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Course 102 Version 6.0

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  • Course 102Version 6.0

  • TopicsIntroduction to Primavera The Project Management Life CycleData, Navigating, and LayoutsEnterprise Project StructureCreating a ProjectCreating a Work Breakdown StructureAdding Activitiescontinued...

  • Topics (cont.)Creating RelationshipsSchedulingAssigning ConstraintsMaintaining the Project Documents LibraryFormatting Schedule DataRoles and ResourcesAssigning Rolescontinued...

  • Topics (cont.)Assigning Resources and CostsAnalyzing Resources Optimizing the Project PlanBaselining the Project PlanProject Execution and ControlReporting PerformanceProject Web Site

  • Introduction to Primavera Lesson 11

  • Lesson ObjectivesDescribe Primavera solutionsDescribe P61

    Lesson 1

  • Introduction to Primavera 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

    Lesson 1

  • Introduction to Primavera (cont.)Primavera SolutionsThe 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

    Lesson 1

  • Introduction to Primavera (cont.)Primavera SolutionsEvolve - 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

    Lesson 1

  • Introduction to Primavera (cont.)Primavera SolutionsContract 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

    Lesson 1

  • Primavera P6 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

    Lesson 1

  • Primavera P6 (cont.) 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

    Lesson 1

  • Primavera P6 (cont.)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

    Lesson 1

  • Primavera P6 (cont.)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

    Lesson 1

  • The Project Management Life CycleLesson 27

  • Lesson ObjectivesReview the relationship between Primavera and the Project Management Life CycleIdentify the five process groups in the Project Management Life Cycle7

    Lesson 2

  • Project Management Life CycleProject 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

    Lesson 2

  • Initiating Process GroupSteps in the Initiating process group include:Collect project information.Obtain organizational commitment.Develop the team.10

    Lesson 2

  • Planning Process GroupSteps 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

    Lesson 2

  • Executing Process GroupSteps in the Executing process group include: Distribute information.Track work in progress and actual costs.12

    Lesson 2

  • Controlling Process GroupSteps 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

    Lesson 2

  • Closing Process GroupSteps 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

    Lesson 2

  • Data, Navigating, and LayoutsLesson 317

  • Lesson ObjectivesDescribe enterprise and project-specific dataLog in Open an existing projectNavigate in the Home window and Activities windowOpen an existing layoutCustomize a layoutSave a layout17

    Lesson 3

  • Enterprise and Project-Specific DataBefore logging in to Primavera, it is important to understand that a project consists of a combination of enterprise data and project-specific data. 18

    Lesson 3

  • Enterprise and Project-Specific Data (cont.)Enterprise DataEnterprise 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

    Lesson 3

  • Enterprise and Project-Specific Data (cont.)Enterprise DataExamples of enterprise data:Enterprise Project Structure (EPS)Project codesResource codesAdmin categories and preferencesResourcesCost accounts18

    Lesson 3

  • Enterprise and Project-Specific Data (cont.)Project-Specific DataProject-specific data is only available to the project in which it is defined. Project managers define project-specific data to further control their projects.DatesWork Breakdown Structure (WBS)ActivitiesActivity relationshipsBaselinesExpensesRisksThresholds and issues Work products and documentsProject Web site19

    Lesson 3

  • Enterprise and Project-Specific Data (cont.)Enterprise/Project-Specific DataThe following types of data are enterprise as well as project-specific:CalendarsReportsActivity codes 20

    Lesson 3

  • Logging InType 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

    Lesson 3

  • Home WindowThe 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

    Lesson 3

  • Home Window

    22

    Lesson 3

    ItemFunctionality1. Title barDisplays current application and name of open projects.2. Menu barClick to perform functions in Primavera.3. Directory barClick to display Primavera windows.4. Navigation barMove between open windows, toggle the Directory bar, and open Help.5. Status barDisplays user's Login Name, data date of open projects, access mode, and current baseline.

  • Navigation BarUse 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

    Lesson 3

  • Opening an Existing ProjectThe 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

    Lesson 3

  • Opening an Existing Project (cont.)Access ModesYou 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

    Lesson 3

  • Opening an Existing Project (cont.)Activities WindowThe 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

    Lesson 3

  • Activities Window

    26

    Lesson 3

    ItemFunctionality1. ToolbarDisplays icons that allow you to change look of layout.2. Activity TableDisplays activity information in spreadsheet format.3. Gantt ChartProvides graphical display of activity progress over time.4. Command barDisplays options for adding or removing activity data.5. Layout Options barDisplays menu of available options for Activities window.6. Vertical Split barDrag bar to hide/show more information in each pane.

  • Activities Window (cont.)

    26

    Lesson 3

    ItemFunctionality7. Horizontal Split barHide or show more information in top/bottom layouts.8. Activity DetailsView/edit detailed information for selected activity.

  • LayoutsA 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

    Lesson 3

  • Layouts (cont.)Activity LayoutsThe Activities window provides the option of viewing data in top/bottom layouts.Choose one of the following to show on top:Activity TableGantt ChartActivity Usage SpreadsheetActivity Network27

    Lesson 3

  • Layouts (cont.)Activity LayoutsChoose one of the following to show on bottom:Activity DetailsActivity TableGantt ChartActivity Usage SpreadsheetResource Usage SpreadsheetActivity Usage ProfileResource Usage ProfileTrace Logic27

    Lesson 3

  • Layouts (cont.)Opening an Existing Activity LayoutA 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

    Lesson 3

  • Layouts (cont.)Gantt ChartThe 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

    Lesson 3

  • Layouts (cont.)Activity Usage SpreadsheetThe 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

    Lesson 3

  • Layouts (cont.)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

    Lesson 3

  • Layouts (cont.)Activity TableThe 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

    Lesson 3

  • Customizing a LayoutThe 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:BarsColumnsTimescaleTable font and colorsRow heightFiltersActivity grouping and sortingTop/bottom layouts34

    Lesson 3

  • Customizing a Layout (cont.)Selecting ColumnsThe 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

    Lesson 3

  • Customizing a Layout (cont.)Using Hint Help in Columns Dialog BoxYou can use Hint Help to view a definition for any data item in the column list.36

    Lesson 3

  • Displaying Activity DetailsActivity Details displays detailed information for the activity highlighted in the Activity Table or Activity Network. 37

    Lesson 3

  • Displaying Activity Details (cont.)Selecting Details TabsThe tabs displayed in Activity Details can be customized.38

    Lesson 3

  • Saving LayoutsLayouts 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

    Lesson 3

  • Saving Layouts (cont.) 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

    Lesson 3

  • Closing a ProjectClose 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

    Lesson 3

  • Closing a Project (cont.)Key ConceptsThe 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

    Lesson 3

  • Closing a Project (cont.)Key ConceptsActivity Details, arranged in tabs, displays detailed information for the activity highlighted in the Activity Table or Activity Network.42

    Lesson 3

  • Enterprise Project StructureLesson 443

  • Lesson ObjectivesDescribe the components that comprise the Enterprise Project StructureView the EPS43

    Lesson 4

  • Enterprise Project StructureThe 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

    Lesson 4

  • Enterprise Project Structure44

    Lesson 4

    Project D

    Project F

    Project E

    EPS Root

    EPS Node

    Project B

    Project C

    EPS Node

    EPS Node

    Project A

    EPS Node

    Level 1

    Level 2

    Level 3

    EPS Node

  • Opening the EPSYou 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

    Lesson 4

  • Benefits of the EPSThe 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

    Lesson 4

  • Key ConceptsThe 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

    Lesson 4

  • Creating a ProjectLesson 549

  • Lesson ObjectivesCreate a projectNavigate in the Projects windowView and modify information in Project Details49

    Lesson 5

  • Creating a ProjectA 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

    Lesson 5

  • Creating a Project (cont.) 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

    Lesson 5

  • Create a New Project WizardThe Create a New Project wizard can assist you in creating a project.51

    Lesson 5

  • Create a New Project Wizard (cont.)Entering Project NameThe 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

    Lesson 5

  • Create a New Project Wizard (cont.)Entering Project Start and End DatesUse 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

    Lesson 5

  • Create a New Project Wizard (cont.)Entering Responsible ManagerThe 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

    Lesson 5

  • Create a New Project Wizard (cont.)Selecting Assignment Rate TypeSpecify 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

    Lesson 5

  • Create a New Project Wizard (cont.)Running Project ArchitectProject 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

    Lesson 5

  • Projects WindowThe 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

    Lesson 5

  • Project DetailsProject 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

    Lesson 5

  • Project Details (cont.)General TabThe 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

    Lesson 5

  • Project Details (cont.)General TabStatus - Indicates project status based on the table below:60

    Lesson 5

    StatusIndicates project is ...PlannedBeing analyzed before establishing permanent plan.ActiveCurrently being worked on.InactiveCompleted or on hold.What-ifUsed as test scenario.

  • Project Details (cont.)General TabResponsible 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

    Lesson 5

  • Project Details (cont.)General TabChecked 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

    Lesson 5

  • Project Details (cont.)Dates TabThe 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

    Lesson 5

  • Project Details (cont.)Dates TabAnticipated Start and Anticipated Finish - Expected dates that can be entered while planning the project at a high level.61

    Lesson 5

  • Project Details (cont.)Notebook TabThe 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

    Lesson 5

  • Project Details (cont.)Codes TabThe 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

    Lesson 5

  • Project Details (cont.)Type Ahead and Search in Dialog BoxesThe 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

    Lesson 5

  • Project Details (cont.)Defaults TabThe 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

    Lesson 5

  • Project Details (cont.)Defaults TabFor 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

    Lesson 5

  • Project Details (cont.)Settings TabThe 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

    Lesson 5

  • Project Details (cont.)Calculations TabUse 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 % CompletePrimavera 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

    Lesson 5

  • Project Details (cont.)Calculations TabLink 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

    Lesson 5

  • Project Details (cont.)Key ConceptsYou 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

    Lesson 5

  • Creating a Work Breakdown StructureLesson 671

  • Lesson ObjectivesDefine a Work Breakdown StructureCreate multiple levels of a WBS hierarchy71

    Lesson 6

  • Work Breakdown Structure 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

    Lesson 6

  • Work Breakdown Structure 72

    Lesson 6

    Project A/WBS

    WBS.3

    WBS.2

    WBS.1

    WBS.1.2

    WBS.1.1

    WBS.1.3

    Level 3

    Root / Level 1

    Level 2

  • Viewing WBS ElementsWhen a project is created, a root level WBS element is added with the same ID and name as the project.73

    Lesson 6

  • Creating the WBS HierarchyWBS 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

    Lesson 6

  • Creating the WBS Hierarchy (cont.) 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

    Lesson 6

  • Key ConceptsThe 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

    Lesson 6

  • Adding ActivitiesLesson 781

  • Lesson ObjectivesDescribe an activity and its componentsDescribe activity typesAdd activitiesAdd a Notebook topic to an activityAdd steps to an activityAssign activity codes to activities81

    Lesson 7

  • ActivitiesActivities 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

    Lesson 7

  • Activity Components

    82

    Lesson 7

  • Adding ActivitiesUse 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

    Lesson 7

  • The New Activity WizardThe 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

    Lesson 7

  • Adding Activities via Activity WizardWhile 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

    Lesson 7

  • Adding Activities via Activity Wizard (cont.)Assigning Activity TypeActivity 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 MilestoneFinish MilestoneTask DependentResource DependentLevel of EffortWBS Summary87

    Lesson 7

  • Adding Activities via Activity Wizard (cont.)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

    Lesson 7

  • Adding Activities via Activity Wizard (cont.)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

    Lesson 7

  • Adding Activities via Activity Wizard (cont.)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

    Lesson 7

  • Example of how Primavera calculates the duration when activity type is task dependent.

    Monday Tuesday Wednesday Thursday FridayResource Calendar 1Resource Calendar 2Resource Calendar 3Activity CalendarTask DependentXX2 Day (X) ActivityLesson 7

  • Adding Activities via Activity Wizard (cont.)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

    Lesson 7

  • 2 Day (X) Activity Example of how Primavera calculates the duration when activity type is resource dependent.

    Monday Tuesday Wednesday Thursday FridayResource Calendar 1Resource Calendar 2Resource Calendar 3Activity CalendarTask DependentXXResource Dependent XXXLesson 7

  • Adding Activities via Activity Wizard (cont.)Assigning Activity TypeLevel 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

    Lesson 7

  • Adding Activities via Activity Wizard (cont.)Assigning Activity TypeWBS 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

    Lesson 7

  • Adding Activities via Activity Wizard (cont.)Completing the New Activity WizardYou have just added your first activity. You will not use the wizard to help you create additional activities.89

    Lesson 7

  • Adding an Activity via Activity DetailsYou 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

    Lesson 7

  • Adding an Activity via Activity Details (cont.)General TabUse the General tab to assign basic information about the activity, including Activity Type, discussed earlier in this lesson.91

    Lesson 7

  • Adding an Activity via Activity Details (cont.)Status TabUse 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

    Lesson 7

  • Adding an Activity via Activity Details (cont.)Notebook TabThe 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

    Lesson 7

  • Adding an Activity via ColumnsYou can use the columns in the Activity Table to add an activity and then enter additional information about it.94

    Lesson 7

  • Adding Steps to an ActivityActivity 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

    Lesson 7

  • Step TemplatesActivity 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

    Lesson 7

  • Activity CodesActivity 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

    Lesson 7

  • Activity Codes (cont.) 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

    Lesson 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.

    100

    Lesson 7

    TypeCan be assigned toNumberGlobal-levelActivities in all projectsUnlimitedEPS-levelActivities within EPS in which code was created, and EPS childrenUnlimitedProject-levelActivities in project in which code was created500

  • Activity Codes (cont.)Assigning Activity Codes to an ActivityAssign 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

    Lesson 7

  • Activity Codes (cont.)Assigning Activity Codes to Multiple Activities Use the Command bar to assign an activity code to multiple activities.102

    Lesson 7

  • Calendar AssignmentsCalendars 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

    Lesson 7

  • Calendar Assignments (cont.)Calendar TypesThere are three calendar types:Global calendarContains calendars that can be used by all projects in the database.Available for all resources and activities in the database.Resource calendarContains separate calendars for each resource.Project calendarContains a separate pool of calendars for each project.Available for the current project only.103

    Lesson 7

  • Calendar Assignments (cont.)Calendar AssignmentsUse 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

    Lesson 7

  • Creating RelationshipsLesson 8109

  • Lesson ObjectivesCreate a network logic diagramDifferentiate between the four relationship typesCreate relationships in the Activity NetworkCreate relationships in Activity Details109

    Lesson 8

  • Network Logic DiagramA network logic diagram is a logical representation of all the activities in a project showing their dependency relationships. 110

    Lesson 8

  • Network Logic Diagram (cont.)Precedence Diagramming MethodPrecedence 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

    Lesson 8

  • Network Logic Diagram (cont.)Precedence Diagramming Method110

    Lesson 8

  • Relationship TypesThere 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

    Lesson 8

  • Relationships with LagLag 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 calendarSuccessor activity calendar24-hour calendarProject default calendar112

    Lesson 8

  • Relationships with Lag (cont.) 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

    Lesson 8

  • Creating Relationships in the Activity Network The Activity Network is useful when sequencing activities because it displays the activities graphically as you create relationships. 113

    Lesson 8

  • Creating Relationships in the Activity Network (cont.)Creating a Start-to-Start RelationshipYou 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

    Lesson 8

  • Creating Relationships in Activity DetailsYou 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

    Lesson 8

  • Creating Relationships in Activity Details (cont.)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

    Lesson 8

  • Viewing Relationships in Gantt ChartYou can also view/modify relationships in the Activity Table and Gantt Chart.Activity Table - Displays the Predecessors and Successors columns.118

    Lesson 8

  • Viewing Relationships in Gantt Chart (cont.)Key ConceptsUse 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

    Lesson 8

  • SchedulingLesson 9121

  • Lesson ObjectivesPerform a forward and backward passDescribe float and its impact on a scheduleIdentify loops and open endsCalculate a schedule Analyze the scheduling log report121

    Lesson 9

  • Critical Path Method Scheduling 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

    Lesson 9

  • Critical Path Method Scheduling (cont.)Critical PathThe 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

    Lesson 9

  • What is the Data Date?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

    Lesson 9

  • Data Date LineOPNLesson 9

  • Scheduling Concepts (cont.)Forward PassThe 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

    Lesson 9

  • 510112511124Lesson 9

  • Scheduling Concepts (cont.)Backward PassThe 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

    Lesson 9

  • 2511101106125Lesson 9

  • Scheduling Concepts (cont.)Total FloatThe 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

    Lesson 9

  • Positive floatZero float (critical)Negative Float (extremely critical)Positive floatNegative floatESEFLFLSEFESEFESLSLSLFLFTotal Float126Lesson 9

  • 005127Lesson 9

  • Scheduling Concepts (cont.)Backward Pass with Required FinishOne 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 Start128

    Lesson 9

  • ACB51510ES 1EF 25EF 5ES 11ES 1EF 10LSLF LFLSLSLFBackward passTF =TF =TF =65-451-50-525Must Finish By: Day 20*128Lesson 9Which activities are critical based on Total Float?

  • ACB51510ES 1EF 25EF 5ES 11ES 1EF 10LSLF LFLSLSLFBackward passTF =TF =TF =65-451-50-525Must Finish By: Day 20*128Lesson 9Which activities are critical based on Longest Path?

  • Circular Relationships (Loops)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

    BA1010BA1030BA1020129Scheduling Concepts (cont.)Lesson 9

  • Scheduling Concepts (cont.)Open EndsOpen 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 FinishOpen-ended activities can portray an unrealistic amount of positive total float.130

    Lesson 9

  • 107080903050602040NOTE: Primavera recommends that each project have only two open ends, the start milestone activity and the finish milestone activity.Open Ends cont.130Lesson 9

  • 107080903050602040Notice 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.130Lesson 9

  • Scheduling a Project 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

    Lesson 9

  • Scheduling a Project (cont.)Schedule LogThe Schedule Log records scheduling results, including:Scheduling/leveling settingsStatisticsErrorsWarningsScheduling/leveling resultsExceptions132

    Lesson 9

  • Driving RelationshipsAn 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

    Lesson 9

  • Key Concepts

    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

    Lesson 9

  • Driving Relationships (cont.)Key ConceptsAfter scheduling, results are recorded in a Schedule Log.139

    Lesson 9

  • Assigning ConstraintsLesson 10141

  • Lesson ObjectivesApply an overall deadline to a projectApply a constraint to an individual activityAdd notebook topics to constrained activitiesDescribe the available constraint types141

    Lesson 10

  • ConstraintsConstraints 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 activityConstraints 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

    Lesson 10

  • Commonly Used Constraints (cont.)Must Finish ByUsed 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

    Lesson 10

  • Start On or AfterUsed to set the earliest date an activity can begin.Forces the activity to start no earlier than the constraint datePushes the early start to the constraint dateAffects the early dates of its successors

    ALFLSEFESBLFLSEFES

    ES *145Lesson 10

  • Start On or AfterUsed to set the earliest date an activity can begin.Forces the activity to start no earlier than the constraint datePushes the early start to the constraint dateAffects the early dates of its successors

    ALFLSEFESBLFLSEFES

    AEFES *BEFES145Lesson 10

  • Commonly Used Constraints (cont.)Adding Notebook TopicWhen 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

    Lesson 10

  • Finish On or BeforeUsed to set intermediate completion pointsForces the activity to finish no later than the constraint datePulls the late finish date to the constraint dateAffects the late dates of its predecessors

    ALSEFESBLFLSEFESLF LF * 148Lesson 10

  • Finish On or BeforeUsed to set intermediate completion pointsForces the activity to finish no later than the constraint datePulls the late finish date to the constraint dateAffects the late dates of its predecessors

    ALSEFESBLFLSEFESLF ALSBLFLSLF * 148Lesson 10

  • Commonly Used Constraints (cont.)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

    Lesson 10

  • Commonly Used Constraints (cont.)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

    Lesson 10

  • Commonly Used Constraints (cont.)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

    Lesson 10

  • Commonly Used Constraints (cont.)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

    Lesson 10

  • Commonly Used Constraints (cont.)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

    Lesson 10

  • Commonly Used Constraints (cont.)Mandatory Start and FinishForces 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

    Lesson 10

  • Commonly Used Constraints (cont.)Key ConceptsAssign 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

    Lesson 10

  • Maintaining the Project Documents LibraryLesson 11153

  • Lesson ObjectivesDescribe the difference between a work product and a reference documentCreate a document recordLink the document record to a project document or work productAssign the project document to an activity or WBS153

    Lesson 11

  • Project DocumentsThe 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

    Lesson 11

  • Project Documents (cont.) 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

    Lesson 11

  • Creating a Document RecordDocuments 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

    Lesson 11

  • Creating a Document Record (cont.)Files TabAfter 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

    Lesson 11

  • Creating a Document Record (cont.)Assigning a Project Document to an ActivityProject 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

    Lesson 11

  • Creating a Document Record (cont.)Viewing Document DetailsUse 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

    Lesson 11

  • Creating a Document Record (cont.)Viewing Document DetailsDescription - A narrative description of the selected work product or document.160

    Lesson 11

  • Creating a Document Record (cont.)Key ConceptsDocuments 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

    Lesson 11

  • Formatting Schedule DataLesson 12163

  • Lesson ObjectivesGroup activities according to a specific criteriaSort activitiesApply a filterCreate a filter163

    Lesson 12

  • Grouping DataGrouping 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

    Lesson 12

  • Grouping Data (cont.)Group and Sort Dialog BoxThe 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

    Lesson 12

  • Grouping Data (cont.)Group and Sort Dialog BoxGroup 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

    Lesson 12

  • Grouping Data (cont.)Group and Sort Dialog BoxSort 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

    Lesson 12

  • Grouping Data (cont.)Grouping by DateGrouping a layout by date allows you to identify activities that are scheduled to occur within a particular time period.167

    Lesson 12

  • Grouping Data (cont.)Collapsing/Expanding Grouped DataCollapse 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

    Lesson 12

  • Sorting ActivitiesSorting 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

    Lesson 12

  • Sorting Activities (cont.)Sorting by a Single Criteria To sort by a single criteria, click the data item's column title.169

    Lesson 12

  • Filtering ActivitiesA series of statements which determine the activities to be displayed on screen.Lesson 12

  • Filtering ActivitiesA 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

    Lesson 12

  • Filtering Activities (cont.) Filters are divided into the following groupings:DefaultGlobalUser-definedOne 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

    Lesson 12

  • Filtering Activities (cont.)Filters Dialog BoxAll 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

    Lesson 12

  • Filtering Activities (cont.)Applying a Default FilterTo view critical activities, you can run the Critical default filter.172

    Lesson 12

  • Creating a FilterYou 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

    Lesson 12

  • Using Multiple FiltersIf you cannot achieve your goal with a single filter, you can run two filters simultaneously.175

    Lesson 12

  • Using Multiple Filters (cont.)Applying the All Activities Filter To refresh your screen with all activities, you can run the All Activities filter.176

    Lesson 12

  • Using Multiple Filters (cont.)Key ConceptsUse 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

    Lesson 12

  • Roles and ResourcesLesson 13179

  • Lesson ObjectivesDescribe rolesViews the roles dictionaryDescribe resourcesIdentify the differences between labor, nonlabor and material resourcesView the resource dictionary179

    Lesson 13

  • Roles and ResourcesBefore 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

    Lesson 13

  • Roles and Resources (cont.)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

    Lesson 13

  • 180

    Lesson 13

    Roles Dictionary

    Resource Pool

    Project Manager

    Database Administrator

    Civil Engineer

    Cost Engineer

    Tim Harris

    Mechanical Engineer

    Paul Kim

    Wendy Resner

    Oliver Rock

    Charles North

    Bob Patterson

    Relationship Between Roles and Resources

    Ben Diamond

    Sue White

    System Analyst

    Resources role in the organization

    Resources primary role in the organization

  • Defining RolesThe 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

    Lesson 13

  • Defining Roles (cont.)Limits TabUse 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

    Lesson 13

  • Defining ResourcesA 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

    Lesson 13

  • Resource DetailsUse Resource Details to add, view, and edit detailed information about the selected resource.185

    Lesson 13

  • Resource Details (cont.)General TabThe 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

    Lesson 13

  • Resource Details (cont.)Codes TabThe Codes tab enables you to assign resource code values to further categorize the selected resource for grouping and organizing.185

    Lesson 13

  • Resource Details (cont.)Details TabThe 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

    Lesson 13

  • Resource Details (cont.)Details TabOvertime 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

    Lesson 13

  • Resource Details (cont.)Units & Prices TabThe 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

    Lesson 13

  • Resource Details (cont.)Key ConceptsA 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

    Lesson 13

  • Assigning RolesLesson 14189

  • Lesson ObjectivesAssign roles to an activityAssign rates on roles189

    Lesson 14

  • Assigning Roles to ActivitiesIf 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

    Lesson 14

  • Assigning Roles to ActivitiesIf 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

    Lesson 14

  • Assigning Roles to Activities (cont.)Assign Multiple Roles to an ActivityUse Control-click to select and assign multiple roles to a single activity.192

    Lesson 14

  • Assigning Roles to Activities (cont.)Assigning a Role to Multiple ActivitiesYou 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

    Lesson 14

  • Assigning Rates on RolesRate 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

    Lesson 14

  • Assigning Rates on Roles (cont.)Key ConceptsRole 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

    Lesson 14

  • Assigning Resources and CostsLesson 15197

  • Lesson ObjectivesAssign resources by roleAssign labor, nonlabor, and material resources to activitiesAdjust Budgeted Units/Time for a resourceAssign expenses to activities197

    Lesson 15

  • Steps for Resource ManagementFollowing 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

    Lesson 15

  • Assigning by RoleResource 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

    Lesson 15

  • Assigning by Role (cont.) 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

    Lesson 15

  • Assigning by Role (cont.)Assigning By Role to Multiple ActivitiesYou can select multiple activities to simultaneously replace their role assignments. You can also assign multiple resources by roles to multiple activities simultaneously. 201

    Lesson 15

  • Assigning ResourcesDepending 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

    Lesson 15

  • Assigning Resources (cont.)Assigning Resource to Level of Effort ActivityWhen 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

    Lesson 15

  • Assigning Resources (cont.)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

    Lesson 15

  • Assigning Resources (cont.)Adjusting Resource's Budgeted Units/TimeYou 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

    Lesson 15

  • Assigning Resources (cont.)Designating a Primary ResourceThe 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

    Lesson 15

  • Assigning Resources (cont.)Assigning a Material ResourceMaterial 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

    Lesson 15

  • Planning CostsCosts 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

    Lesson 15

  • Planning Costs (cont.)ResourceThe 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/Unit207

    Lesson 15

  • Planning Costs (cont.)ExpenseExpenses 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

    Lesson 15

  • Planning Costs (cont.)Summary TabUse 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 CostNonlabor CostMaterial CostExpensesTotal Cost210

    Lesson 15

  • Planning Costs (cont.)Key ConceptsThree 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

    Lesson 15

  • Analyzing Resources Lesson 16213

  • Lesson ObjectivesDisplay the Resource Usage ProfileFormat a profileFormat the timescale213

    Lesson 16

  • Resource Analysis SettingsThe 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 Projects214

    Lesson 16

  • Resource Analysis Settings (cont.) All c