API

– Allows users to connect to the P6 database through the API via Java

P6 Analytics

– Allows users to connect to the Star database through Oracle BI

P6 Professional

– Allows users to connect via the P6 Professional Client (desktop client)

Module Access



Portfolios

– Allows users to access the Portfolios tab

Portfolios Analysis, Capacity Planning, Performance Status, Gantt

Chart, ROI

– Enables Project Performance and Portfolios View portlets in Dashboard

tab

– Enables document management if Content Repository is configured

– Enables workflow functionality if BPM is configured

Module Access



Progress Reporter

– Allows users to login to Progress Reporter

– Users must have a resource associated with their user account

Projects

– Allows users to access the Projects tab

– Enables Project Performance and Portfolios View portlets in Dashboard

tab



Module Access



Resources

– Allows users to access the Resources tab

– Enables Resources portlets in Dashboards tab



Team Member Interfaces

– Allows users access to TM Web application and TM for iPad

– Note: all modules allow access to TM for iPhone/Android and Email

statusing

Module Access



Web Services

– Allows users to access P6 EPPM Web Services

P6 Software Development Kit (SDK)

– Does not require module access

Module Access



Organizational Breakdown Structure

Hierarchy of elements that are assigned to EPS, Projects, and WBS,

which users are then granted access to via Project Access

Access to parent OBS does not grant access to child OBS elements.

Users must have each OBS assigned

OBS access allows users to view certain projects. The Project Profile

associated with the OBS assignment for users determines which fields

they can edit and which tools they can use.

OBS



Global Profile controls access to Global Data accessible throughout the

application such as Resources, OBS, Global Activity Codes, Global

Calendars, Financial Periods, Timesheet Periods

Two default Global Profiles

– Admin Superuser - access to all data

– No Global Privileges – cannot modify any global data

Detailed definitions of each global privilege can be found in the P6

EPPM Post Installation Administrator’s Guide

Global Profile



In addition to all editable privileges on the Global Profile, Admin

Superusers can also:

– Change the Responsible Manager for any project

– Import into an existing project with the following options: Update, Add Into

or Replace

– Approve timesheets for any timesheet user

– Access all projects

– Edit all data via the SDK

– Report on timesheet hours for inactive resources

– Add, Edit, Delete, Cut/Paste and Modify Admin Superusers

Global Profile



Users must have a Project Profile assigned to view projects (exception:

Admin Superusers)

Project Profiles are assigned to users per OBS assignment

– User could have Project Superuser access to OBS1 but View Only access

to OBS2

One default Project Profile

– Project Superuser – ability to access/edit all project data

Project Profile



In addition to all editable privileges on the Project Profile, Project

Superusers can also:

– Change the Responsible Manager for any project that they have access to

– Import into an existing project with the following options: Update Existing

Project, Add Into or Replace

– Select or Deselect the option to copy activities when copying a WBS node

Project Profile


Controlling User Experience Through Security Summary of Security



Control the pages and menu items available to the user for :

– Dashboards, Portfolios, Administer, Projects, and Resources

Control Activity Level Editing

– Which fields (columns) the users can edit on the Activities screen

Administrators can create multiple views that correspond to the job

functions of each user or set of users

Set one default view that will be assigned to new users

Users do not need to be assigned to a User Interface View

Only one view can be assigned per user

User Interface Views - Overview


Controlling User Experience Through Security User Interface Views - Content



Content tab controls which menu items and pages are displayed to the

user.

If the menu item or page is not enabled on the user interface view, the

user has no way of accessing that part of the application

Assign specific global or multi-user dashboards to users

Users can set their own default start in My Preferences

Users must have at least one page selected in Projects, Resources,

and Portfolios


Controlling User Experience Through Security User Interface Views – Activity Editing


Controlling User Experience Through Security User Interface Views – Activity Editing

When a column is disabled, it prevents the user from editing the field. It

does not prevent the user from seeing the column itself


Controlling User Experience Through Security User Interface Views – Users

“Allow Editing” allows users to edit their own views under

Administer>My Preferences


Dashboards In this section…

Portlets

Portfolio Views


Dashboards Overview

Dashboards are customizable pages to monitor data in a single

location

Three types of dashboards

– Global, Project Workspace, and Workgroups

Contain portlets for viewing, adding, and editing data for portfolios,

projects, resources, workflows, documents, and personal info

Users can access multiple Global Dashboards and Workgroups, but

only one Workspace per project

Utilize summary data


Dashboards Portlets

Portlets are small expandable windows on the dashboard containing

specific data

Portlets on shared dashboards provide a central location for

collaborating with other users

Which data is displayed on portlets?

– Global dashboards display data based on association, ownership, or filters

– Project Workspace only displays data for open project

– Workgroups only display data for the workgroup

– Cost or Labor Units displayed based on My Preferences setting “Calculate

performance and earned value information by”


Dashboards Portlets – Project Performance – Schedule Performance



View both current and forecast schedule summary performance data

(costs or labor units)



As of Today: Schedule

– Variance between baseline schedule and the actual schedule to date, i.e..

“How did we do so far?”

– Formula - (Baseline Duration multiplied by Performance % Complete)

minus (Baseline Duration multiplied by Schedule % Complete)

As of Today: Labor Units (or Cost)

– Variance between actual and scheduled labor units (or cost)

– Formula - Earned Value Labor Units (or cost) minus Actual Labor Units (or

cost)



Forecast at Completion: Schedule

– Estimated schedule variance at completion.

– Formula - Remaining Finish Date minus Baseline Finish Date

Forecast at Completion: Labor Units (or Cost)

– Estimated labor units (or cost) at completion.

– Formula - Budget at Completion Labor Units (or cost) minus Estimate at

Completion Labor Units (or cost).



Who should use Schedule Performance?

– Shows high level project data

– Good for:

Executives

Project Managers

– Not as useful for:

Team Members

Contributors


Dashboards Portlets – Project Performance – Earned Value Performance

View both current and forecast earned value schedule variance, cost

variance , or labor unit variance calculations.



As of Today: Schedule

– Variance between actual and scheduled labor units or cost, i.e. "How did

we do so far?"

– Formula - Earned Value Labor Units (or Cost) minus Planned Value Labor

Units (or Cost)

As of Today Labor Units (or Cost)

– Variance between actual and scheduled labor units (or cost)

– Formula - Earned Value Labor Units (or Cost) minus Actual Labor Units (or

Cost)



Forecast at Completion: Schedule

– Estimated schedule variance at completion.

For cost: BAC multiplied by Schedule Variance Index (SVI)

For labor units: Baseline BL Labor Units multiplied by SVI Labor Units

Forecast at Completion

– Estimated labor units (or cost) at completion

For cost: Calculated as BAC multiplied by Cost Variance Index (CVI)

For labor units: Baseline Labor Units multiplied by Cost Variance Index

(CVI) Labor Units.



Who should use Earned Value Performance?


– Good for:

Executives

Project Managers


Team Members

Contributors


Dashboards Portlets – Project Performance – Index Performance

View Schedule Performance Index (SPI), Cost Performance Index

(CPI), and To Complete Performance Index (TCPI) calculations



Schedule Performance Index

– SPI indicates whether projects are meeting earned and planned values

– Formula: Earned Value of Cost (or Quantity) divided by Planned Value of

Cost (or Quantity)

Cost Performance Index

– CPI indicates whether you have spent over budget to date

– Formula: Earned Value Cost divided by Actual Cost

To Complete Performance Index

– Ratio of the remaining work to the remaining funds

– Formula: (BAC minus EV) divided by (EAC minus Actual Units or Cost)



Who should use Index Performance?


– Good for:

Executives

Project Managers


Team Members

Contributors


Dashboards Portlets – Project Performance – Project Statistics

Displays project information in columns. Users can customize the

portlet to select the desired columns


Dashboards Portlets – Project Performance – Project Statistics

Who should use Project Statistics Performance?


– Good for:

Executives

Project Managers


Team Members

Contributors


Dashboards Portlets – Project Performance – Project Health

Displays how well projects are performing using Status indicators

(based on thresholds in My Preferences)



Project % Complete = EV/BAC

$ Over or Under Budget = EV – Actual Cost

% Over or Under Budget = (EV – Actual Cost) / EV

Days Behind or Ahead of Schedule = Baseline Duration *

Performance % Complete - Baseline Duration * Schedule % Complete

% Behind or Ahead of Schedule = (Baseline Duration * Performance

% Complete - Baseline Duration * Schedule % Complete) / Baseline

Duration



Who should use Project Health?


– Good for:

Executives

Project Managers


Team Members

Contributors


Dashboards Portlets – Project Performance – Project Notebooks

View project notebook topics and content of the notes

Users can edit by clicking the note link


Dashboards Portlets – Project Performance – Project Notebooks

Who should use Project Notebooks?

– Shows project level notebook data

– Good for all users who need to read and update project notes


Dashboards Portlets – Project Performance – Project Gantt Chart

Expand projects to view milestone activities


Dashboards Portlets – Project Performance – Project Gantt Chart

Who should use Project Gantt Chart?

– Shows project level dates

– Shows activity level milestone dates

– Good for:

Executives

Project Managers


Team Members

Contributors


Dashboards Portlets – Resources – Resource Team Summary

View resources, their primary role, and number of active projects

Shows resources user has security access to


Dashboards Portlets – Resources – Resource Team Summary

Who should use Resource Team Summary?

– Shows summary data

– Good for:

Resource Managers

Project Managers


Executives

Team Members

Contributors


Dashboards Portlets – Resources – Open Requests for Resources

View roles (by Role Team) that require resource staffing

Unstaffed Units - total units that require resources for each role

Staffed Units - total units assigned to resources for each role


Dashboards Portlets – Resources – Open Requests for Resources

Who should use Open Requests for Resources?


– Good for:

Resource Managers

Project Managers


Executives

Team Members

Contributors


Dashboards Portlets – Resources – Resource Analysis Chart

View units or cost by resource, resource team, or resource code in

Histogram, Stacked Histogram, Area Chart, or Pie Chart


Dashboards Portlets – Resources – Resource Analysis Chart

Who should use Resource Analysis Chart?


– Good for:

Resource Managers

Project Managers


Executives

Team Members

Contributors


Dashboards Portlets – Personal Information – My Projects

View projects where you have access rights, are assigned as a

resource, and/or are the Project Owner

Percent Complete = (Planned Duration minus Remaining Duration)

divided by Planned Duration


Dashboards Portlets – Personal Information – My Projects

Who should use My Projects?

– Good for:

Project Managers

Contributors


Executives

Resource Managers

Team Members


Dashboards Portlets – Personal Information – My Workgroups

View Workgroups assigned to projects in the filter

Click the link to access the Workgroup Workspace



Displays Issues and Activities

for the project

Click Issue and Activity links to

view and edit the details



Who should use My Workgroups?

– Good for:

Project Managers

Contributors


Executives

Resource Managers

Team Members


Dashboards Portlets – Personal Information – My Activities

View activities where assigned as resource or activity owner

Shows activities scheduled for the next X days


Dashboards Portlets – Personal Information – My Activities

Who should use My Activities?

– Good for:

Project Managers

Contributors


Executives

Resource Managers

Team Members


Dashboards Portlets – Personal Information – My Risks and My Issues

Views Risks where you have Project access, are Project Owner, Risk

Owner, and/or assigned resource

Issues based on dashboard filter


Dashboards Portlets – Personal Information – My Risks and My Issues

Who should use My Risks and My Issues?

– Good for:

Project Managers

Contributors


Executives

Resource Managers

Team Members


Dashboards Portlets – Personal Information – Communication Center

Share data and communicate via email with other users associated

with a project


Dashboards Portlets – Personal Information – Communication Center

Who should use My Risks and My Issues?

– Good for:

Project Managers

Resource Managers

Contributors


Executives

Team Members


Dashboards Portlets – Personal Information – My Calendar

View activities by week where assigned as resource or activity owner


Dashboards Portlets – Personal Information – My Calendar

Who should use My Calendar?

– Good for:

Project Managers

Contributors


Executives

Resource Managers

Team Members


Dashboards Portlets – Custom Portlets

Use this portlet as a convenient access point to frequently used web

sites, intranets, and other online data.

Who should use Custom Portlets?

– Any P6 user


Dashboards Portlets – Portfolio Views - Overview

Use portfolio views to analyze project data for a portfolio in a chart or

scorecard

Customize the fields displayed and the type of chart or scorecard

needed

When displaying a scorecard, users can add and delete projects to the

scorecard, export data, edit certain project data, and open projects

Up to 50 can be added to dashboard (only view 12 at a time)

Manage portfolio views from Portfolios tab

Use summary data


Dashboards Portlets – Portfolio Views

Bubble Chart



Histogram



Pie Chart



Side-by-Side Histogram



Stacked Histogram



Scorecard

Expand for edit mode


Portfolios In this section…

Portfolio Analysis

Capacity Planning

Performance Status

Gantt Chart

ROI


Portfolios Overview

Group of projects to data for multiple projects at once

User or Global

Contain summary data

Compare portfolios to each other

Scenarios are saved snapshots of portfolio data

– Can be used to compare against current portfolio or another scenario

Assign project manually or via filter

Portfolio Analysis, Capacity Planning, Performance Status, Gantt

Chart, ROI


Portfolios Portfolio Analysis


Portfolios Portfolio Analysis

Side-by side comparison of two portfolios

Apply scenarios

Apply portfolios views like in Dashboards

– Bubble chart, histogram, etc.

Waterline analysis

Who should use Portfolio Analysis?

– Executives

– Project Managers


Portfolios Capacity Planning


Portfolios Capacity Planning

View role allocation and cost to identify under or over allocation

Apply scenario

Waterline analysis

After analysis, user can create portfolios containing projects that meet

planning criteria

Who should use Capacity Planning?

– Resource Managers



Portfolios Performance Status

View Schedule, Earned Value, and Index performance

Who should use Performance Status?

– Executives



Portfolios Gantt Chart


Portfolios Gantt Chart

View performance or earned value data

– Cumulative or period values

Expand projects to view WBS

View all projects in portfolio or one at a time

Who should use Gantt Chart?


– Executives


Portfolios ROI

Enter spending and benefit plan data, discount rate, and rate

application period, then view Net Present Value (NPV), ROI, and

payback period calculations


Portfolios ROI

Annual Discount Rate: interest rate associated with the cost of an

investment from your bank or another funding source

– 0 to 100

– Used to calculate Total Spending Plan (PV) and Total Benefit Plan (PV)

Total Benefit Plan (Present Value): sum of monthly benefit plan

Total Spending Plan (Present Value): sum of monthly spending plan

– Formula for BP and SP: Plan Period Money divided by (1 plus Annual

Discount Rate) multiplied by n. (n equals Current Discount Application

Period Value)


Portfolios ROI

Total Benefit (PV) and Total Spending (PV)


Portfolios ROI

Payback Period: time that transpires before the cumulative value of

income minus costs first exceeds zero.

– Usually negative when a project starts

Net Present Value: Total Benefit Plan (Present Value) minus Total

Spending Plan (Present Value)

Return on Investment: Net Present Value divided by the Total Spending

Plan (Present Value)


Portfolios ROI

View Chart


Portfolios ROI

Who should use ROI?

– Good for:

Executives

Project Managers


Team Members

Contributors

Resource Managers


Configuring Users In this section…

Administrators

Executives

Resource Managers

Project Managers

Team Members

Contributors


Configuring Users Administrator

Global Profile

– Admin Superuser

Project Access is not needed with Admin Superuser Global Profile

Module Access

– All modules except for Contributor

User Interface View should include all menus and pages

– Admins need to easily see and access all menus, pages, and data

– Default landing page should be Administer>User Access

Activity Editing does not apply to Admin Superusers


Configuring Users Executive

Global Profile

– Read only

Project Access

– Read only to all projects

Module Access

– Portfolios, Projects, Resources, Enterprise Reports

User Interface View

– Default landing page should be Dashboards


Configuring Users Resource Manager

Global Profile

– Limited to edit resources

Project Access

– Edit resource assignment access

Module Access

– Resources, Projects, Portfolios

User Interface View

– Default landing page should be Resources tab


Configuring Users Project Manager

Global Profile

– Edit global data pertaining to projects (calendars, codes, etc.)

Project Access

– Project Superuser

Module Access

– All except Contributor

User Interface View

– Default landing page should be Projects>EPS


Configuring Users Team Member

Global Profile

– No global privileges

Project Access

– Limited access to edit task dates, durations

Module Access

– Team Member Interfaces

User Interface View

– Does not apply because users cannot access P6


Configuring Users Team Member - Overview

For individual team members to update their tasks without having to

learn P6

Interfaces:

– Team Member Web, iPhone / Android, iPad, Email statusing

Updates can be applied immediately or require approval

Team Members assigned to activities as resource assignments or

activity owner


Configuring Users Team Member – Project Preferences


Configuring Users Team Member - Fields

Assignment Fields (enabled for Resource Assignment)

– Remaining Duration, Remaining Units, Actual Units, Start, Finish,

Remaining Early Start

Activity Fields (enabled for Activity Owner)

– Activity % Complete, Actual Labor Units, Actual Nonlabor Units, Expected

Finish, Remaining Duration, Remaining Labor Units, Remaining Nonlabor

Units, Start, Finish

Activity Codes and User Defined Fields

– Can be set to Read Only


Configuring Users Team Member – Team Member Web

Access through browser on PC

View (by project or status) and update assigned activities

Star important activities

View and edit activity steps

View codes and UDFs

View relationships

Contact resources on associated activities

Communicate with PM via email or Discussion

View notebooks and documents


Configuring Users Team Member – iOS and Android Download to iPhone or iPad

View activities by status, text search, time frame filter

Star important activities

View and edit activity steps

View codes and UDFs

View relationships

Contact resources on associated activities

Communicate with PM via email or Discussion

View notebooks and documents (iOS and TM Web only)

Work offline (iPad only)


Configuring Users Team Member - Email

Resources / Activity Owners:

– Request a filtered list of tasks by project, time frame, current status

– Reply to email with your task list, record progress, and send updates

Project Managers

– Send users welcome email with instructions

– Send requests for status updates


Configuring Users Contributor

Global Profile

– No global privileges

Project Access

– Edit rights to activity data

– Assign as Activity Owner or Resource Assignment

Module Access

– Contributor

User Interface View

– Only Activity Editing will affect Contributor



Limited access to P6

– Dashboards and Projects tabs only

– Create user and multi-user dashboards

– Create user and multi-user activity views

– Import calendar nonwork time

– Configure My Preferences

Access to Progress Reporter



Add/Edit

– Issues, resource assignments, expenses, notebook topics, UDFs

Edit

– Dates, status

Add

– Steps, user documents

how to configure p6 to present the right experience for each participant - oracle primavera p6...

Business

security user access

controlling user experience

oracle andor

module access obs global

grants users access

right experience

tm interfaces

following modules