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Primavera Version 6.

0
Course 102

Dubai Industrial City

Ali Ammar, CAPM


Topics
Introduction to Primavera
The Project Management Life Cycle
Data, Navigating, and Layouts
Enterprise Project Structure
Creating a Project
Creating a Work Breakdown Structure
Adding Activities
continued...

Topics (cont.)

Creating Relationships
Scheduling
Assigning Constraints
Maintaining the Project Documents Library
Formatting Schedule Data
Roles and Resources
Assigning Roles
continued...

Topics (cont.)

Assigning Resources and Costs


Analyzing Resources
Optimizing the Project Plan
Baselining the Project Plan
Project Execution and Control
Reporting Performance
Project Web Site
Introduction to Primavera

Lesson 1

1
Lesson Objectives
 Describe Primavera tools
 Explain the difference between enterprise and
project-specific data
Lesson 1

1
Introduction to Primavera
 Primavera provides multi-project, multi-user tools
for enterprise-wide project management, providing
comprehensive information on all projects in the
enterprise, from executive-level summaries to
detailed work assignments for each team member.
 Primavera is an integrated solution with Web-
enabled, client/server, and desktop software that
provides role-specific tools to satisfy each team
member’s needs, responsibilities and skills.
 Primavera is an enterprise-wide solution.
Lesson 1

 Works identically in single- and multi-project modes.


 Scalable client/server architecture.
 Relational databases (Oracle, SQL Server and MSDE).

2
Lesson 1 Primavera Modules

3
Primavera Tools (cont.)

 Project Management
 Use for planning, monitoring, and controlling
projects.
 Store and manage projects in a central location.
Lesson 1

3
Primavera Tools (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.
Lesson 1

3
Primavera Tools (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.
Lesson 1

4
Primavera Tools (cont.)

 P6 Web / MyPrimavera
 (Portfolio, Project, Resource Management and
Collaboration)

 Interface for project managers who require Web-


enabled project management functionality. It also
enables enterprise-wide, Web-based collaboration.
 Users can create, manage, status, and schedule
projects using Web browser.
 Tool is divided into menus based on specific
functionality and data access for the different roles
Lesson 1

that exist on a project team: project manager,


resource manager, and portfolio manager.

4
Enterprise and Project-Specific
Data
 A project consists of a combination of enterprise
and project-specific data.
Lesson 1

5
Enterprise and Project-Specific
Data (cont.)
 Enterprise Data
 Enterprise data provides the global structure needed
to manage multiple projects. It is available to all
projects across the organization and provides the
structure necessary for centralized project and
resource management.
 Examples of centralized project management
include:
 Project structure
 Project codes
 Admin categories and preferences
 Examples of centralized resource management
Lesson 1

include:
 Resources
 Cost accounts
 Resource codes
5
Enterprise Data
Project
Structure OBS

Resource
Admin codes
categories &
preferences
Lesson 1

Project
codes
Roles Cost Resources
accounts 5
Enterprise and Project-Specific
Data (cont.)
 Project-Specific Data
 Project-specific data is only available to the
project in which it is defined.
 Dates
 Work Breakdown Structure (WBS)
 Activities
 Activity relationships
 Baselines
 Expenses
 Risks
Lesson 1

 Thresholds and Issues


 Work Products & Documents
 Project Web Site

6
Thresholds & Issues
Project-Specific
Activities
Data

AS EF
Baseline/Target
AS EF
ES
EF

Dates Work Products &


Documents
WBS
Lesson 1

Expenses
Risks Project Web Site 6
Enterprise and Project-Specific
Data (cont.)
 Enterprise/Project-Specific Data
 The following types of data are enterprise, as
well as project-specific:
 Calendars
 Reports
 Activity codes
 System administrators define enterprise data.
Project managers define project-specific data to
further control their projects.
Lesson 1

7
Enterprise/Project-
Specific Data

2000
Lesson 1

Activity
Calendars Codes

Reports 7
The Project Management
Life Cycle
Lesson 2

9
Lesson Objectives
 Review the relationship between Primavera and
the project management life cycle
 Identify the five process groups in the Project
Management life cycle
Lesson 2

9
Project Management Life Cycle
Initiating
 Project Management is the process
group
process of achieving set
goals within the constraints
Planning
of time, budget, and staffing process
group
restrictions.
Executing
process
group

Controlling
process
Lesson 2

group

Closing
process
group
10
Project

Project
information

Initiating Organization
process commitment

Management Life Te a m
development

Cycle (continued) Scope definition

Activity
definition

Planning
process
Schedule Resource and
development cost planning

Project plan
development

Ye s

Information
distribution
Executing
process
Project plan
execution

Performance
reporting No

Controlling Are there


changes?
process
No
Lesson 2

Project
complete?

Ye s

Project
closeout

Closing Administrative
process closeout

Project
completion
11
Initiating Process Group
 Steps in the Initiating process group include:
 Define templates and workflow for initiation request.
 Initiate request.
 Obtain organizational commitment.
Lesson 2

12
Planning Process Group
 Steps in the Planning process group include:
 Establish project objectives and scope of work.
 Define the work.
 Determine the timing.
 Establish resource requirements/availability.
 Establish a cost budget.
 Evaluate, optimize, and create baseline plan.
Lesson 2

13
Executing Process Group
 Steps in the Executing process group include:
 Distribute information.
 Track work in progress and actual costs.
Lesson 2

14
Controlling Process Group
 Steps in the Controlling process group include:
 Analyze and evaluate the project.
 Recommend necessary action.
 Modify the current project with realistic data.
 Re-forecast the schedule.
 Communicate project performance to the project
team.
Lesson 2

15
Closing Process Group
 Steps in the Closing process group include:
 Document lessons learned.
 Determine if project can be used as a methodology.
 Deliver product to client or stakeholders.
 Back-up or archive project files.
Lesson 2

16
Data, Navigating, and
Layouts
Lesson 3

17
Lesson Objectives
 Describe enterprise and project-specific data
 Log in
 Open an existing project
 Navigate in the Home window and Activities
window
 Open an existing layout
 Customize a layout
 Save a layout
Lesson 3

17
Enterprise and Project-Specific
Data
 Before logging in to Primavera, it is important to
understand that a project consists of a
combination of enterprise data and project-
specific data.
Lesson 3

18
Enterprise and Project-Specific
Data (cont.)
 Enterprise Data
 Enterprise data provides the global structure
needed to manage multiple projects. It is
available to all projects across the organization
and provides the structure necessary for
centralized project and resource management.
Enterprise data is usually defined and
maintained by a system administrator.
Lesson 3

18
Enterprise and Project-Specific
Data (cont.)
 Enterprise Data
 Examples of enterprise data:
 Enterprise Project Structure (EPS)
 Project codes
 Resource codes
 Admin categories and preferences
 Resources
 Cost accounts
Lesson 3

18
Enterprise and Project-Specific
Data (cont.)
 Project-Specific Data
 Project-specific data is only available to the project in
which it is defined. Project managers define project-
specific data to further control their projects.
 Dates
 Work Breakdown Structure (WBS)
 Activities
 Activity relationships
 Baselines
 Expenses
 Risks
Lesson 3

 Thresholds and issues


 Work products and documents
 Project Web site

19
Enterprise and Project-Specific
Data (cont.)
 Enterprise/Project-Specific Data
 The following types of data are enterprise as well
as project-specific:
 Calendars
 Reports
 Activity codes
Lesson 3

20
Logging In
 Type a valid Login Name and Password to log in
to Primavera. If you do not know your Login
Name/Password, contact your system
administrator.
Lesson 3

21
Home Window
 The Home window is the starting point for
navigation. It provides quick access to enterprise
data and project data.
 To the left of the Home window is the Directory
bar, which lists the 12 windows within Primavera.
Each window provides specific functionality to
help you manage projects. Click an item in the
Directory bar to access it.
 The table below lists key navigation items in the
Home window. Numbers in the table correspond
Lesson 3

to those in the screenshot.

22
Home Window
Item Functionality

1. Title bar Displays current application and name of


open projects.
2. Menu bar Click to perform functions in Primavera.

3. Directory bar Click to display Primavera windows.

4. Navigation bar Move between open windows, toggle the


Directory bar, and open Help.
5. Status bar Displays user's Login Name, data date of
open projects, access mode, and current
baseline.
Lesson 3

22
Navigation Bar
 Use the Navigation bar to move back and
forward to previously accessed windows; return
to the Home window; display and hide the
Directory bar; and to access Help for the current
window.
 The Navigation bar, which is turned on by
default, can be toggled on/off in the View menu
by clicking Toolbars, Navigation Bar.
Lesson 3

23
Opening an Existing Project
 The Open Project dialog box lists all the projects
you have access to open.
 All projects under the node are opened.
 Open multiple projects under different nodes.
 Press Control-click to select more than one project.
Lesson 3

24
Opening an Existing Project (cont.)

 Access Modes
 You have the option to select an access mode
prior to opening a project:
 Shared - Multiple users can view, input, and change
data. This is the default setting.
 Read Only - You can view data but cannot input or
change data.
 Exclusive - The current user is the only user who can
edit data on these projects. Other users can access
these projects in Read Only mode.
Lesson 3

25
Opening an Existing Project (cont.)

 Activities Window
 The Activities window is used to create, view,
and edit activities for open projects. The table
below lists key navigation items in the Activities
window. Numbers in the table correspond to
those in the screenshot.
Lesson 3

26
Activities Window
Item Functionality

1. Toolbar Displays icons that allow you to change look


of layout.
2. Activity Table Displays activity information in spreadsheet
format.
3. Gantt Chart Provides graphical display of activity
progress over time.
4. Command bar Displays options for adding or removing
activity data.
5. Layout Options Displays menu of available options for
bar Activities window.
Lesson 3

6. Vertical Split bar Drag bar to hide/show more information in


each pane.

26
Activities Window (cont.)

Item Functionality

7. Horizontal Split Hide or show more information in


bar top/bottom layouts.
8. Activity Details View/edit detailed information for selected
activity.
Lesson 3

26
Layouts
 A layout is a customizable view of information,
combining all the visual elements that appear on
the screen. Layouts are available in the Projects,
WBS, Activities, Resource Assignments, and
Tracking windows.
Lesson 3

27
Layouts (cont.)

 Activity Layouts
 The Activities window provides the option of
viewing data in top/bottom layouts.
 Choose one of the following to show on top:
 Activity Table
 Gantt Chart
 Activity Usage Spreadsheet
 Activity Network
Lesson 3

27
Layouts (cont.)

 Activity Layouts
 Choose one of the following to show on bottom:
 Activity Details
 Activity Table
 Gantt Chart
 Activity Usage Spreadsheet
 Resource Usage Spreadsheet
 Activity Usage Profile
 Resource Usage Profile
 Trace Logic
Lesson 3

27
Layouts (cont.)

 Opening an Existing Activity Layout


 A variety of layouts are available to present activity data
from different perspectives. You can create user-specific
layouts and project-specific layouts, or use global layouts
provided by your company.
 After selecting a layout, you can click either Apply or
Open.
 Apply - Displays layout but keeps Open Layout dialog box open.
 Open - Displays layout and closes Open Layout dialog box.
 You will select a different layout and then click Open,
which displays the layout and closes the Open Layout
dialog box.
Lesson 3

28
Layouts (cont.)

 Gantt Chart
 The Classic WBS Layout displays a Gantt Chart in
the top layout and Activity Details in the bottom
layout.
 The Gantt Chart is divided into two sections:
Activity Table and Bar Area:
 Activity Table - Displays activity data in columns.
 Bar Area - Provides a graphical display of activity
progress over the duration of the project.
Lesson 3

30
Layouts (cont.)

 Activity Usage Spreadsheet


 The Activity Usage Spreadsheet displays unit,
cost, or earned value data by activity over time.
Use this type of layout to review per period and
rolled up activity resource/cost data.
 You can customize the timescale of the Activity
Usage Spreadsheet:
Lesson 3

31
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.
Lesson 3

32
Layouts (cont.)

 Activity Table
 The Activity Table enables you to see project
data in spreadsheet format. You also can modify
the columns displayed in the Activity Table to
meet your needs.
 You can display the Activity Table on the entire
screen if you want to analyze data solely in a
tabular format.
Lesson 3

33
Customizing a Layout
 The Activities window can be customized and saved
as a layout. Saving layouts for future use allows you
to quickly retrieve information.
 The Layout Options bar is the centralized menu for
layout customization.
 The following is a list of layout elements that are
customizable:
 Bars
 Columns
 Timescale
 Table font and colors
 Row height
Lesson 3

 Filters
 Activity grouping and sorting
 Top/bottom layouts

34
Customizing a Layout (cont.)

 Selecting Columns
 The Columns dialog box enables you to select columns to
display in the Activity Table and specify the order in which
they appear:
 Available Options section - Lists data items in groups or in list.
 Selected Options section - Lists items you have chosen to
display.
 Single arrows - Move highlighted data items to the other section.
 Double arrows - Move all data items to the other section.
 Up/down arrows - Configure the order of the data items.
 Click Edit Column to edit the selected item's title and
choose its alignment in the display.
Lesson 3

35
Customizing a Layout (cont.)

 Using Hint Help in Columns Dialog Box


 You can use Hint Help to view a definition for any
data item in the column list.
Lesson 3

36
Displaying Activity Details
 Activity Details displays detailed information for
the activity highlighted in the Activity Table or
Activity Network.
Lesson 3

37
Displaying Activity Details (cont.)

 Selecting Details Tabs


 The tabs displayed in Activity Details can be
customized.
Lesson 3

38
Saving Layouts
 Layouts can be saved and shared with other users
to facilitate project communication. Use the Save
Layout dialog box to save a layout in the Activities,
WBS, Projects, Assignments, or Tracking windows:
 Layout, Save - Saves changes to the existing layout.
 Layout, Save As - Prompts you to save the layout with
a new name.
 Current User - Only the user creating the layout will have
access to it in the future.
 All Users - All licensed users will have access to the
layout (Global).
Lesson 3

 Another User - A specified user will have access to the


layout. Note, however, that the current user will not have
access to the layout.

39
Saving 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:
Lesson 3

39
Closing a Project
 Close the project when you are finished working
with it. You are prompted to verify that you want
to close the project.
 Closing the project takes you back to the Home
window.
Lesson 3

41
Closing a Project (cont.)

 Key Concepts
 The Home window is a starting point for navigating in
Primavera.
 Use the Navigation bar for quick access to Help, to
display the Directory bar, and to move forward and
backward to previously accessed windows.
 Choose to open a project in Read Only, Shared, or
Exclusive mode.
 A project consists of enterprise and project-specific
data.
 View activity data in the Activities window and
customize the top and bottom layouts.
Lesson 3

 Use layouts to easily view data specific to your needs.


You can customize layouts by selecting columns and by
specifying top/bottom layouts.

42
Closing a Project (cont.)

 Key Concepts
 Activity Details, arranged in tabs, displays detailed
information for the activity highlighted in the Activity
Table or Activity Network.
Lesson 3

42
Enterprise Project
Structure
Lesson 4

43
Lesson Objectives
 Describe the components that comprise the
Enterprise Project Structure
 View the EPS
Lesson 4

43
Enterprise Project Structure
 The Enterprise Project Structure (EPS) is a
hierarchy used to organize projects.
 The EPS is made of roots and nodes.
 Each root in the EPS can be subdivided into many
nodes.
 Nodes represent different levels within the structure.
 All projects must be included in a node.
 Each node can contain an unlimited number of
projects.
 Projects always represent the lowest level of the
hierarchy.
Lesson 4

 Placement of a project in the hierarchy determines the


summary level in which it is included.

44
Enterprise Project Structure

Level 1
Lesson 4

Level 2 42
Opening the EPS
 You can use the Enterprise Project Structure
dialog box to define the EPS.
 The three fields to enter when adding an EPS
node are:
 EPS ID - Identifies the selected EPS node.
 EPS Name - Description of the selected EPS node.
 Responsible Manager - Use this field to select an
OBS (Organizational Breakdown Structure) element
to associate with the selected level of the EPS.
Lesson 4

45
Benefits of the EPS
 The EPS offers many benefits, including the ability to:
 View project priorities, scope, budgets, and resources across
the entire project structure or within a specific node.
 Manage projects separately while retaining the ability to roll
up and summarize data across multiple projects.
 Each node acts as a master project, rolling up all "child" nodes
and projects.
 A node can be opened to view all detailed activity information
from the "member" projects.
 View resource allocation across projects.
 Assign security at any level of the project structure to provide
users with appropriate access to project information. For
example, Tim Harris can view only the Construction node and
Lesson 4

its children.

46
Key Concepts
 The EPS is a hierarchy that represents the
management and organization of projects in your
company.
 In the EPS, the root is the top level and can be
subdivided into nodes. Each node represents a level
in the project structure that can hold another node
or a project. Projects represent the lowest level of
the hierarchy.
 The EPS enables you to view project data across the
entire project structure or within a specific node.
Lesson 4

47
Creating a Project

Lesson 5

49
Lesson Objectives
 Create a project
 Navigate in the Projects window
 View and modify information in Project Details
Lesson 5

49
Creating a Project
 A project can be created using a variety of
methods:
 Create a New Project wizard:
 Create the project.
 Create the Work Breakdown Structure (WBS).
 Add activities.
 Assign resources and costs.
 Project Architect:
 Create the project from a methodology (template).
 Review and adjust the WBS.
 Review and adjust activities.
Lesson 5

 Assign resources and costs.

50
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.
Lesson 5

50
Create a New Project Wizard
 The Create a New Project wizard can assist you
in creating a project.
Lesson 5

51
Create a New Project Wizard (cont.)

 Entering Project Name


 The name of the project is Office Building
Addition. You can shorten the name to create the
Project ID, BLDG.
 Project ID - Type a unique ID in this field.
 Project Name - Type a new name in this field. (The
Project Name field does not require a unique name.)
Lesson 5

52
Create a New Project Wizard (cont.)

 Entering Project Start and End Dates


 Use the calendar to select Planned Start and Must
Finish By dates for the project.
 The Must Finish By field is not mandatory. You can
assign a project Must Finish By date at any point in
the project life cycle in the Dates tab in Project
Details.
 To navigate in the calendar:
 When you launch the calendar, the current month/year
is displayed. To navigate to a different year, click the
Month/Year section in the calendar, and then use arrows
Lesson 5

to scroll to the desired year.


 Click the desired month and date, and then click Select.

53
Create a New Project Wizard (cont.)

 Entering Responsible Manager


 The Responsible Manager, selected from the
Organization Breakdown Structure (OBS), is the
individual responsible for the work.
 The OBS is a hierarchical arrangement of an
organization's project management structure,
either as roles or individuals. The OBS can be
configured to represent a detailed organizational
breakdown (with employee names) or a more
general framework where departments, teams,
Lesson 5

or types of responsibility are modeled in the


structure.

54
Create a New Project Wizard (cont.)

 Selecting Assignment Rate Type


 Specify the Assignment Rate Type for new
resource assignments. The default rate type
determines which price/unit is set on a resource
assignment. Values in the Rate Type drop-down
list reflect rate types defined in the Rate Types
tab in Admin Preferences.
Lesson 5

55
Create a New Project Wizard (cont.)

 Running Project Architect


 Project Architect helps you to create a project
from an existing methodology or project
template. You will create the Office Building
Addition project anew, without the use of a
methodology.
Lesson 5

56
Projects Window
 The project has been created and opened.
 To view high-level information about the project,
navigate to the Projects window, which displays
the projects within the EPS that you can access.
You can also:
 Open, create, and save project layouts.
 Group projects by the Enterprise Project Structure,
project codes, or other project-related items.
 Filter projects.
 Modify column data.
 The table below lists key navigation items in the
Lesson 5

Projects window. Numbers in the table correspond


to those in the screenshot.

57
Project Details
 Project Details is located in the bottom layout of
the Projects window. It can be used to define the
project properties and defaults that are applied
to the selected project.
Lesson 5

59
Project Details (cont.)

 General Tab
 The General tab enables you to view or modify
general information about the selected project.
Project ID, Project Name, and Responsible
Manager can be set when you create the project,
or you can change them here. The remaining
fields are set by default.
 Fields in the General tab:
 Project ID - Short, unique identifier for the project.
 Project Name - Name of the project.
Lesson 5

60
Project Details (cont.)

 General Tab
 Status - Indicates project status based on the table below:

Status Indicates project is ...

Planned Being analyzed before establishing


permanent plan.
Active Currently being worked on.
Inactive Completed or on hold.
Lesson 5

What-if Used as test scenario.

60
Project Details (cont.)

 General Tab
 Responsible Manager - Individual, selected from the
OBS, who is responsible for the project.
 Risk Level - Indicates the overall risk in performing
the project. You can use the risk level to organize,
filter, and report on projects within the project
structure. You can enter a value between Very High
and Very Low; the default is Medium.
 Leveling Priority - User-defined rank of the project
against all other projects, based on its importance to
the organization. You can enter a value between 1
and 100. The highest rank is 1; the default is 10.
Lesson 5

 Check-out Status - Indicates whether the project is


checked in or checked out.

60
Project Details (cont.)

 General Tab
 Checked Out By - Displays the user that checked out
the project.
 Date Checked Out - Indicates the date and time the
user checked out the project.
 Project Web Site URL - Displays the project's Web
site address.
Lesson 5

60
Project Details (cont.)

 Dates Tab
 The Dates tab enables you to edit date information for the
selected project. The Planned Start and Must Finish By dates can
be set when you create the project, or you can change them
here.
 Fields in the Dates tab:
 Planned Start - Planned start date of the project.
 Data Date - Date used as the starting point for schedule calculations.
 Must Finish By - Date indicating the desired project end date.
 Finish - Non-editable field indicating the latest early finish date
calculated when the project was last scheduled.
 Actual Start and Actual Finish - Non-editable field indicating the actual
start and finish dates of the project.
Lesson 5

61
Project Details (cont.)

 Dates Tab
 Anticipated Start and Anticipated Finish - Expected
dates that can be entered while planning the project
at a high level.
Lesson 5

61
Project Details (cont.)

 Notebook Tab
 The Notebook tab enables you to write, view, or
edit project notes such as the project's purpose,
core requirements, or other project-specific
details.
 Fields in the Notebook tab:
 Notebook Topic - List of topics assigned to the
selected node/project.
 Detail - User-defined description of the selected
topic. You can use HTML editing features, including
Lesson 5

formatting text, inserting pictures, copying, pasting,


and adding hyperlinks.

62
Project Details (cont.)

 Codes Tab
 The Codes tab enables you to assign project
code values to the selected project.
 Project codes allow you to group the projects in
the EPS to specific categories, such as location or
division.
 Unlimited hierarchical project codes are supported.
 Allows for summarization of large amounts of
information across projects.
Lesson 5

64
Project Details (cont.)

 Type Ahead and Search in Dialog Boxes


 The Search field in dialog boxes throughout
Primavera offers a faster alternative to scrolling
through a long list of values:
 Search - Type in the Search field and then press
Enter to search for a value.
 Type ahead - Type in the Search field and, as you
type, values that match begin with the letters you
have typed are displayed in the dialog box.
 Below, you will type ahead to find the project
code value Comm-Commercial.
Lesson 5

65
Project Details (cont.)

 Defaults Tab
 The Defaults tab is divided into two sections:
 Defaults for New Activities - Indicates the settings
that will be used when new activities are added to
the project. Note that changing these settings will
not affect existing activities.
 Auto-numbering Defaults - Sets how new activities
will be numbered in your project.
 When the Increment Activity ID based on selected
activity field is marked, the prefix or suffix of the
selected activity is applied to the activity that is being
added.
Lesson 5

66
Project Details (cont.)

 Defaults Tab
 For the activities in the Office Building Addition
project, you will set the prefix to BA, and verify
the suffix as 1000 and the increment as 10.
When adding activities, the first activity ID will
be numbered BA1000, the second activity ID will
be BA1010, etc. This numbering structure relates
activities to the project, which is especially
helpful when viewing activities from different
projects.
Lesson 5

66
Project Details (cont.)

 Settings Tab
 The Settings tab consists of three sections:
 Summarized Data - Identifies the date and the level
to which the project was last summarized.
 Project Settings - Sets the character used to
separate WBS levels; identifies the month in which
the fiscal year begins; and specifies the baseline
used in earned value calculations.
 Define Critical Activities - Identifies which activities
are displayed as critical, either longest path or a
value of Total Float.
Lesson 5

67
Project Details (cont.)

 Calculations Tab
 Use this tab to specify how to calculate cost and
resource use when you update activities. Two
fields of note:
 Recalculate Actual Units and Cost when Duration %
Complete Changes - Mark to calculate actual units
and costs as Actual (units or costs) = Budgeted
(units or costs) * Duration % Complete
 Primavera performs these calculations whenever you
update the Duration % complete.
 Values you specify override the application's
Lesson 5

calculated values. If you clear the checkbox, the


application does not estimate actuals and the actual
fields remain blank unless you specify values.

68
Project Details (cont.)

 Calculations Tab
 Link Actual and Actual This Period Units and Cost -
Mark this checkbox to recalculate actual or actual
this period units and costs when one of these values
is updated. This option is selected by default.
Lesson 5

68
Project Details (cont.)

 Key Concepts
 You can create a project with the New Project
wizard, import a file, copy an existing file, or use
Project Architect to create a project from an existing
template.
 Once the project is created, use the Projects window
to view high-level information for projects you can
access.
 Use Project Details tabs in the Projects window to
define default settings and properties for the
selected project, such as the anticipated start and
finish dates.
Lesson 5

69
Creating a Work
Breakdown Structure
Lesson 6

71
Lesson Objectives
 Define a Work Breakdown Structure
 Create multiple levels of a WBS hierarchy
Lesson 6

71
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
Lesson 6

summarize information from the lower levels.

72
Work Breakdown Structure

Project A/
Root / Level 1 WBS

Level 2
WBS.1 WBS.2 WBS.3

Level 3
WBS.1.1 WBS.1.2 WBS.1.3
Lesson 6

71
Course Scenario
Office
Building
Addition

Design and Exterior Interior


Foundation Structure Mechanicals
Engineering Finishes Finishes

Plumbing and
Plumbing and Floor and
Elevator HVAC Lighting Carpentry Paint
Electrical Carpet
Course Scenario

Fixtures

Doors and
Brick Roof
Windows

68
Viewing WBS Elements
 When a project is created, a root level WBS
element is added with the same ID and name as
the project.
Lesson 6

73
Creating the WBS Hierarchy
 WBS elements added to the root level element are
automatically indented to form the second level of the
hierarchy.
 When you create a new WBS element, it is indented as
a "child" of the WBS element that is currently selected.
 If you add a WBS element to the wrong level or in the
wrong order, you can use the indentation keys located
on the Command bar to adjust the structure of the WBS
hierarchy.
 The "child" WBS inherits attributes from the "parent"
WBS. This is illustrated below, when the WBS element
Lesson 6

you create, Elevator, inherits the responsible manager


of its parent, Mechanicals.

74
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.
Lesson 6

77
Key Concepts
 The Work Breakdown Structure is a hierarchical
arrangement of the products and services produced
during and by a project.
 The highest level of the WBS is the project, and the
lowest level consists of the individual activities
required for the deliverables.
 Create the WBS in the Work Breakdown Structure
window. Use the indentation keys to form various
levels in the WBS.
Lesson 6

80
Adding Activities

Lesson 7

81
Lesson Objectives
 Describe an activity and its components
 Describe activity types
 Add activities
 Add a Notebook topic to an activity
 Add steps to an activity
 Assign activity codes to activities
Lesson 7

81
Activities
 Activities are the fundamental work elements of
a project. They are the lowest level of a WBS and
the smallest subdivision of work that directly
concerns the project manager.
 Most detailed work unit tracked in a project
schedule.
 Contains all information about the work to be
performed.
 Also known as a task, item, event, or work package.
Lesson 7

82
Activity Components
Lesson 7

82
Adding Activities
 Use the Activities window to create, view, and
modify activities for the selected project. To add
an activity to a project, perform one of the
following actions:
 In the Command bar, click Add.
 In the Edit menu, click Add.
 Press Insert on the keyboard.
 Right-click and click Add.
Lesson 7

83
The New Activity Wizard
 The New Activity wizard walks you through the
process of adding an activity. Once you become
familiar with the process, you can disable the
wizard in User Preferences and manually add
activities to the project.
Lesson 7

84
Adding Activities via Activity
Wizard
 While in the Activities window, you can click Add
in the Command bar to add new activities. The
New Activity wizard appears only when you click
Add in the Command bar.
 Type a unique Activity ID and Activity Name, for
each activity that you add. You will assign the
activity to the Design and Engineering WBS
element.
Lesson 7

85
Adding Activities via Activity
Wizard (cont.)
 Assigning Activity Type
 Activity Type controls how an activity's duration
dates are calculated.
 Select the Activity Type according to the activity's
function in the project and the calendar that
should be used for the activity during scheduling.
 Start Milestone
 Finish Milestone
 Task Dependent
 Resource Dependent
Lesson 7

 Level of Effort
 WBS Summary

87
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.
Lesson 7

87
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.
Lesson 7

87
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.
Lesson 7

87
Example of how Primavera calculates the duration
when activity type is task dependent.

Activity Calendar Monday Tuesday Wednesday Thursday Friday

Resource Calendar 1

Resource Calendar 2

Resource Calendar 3

Task Dependent X X
Lesson 7

2 Day (X) Activity


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.
Lesson 7

87
Example of how Primavera calculates the duration
when activity type is resource dependent.

Activity Calendar Monday Tuesday Wednesday Thursday Friday

Resource Calendar 1

Resource Calendar 2

Resource Calendar 3

Task Dependent X X
Resource Dependent X X X
Lesson 7

2 Day (X) Activity


Adding Activities via Activity
Wizard (cont.)
 Assigning Activity Type
 Level of Effort - This type is typically used for
ongoing tasks dependent on other activities.
 Duration is determined by its predecessor and
successor activities, and its assigned calendar.
 Examples include clerical work, a security guard and
meetings.
 You cannot assign constraints. (Constraints are
discussed in a future lesson).
Lesson 7

88
Adding Activities via Activity
Wizard (cont.)
 Assigning Activity Type
 WBS Summary - This type is used to
summarize a WBS level.
 The WBS summary activity comprises a group of
activities that share a common WBS level.
 The dates calculated on a WBS summary activity are
based on the earliest start date of the activities in
the group and the latest finish date of these
activities.
 The WBS summary activity duration is calculated
based on its assigned calendar.
Lesson 7

 You cannot assign constraints to WBS summary


activities.

88
Adding Activities via Activity
Wizard (cont.)
 Completing the New Activity Wizard
 You have just added your first activity. You will
not use the wizard to help you create additional
activities.
Lesson 7

89
Adding an Activity via Activity
Details
 You can use the Activity Details tabs to add an
activity, and then enter additional information
about the activity. When adding an activity, first
select either the WBS band in which the activity
will reside, or select an existing activity in the
WBS band.
Lesson 7

90
Adding an Activity via Activity
Details (cont.)
 General Tab
 Use the General tab to assign basic information
about the activity, including Activity Type,
discussed earlier in this lesson.
Lesson 7

91
Adding an Activity via Activity
Details (cont.)
 Status Tab
 Use the Status tab to define the selected
activity's duration, constraint, Start and Finish
dates, labor and nonlabor units and costs, and
material costs. You can also use the Status tab to
view the selected activity's float, actuals, and
completion percentages.
Lesson 7

92
Adding an Activity via Activity
Details (cont.)
 Notebook Tab
 The Notebook tab enables you to assign notes to
an activity. Notebook topics are typically
instructions or descriptions that further describe
the activity according to specific categories of
information.
Lesson 7

93
Adding an Activity via Columns
 You can use the columns in the Activity Table to
add an activity and then enter additional
information about it.
Lesson 7

94
Adding Steps to an Activity
 Activity steps allow you create a checklist for the
activity, and then track the completion of each step.
Often, steps provide a list of procedures required to
complete the activity and provide extra guidance to
resources assigned to the activity.
 Assign an unlimited number of steps per activity.
 Steps can be marked completed in Primavera and by the
primary resource in timesheets.
 Steps do not have duration estimates or dates.
 Each step can have an additional explanation in the text
area on the right side of the Steps tab.
Lesson 7

 The Review and Approve Designs activity can be


broken down into two steps.

97
Step Templates
 Activity step templates enable you to define a
group of steps common to multiple activities and
then assign the step template to activities.
 If a commonly used step or set of steps have
already been defined for an activity, you can
convert the steps to a template.
Lesson 7

99
Activity Codes
 Activity codes enable you to classify and
categorize activities according to your
organizational and project needs.
 You can use activity codes to view and roll up
activities in the Activity Table; build reports in
the Report wizard or Report Editor; organize a
layout by grouping activities into specific
categories; and select and summarize activities.
Examples of activity codes include Phase, Area,
Site, and Division.
Lesson 7

100
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.
Lesson 7

100
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.

Type Can be assigned to Number

Global- Activities in all projects Unlimited


level
EPS-level Activities within EPS in which code Unlimited
was created, and EPS children
Lesson 7

Project- Activities in project in which code 500


level was created

100
Activity Codes (cont.)

 Assigning Activity Codes to an Activity


 Assign activity code values in the Activities
window.
 Add a column for the activity code in the Activity
Table.
 Use the Codes tab in Activity Details.
Lesson 7

100
Activity Codes (cont.)

 Assigning Activity Codes to Multiple Activities


 Use the Command bar to assign an activity code
to multiple activities.
Lesson 7

102
Calendar Assignments
 Calendars can be created and assigned to each
activity and resource. Calendar assignments are
used to schedule activities and level resources.
 An unlimited number of calendars can be created.
 The Activity Type determines whether the activity
calendar or resource calendar is used during
scheduling.
Lesson 7

103
Calendar Assignments (cont.)

 Calendar Types
 There are three calendar types:
 Global calendar
 Contains calendars that can be used by all projects in
the database.
 Available for all resources and activities in the
database.
 Resource calendar
 Contains separate calendars for each resource.
 Project calendar
 Contains a separate pool of calendars for each project.
Lesson 7

 Available for the current project only.

103
Calendar Assignments (cont.)

 Calendar Assignments
 Use the Select Activity Calendar dialog box to
select the calendar that is used for an activity in
the project.
 For example, in this project, the default calendar
assigned to all activities is theStandard 5 Day
Workweek. You will view the available calendars
on the Design Building Addition activity.
Lesson 7

104
Creating Relationships

Lesson 8

109
Lesson Objectives
 Create a network logic diagram
 Differentiate between the four relationship types
 Create relationships in the Activity Network
 Create relationships in Activity Details
Lesson 8

109
Network Logic Diagram
 A network logic diagram is a logical
representation of all the activities in a project
showing their dependency relationships.
Lesson 8

110
Network Logic Diagram (cont.)

 Precedence Diagramming Method


 Precedence Diagramming Method (PDM) is a
technique for creating network logic diagrams.
 A box or rectangle represents an activity.
 Lines with arrows connect the boxes and represent
the logical relationships between the activities.
 Predecessor - Controls the start or finish of another
activity.
 Successor - Depends on the start or finish of another
activity.
 Start with either the first activity in the network and
Lesson 8

enter each successor, or start with the last activity in


the network and enter each predecessor.

110
Network Logic Diagram (cont.)

 Precedence Diagramming Method


Lesson 8

110
Relationship Types
 There are four relationship types. In the following
diagrams, activity A represents the predecessor
and activity B represents the successor.
 Finish-to-Start (FS) - When A finishes, B can start.
 Start-to-Start (SS) - When A starts, B can start.
 Finish-to-Finish (FF) - When A finishes, B can finish.
 Start-to-Finish - When A starts, B can finish.
Lesson 8

111
Relationships with Lag
 Lag specifies an offset or delay between an activity and
its successor. It can be added to any type of relationship
and have a positive or a negative value.
 Lag is scheduled based on the calendar selected in the
General tab in Schedule Options dialog box. (In the Tools
menu, click Schedule, and then click Options to access the
Schedule Options dialog box.)
 There are four calendar options for scheduling lag:
 Predecessor activity calendar
 Successor activity calendar
 24-hour calendar
 Project default calendar
Lesson 8

112
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
Lesson 8

there is a start-to-start relationship with 5 days of


lag.)

112
Creating Relationships in the
Activity Network
 The Activity Network is useful when sequencing
activities because it displays the activities
graphically as you create relationships.
Lesson 8

113
Creating Relationships in the
Activity Network (cont.)
 Creating a Start-to-Start Relationship
 You can create a relationship between activities
by clicking and dragging your mouse between
the two activities.
 The left edge of the activity represents the start of
the activity.
 The right edge of the activity represents the finish of
the activity.
Lesson 8

114
Creating Relationships in Activity
Details
 You can also use the Relationships tab to create
relationships. When creating a relationship in
Activity Details, the default relationship type is
Finish-to-Start.
 Activities in the Assign Successors dialog box can
be grouped and sorted in a variety of ways,
including by EPS and by List. In the Display
Options bar, click Group and Sort By to view
options.
Lesson 8

115
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.
Lesson 8

117
Viewing Relationships in Gantt
Chart
 You can also view/modify relationships in the
Activity Table and Gantt Chart.
 Activity Table - Displays the Predecessors and
Successors columns.
Lesson 8

118
Viewing Relationships in Gantt
Chart (cont.)
 Key Concepts
 Use the Precedence Diagramming Method to create a
network logic diagram to show the relationships
between activities. Build the diagram using boxes or
rectangles that represent activities, and create logical
relationships between the activities, specifying the
predecessor and successor activity relationships.
 There are four relationship types: Finish-to-Start,
Start-to-Start, Finish-to-Finish, and Start-to-Finish. The
default relationship type is Finish-to-Start.
 Use lag to specify a delay between an activity and its
successor.
Lesson 8

 You can create relationships in the Activity Network


via a graphical display, or in the Relationships tab in
Activity Details.

120
Scheduling

Lesson 9

121
Lesson Objectives
 Perform a forward and backward pass
 Describe float and its impact on a schedule
 Identify loops and open ends
 Calculate a schedule
 Analyze the scheduling log report
Lesson 9

121
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.
Lesson 9

122
Critical Path Method Scheduling
(cont.)

 Critical Path
 The critical path is the series of activities that
determines a project's completion date.
 The duration of the activities on the critical path
controls the duration of the entire project. A delay to
any of these activities will delay the Finish date of
the entire project.
 Critical activities are defined by either the total float
or the longest path in the project network.
Lesson 9

122
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.
Lesson 9

123
Data Date
Line

J F M A
Schedule
Lesson 9

OPN
Scheduling Concepts (cont.)

 Forward Pass
 The forward pass calculates an activity's early dates.
 Early dates are the earliest times an activity can
start and finish once its predecessors have been
completed.
 The calculation begins with the activities without
predecessors.
 Early Start (ES) + Duration - 1 = Early Finish (EF)
Lesson 9

124
A
5
ES 1 EF 5

C
15
ES 11 EF 25

B
10

ES 1 EF 10
Lesson 9

Forward pass
124
Scheduling Concepts (cont.)

 Backward Pass
 The backward pass calculates an activity's late
dates.
 Late dates are the latest times an activity can start
and finish without delaying the end date of the
project.
 The calculation begins with the activities without
successors (activity C in the graphic below).
 For projects without a Must Finish By date, activities
without successors are assigned a Late Finish equal
to the latest calculated Early Finish date (25 in the
Lesson 9

graphic below).
 Late Finish (LF) - Duration + 1 = Late Start (LS)

125
B a ck w a rd p a ss

LS 6 L F 10

A
5
ES 1 EF 5 L S 11 L F 25

C
15
LS 1 L F 10 ES 11 EF 25
Lesson 9

B
10
ES 1 EF 10
125
Scheduling Concepts (cont.)

 Total Float
 The amount of time an activity can slip from its early Start
without delaying the project.
 The difference between an activity's late dates and early
dates.
 Activities with zero Total Float are critical.
 Late date - Early date = Total Float (TF)
 An activity's Total Float is automatically calculated
each time you schedule the project. You cannot edit
an activity's float values directly.
 The critical path is the series of activities that
Lesson 9

determines a project's completion date. Activities B


and C are on the critical path in the graphic below.

126
Total Float
LS LF

Positive float
ES EF

Positive float
LS LF
Zero float
(critical)
ES EF

LS LF

Negative Float
Lesson 9

(extremely
critical) ES EF

Negative float
126
B a ck w a rd p a ss

LS 6 LF 10

A
5
ES 1 EF 5 LS 11 LF 25
5 Path
al
TF =
t i c
Cri C
15
LS 1 LF 10 ES 11 EF 25
TF = 0
B
10
Lesson 9

ES 1 EF 10
TF = 0

F orw a rd p a ss
127
Scheduling Concepts (cont.)

 Backward Pass with Required Finish


 One of the most common project scenarios is a
required finish date for the project.
 Used only during the backward pass.
 Required finish date specifies when the project must
finish regardless of the network's duration and logic.
 Late Finish - Duration + 1 = Late Start
Lesson 9

128
Backward pass

Critical Activities
LS 1 LF 5
Must Finish
A By: Day 20*
5
ES 1 EF 5 LS 6 20*
LF 25
TF =0
C
15
LS-4 LF 5 ES 11 EF 25
TF =-5
Lesson 9

B  Which activities are


10
ES 1 EF 10
critical based on Total
TF =-5
Float?
128
Backward pass

LS 1 LF 5
Must Finish
A By: Day 20*
5
ES 1 EF 5 LS 6 20*
LF 25

at h
TF =0
t P
ge s C
Lon 15
LS-4 LF 5 ES 11 EF 25
TF =-5
Lesson 9

B  Which activities are


10
ES 1 EF 10
critical based on Longest
TF =-5
Path?
128
Scheduling Concepts (cont.)

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

BA1010 BA1020 BA1030


Lesson 9

129
Scheduling Concepts (cont.)

 Open Ends
 Open Ends are activities without a predecessor or
successor.
 No predecessor - Activity uses data date as its Early
Start.
 No successor - Activity uses project finish as its Late
Finish
 Open-ended activities can portray an unrealistic
amount of positive total float.
Lesson 9

130
Open Ends cont.
FINISH
10 70

START

20 30 50 60 80 90

40
Lesson 9

NOTE: Primavera recommends that each project


have only two open ends, the start milestone
activity and the finish milestone activity. 130
Open Ends cont.
FINISH
10 Oops! 70
Open
START
ends.

20 30 50 60 80 90

40
Lesson 9

Notice the relationship between activity 30 and


50 is missing, creating two additional open ends.

What will happen when this network is 130


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.
Lesson 9

131
Scheduling a Project (cont.)

 Schedule Log
 The Schedule Log records scheduling results,
including:
 Scheduling/leveling settings
 Statistics
 Errors
 Warnings
 Scheduling/leveling results
 Exceptions
Lesson 9

132
Driving Relationships
 An activity may have a relationship from a
predecessor that determines its Early Start. This
logic tie is called a driving relationship.
 A solid relationship line indicates a driving
relationship.
 A dashed relationship line indicates a non-driving
relationship.
 BA3040 and BA3050 do not drive the start of BA3070.
 BA3060 drives the start of BA3070.
Lesson 9

133
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.
Lesson 9

 After scheduling, activities will have a total float that


represents the amount of time an activity can be delayed
without delaying the project.

139
Driving Relationships (cont.)

 Key Concepts
 After scheduling, results are recorded in a Schedule
Log.
Lesson 9

139
Assigning Constraints

Lesson 10

141
Lesson Objectives
 Apply an overall deadline to a project
 Apply a constraint to an individual activity
 Add notebook topics to constrained activities
 Describe the available constraint types
Lesson 10

141
Constraints
 Constraints are imposed restrictions used to
reflect project requirements that cannot be built
into the logic.
 Use constraints to build a schedule that more
accurately reflects the real-world aspects of the
project, provide added control to the project, and
impose a restriction on the entire project or an
individual activity
 Constraints are user-imposed.
Lesson 10

 Two constraints can be assigned to an activity.


 After applying a constraint, the project must be
rescheduled to calculate the new dates.

142
Commonly Used Constraints (cont.)

 Must Finish By
 Used when an overall project deadline must be met.
 Forces all activities in the project to finish by the date (and
time) specified.
 By default, the time associated to the Must Finish By date is set
to 12:00 am. This means that if the project must finish by the
end of day on 1-Nov, assign a Must Finish By of 02-Nov.
 Affects the total float of the entire project.
 Must be applied in the Dates tab in Project Details.
 The current Early Finish of Building Addition project is
17-Nov-10. You will apply a Must Finish By constraint of
Lesson 10

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
Start On or After
 Used to set the earliest date an activity can
begin.
 Forces the activity to start no earlier than
the constraint date
 Pushes the early start to the constraint date
 Affects the early dates of its successors

LS LF LS LF
Lesson 10

A B
ES * EF ES EF
145
Start On or After
 Used to set the earliest date an activity can
begin.
 Forces the activity to start no earlier than
the constraint date
 Pushes the early start to the constraint date
 Affects the early dates of its successors

LS LF LS LF
Lesson 10

A A B B
ES ESEF
* EF ES ESEF EF
145
Commonly Used Constraints (cont.)

 Adding Notebook Topic


 When a constraint is assigned to an activity, it is
recommended that you add a note to document
why the constraint was assigned. You can use
the Notebook tab in the Activities window to
document these reasons.
Lesson 10

147
Finish On or Before
 Used to set intermediate completion points
 Forces the activity to finish no later than the
constraint date
 Pulls the late finish date to the constraint date
 Affects the late dates of its predecessors
Lesson 10

LS LF LS LF *

A B
ES EF ES EF 148
Finish On or Before
 Used to set intermediate completion points
 Forces the activity to finish no later than the
constraint date
 Pulls the late finish date to the constraint date
 Affects the late dates of its predecessors
Lesson 10

LS LSLF LF LS LS
LF * LF

A A B B
ES EF ES EF 148
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.
Lesson 10

150
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.
Lesson 10

150
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.
Lesson 10

150
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.
Lesson 10

150
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.
Lesson 10

150
Commonly Used Constraints (cont.)

 Mandatory Start and Finish


 Forces early and late dates to be equal to the
constraint date.
 Affects late dates of predecessors and early dates of
successors.
 May violate network logic.
Lesson 10

150
Commonly Used Constraints (cont.)

 Key Concepts
 Assign constraints to activities and projects to reflect
real-world restrictions.
 A maximum of two constraints can be assigned to an
activity.
 The Must Finish By constraint is used when an
overall project deadline must be met.
 Use the Start On or After constraint to set the
earliest date an activity can begin.
Lesson 10

151
Maintaining the Project
Documents Library
Lesson 11

153
Lesson Objectives
 Describe the difference between a work product
and a reference document
 Create a document record
 Link the document record to a project document
or work product
 Assign the project document to an activity or
WBS
Lesson 11

153
Project Documents
 The Work Products and Documents window enables
you to maintain general information about project
documents, including links to the actual document files.
Documents are organized hierarchically to enhance
categorization.
 You can catalog and track project-related documents
and deliverables, and provide standards and guidelines
for performing work on an activity.
 Store documents on a network file server or Web site.
 Maintain general information about project documents such
as version, revision date, and author.
Lesson 11

 Create a link to the actual document file.

154
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.
Lesson 11

154
Creating a Document Record
 Documents do not reside in the Primavera
database. To access documents via Primavera, a
document record must be created in the Work
Products and Documents window.
Lesson 11

155
Creating a Document Record (cont.)

 Files Tab
 After you add a document record, you must
establish a link to the document by specifying a
file path. There are two kinds of document
location references:
 Private Location - References can be viewed only by
Primavera client/server application users. Examples
include invoices, purchase orders, or contracts.
 Public Location - References can be viewed by all
project participants, including timesheet users.
Lesson 11

Examples include procedure guidelines or project


checklists.

157
Creating a Document Record (cont.)

 Assigning a Project Document to an Activity


 Project documents can be assigned to both WBS
elements and activities. For example, during a
project's planning phase, you may assign a
document to a WBS element. As the details of
your project develop, you can assign the same
document to activities.
Lesson 11

158
Creating a Document Record (cont.)

 Viewing Document Details


 Use the Work Product and Document Details dialog
box to view details about and/or open the selected
work product or document. Fields in the dialog box are
summarized below:
 Title - The name of the selected work product or document.
 Author - The name of the person who created the selected
work product or document.
 Version - The selected work product or document's version
number.
 Date - The entered Revision Date.
Lesson 11

 Private/Public Location - The selected work product or


document's file name.
 Launch Private/Public Location - Opens the work product or
document's file in its native application.

160
Creating a Document Record (cont.)

 Viewing Document Details


 Description - A narrative description of the selected
work product or document.
Lesson 11

160
Creating a Document Record (cont.)

 Key Concepts
 Documents do not reside in the Primavera database.
To access documents via Primavera, a document
record must be created in the Work Products and
Documents window.
 After adding a document record, specify its private
and/or public location. Specifying a public location
enables all project participants to view the document.
 You can designate a document as a work product or
reference document and assign it to an activity or
WBS element.
Lesson 11

 Maintain general information of each project


document such as version, revision date, and author.

161
Formatting Schedule Data

Lesson 12

163
Lesson Objectives
 Group activities according to a specific criteria
 Sort activities
 Apply a filter
 Create a filter
Lesson 12

163
Grouping Data
 Grouping is a flexible way to organize data into
categories that share a common attribute.
 You can group data to create customized layouts. You
can also use grouping to quickly view subtotal data in the
group title bands, view summary bars in the Gantt Chart,
and summarize data for reporting purposes.
 Grouping is available in all windows and most dialog boxes.
 Each window or dialog box has its own grouping options.
 Some windows have customized/pre-defined groups.
 Activities can be grouped by hierarchical fields such as WBS,
activity codes, and project codes.
Lesson 12

 Activities can be grouped by data fields such as dates, costs,


Total Float, and other numeric data.

164
Grouping Data (cont.)

 Group and Sort Dialog Box


 The Group and Sort dialog box is used to set up the
organization of activities on the screen.
 Show Group Totals - Choose to display or hide the total
values for grouping bands. If you mark the Show Group
Totals checkbox, you have the additional options to Show
Grand Totals and Show Summaries Only.
 Show Grand Totals - Mark to display a grand total row at the
top of the layout.
 Show Summaries Only - Mark to hide the activities within
each group title band.
Lesson 12

 Shrink Vertical Grouping Bands - Minimize the width of the


vertical grouping bands displayed in the Activity Table.
This setting is available in windows that have the Group
and Sort by, Customize layout option.

165
Grouping Data (cont.)

 Group and Sort Dialog Box


 Group By - Lists data items used to group the
current display.
 Indent - Available if the selected data item is
hierarchical.
 To Level - Indicates the number of levels to display
when grouping by a hierarchical data item.
 Group Interval - Indicates the interval by which you
want to group the selected data item.
 Font & Color - Displays the font/color for each group
title band.
Lesson 12

 Hide if empty - Mark to hide the group title bands


that do not contain activities.

165
Grouping Data (cont.)

 Group and Sort Dialog Box


 Sort Bands Alphabetically - Mark the checkbox to
sort the grouping bands alphabetically rather than
their order in their respective hierarchy. This
checkbox is disabled for any grouping that is not
hierarchical.
 Show Title - Mark to display the name of the field
that the layout is grouped by; the value is also
displayed.
 Show ID/Code - Mark the checkbox to display the ID
or code value on the grouping band.
Lesson 12

 Show Name/Description - Mark the checkbox to


display the name or description on the grouping
band.

165
Grouping Data (cont.)

 Grouping by Date
 Grouping a layout by date allows you to identify
activities that are scheduled to occur within a
particular time period.
Lesson 12

167
Grouping Data (cont.)

 Collapsing/Expanding Grouped Data


 Collapse group bands to control the level of
detail you are viewing. This functionality is
especially useful if you want to focus on a
specific portion of the layout.
 In the Activity Table, view summary information for
the displayed columns.
 In the Gantt Chart, summary bars are displayed to
represent the Start/Finish dates in each group band.
Lesson 12

168
Sorting Activities
 Sorting determines the sequence in which
activities are listed within each grouping band.
Based on the data item you choose, you can sort
alphabetically, numerically, or chronologically.
Lesson 12

169
Sorting Activities (cont.)

 Sorting by a Single Criteria


 To sort by a single criteria, click the data item's
column title.
Lesson 12

169
Filtering Activities
1060 1140
1120
1010 1020
A series of statements
1040
which determine the 1090
activities to be
displayed on screen.
1070 1080
1000
1030
1110
Legend 1100
PRCH IT SLS ADMN
Lesson 12

FILTER
DEPT =
ADMN
1110 1120
Filtering Activities
 A filter is a set of instructions that determines
which activities should display on screen.
 Filters enable you to create customized layouts
by limiting the number of activities displayed -
helping you to focus on critical activities, for
example.
 A set of pre-defined filters is provided, as is the
ability to create user-defined filters of your own.
Lesson 12

170
Filtering Activities (cont.)

 Filters are divided into the following groupings:


 Default
 Global
 User-defined
 One or more filters may be applied to a layout at a
time.
 Multiple criteria for selection may be used within a
single filter.
 Filter specifications can be saved and re-applied.
 Filters can be saved as part of a layout.
Lesson 12

170
Filtering Activities (cont.)

 Filters Dialog Box


 All Activities - Mark to show all activities in the current
layout.
 Show activities that match - When more than one filter is
marked, you must select one of the following options:
 All selected filters - Mark to include the activities that meet
the criteria of each selected filter.
 Any selected filter - Mark to include the activities that meet
the criteria of at least one of the selected filters.
 Replace activities shown in current layout - Displays only
the activities that meet the criteria of each selected filter.
Lesson 12

 Highlight activities in current layout which match criteria


- Highlights only the activities in the current layout that
meet the criteria of each selected filter.

171
Filtering Activities (cont.)

 Applying a Default Filter


 To view critical activities, you can run the Critical
default filter.
Lesson 12

172
Creating a Filter
 You can create filters based on a single line of
criteria or multiple criteria.
 A convenient single-criteria filter to use
throughout the life cycle of a project is a
lookahead filter. It displays the activities that are
scheduled to occur within a given amount of
time - for example, the next month.
 You will execute the new filter to display all
activities scheduled to occur within the next
Lesson 12

month, and then save the layout as One Month


Lookahead.

173
Using Multiple Filters
 If you cannot achieve your goal with a single
filter, you can run two filters simultaneously.
Lesson 12

175
Using Multiple Filters (cont.)

 Applying the All Activities Filter


 To refresh your screen with all activities, you can
run the All Activities filter.
Lesson 12

176
Using Multiple Filters (cont.)

 Key Concepts
 Use grouping and sorting to organize activities in a
layout.
 Grouping is available in all windows and most dialog
boxes.
 The Group and Sort dialog box provides options to
show grand totals and summaries, and modify the
font and color for each grouping selected. You can
also sort the groups alphabetically, numerically, or
chronologically.
 Use filters to customize the layout or only show
Lesson 12

activities that satisfy the filter criteria. You can apply


multiple filters to a layout.

177
Roles and Resources

Lesson 13

179
Lesson Objectives
 Describe roles
 Views the roles dictionary
 Describe resources
 Identify the differences between labor, nonlabor
and material resources
 View the resource dictionary
Lesson 13

179
Roles and Resources
 Before you begin to manage resources in
Primavera, you must understand the difference
between a role and a resource:
 Role - A role is a job title or skill - for example,
Software Engineer, Project Manager, Trainer, and
Database Administrator.
 Resource - A resource is an individual (or equipment
or material) used to complete an activity.
Lesson 13

180
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
Lesson 13

assigned to do the work.

180
Lesson 13

180
Defining Roles
 The Roles dictionary contains four tabs:
 General tab - Lists the Role ID and Role Name. The
Responsibilities field lists the skills required to
perform the role.
 Resources tab - Lists the resources that are capable
of performing the responsibilities associated with the
role as well as their proficiency.
 Prices tab - There are five available price per unit
values. The title of these values can be defined in
the Rates tab in Admin Preferences.
 Limits tab - Specify allocation limit(s) for a role.
Lesson 13

Multiple limits can be established based on effective


date.

181
Defining Roles (cont.)

 Limits Tab
 Use the Limits tab to specify available quantities (limits)
for a role. Setting limits helps you quickly identify areas of
role overload in Resource/Role Usage Profiles. You can
define an unlimited number of role limits for each role;
however, the effective date must be unique.
 By default, role limits are calculated based on the limit
defined for each role's primary resource, which may not
accurately reflect a role's planned allocation. In the
Resource Analysis tab in User Preferences, Resource
Analysis tab, you can choose to display role limits based
Lesson 13

on the custom role limits you define or based on the


calculated primary resources' limit.

183
Defining Resources
 A resource is anything used to complete an activity.
The Resources window contains information about all
resources within the organization, enabling
centralized resource management. Resources are
divided into three categories:
 Labor (people) - Measured in units of time.
 Generally re-used between activities/projects.
 Recorded in terms of price/unit - for example, $50.00/hour.
 Nonlabor (equipment) - Measured in units of time.
 Recorded in terms of price/unit - for example, $465.00/hour.
 Material - Measured in units other than time - for
Lesson 13

example, $4.50/sf.

184
Resource Details
 Use Resource Details to add, view, and edit
detailed information about the selected resource.
Lesson 13

185
Resource Details (cont.)

 General Tab
 The General tab enables you to enter general
information about the selected resource
including the resource's ID, name, employee ID,
title, e-mail address, office phone number, and
status.
Lesson 13

185
Resource Details (cont.)

 Codes Tab
 The Codes tab enables you to assign resource
code values to further categorize the selected
resource for grouping and organizing.
Lesson 13

185
Resource Details (cont.)

 Details Tab
 The Details tab enables you to enter the selected
resource's labor classification, currency and
overtime settings, and profile.
 Labor Classification - Indicates the resource is Labor,
Nonlabor or Material.
 Unit of Measure - Utilized for material resources.
Select to determine what unit the resource utilizes.
 Currency - Indicates the currency associated with
the resource's costs.
Lesson 13

 Overtime Allowed - Mark to indicate the resource


can enter overtime hours in Timesheets, or in the
Resources tab in Activity Details.

186
Resource Details (cont.)

 Details Tab
 Overtime Factor - Indicates the value by which the
resource's standard price should be multiplied to
determine the resource's overtime price.
 Calendar - Calendar used to identify resource
availability.
 Default Units/Time - Indicates the units/time that will
be applied when the resource is assigned to an
activity.
 Auto Compute Actuals - Mark to automatically
calculate the resource's actual quantity of work
Lesson 13

according to the project plan.


 Calculate costs from units - Mark to calculate the
cost of an activity based on the assigned units.

186
Resource Details (cont.)

 Units & Prices Tab


 The Units & Prices tab enables you to set prices
and availability according to time.
 Effective Date - The effective start date for price and
availability.
 Max Units/Time - A numeric value or percentage the
resource can perform in a single work period,
according to effective date, e.g., 8 h/d (100%) = full-
time or 4 h/d (50%) = part-time. Setting this limit
allows you to quickly identify areas of resource
Lesson 13

overallocation in resource profiles/spreadsheets.


 Price/Unit - Set the resource's price for a single work
unit, according to the effective date.

187
Resource Details (cont.)

 Key Concepts
 A role is a job title or skill, for example, Trainer or
Manager.
 A resource is someone - or something - used to
complete an activity.
 Roles can be assigned to resources to aid in resource
management. Multiple roles and a single primary role
can be assigned to each resource.
 Resources are divided into three categories: Labor
(people); Nonlabor (equipment); Material (measured in
units other than time, e.g., $4.50/square foot).
Lesson 13

 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
Assigning Roles

Lesson 14

189
Lesson Objectives
 Assign roles to an activity
 Assign rates on roles
Lesson 14

189
Assigning Roles to Activities
 If you know which skill sets are required for each
activity - but not the exact people who will
perform the work - you can assign roles to the
activities. Role assignments will act as
placeholders, which you can use later to assign
the resources.
 To assign a role to an activity, click Add Role in
the Resources tab in Activity Details.
Lesson 14

190
Assigning Roles to Activities
 If you know which skill sets are required for each
activity - but not the exact people who will
perform the work - you can assign roles to the
activities. Role assignments will act as
placeholders, which you can use later to assign
the resources.
 To assign a role to an activity, click Add Role in
the Resources tab in Activity Details.
Lesson 14

190
Assigning Roles to Activities (cont.)

 Assign Multiple Roles to an Activity


 Use Control-click to select and assign multiple
roles to a single activity.
Lesson 14

192
Assigning Roles to Activities (cont.)

 Assigning a Role to Multiple Activities


 You can assign a single role to multiple activities
by selecting activities in the Activity Table and
then clicking Roles in the Command bar.
 To select multiple activities:
 If the activities you want to select are contiguous -
Select the first activity and then Shift-click to select
the last activity.
 If the activities you want to select are not contiguous
- Use Control-click to select individual activities.
Lesson 14

193
Assigning Rates on Roles
 Rate types are assigned to roles in the Resources
tab in Activity Details.
 The rate type determines the price/unit used to
calculate costs for the assignment. The names
for each rate type are defined by your system
administrator in the Rate Types tab of Admin
Preferences. When you select a rate type, the
monetary value is updated automatically in the
Price/Unit column.
Lesson 14

194
Assigning Rates on Roles (cont.)

 Key Concepts
 Role assignments can act as a placeholder, which
you can later use to assign a specific resource.
 You can assign a single role to an activity; multiple
roles to a single activity; or a single role to multiple
activities.
 You can also assign rates to roles. The rate type
determines the price/unit used to calculate costs for
the assignment.
Lesson 14

195
Assigning Resources and
Costs
Lesson 15

197
Lesson Objectives
 Assign resources by role
 Assign labor, nonlabor, and material resources to
activities
 Adjust Budgeted Units/Time for a resource
 Assign expenses to activities
Lesson 15

197
Steps for Resource Management
 Following are the basic steps for resource management:
 Define resource availability.
 Set up the resource name, description, cost, roles, and
attributes that control the resource's effect on the schedule.
 Enter the resource name and amount of work planned.
 The cost is calculated based on the resource quantity and
price/unit as defined in the Resources window.
 Use the Resource Usage Profile to view resource quantity/cost
information graphically. The profile helps you analyze when,
and to what extent, a resource is allocated.
 Use the Resource Usage Spreadsheet to view resource
quantity/cost information in a tabular format. Like the Resource
Usage Profile, the spreadsheet helps you analyze resource
Lesson 15

allocation.
 Use columns to view total costs.

198
Assigning by Role
 Resource assignments can be made by replacing a
role assignment with a specific resource.
 At least one role must be assigned to an activity to
assign resources by role. When you assign by role,
only those resources assigned to the role are
displayed in the Assign Resources by Role dialog
box.
 When assigning resources by role, a confirmation
dialog box is displayed if the resource selected to
replace the role assignment has different default
Lesson 15

quantity/cost settings. These settings include


Price/Time, Units/Time, and Overtime Factor
values.

199
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.
Lesson 15

200
Assigning by Role (cont.)

 Assigning By Role to Multiple Activities


 You can select multiple activities to
simultaneously replace their role assignments.
You can also assign multiple resources by roles
to multiple activities simultaneously.
Lesson 15

201
Assigning Resources
 Depending on numerous factors - including the
type of activity or type of resource - you may
need to adjust Budgeted Units or Units/Time
when assigning a resource.
 Budgeted Units - The number of units, hours for
example, that a resource is assigned to work on the
activity.
 Units/Time - The number of units (hours) a resource
is scheduled to work in a specific time period - for
example, 8 hours/day.
Lesson 15

202
Assigning Resources (cont.)

 Assigning Resource to Level of Effort Activity


 When you assign a resource to an activity, this
calculation is performed: Duration x Units/Time =
Units. Typically, a resource is not assigned to
work on a level of effort activity full time.
Therefore, the Units/Time must be adjusted after
making the resource assignment.
Lesson 15

202
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
Lesson 15

and Compact Walls activity.

203
Assigning Resources (cont.)

 Adjusting Resource's Budgeted Units/Time


 You can adjust Budgeted Units/Time after
making a resource assignment. In the example
below, you will manually type 16h/d in the
Budgeted Units/Time column, indicating that two
laborers at 8h/d will work on the activity.
Lesson 15

204
Assigning Resources (cont.)

 Designating a Primary Resource


 The primary resource is the person responsible for
coordinating an activity's work. An activity can have one
or no primary resource.
 Only the primary resource can send feedback via Primavera
Timesheets to the project manager, informing the project
manager of the status of an activity.
 A primary resource can be assigned to a milestone activity to
allow the milestone to be updated through timesheets. This
assignment is made on in the General tab in Activity Details.
 A primary resource can update steps via Timesheets.
Lesson 15

 If multiple resources are assigned, the first resource


assigned is designated as the primary resource.

205
Assigning Resources (cont.)

 Assigning a Material Resource


 Material resources are not measured in units of
time. For example, Polyform is measured in
linear feet and concrete is measured in cubic
yards. Units of measure are created in Admin
Categories. After the unit of measure is created,
it is assigned to the material resource in the
Resource dictionary.
Lesson 15

206
Planning Costs
 Costs are planned and managed at the activity
level. There are two types of costs:
 Resource - Calculated based on resource
assignments.
 Expense - Lump sum costs that are manually
entered.
Lesson 15

207
Planning Costs (cont.)

 Resource
 The cost of a resource can be calculated based
on the Price/Unit defined in the Resource
dictionary and the Budgeted Units assigned to
the activity.
 Budgeted Cost = Budgeted Units x Price/Unit
Lesson 15

207
Planning Costs (cont.)

 Expense
 Expenses are non-resource costs associated with a project.
They are typically one-time expenditures for non-reusable
items. Examples of expenses include facilities, travel,
overhead, and training.
 Expenses are manually assigned at the activity level. You
can enter a single lump sum expense or you can enter the
number of units and the Price/Unit.
 Expense categories can be assigned to classify the expense.
 Expenses can be accrued at the start, end, or uniformly over the
duration of an activity.
Lesson 15

 A unit of measure can be used to label the quantity, for example,


each, pounds, square feet.

208
Planning Costs (cont.)

 Summary Tab
 Use the Summary tab to display unit, cost, or
date information for the selected activity.
 Select Display cost at the bottom of the page to
display the itemized and total cost of the
selected activity. The activity's costs are broken
into:
 Labor Cost
 Nonlabor Cost
Lesson 15

 Material Cost
 Expenses
 Total Cost

210
Planning Costs (cont.)

 Key Concepts
 Three steps in resource management are defining resources;
assigning resources; and analyzing resources.
 Resource assignments can be made by replacing a role
assignment with a specific resource. At least one role must be
assigned to an activity to assign resources by role.
 If a role is not designated as a placeholder in an activity,
assign a resource directly from the Resource dictionary.
 When you assign a resource to an activity, this calculation is
performed: Duration x Units/Time = Units.
 When you assign a resource, you can adjust Units/Time or
Budgeted Units. You can also designate a primary resource.
Lesson 15

211
Analyzing Resources

Lesson 16

213
Lesson Objectives
 Display the Resource Usage Profile
 Format a profile
 Format the timescale
Lesson 16

213
Resource Analysis Settings
 The Resource Usage Profile, which can be
displayed in the Activities window, enables you
to view resources/role unit and cost distribution
over time. You can specify how data is played in
the profile via the Resource Analysis tab in User
Preferences:
 All Projects
Lesson 16

214
Resource Analysis Settings (cont.)

 All closed projects (except what-if projects) -


Displays resource/cost usage data for:
 All closed projects with a leveling priority - When
electing to show remaining values for open versus
closed projects, choose this option to include data for
all closed projects with a specific leveling priority.
 Opened projects only - Focus on resource/cost usage
in the projects currently opened.
 Time-Distributed Data
 Display data based on Remaining Early or Forecast
dates.
Lesson 16

 Select the time interval for displaying live resource


allocation: hour, day, week, or month.

214
Resource Usage Profile
 The Resource Usage Profile provides a graphical
view of unit/cost distributions over time. It
displays the amount of effort needed from each
resource/role on the project during each time
period.
 Use the profile to determine how many hours
each resource is scheduled to work; identify
overallocated resources; track expenditures per
time period; and display a "banana curve" to
compare early and late dates.
Lesson 16

 View unit/cost distributions from a specific project or


all projects to which you have access.
 View resource or role allocations.

216
Resource Usage Profile (cont.)

 Display separate bars for one or all of the


following:
 Budgeted units/costs
 Actual units/costs
 Remaining Early units/costs
 Remaining Late units/costs
 The Resource Usage Profile timescale matches the
timescale for the Gantt Chart.
 Format columns, group, sort, and filter
resources/roles in the profile.
Lesson 16

 Can be saved as part of a layout.

216
Displaying the Resource Usage
Profile
 You can use Resource Usage Profile information
to determine which resources/roles are
overallocated and which resources/roles are
underutilized.
 The table below lists the sections of the Resource
Usage Profile. Note that there are two Display
Option bars: one that controls display options for
the left pane, and another that controls display
options for the right pane.
Lesson 16

217
Displaying the Resource Usage
Profile (cont.)
 Viewing All Projects or Open Projects Only
 When you select the User Preferences setting to
All closed projects (except what-if projects), you
can toggle the Resource Usage Profile to display
either:
 all open projects.
 all closed projects except for what-if projects.
 This option is available on the right pane Display
Options bar.
Lesson 16

 Once you have only the open projects displayed,


you can filter the top layout by either Time
Period or Resource.

218
Displaying the Resource Usage
Profile (cont.)
 Formatting the Profile
 The Resource Usage Profile can be modified by adjusting
Data and Graph settings in the Resource Usage Profile
Options dialog box.
 Data settings:
 Display - Select to display units or costs.
 Show Bars/Curves - Mark to display By Date (periodic) bars
and/or Cumulative curves and format their colors.
 Show Remaining Bars As - Select a solid color to display early
bars and a hatched color to display late bars.
 Additional Data Options - Mark to display a line indicating
Lesson 16

resource limits; resource/role overallocation; resource


availability; or resource overtime units.

220
Displaying the Resource Usage
Profile (cont.)
 Formatting the Profile
 Graph settings:
 Vertical Lines - Choose to display major/minor sight
lines based on the timescale interval.
 Horizontal Lines - Choose the line style and color.
 Additional display options:
 Show Legend - Display the data item each color
represents.
 3D Bars - Add a third dimension to the bars.
 Background Color - Specify the color displayed in the
Lesson 16

background of the Resource Usage profile.


 Calculate Average - Specify the values you want to use
to divide the timescale interval totals.

221
Displaying the Resource Usage
Profile (cont.)
 Formatting the Timescale
 You can specify the timescale you want to
display in the Resource Usage Profile and the
Gantt Chart.
 Timescale Start - Specify the date from which the
timescale should start for the profile or Gantt Chart.
 Date Interval - Choose the units of the timescale in
years, quarters, months, weeks, days, hours, and
shifts.
Lesson 16

223
Displaying the Resource Usage
Profile (cont.)
 Formatting the Timescale
 You can also format the timescale by clicking
and dragging:
 Place your mouse on the minor date interval on the
timescale. Click and drag to expand or contract the
timescale.
Lesson 16

224
Displaying the Resource Usage
Profile (cont.)
 Key Concepts
 The Resource Usage Profile provides a graphical
view of unit/cost distributions over time. It displays
the amount of effort needed from each resource/role
on the project during each time period.
 Use the profile to determine how many hours each
resource is scheduled to work; identify overallocated
resources; track expenditures per time period; and
display a "banana curve" to compare early and late
dates.
 You can specify settings for resource analysis in the
Lesson 16

Resource Analysis tab in User Preferences.


 You can further customize the profile by using the
two Display Option bars.

227
Optimizing the Project Plan

Lesson 17

229
Lesson Objectives
 Analyze schedule dates
 Shorten a project schedule
 Analyze resource availability
 Remove resource overallocation
 Analyze project costs
Lesson 17

229
Analyzing the Project

 Once you have created the project plan, verify that it


meets the project stakeholders' date, resource, and cost
requirements. If an inconsistency exists between the
information in the project plan and the project
requirements, you will be able to identify the source of the
problem and define a solution:
 Analyze schedule dates - Evaluate the schedule to ensure that
milestone dates and project dates are achieved.
 Analyze resource allocation - Evaluate the resources to ensure
that the resources are not overallocated.
Lesson 17

 Analyze cost budget - Evaluate project costs.

230
Analyzing the Project
Lesson 17

230
Analyzing Schedule Dates
 The most important date in the schedule is the
calculated project Finish date. If the calculated
Finish date of the project is beyond the Must
Finish By date, the project must be shortened. In
addition, each deliverable in the project should
be scheduled to finish by the dates imposed by
the project stakeholders.
 Steps for analysis:
 Compare the calculated Finish to the Must Finish By
date.
Lesson 17

 Back up your project plan.


 Focus on critical activities.
 Shorten the project.

231
Analyzing Schedule Dates (cont.)

 Comparing Finish Date to Must Finish By Date


 You can quickly determine whether the project
will finish on time by viewing the Dates tab in the
Projects window.
 The Office Building Addition project must be
finished by 02-Nov-10 - however, the schedule
indicates that the project will not finish until 17-
Nov-10. (Note that the project actually must
finish by the close of business on 01-Nov-10 as
Lesson 17

the Must Finish By constraint is at 12:01 am on


November 2.)

232
Analyzing Schedule Dates (cont.)

 Focusing on Critical Activities


 To shorten the project, focus on critical activities.
These represent the longest continuous path of
activities through a project that determines the
project Finish date. If you adjust a critical
activity, the Finish is likely affected.
Lesson 17

233
Shortening the Project
 If schedule analysis leads you to conclude that
the Must Finish By date cannot be met,
concentrate your efforts on shortening the
schedule. Several methods can help you
accomplish this goal:
 Refine duration estimates:
 Break down long activities.
 Assign additional resources to reduce duration.
 Use relationships to overlap activities.
 Apply/modify constraints.
Lesson 17

235
Shortening the Project (cont.)

 Change calendar assignments:


 Put critical activities on a longer workweek.
 Add exceptions to nonworktime.
Lesson 17

235
Shortening the Project (cont.)

 Refining Duration Estimates


 Begin the analysis by reviewing the activities
with the longest duration. In general, these
activities offer the greatest flexibility in altering
durations.
Lesson 17

236
Shortening the Project (cont.)

 Modifying Relationships
 If you need to further compress the schedule,
review relationships between activities on the
critical path.
 Currently, there is a Finish-to-Start relationship
between the Site Preparation and Excavation
activities. You determine these activities can be
performed at the same time. Therefore, change
the relationship to Start-to-Start with 5 days of
Lesson 17

lag.

237
Shortening the Project (cont.)

 Modifying Constraints
 Constraints assigned earlier in the project life
cycle may need to be modified based on the
latest information from the project team. If you
modify a constraint, be sure to also modify the
Notebook topic that was created to document
the constraint.
 A resource is available to work on the Excavation
activity. You can now remove the Start On or
Lesson 17

After constraint from the Excavation activity.

238
Shortening the Project (cont.)

 Verifying Project Dates


 To see if the project will now finish on time,
verify that no negative Total Float exists on any
of the activities in the project.
 The Total Float for the project equals 1 day and
the calculated Finish date is 29-Oct-10.
Therefore, the project is scheduled to finish
before the Must Finish By date of 2-Nov-10.
Lesson 17

239
Analyzing Resource Allocation
 The project plan is now scheduled to be
completed by the deadline. Before proceeding,
verify that resources are appropriately allocated.
 You can use the Resource Usage Profile to
determine which resources are
overallocated/underutilized. You can then re-
assign resources to help even the workload.
Lesson 17

240
Analyzing Resource Allocation (cont.)

 Identifying Resource Overallocation


 The Resource Usage Profile allows you to run a
filter to focus on the activities that are
contributing to a resource's overallocation.
 Using a filter in the Resource Usage Profile,
identify the activities contributing to Oliver
Rock's overallocation in January through
February 2010.
Lesson 17

241
Analyzing Resource Allocation (cont.)

 Correcting Overallocation
 If overallocation is identified, choose a method to remove the
overallocation from the specific resource. Several methods can
help you accomplish this goal:
 Replace the overallocated resource with an available resource.
 Increase the resource's workweek.
 Increase the hours/day that the resource works.
 Assign additional resources to the activity.
 After analyzing Oliver Rock's overallocation, you have decided to
use a different resource for activities BA5010 Review and
Approve Brick Samples and BA5020 Prepare and Solicit Bids for
Brick Exterior. Waylan Smithers is not allocated to work in this
Lesson 17

time period, so he can be assigned to the activities.

242
Analyzing Resource Allocation (cont.)

 Correcting Overallocation
 Assign Waylan Smithers to work on the two
activities.
Lesson 17

244
Analyzing Resource Allocation (cont.)

 Reviewing Allocation
 Use the Resource Usage Profile to check
allocation for Oliver Rock, who was removed
from the activities, and Waylan Smithers, who
was assigned in his place.
Lesson 17

245
Analyzing Resource Allocation (cont.)

 Replacing a Resource
 Note that this functionality is available only when
assigning a resource directly - it is not available
in the Assign Resources by Role dialog box.
Lesson 17

246
Analyzing the Budget
 There are many options for analyzing the
budget. By displaying cost columns in the
Activity Table, you can analyze the budgeted
cost of the entire project, as well as each
individual activity.
 $250,000 has been allocated for the Office
Building Addition project. You will display a
layout that shows budgeted cost information so
you can determine whether the project is within
this budget.
Lesson 17

247
Analyzing the Budget (cont.)

 Key Concepts
 Optimizing the project plan is the last step in planning your
project. Ensure that the project plan meets its date,
resource, and cost requirements.
 If the calculated Finish date of the project is beyond the
Must Finish By date, the project must be shortened.
Comapare the dates in the Dates tab in Project Details.
 You can use various methods to shorten the project, such
as refining durations, modifying relationships, applying
constraints, and focusing on critical activities.
 Use the Resource Usage Profile to ensure resources are
not overallocated.
Lesson 17

 Evaluate costs to ensure that the project can be


completed within budget.

248
Baselining the Project Plan

Lesson 18

249
Lesson Objectives
 Create a baseline plan
 Display baseline bars on the Gantt Chart
 Modify the bars on the Gantt Chart
Lesson 18

249
Baselines
 A baseline is a copy of a project that you can compare to the
current project to evaluate progress. Create a baseline plan
before updating a schedule for the first time.
 Baselines provide a target against which you can track a
project's cost, schedule, and resource performance.
 Baseline functionality in Primavera enables you to:
 Save an unlimited number of baselines per project.
 Designate one project baseline and up to three user baselines at a
time for comparison to the current project.
 Assign a baseline type to categorize a baseline. Examples include
initial planning, what-if, or mid-project baselines. Baseline types can
help you benchmark performance across multiple projects.
Lesson 18

250
Creating a Baseline
 You can create a baseline either by:
 Copying the currently opened project.
 Converting another project into a baseline.
 When you create a baseline, you must select the
project to which it is associated. Baselines can
be assigned only to opened projects. All opened
projects are displayed in the Maintain Baselines
dialog box.
Lesson 18

251
Creating a Baseline (cont.)

 Categorizing the Baseline


 Assign a baseline type to categorize the baseline
based on how you to intend to use it. For
example, the Initial Plan baseline type can be
used for your initial project plan. Another
baseline type, Mid-Project Status, can be used
after the project is underway. Baseline types are
also useful in organizing multiple baselines in the
project.
Lesson 18

252
Creating a Baseline (cont.)

 Assigning a Baseline
 Use the Assign Baselines dialog box to choose a
project baseline and/or user baseline for the
project. If no baseline is designated as active,
the current project plan is used as the baseline.
 Project baseline is the baseline selected by the
project manager for the project.
 Used for schedule, resource, and cost comparison.
 Controlled by the security privilege, Maintain Project
Baselines.
Lesson 18

 User Baseline assignments are user-specific.


 Used for schedule comparison only.
 Each user can choose a different baseline for
comparison to the current project.

253
Viewing Baseline Bars
 The Bars dialog box allows you to modify the
type, size, color, row position, and shape of the
bars displayed in the Gantt Chart.
 Timescale - Bar is drawn based on the timescale
selected, for example, Actual Bar drawn from Actual
Start date to Actual Finish date.
 Filter - Bar is drawn for all activities that match the
criteria listed in the filter displayed.
Lesson 18

254
Viewing Baseline Bars (cont.)

 Bar Style Tab


 The Bar Style tab enables you to specify the
shape, color, and pattern of the bars and
endpoints.
 Shape - Shape of the selected bar's start endpoint,
the bar itself, and the finish endpoint.
 Color - Choose the selected bar's start endpoint
color, the color of the bar itself, and the color of the
finish endpoint.
 Pattern - The fill pattern of the selected bar.
Lesson 18

 Row - Displays the position of the bar on the Gantt


Chart.

254
Viewing Baseline Bars (cont.)

 Displaying Baseline Bars


 By displaying baseline bars in the Gantt Chart,
you can visually compare the baseline plan's
schedule dates to the current project plan's
schedule dates.
 In addition to bars displayed by default, you can
create additional bars based on date fields and
filters.
 Select a value in the Row field to determine
Lesson 18

placement of a bar in the Gantt Chart.

255
Viewing Baseline Bars (cont.)

 Customizing the Activity Table


 You can further customize the layout by choosing
display options for the Activity Table. These
include the font of the text and the height of the
rows, which can be specified in the Table, Font
and Row dialog box.
Lesson 18

256
Viewing Baseline Bars (cont.)

 Saving the Layout


 If you are pleased with the layout, save it with a
new name.
Lesson 18

257
Viewing Baseline Bars (cont.)

 Bar Labels Tab


 Labels can be placed on any of the bars listed in
the dialog box. By adding dates to the bars, you
can quickly determine the Start and Finish dates
of activities in the Gantt Chart.
Lesson 18

258
Viewing Baseline Bars (cont.)

 Key Concepts
 A baseline is a copy of a project that you can compare
to the current project to evaluate progress. Create a
baseline plan before updating a schedule for the first
time.
 You can create a baseline either by copying the
currently opened project or converting another project
into a baseline.
 Assign a baseline type to categorize the baseline
based on how you to intend to use it.
 A project baseline is the baseline selected by the
Lesson 18

project manager for the project and is controlled by a


security privilege. A user-baseline can be designated
by each user and is used for schedule comparison
only.

260
Viewing Baseline Bars (cont.)

 Key Concepts
 The Bars dialog box allows you to modify the type,
size, color, row position, and shape of the baseline
bars displayed in the Gantt Chart.
Lesson 18

260
Project Execution and
Control
Lesson 19

261
Lesson Objectives
 Describe several methods for updating the
project schedule
 Use Progress Spotlight
 Status activities
 Reschedule the project
Lesson 19

261
Updating a Project
 Once a project has started, you need to update
actual schedule information and resource usage
at regular intervals. Your company will establish
a standard update procedure, including how data
is collected and how often it is updated.
Lesson 19

262
Updating a Project (cont.)

 How Often?
 You may need to update daily, weekly, or
monthly, depending on the length of your project
and how frequently you want to adjust your
forecasts.
Lesson 19

262
Updating a Project (cont.)

 How Data is Collected


 Project managers manually enter the actual date,
resource, and cost information.
 Record actual dates and progress, actual resource
usage and cost, and expense costs.
 Approve and apply timesheets.
 Team members use timesheets to update activities.
 Project managers review and approve timesheets.
 Project managers apply timesheets to the project.
 Auto compute actuals.
Lesson 19

 Progress of activities is automatically calculated


according to the project plan.

262
The Data Date
 When updating a project, actuals are recorded
for each activity relative to the data date. The
data date is the date up to which actual
performance data is reported and the date from
which future work is scheduled. By default, the
data date is set to the beginning of the day.
Lesson 19

263
Lesson 19

263
Updating Process
 Create a baseline plan.
 Identify the new data date with the Progress
Spotlight.
 Enter activity progress.
 Report resource use and costs to date.
 Use Suspend and Resume dates as necessary.
 Apply actuals to the project.
 Perform target analysis.
 Compare the current plan to the target to analyze
variances.
Lesson 19

 Calculate the schedule.


 Be sure to verify the new data date.
 Monitor project progress with reports.

264
Updating Process (cont.)

 Determine whether project objectives are being


met:
 Will the project finish on time?
 Is it within budget?
 Are project resources being used effectively?
Lesson 19

264
Updating Process (cont.)

 Tips for Statusing


 Use Activity Details tabs or the Activity Table.
 Use Progress Spotlight to identify activities to be
updated.
 Use filters and grouping to create a statusing layout.
 Use rolling dates for a time period look-ahead.
 Select only activities to be updated.
 Organize in a useful sequence via activity codes,
resources, and dates.
Lesson 19

264
Defining a Statusing Period
 Define the statusing period before you begin to
update activities. In general, the statusing period
begins at the current data date and ends at a
point in the future. The length of the statusing
period depends on the frequency of your
updates. You could, for example, create a
statusing period that extends one week from the
current data date. The end of the statusing
period will become the new data date - the date
up to which actual performance is measured.
Lesson 19

265
Defining a Statusing Period (cont.)

 There are two options to define the statusing


period in the Gantt Chart:
 Activate Progress Spotlight.
 Drag the data date.
 Note that even as you establish a new statusing
period, the new data date must still be manually
changed in the Schedule dialog box.
Lesson 19

265
Defining a Statusing Period (cont.)

 Progress Spotlight
 Progress Spotlight creates a visible statusing
period between the current data date and the
next status date. It also provides a highlighted
list of activities that should have progress during
the update period.
Lesson 19

266
Defining a Statusing Period (cont.)

 Dragging the Data Date


 Highlight the activities to be updated by
dragging the status line to the desired date.
Lesson 19

267
Entering Actuals
 Once a project is underway, you must enter
actual schedule data, resource usage, and
expense costs at regular intervals. You may need
to update daily, weekly, or monthly, depending
on the length of your project and how frequently
you want to adjust your forecasts.
 Actual data is different than planned data -
actual data is the real time and cost associated
with an activity.
Lesson 19

268
Entering Actuals (cont.)

 Enter schedule, resource, and cost data in the


following order:
Lesson 19

268
Entering Actuals (cont.)

 Completed Activities
 Actual Start and Actual Finish dates
 Actual Regular Units/Costs
 Actual Cost for expenses
Lesson 19

268
Entering Actuals (cont.)

 Activities in Progress
 Actual Start date
 Percent Complete and/or Remaining Duration
 Actual Regular Units/Costs and Remaining Units/Costs
 Actual and Remaining Costs for expenses
 If activity work is temporarily halted, use
Suspend/Resume dates.
Lesson 19

268
Statusing Milestones
 To update a start milestone, mark the Started
checkbox and enter the Actual Start date. You do
not need to enter data in the Finish field because
the activity type is a Start Milestone, which has
zero duration.
Lesson 19

269
Statusing Activities to Completion
 Three steps must be performed to update an
activity to completion:
 Enter Actual Start and Actual Finish dates.
 Enter Actual Regular Units for resources.
 Enter Actual Cost for expenses.
 Below you will check the Actual Regular Units for
the activity. Note that in this example, data in
the Actual Regular Units field is automatically
completed because Recalculate Actual Units and
Cost when duration % complete changes is
Lesson 19

selected in the Calculations tab in the Projects


window for the project.

270
Statusing Activities to Completion
(cont.)

 You will now status activity BA1020 - Review


and Approve Designs, which was completed
during this status period. The activity started on
time but finished 1 day late. Resource Paul Kim
worked an additional 8 hours on the activity.
 When selecting a new date for the Started or
Finished field in the Status tab, mark the
checkbox first and then select the date.
Lesson 19

272
Statusing Activities to Completion
(cont.)

 Statusing a Mid-Project Milestone


 A Start Milestone is updated the same way
whether it occurs at the beginning of a project or
in mid-project: Mark the Started checkbox and
then enter the Actual Start date.
Lesson 19

274
Statusing Activities in Progress
 Five steps must be performed to update an activity in
progress:
 Enter Actual Start date.
 Enter Percent Complete and/or Remaining Duration.
 Enter Actual Regular Units and Remaining Units for resources.
 Enter Actual Cost and Remaining Cost for expenses.
 In the example below, activity BA2010 was started during
the status period but is now falling behind schedule. You
will reflect this by increasing the Remaining Duration.
 Actual Regular Units is the number of units that
resource(s) actually worked on the activity. Remaining
Lesson 19

Units represents the amount of work (units) that is


required to complete the activity.

275
Statusing Activities in Progress
(cont.)

 The formula for calculating Remaining Units is:


Remaining Units = Remaining Duration *
Remaining Units/Time.
Lesson 19

276
Suspending an Activity
 When an activity starts but is unexpectedly delayed or
stopped for a period of time, you may suspend it.
 A suspended activity must have an Actual Start.
 Use the Status tab to enter Suspend and Resume dates.
 Suspend date - The last day that work was conducted on the
activity.
 Resume date - The first day that work will continue on the
activity.
 The actual duration excludes suspension time.
 Use the Notebook tab to document the reason for the
suspension.
 In the exercise below, the Excavation activity was started
Lesson 19

late and then was suspended due to a snowstorm.

277
Statusing Activities to Completion
 The Review and Submit Flooring Samples activity has
finished 1 day early.
 Resource Oliver Rock worked 8 hours less than planned on
the activity. Update Actual Units to 56 hours.
 The Assemble Brick Samples activity also was completed
during this status period.
 The Assemble Technical Data for Heat Pump activity was
started and finished in this update period.
 The Assemble Technical Data for Heat Pump activity has an
expense that is running over its budgeted amount. You will
update the expenses for the activity to reflect the spending.
 In the Expense tab, the field for At Completion Cost
Lesson 19

($600.00) is calculated by adding Actual Cost ($600.00) +


Remaining Cost ($0.00).

279
Rescheduling the Project
 Now that actuals have been entered, it is time to
reschedule the project based on the new data
date. Any activities that did not finish on time
will delay their successor activities.
Lesson 19

284
Rescheduling the Project (cont.)

 Viewing the Results of Rescheduling Project


 After the project has been rescheduled, the
successors to the delayed activity, BA2020, have
also been delayed.
 Analyze the activities on the critical path.
 Review the project's performance to date.
 Develop strategies for getting the project back on
track.
 Gain agreement within your project team.
 Implement the revised project plan.
Lesson 19

285
Controlling the Project
 After scheduling a project, analyze schedule
dates, resource allocation, and the cost budget.
Lesson 19

286
Controlling the Project (cont.)

 Analyzing Schedule Dates


 Analyze the schedule to determine if milestone
dates and project dates are being met.
 Compare the calculated Finish date to the Must Finish
By date to see if you will complete the project on time.
 If the project is behind schedule, analyze critical
activities.
 Adjust the project to meet your project Finish date.
Lesson 19

286
Controlling the Project (cont.)

 Analyzing Resource Allocation


 After adjusting the project, determine if resources
are being used effectively.
Lesson 19

286
Controlling the Project (cont.)

 Analyzing the Cost Budget


 After adjusting the project, view At Completion Total
Cost to determine if you are within your budget.
Lesson 19

286
Compressing the Schedule
 If the calculated Finish date is later than the
Must Finish By date, you can use several
methods to shorten the project:
 Use relationships to overlap activities.
 Add resources to reduce durations.
 Break down long activities.
 Change calendar assignments:
 Put critical activities on a longer workweek.
 Add exceptions to non-worktime.
Lesson 19

287
Compressing the Schedule (cont.)

 You can use the following set of questions to help you decide how
to most appropriately adjust the schedule:
 Can the Finish date of the project slip?
 The project may need to be delayed if no other options are available.
 If the delay is approved, adjust the affected milestones.
 If the delay is not approved, find another way to meet the project
milestones and Finish date of the project.
 Can the scope of the activity/project decrease?
 In some cases, in order to meet the project milestones and finish date, you
can decrease the total amount of work that will be accomplished, i.e.,
decrease the scope of the project.
 If the scope change is approved, decrease the scope by reducing the total
hours worked on activities. This will change the duration of the activities.
Lesson 19

287
Compressing the Schedule (cont.)

 If the scope change is not approved, find another way


to meet the project milestones and Finish date of the
project.
 Were the budgeted hours over- or under-estimated?

 You may have overestimated the number of hours to


complete activities; the scope of work can be accomplished
in fewer hours.
 You can decrease the total hours worked on activities,
which decreases the duration of the activities.
 Can an additional resource be assigned?
 You can assign another resource to the activity to finish it
Lesson 19

on time.
 This may be possible if another resource with the necessary
skills is available.

287
Compressing the Schedule (cont.)

 If a resource is available, you can assign it to


make up the hours.
 Can the resource work overtime?

 The resource may need to work overtime to


complete an activity on time.
 If this is possible, you can decrease the duration of
the activity, then enter the original remaining hours.
 The hours the resource works each day will increase.
Lesson 19

288
Reporting Performance

Lesson 20

295
Lesson Objectives
 Describe reporting methods
 Run a schedule report
 Create a resource report with the Report wizard
 Create a report using the current layout
Lesson 20

295
Methods for Performance
Reporting
 There are many methods to distribute schedule,
resource, and cost performance information to
the project team, including:
 Printed layouts
 Printed reports from the Report wizard
 Printed reports from Report Writer
 Project Web site
 Timesheets
 Primavera Web applications
Lesson 20

296
Reports Window
 The Reports window displays reports for
schedule, resource, and cost.
Lesson 20

297
Running an Existing Report
 You can report schedule performance using a
pre-defined schedule report.
Lesson 20

298
Running an Existing Report (cont.)

 Run Report Dialog Box


 Use the Run Report dialog box to compile and print
the selected report.
 Print Preview - Preview the report before printing it.
 Directly to Printer - Compile and print the report.
 HTML File - Compile and save the report as an HTML file.
 ASCII Text File - Choose to compile and save the report as
a delimited text file (.txt).
 Field Delimiter - Select the character used to separate
categories of information that you save in delimited text
format (i.e., comma, tab, space).
Lesson 20

 Text Qualifier - Select the character used to separate


categories of data that you save in delimited text format
(.txt) if the data contains the field delimiter you specify, such
as quote marks (").

299
Running an Existing Report (cont.)

 Run Report Dialog Box


 Output file - If you choose HTML File or ASCII Text
File, click to specify the file name and location where
you want to save the report.
 View file when done - Mark this checkbox to
automatically open the report in your default Web
browser for an HTML file or your default text viewer
for an ASCII text file.
 Notes - Use to add a comment to the report.
Comment appears directly under the report title.
Lesson 20

299
Running an Existing Report (cont.)

 Print Preview
 Print preview allows you to make modifications
to the layout before printing.
Lesson 20

300
Print Preview Dialog Box
Item Functionality

1. Page Setup Define report's header/footer, margins, and


orientation.
2. Print Setup Select the default printer, print size, and page
orientation.
3. Print Print the displayed report.

4. Publish Print the report in HTML format.

5. Display the previous or next page of the


Left/Right/Up/Dow displayed report.
Lesson 20

n
6. Last/First Page Display the first or last page of the displayed
report.

300
Print Preview Dialog Box (cont.)

Item Functionality

7. Zoom In/Out Magnify/reduce your view of the displayed


report.
8. Help Open Help.

9. Close Close Print Preview and return to the previous


window.
Lesson 20

300
Running an Existing Report (cont.)

 Printing Reports
 Printing reports is an effective way to
communicate project information with resources
and other project managers.
 The report below displays the Original Duration,
Remaining Duration, Percent Complete, Activity
Name, Early Start, Early Finish, Late Start, Late
Finish and Total Float of all the activities in the
project.
Lesson 20

300
Report Wizard
 The Report wizard enables you to easily create a
wide variety of ad hoc reports. The reports can
be modified as they are built, or they can be
reopened later to be modified.
 To create a wizard report:
 Select a base table and pertinent data fields.
 Organize the data via grouping, sorting, and filtering
options.
Lesson 20

302
Report Wizard (cont.)

 Create or Modify Report


 You will use the wizard to create a report that
shows the resource assignments on the project
and related Notebook topics.
Lesson 20

303
Report Wizard (cont.)

 Configure Selected Subject Areas


 Select the columns you would like to use in the
report.
Lesson 20

305
Report Wizard (cont.)

 Adding a Filter to the Report


 Select the filter you would like to use in the
report.
Lesson 20

306
Report Wizard (cont.)

 Print Preview
 You can preview the report before printing. To
print, click the Print icon.
Lesson 20

309
Saving a Report
 After reviewing your report, you can save it and
assign it to a specific report group.
Lesson 20

310
Saving a Report (cont.)

 Assigning a Report to a Report Group


 To easily locate a report, you can assign it to a
report group. A report can be assigned to only
one report group.
Lesson 20

311
Creating a Report Using the
Current Layout
 The Report wizard can also be used to create
reports based on the layout that is currently
displayed. Reports can be modified as they are
built through the wizard.
Lesson 20

312
Creating a Report Using the
Current Layout (cont.)
 Key Concepts
 The Reports window displays reports for schedule,
resource, and cost.
 You can report schedule performance by choosing
one of the pre-defined schedule reports listed in the
Reports window.
Lesson 20

316
Creating a Report Using the
Current Layout (cont.)
 Key Concepts
 The Report wizard enables you to easily create a
wide variety of ad hoc reports. The reports can be
modified as they are built, or they can be reopened
later to be modified. To create a wizard report:
 Select a base table and pertinent data fields.
 Organize the data via grouping, sorting, and filtering
options.
 The Report wizard can also be used to create reports
based on the layout that is currently displayed.
Lesson 20

316
Project Web Site

Lesson 21

317
Lesson Objectives
 Create and launch a project Web site
 Customize the appearance of a project Web site
 Publish activity layouts as HTML pages
Lesson 21

317
Project Web Site
 The project Web site feature is used to publish a project
plan as a Web site on an intranet or as a Web site on the
Internet. Using a Web browser, the project team and
other interested parties can view project documents that
contain hypertext links to other pages, enabling them to
move between projects and from page to page within a
report.
 You can browse a project plan at a high level and quickly
view more detailed information about specific activities,
work products and documents, resources, etc. You can
also navigate a project Web site using the project's WBS,
Lesson 21

resource hierarchy, reference documents outline, activity


codes and values, risks, and issues.

318
Project Web Site (cont.)

 Among the Web site features:


 Customize the Web page design.
 Create a Web site that contains one or multiple
projects.
 The project(s) must be opened when publishing.
 Control the level of detail published, for example
limiting activity information and personal
information about resources.
Lesson 21

318
Project Web Site (cont.)

 Control the information included:


 Activity layouts
 Tracking layouts
 Project reports
 Global data dictionaries
 Test a project Web site locally prior to publishing
publicly.
Lesson 21

318
Creating a Project Web Site
 On the General tab in the Projects window, you
can create a link to the location of the project
Web site.
 Use the General tab to set up the information
displayed on the Web site:
 Web Site Name, Web Site Description, and Last
Publish Date is displayed on the Web site splash
screen.
 Path chosen in the Publish Directory field determines
the location of the Web site files.
Lesson 21

 Scheme determines the fonts, colors, icons, and


splash screen that will be used for the Web site.

319
Customizing the Project Web Site
 You can use the default scheme or create your
own scheme by adding graphics, fonts, and
colors. Customizable features include
background/foreground colors, icons/logos, and
text types/fonts.
 Use the Main Form tab to customize features on
the main form of the Web site.
Lesson 21

321
Customizing the Project Web Site
(cont.)

 Splash Tab
 Use the Splash tab to customize features on the
splash screen.
Lesson 21

322
Customizing the Project Web Site
(cont.)

 Topics Tab
 Use the Topics tab to determine the detailed
data to publish to the Web site. If all checkboxes
are cleared, only WBS data is published.
Lesson 21

323
Customizing the Project Web Site
(cont.)

 Graphics Tab
 Use the Graphics tab to select existing activity or
tracking layouts to publish to the project's Web
site.
 Define activity layouts in the Activities window and
tracking layouts in the Tracking window.
Lesson 21

324
Customizing the Project Web Site
(cont.)

 Reports Tab
 The Reports tab is used to select existing reports
to publish to the project Web site.
 If you do not want reports to be displayed in a
specific Web site, clear the Include in project
Web site checkbox.
Lesson 21

325
Customizing the Project Web Site
(cont.)

 Publishing the Web Site


 A project Web site cannot be published in a
subdirectory beneath the directory that contains
Primavera.
 A project Web site cannot be published if the
subdirectory contains files other than the Project
Web site files.
 If the publish subdirectory contains only project Web
site files, those files will be deleted and replaced with
the updated files.
 If the publish subdirectory does not exist, the
Lesson 21

subdirectory will be created.


 Data is static as of the date the site is published. To
update the site with the new data, publish the site
again.

326
Customizing the Project Web Site
(cont.)

 Launching the Web Site


 The Web site can be launched two ways:
 Automatically in the default browser if the
Automatically launch web site preview after
publishing checkbox is marked.
 Manually from the General tab in the Projects
window.
 The URL set for the Web site is also displayed in
Primavera Portfolio Analysis and in Timesheets,
and can be used to launch the Web site.
Lesson 21

327
Navigating the Project Web Site
 The project Web site is divided into three panes:
 Upper pane - Contains a navigation toolbar for quick
access to various sections of the Web site.
 Click the Subtoolbar to view a specific set of data
relating to what is selected from the upper pane.
 Left pane - Select the data elements to view.
 Right pane - Navigate through the details for the
element displayed in the left pane.
 The icons in the upper pane allow you to view
global data dictionaries as well as the
Lesson 21

activity/tracking layouts and reports you selected


to publish.

328
Publishing Activity Layouts
 Save activity layouts as HTML files that are not
linked to a project Web site you previously
created. The layouts represent a static picture of
the project.
 Timescale begins on the date defined by the
selected layout.
 Columns displayed are defined by the selected
layout.
Lesson 21

330
Publishing Activity Layouts (cont.)

 Key Concepts
 The project Web site feature is used to publish a
project plan as a Web site on an intranet or as a
Web site on the Internet. The Web site can include
activity layouts, tracking layouts, project reports,
and global data dictionaries.
 You can use the default scheme or create your own
scheme by adding graphics, fonts, and colors.
 You can also save activity layouts as HTML files that
are not linked to any project Web site you
Lesson 21

previously created. These layouts represent a static


picture of the project.

332

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