Primavera Project Planner Tutorial

Index Page 2 14 17 22 31 36 Title Introduction to P3 Work Breakdown Structure Resource Leveling Tabular and Graphical Reports Updating Importing and Exporting Files

Primavera Project Planner Tutorial

Dr. Emad Elbeltagi

Introduction to P3
Create/Open Project: Once the Primavera icon has been double-clicked and the appropriate password entered, this screen will appear.

This icon is used to open an existing file. Create a new project

The File Menu or the Toolbar Menu at the top of the screen may be used to start a new project or open an existing project. Start a New Project When starting a new project, enter the project name and then fill in the Project Title and Company Name fields. Also fill in the information for the Workweek. Most projects use a sixday week calendar and begin the week on Saturday. Do NOT enter a date in the Project Must Finish By field. This will artificially constrain the project completion and may eliminate a zero total float critical path.

Enter a 4 character Project Name. Not 3 or 5 characters, 4. This is the only mandatory field you must fill out on this screen.

Open an Existing Project If you have already created a project, use the Open command to begin using an existing project or use the list of most currently used projects at the bottom of the File menu.
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Recently used files

Once you click the Open command an Open a Project screen is presented. If a project is located on the A: Drive, change the directory to see a list of projects located there. Practice 1 1. Open the existing file BASE: BLDG, Office building Addition. 2. Go through the project, using scroll bars (vertical and horizontal and move the split bar. 3. Create a new project called LAB1. Adding Activities Once a new project has been started or an existing project is opened, the screen shown below appears. For a new project, the data entry screen defaults to the Add mode. Once OK has been clicked, the activity will be entered and appear in the blue area, and as a bar. All information will be at the bottom of the screen along with a set of menus directly related to the activity that is currently selected. If the menu disappears pressing F7 will bring it back.

The cursor will be blinking here. Enter an activity ID like 10, 20, or 30. OD = Original Duration RD = Remaining Duration

This coloured area indicates you are adding an activity

An activity description goes here.

When you have completed adding the activity, click on OK.

Primavera Project Planner Tutorial

Dr. Emad Elbeltagi

To add additional activities, click on the plus sign + above the Activity ID column, use the down arrow. Doing this will give you a new blue line and a blinking cursor in the activity ID box towards the bottom of the screen.

Practice 2 1. Enter each activity ID, description, and original duration for the project in the table below. 2. As you finish entering each activitys data, click on OK. 3. You can also enter the activities by selecting the View button from the upper menu followed by the PERT. Try to figure out how you can do this on your own. Practice Project 1
ID 10 20 30 40 50 60 70 80 90 100 110 120 130 140 150 Activity Mobilization Underground utilities Foundations Block walls Interior framing Roof framing Roofing Floor slab Carpet and tile Rough plumb. Finish plumb Rough Electrical. Finish Electrical Wall finishes Ceiling finishes Duration 3 3 2 6 2 4 2 3 2 3 2 2 2 5 3

Entering Relationships The relationships indicate dependencies between activities. P3 provides different ways of establishing relationships:

Primavera Project Planner Tutorial

Dr. Emad Elbeltagi

Auto link: Using this feature, P3 will automatically assign Finish-to-Start relationships to activities while you are adding them. Choose insert, then Autolink before adding activities. You will see that P3 establishes F-S relationships. To modify the link, double click it. Using the mouse: You can create relationship manually by pointing and dragging the mouse to the appropriate ends of the predecessor and successor activities. This can be done in Bar chart view or PERT view. Using Activity form: Press F7 to get the activity form. The row of menu buttons at the bottom half of the screen provide a means of entering relationships (Succ = successors or Pred = predecessors), resources (Res), and others. Remember, that for todays class only, activities will be related Finish-to-Start (F-S) only, the default relationship. So when you see activities like this:
10 A 4 20 B 6 30 C 9

You have a choice. You may go to activity B, by highlighting it with the mouse. Then to enter a relationship with C, select the Succ menu button and enter activity C as the follower or successor of B. You can also use the right button of the mouse to insert relationships. The F-S relationship will be put in automatically when you click on OK. Your other choice is to select Pred. Then enter activity A as the predecessor of B.
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Practice 3 1. Enter the relationship for Practice 2 as follows (try to use different methods).
ID 10 20 30 40 50 60 70 80 90 100 110 120 130 140 150 Activity Mobilization Underground utilities Foundations Block walls Interior framing Roof framing Roofing Floor slab Carpet and tile Rough plumb. Finish plumb Rough Electrical. Finish Electrical Wall finishes Ceiling finishes Duration 3 3 2 6 2 4 2 3 2 3 2 2 2 5 3 Depends on: 10 10 30 40,80 40,50 60 30 140 20 40,50,100 40,50,70 40,50,70,120 110,130 110,130

Calculating the Network Now the activities and their relationships to other activities have all been entered, its time to see how long this project will take.

Use the Tools Button on the Menu and Select Schedule. If use F9 alone no report will be prepared.

The calculate button and schedule command F9 will give a new screen.
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This should be the start date of your project likely todays date. Notice that all of the options are defaults. Leave these as defaults. Click on OK to see what happens next. Dr. Emad Elbeltagi

Here, although there are 3 choices, it is usually wise to see the output before you decide to print it. This will reduce the number of trees used for paper and reduce your cost. Click on OK or hit Enter to see the report you will create.

Primavera Scheduling and Leveling Calculations -- Scheduling Report Page: 1 This Primavera software is registered to Weber & Associates. Start of schedule for project LAB1. Serial number...19380329 User name SANDIW .

Open end listing -- Scheduling Report Page: 2 ---------------Activity 10 has no predecessors Activity Scheduling Statistics for Schedule calculation mode Schedule calculation mode Float calculation mode SS relationships

120 has no successors

Project LAB1: - Retained logic - Contiguous activities - Use finish dates - Use early start of predecessor

Schedule run on Fri Sep 13 17:45:39 1996 Run Number 1. Number of activities.................. Number of activities in longest path.. Started activities.................... Completed activities.................. Number of relationships............... Percent complete...................... 11 6 0 0 16 0.0

This is an open-end listing. You should find only one activity without a predecessor and one without a successor. Here they are activities 10 (A) and 120 (L), which start and end the project. If there are more you must add relationships. Remember only one start and one finish. As long as there is only one start and one finish and NO LOOPS, your project has been successfully scheduled.

Data date............................. 12SEP96 Start date............................ 12SEP96 Imposed finish date................... Latest calculated early finish........ 11OCT96

Entering Resources Now we have to assign resources to activities in the project. The following flow chart shows a typical process for creating a resource-driven schedule.
Define list of resources
Assign resources to activities

Set resource unit rate limits

Estimate budgets and rate of use

Define resource calendars

Review resource profile

Add activitie s and re lationships

Level resources

Primavera Project Planner Tutorial

Dr. Emad Elbeltagi

The resources required for the project are added to the resources dictionary and then they are assigned to the activities. For the Practice Project #1 we have a single resource called work-hours. To add this resource to the resource dictionary select Resources from the Data menu. Then, this screen is displayed.

Once the resource has been added to the project we can assign it to various activities. Use the table provided for resource assignment for project activities. Select the Res button at the bottom of the screen. This will allow us to enter the resources assigned to each activity. For the Practice Project #1, the resource is work-hours (WH). Use the abbreviation WH to indicate that the resource is work-hours. The data entry screen will look like the one below. Practice Project #1 (Resource Table)
Activity Name 10 20 30 40 50 Work-hours (WH) 72 82 64 100 70 Activity Name 60 70 80 90 100 Work-hours (WH) 90 64 80 64 82 Activity Name 110 120 130 140 150 Work-hours (WH) 64 64 64 100 72

Initially there was a + in this area of the Resource box. Click on the plus and enter MH. Then move the cursor to the Budget Quantity and enter the Total number of manhours assigned to the activities.

Primavera Project Planner Tutorial

Dr. Emad Elbeltagi

You are given an opportunity to more fully describe the resource. Enter the words, Work hours and click on OK. This is the result you will see. You can enter either the Budgeted quantity (total number of resources) or the Units per day and the program will calculate the other quantity and the quantity to complete and at completion.

The program automatically calculates the resource units per day assigned to this activity by dividing the total quantity by the duration.

Practice 4 1. Enter the resources for all the activities in the project using the table provided. 2. Calculate the network. Modifying the Display Before you continue, double click the mouse when the cursor is on the time scale at the top of the bar chart area (yellow usually). The box below will appear with the Density button in the middle of the slide area. Drag it to the right and see the time scale spread out and the bars get longer in the display.

Resource Histogram To create the resource histogram in Primavera, select the View button from the upper menu followed by Resource Profile as shown in the following screen. Note that the same task can be accomplished with the function keys Ctrl +F7. The resulting profile should appear at the bottom of your screen covering the Activity Data Table. You may have to change your profile slightly. The one shown below is shown in days, not weeks or months.

Primavera Project Planner Tutorial

Dr. Emad Elbeltagi

Use the Display button to change from weeks to days. What is the largest work hour used in the example project? What activities contribute to that use?

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Calendar The calendar is important because we normally have holidays and other non-work periods that need to be subtracted from the number of available workdays in a project. Many projects have a need for more than one calendar. For example if you have an activity for concrete only, you may want it on a 7 working day calendar so that curing can take place over the weekend. At the same time perhaps all of the other activities are working on a 6day per week basis. To access the calendar, click on Data in the upper menu. Choose Calendars and you will see the next screen. This is Calendar 1, the default calendar, which is set up, if you didnt change the introductory screen, to work 5 days per week with weeks beginning on Monday. To set up non-work days like New Years, and the 6th of October, click on Holidays.
You can print a detailed calendar using this button.

Put the holidays in here. For those holidays that occur on the same date every year, the year is omitted. If holidays span more than one day like the Eid, enter and Start and End date for the period.

Practice 5 1. Enter the 25th of April, 6th of October Day, and New Years day as holidays. 2. Enter the 12 16 March for the current year as holidays. 3. Print a copy of your calendar 1 for the months of January through March this year.
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Backup and Restore In order to backup a project you must exit the project. Everything has been saved as you have progressed on the computer drive. To exit the project but not the program, go to the upper menu File and choose Close. You will this screen. Click on Yes. Now we are back to the original screen.

Select Tools, Project Utilities, Back Up. When you select Back Up, you will see the menu below. Find your project and put a check mark in the Back up box by clicking on it. It is always wise to compress the files so that they do not take up too much room or require a second disk. You can save your project to a subdirectory on your disk if you have information in the root directory that you would like to retain. Simply add a subdirectory extension, such as P3, to the file area.

Have a disk ready. Just like the old DOS backup, this will write over whatever is on the disk. BE CAREFUL.

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Click on Back up or press enter. Click on OK

To reverse the process and restore your project the next time you want to work on it again go to the Tools, Project Utilities command in the upper menu. This time select Restore.

Again put a check mark in the box under Restore and the files will be restored to your local computer.

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Work Breakdown Structure (WBS)

The Work Breakdown Structure (WBS) is a hierarchy of work to be achieved to complete the project. The project is the highest level in this hierarchy. The level of details increases from top to bottom in the WBS. Example: In the bridge construction project shown below, the following levels have been defined: Level 0 The Bridge Level 1 Access Roads + Structure Level 2 Right & Left access roads + Super Structure & Sub-Structure Level 3 Grading, roadway, abutments, pier, deck and traffic control devices. Level 4 More details.
The Bridge

Access Roads

Structure

Right access Rd.

Left access Rd.

Sub-Structure

Super-Structure

Grading

Roadway

Grading

Roadway

Abut #1

Pier

Abut #2

Deck

Traffic Control Devices

Clear & Grub Grade & compact Rough subgrade Finish subgrade

Base Curb & Gutter Pave

Clear & Grub Grade & compact Rough subgrade Finish subgrade

Base Curb & Gutter Pave

Excavate Footing works Backfill

Sheetpile Dewatering Excavation Footing works

Excavate Footing works Backfill

Fabricate & Deliver Set Girders Bolt-up & weld Clean & paint

Railings Striping Signs

To understand the WBS easily, we will start working on existing project. 1. Open file BASE: BLDG. Try to understand the structure of the project. 2. Look at the different colors. Every color has it own definition. The blue color, for example, represents various departments. Colors can be changed and customized. 3. Lets organize the project in different ways, taking the advantage of the existing WBS. 4. Go to Format menu and click Organize, you will get the following dialog box: 5. To change the organization of the activities, click on the + sign under Organized by and select WBS. Now the project is reorganized. 6. Again choose Format, Organize and click on Work breakdown, you will get the number of levels of WBS. (4 levels represented by different colors). Click OK and try to understand the structure of the project. 7. You can hide specific levels by changing Visible mode from YES to blank. 8. Also, you can change the color of the background and text.
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WBS Dictionary: Choose Data then WBS. You will see the WBS dictionary outlining the project components using codes and titles as shown below. AM Acme Motors AM.01 Automated System AM.01.1 . AM.01.2 . Note that the dot (.) here separates the levels. Defining WBS codes: 1. Start a new project. 2. Choose Data then WBS. In the WBS dialog box, click Structure. In the Width cell enter a number from 1 to 10 below the appropriate level. In the Separator cell specify the character you want to use. The dot (.) is most commonly used 3. Our bridge project has 4 levels. Enter as shown below. Click OK to return back to the dialog box. 4. To enter new code, click + then enter the code and title. Keep adding codes and titles for the project.

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Assigning WBS codes using activity form: 1. Double click an activity to display Activity Form, or press F7. 2. Click the WBS field, and then click the arrow to select an existing code or type a new code. 3. When you click OK, P3 adds the entire branch to the WBS dictionary. Practice 6 1. Enter the activities of the bridge project and define WBS codes. 2. Assign WBS codes to activities. 3. Organize the project based on Work Breakdown. 4. Organize the project level 4 only (last level), sorted by Early Start. Note: Whether your project contains 50 activities or thousands of activities, you should organize activity data in ways that are most meaningful and useful for planning and managing your projects. You can divide work involved in most projects into groups. For example, a building construction project might be separated into disciplines such as architectural, structural, mechanical, electrical, and so on. P3 provides activity codes as a way to organize your projects. You can categorize activities into as many as 20 levels, such as responsibility, area, department, location, division, or type of work. P3 provides standard activity codes for every new project. We will use the existing codes to categorize our bridge project.
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Resource Leveling
The basic aim of resource leveling is to ensure that resource demand does not exceed resource availability. When you level resources, P3 moves the activities with float to achieve a more uniform resource profile.P3 can also stretch an activitys duration, split activities into segments, and shorten activity durations by taking advantage of abundant resources. Example: This is part of the schedule of The Office Building, [APEX: BLDG]

Lets have a look on the bar chart above and the corresponding Man-Hour Histogram below. The histogram is uneven with peaks and valleys. Many of the peaks are associated with activities that have float. The idea is to use the float by delaying some activities to smoother profile.

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In general there are many methods or algorithms for how we choose activities to delay. The default for Primavera and the one used the most is called the conventional method. However before activities are moved an achievable level needs to be established. In order to begin leveling, try finding the average man-hour use per day. Note that to level the histogram, it has to be depicted daily. In order to find the average, the total man-hours and the total duration in days need to be known. To find the total man-hours on large projects use the earned value or other resource report. To find the duration, look for the last activity, click on Dates and get the ending workday number corresponding to the early finish. This project has 5376 MH and 93 days, therefore the average man-hours/day is 5376/93 = 57.8 58. If an average of 58 is assumed to be a good level for right now, notice when the first activity may have to be moved. On day 5 the required resource is 144. This is larger than 58, so we would see what activities could be moved. Obviously, if an activity is critical or has already started it would seem less likely that these activities could be delayed and moved downstream. Consequently, attention must be focused on activities that begin on Day 5 and have float. That is how the algorithm works and how the computer moves day by day through the network. Having leveled this project before, 60 is a better level than 58. So here is what happens in Primavera for leveling. First select Tools from the upper menu bar then select Level.

Or use Shift + F9

A new screen will appear that invites selection.

Forward leveling begins on the project data date by default

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Here there are a lot of choices: - Forward leveling schedules the early dates of activities from start to the finish, obeying network logic while ensuring that sufficient resources are available to perform each activity. - Backward leveling schedules activities to occur as late as possible without delaying the project finish. P3 reverses the leveling process, beginning at the projects late finish and working towards the beginning of the project. - Smoothing to minimize peaks and valleys in resource usage profile. - Leveling for the entire or partial project; and prioritization. To begin with leave everything as the default. Double click on the Resources tab on the top of the screen and youll see:
Clicking on the + will give you a list of your resources. For this project well be using MH for man-hours.

Once a resource has been selected, the Limits button will be activated. Click to see: The Normal limit should be set at the value you have selected to try to achieve (here 60), while the Maximum limit should be set higher than the highest peak on your resource histogram. Two hundred is higher than the maximum of 144 on this project. Once you identify these limits, Click on OK as you back out of the levels you have entered. This will commence the leveling process. A report (Leveling Report) is automatically generated.

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Practice 7 1. Input the activities, resources, and relationships found next. 2. Calculate the network, and then find the project duration in workdays, and the total number of man-hours. 3. Run and printout a Daily MH histogram (Original MH histogram), write out on the histogram the average man-hours per day. Label the histogram appropriately. Name the histogram as Original Daily MH Histogram.
G H

C SS 0

J SS 9 K SS 3

FF 0

D FF 2 E SS 1 F

L FS 2

N O

Q FF 0 R

The duration and total budget resource data for above activities are listed in the following table
Act. ID 10 20 30 40 50 60 70 Act. Name A B C D E F G Dur. (day) 1 3 3 4 2 6 2 MH 48 105 96 100 36 96 48 Act. ID 80 90 100 110 120 130 140 Act. Name H I J K L M N Dur. (day) 3 1 5 3 4 5 10 MH 100 40 200 100 64 200 400 Act. ID 150 160 170 180 190 200 Act. Name O P Q R S T Dur. (day) 3 1 3 1 3 2 MH 27 16 72 8 50 48

Leveling and Comparing to Targets Before leveling a project, make a copy of the current schedule; a baseline so that a comparison can be made between it and future schedules. To create a target, select the Tools, Project Utilities, Targets from the upper menu.
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Then name your target, 4 characters make it unique. Click on OK. The computer will grind and finally leave you in the project. Now you have a target schedule Lets move on to leveling. This baseline schedule will give you a point of comparison for future schedules. The target file must have a different name than your original schedule. Practice 8 1. Determine an appropriate level to begin leveling. Make your normal limit slightly higher than the average (Total MH/Project duration), and the maximum higher than the highest peak. 2. Level the network using the procedure described before. Review the leveling report. If some activities have moved move to 3. If not, establish a new normal limit and try again. 3. Run an Early Start Report that compares the leveled dates with the original dates in the Target. See the screen shown below. 4. Run a leveled, detailed relationship report. 5. Run a daily MH histogram of the leveled project. Label the peaks and histogram appropriately. Name the current histogram Level Daily MH Histogram. 6. Run an S-curve with early, late, and target early and target late lines. Be sure that the lines are distinguishable by using different patterns, weights, colors, etc. Annotate the S-curve with words and arrows so that everything can easily be understood.

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Tabular and Graphical Reports

The objective of this session is to provide you with information regarding generation of Tabular and Graphical Reports. .

Practice Project 1. On your own, create a new project using the First 4 digits of your last Name. 2. Enter the following project data. 4. Calculate the project duration. 5. Answer the following questions: What date does your project end on? How many relationships does your project have?
ID 10 20 30 40 55 65 75 85 90 100 110 120 130 140 150 Activity DESC Mobilization Excavate & Demo Existing Piping Excavate for Valve Vault Structure Place ABC & Fine Grade Form & Place Rebar for Concrete Floor Place Concrete Floor Form & Place Rebar for Walls Place 30 Pipe Embeds in Wall Forms Place Concrete Walls Install 30 Pipe, Valves, & Flowmeter Backfill Structure Hydro Test Piping & Valves Place Beams for Grating Place Grating Cleanup/Demobilize OD 1 3 3 2 3 1 5 3 5 10 3 1 3 1 2 22 Activity 20 30 40 55 65 75 85 90 100, 110 120 150 130 140 150 Successor Rel. FS0 FS0 FS0 FS0 FS0 FS0 SS9 FF0 FS0 FS0 FS0 FS0 FS0 FS0 Budget Qty Res 1 48 105 96 48 100 40 200 100 200 400 50 16 72 8 48 Dr. Emad Elbeltagi

Primavera Project Planner Tutorial

Schedule Reports To create Schedule Reports in a tabular format select Tools, Tabular Reports, Schedule from the Upper Menu Bar. You will see a list of all of the currently available (previously created) reports.

Add your own reports because, in general, those already created were constructed for the Tutorial and refer to the many sample projects provided with the program. We will be creating our own reports to meet our specifications. There are many different ways to provide report information. First lets have a look at all of the variables we have to choose from.

Just Click on OK it doesnt matter what the Report ID is.

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First is the Content window.

We can put many different items on our report. We can skip lines to enhance the presentation too.

Next figure shows the Format window.

Here are some of the choices you have in addition to the activity code line. Use the scroll bar on the right to see all of the choices. For example, you may want a report to have the workday number as well as the calendar date use Workperiod.

This information is good to use when you are on a big project and want to prepare reports for certain people. Look below for a list of choices here. Here we can decide what information to show on the activity code line. The only thing you should ever mask here for class is activity codes and perhaps calendar. You can sort your reports on Early Start, the earliest activities first and the last activity last. Or you can sort by Total Float with all the activities with zero total float first and those with the most total float last. Or you can make a combination of many parameters. An example is a TFES report, where activities are first sorted by total float and then by early start. Primavera Project Planner Tutorial 24 Dr. Emad Elbeltagi

Selection window

This window lets you limit the activities shown on the report based on criteria you select.

The criteria are shown below.

These schedule parameters allow the user to select only activities with a calendar ID of 2, TF< 0, or an activity ID that contains ELE. This is the Select if column. The Is column looks like this. Here you can establish the boundaries of the criteria.

The High Value and Low Value Ranges is used for those conditions requiring that notation. For example, when Select = TF, IS = WR, LOW Value could = 0 and High Value = 10, thus providing only activities in the report with 0 to 10 days of Total Float. The Any or All on the Selection window allow multiple criteria mutually inclusive or exclusive. If you need a combination of effects use the Level selection in combination with the Any and All. The Content window is used to describe what is in the report. The Format window is used to describe, among others, how the report is to be sorted. The Selection window is used to limit the number of activities on each report.

Practice 9 1. Using the previous Practice Project, prepare a report sorted by early start and containing the Workperiod in addition to the Activity Code Line. 2. Prepare a TFES report sort by TF and then by ES. Include the Resource 1. 3. Prepare a relationship report using the detailed predecessor and successor from the Content screen. Put the activity first, the predecessor and then the successor and skip a line before the next activity. 4. Prepare a report with the activities sorted by their IDs. Limit your report to those activities with IDs from 40 to 90.

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Using Primavera Graphics Pure Logic Diagram

As you can see there are a lot of choices again. Lets try the Pure Logic Diagram.

Again Add your own, DO NOT USE one thats already been established.
Say OK; the number doesnt matter.

Content window The Content window here allows the user to select what will appear on the network diagram. The percent complete, remaining duration, and calendar ID are generally deleted from a project with one calendar, which is not in progress. Late dates are also frequently selected for display in addition to the defaults. Make these choices now. Also check the box Connectors to excluded activities. Change the title from PL-04 to something meaningful to you regarding a network diagram. Then move to the Format window.
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Format window In general, this screen will be left in its default condition. Note that you can change the determination of what to depict as critical on your diagram. Maybe your project is large and long and 10 days of float seems critical. Change it here and all activities with 10 days of float or less will be displayed in red or emboldened on the printout of the diagram. The check mark in the Confirm preparation box means that Primavera will tell you how many pages it will take to show your diagram and you will have a chance to cancel your run, before viewing or printing too many pages. Then, move on to the Selection window. Selection window This looks just like the Selection window for the reports and functions the same way. The Size window is unique to Graphics. It allows you to change the Font and spacing to reduce the number of pages of printout, or enlarge the writing. Size window

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Practice 10 1. Produce a Pure Logic diagram for your network (Practice Project). 2. Include your name in the Rev Title Box. 3. See how few pages you can get it on and still have it be legible. Histograms and S-Curves:

Select Resource Cost

At this point in our scheduling career, the number is unimportant!

Add a new one.

Contents window
We dont have a target schedule yet. Lets stick with Resources not Cost.

You can do either or both together.

There are lots of choices here you should review each of the eight windows before you prepare your histogram or S-Curve. The defaults are usually good for the Content" screen.
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Resource selection window (Res Selection)

Get rid of the??? with the space bar. You have to fill this out with your resource.

Date window
Be sure these dates match your project.

Change this to Daily.

Selection window

The Selection screen remains the same. Use this if you want to limit your output. For example if you want only the man- hours for a certain for of the building or the critical path.

Format window

In general, the default on the FORMAT screen is sufficient. Experiment with it on your own.

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Size window
The SIZE window is the same as shown on the Pure Logic Diagram.

Pen window

This screen will allow the user to change pen colors, line weights and types, and fill patterns. This is very helpful when attempting to show comparative data.

Titles window This screen allows the user to enter X and Y axis titles, a main Graph title which can now be different from the Resource title. It also allows for a maximum Y-Scale. This is very helpful when making graphs that you want to compare or for large projects that take more than one page to display. Practice 11 1. Prepare a histogram for Resource 1. Make the bar have some sort of hash marked pattern (not entirely filled). 2. Prepare a cumulative S-Curve of the same resource. Show both early and late curves and use different line types to distinguish between them.
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Updating
Data Dates and Rescheduling Updating is the process of reporting actual progress achieved and modifying schedule elements, primarily those not yet in progress. Updates are done at regular intervals, based on the type and duration of the project, usually every month. Most times, submittal and approval of the schedule is tied to progress payments for the work. Therefore, updating is a major scheduling activity and may indeed take longer than the initial schedule preparation when all update work is combined. In the field, reports are frequently prepared for field superintendents or foremen to complete, noting the actual start and actual finish or remaining duration of those activities which should be updated during the current work period. Data is collected finally on what is known as the Data Date. Information about activities prior to the data date is known; information about those after the data date is estimated. For demonstration purposes, use the network from the leveling exercise leaving it unleveled. To remove leveling information from a project that is currently leveled, just reschedule it using F9. Practice 12 1. Change the project start date to 15 NOV 99 and be sure that it is on a 5 day calendar. To do so, you need to first go to the Open Project screen. 2. Press F9 or select Tools, Schedule to reschedule your project. Remember to change you data date to 15 NOV 99. 3. Save this project as a Target for later comparison.

Click on the Overview button and you will see the Project Overview screen below.

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Now you can change the project start date. Keep clicking on OK as you back out to open your leveling project before.

Inputting Actual Dates and Remaining Durations Look at the circled areas on the data entry screen. Note that the remaining duration is merely input directly into the RD box shown. If an actual finish date is entered, the remaining duration will automatically change to zero. To put in actual start and finish dates, click the left mouse button when the mouse is pointing to the box beside either the ES (early start) or EF (early finish). This will allow AS (actual start) for example to equal the ES, or you may input the revised date.
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Inputting Constraints Use the Constr button on the lower menu.

Use this for late finishes in the same way as shown for SES. By clicking the mouse here, you will then be allowed to check start or finish and the appropriate date. Early constraints like the SES can be accessed here.

Recording Log Entries Using the Log button on the bottom of the screen will bring up this window. Use the empty lines to record information about pertinent occurrences relevant to this activity. This provides a historical record of events. Updating Budgetary Information Bring up the Resources screen by clicking on the Res button at the bottom of the screen. Enter the Actual this period or Actual to date and this screen will be updated. Be sure to indicate if this amount is different than that estimated or budgeted. If the actual is the same as the budgeted, entering an actual finish will automatically enter the budgeted amount as actual.

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Here the MH was updated. Note that the Units per day go to zero in the process. This happens automatically. Also note the Variance, this will appear in the Earned Value report.

Updating: Dates, Constraints, Logs, and Resources Begin by accessing the data. Use the network diagram and determine what activities are or should have been in progress or completed by the data date. You can do this by drawing a vertical line through the diagram representing the date in question. The Data Date for this project is December 10, 1999. Note that some items have different dates than the early dates previously calculated. Notice that other has no information provided. When no information is provided, it should have been according to the schedule. For this exercise assume that no progress was made on these activities. The field reports the following changes: Activity Actual Start 10 15NOV99 20 19NOV99 30 20NOV99 40 21NOV99 50 60 22NOV99 70 27NOV99 80 29NOV99 90 04DEC99 120 Actual Finish 18NOV99 21NOV99 26NOV99 27NOV99 29NOV99 28NOV99 03DEC99 ------------Rem. Duration

Also note if any budgetary information is changed. For example was the actual cost greater than or less than the estimated cost? For this project we will use the MANHOUR resource.
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Activity 10 40 70 90

Actual Man Hour if Different 62 124 43 35 man hours to date

In addition, the following items must be changed. 1. New activity, 45 (Z): original duration of 3 days; its predecessor is Activity 90 (FS0); successor Activity 170 (SS 1); it has a budgeted resource of 240 MH. 2. Activity 160 (P): original duration is 3 days; increase the resources so that there are a consistent 16 MH per day; its relationship with activity 170 (Q) changes FS 0 to FF 12. 3. Activity 130 (M): has a constraint, a scheduled early start (SES) of 20DEC96. 4. Activity 200 (T): also has a constraint, a scheduled late finish (SLF) of 15JAN97. The SES and SLF type constraints can be located under the Constraint Window in the Activity Data Screen. Look at the network diagram to see how these changes fit. Use the calendar to check on Calendar Date, WorkDay comparisons. Practice 13 1. Input the changes into the network including recording changes in the activity logs. 2. Select Tools, Schedule to recalculate the network to be sure there are no open ends or loops. Remember to change the data date. 3. Provide the following reports: a. An ES report that compares current dates (update) and target (baseline) dates. b. An ES report without comparison to target dates. c. A report sorted by Activity ID showing at least one log entry. d. A current (updated) detailed relationship report. e. An earned value report (Resource Report). f. A current (updated) project calendar. g. A current MH histogram. h. A current MH S-curve showing current early and late and target early and late lines. Be sure that they are distinguishable. i. A pure logic network diagram of just the work to be performed in the next 2 weeks (2 weeks after the data date). Be sure to include activities that are in progress.

Some of these reports are a challenge. Try to solve them on your own knowing that you might be asked by specification to provide a report you have never prepared before. This is a frequent occurrence and requires a brave scheduler to perform the task.

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Importing and Exporting Files

1. Start Primavera All [Start,
Programs, Primavera, Primavera Project Planner] Default location where all project files are saved.

2. To begin a New project click on the File, New command located on the menu bar. 3. In the Add a New Project dialog box complete the fields as shown below: 4. Click the Add command button. 5. In the Edit bar type 0000000 and click on to complete the Activity ID entry. 6. Press the right arrow key to move to the Activity
Description field. In the Edit bar type, activity and then click

Note: replace the LD in the project name with your own initials. Use YOUR own name in the Company name field.

to complete the entry.

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7. From the Menu bar select Tools, Project Utilities, Export. 8. Select EX-01, Export Data File Lotus Schedule Data from the list of Titles if not already selected. 9. Click on the Modify command button. 10. Select the Content tab and click on Early Start in the Export List: to select it. Click on the + sign to add a Blank Column between the fields, Activity description and Early start.

11. Click on the drop down list arrow next to Blank Column and scroll through the fields until you find Original Duration. Click on Original Duration to select it.

12. Select the blank cell next to Original duration and add Current to the cell entry. [With the cell selected type C and click on .]

13. Select the Early start description and click the to remove it. Remove all of the descriptions except the following three: Activity ID Activity description Original duration Be sure they are in the exact order as shown below:
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14. Edit the Description length: to 48 (this is the maximum number of characters allowed for Activity Descriptions.) Click on the Format tab to select it. 15. Edit the Output file as follows: Name: A3Lori [Replace the file name A3Lori with A3yourfirstname. Do not exceed a total of eight characters for the entire filename.] Type: [.WKS] LOTUS 123 [Click the drop down list arrow to select [.WKS] LOTUS 123 16. Click the OK button.

17. From the Export dialog box, click Run.

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18. In the Output Options dialog box select the option button View on screen and click on the OK command button.

19. The Look file (text file) displays the results of the export. Make sure if looks exactly like this screen shot. (Your filename will be different.) 20. You can close the Look file without saving it. 21. Click on the Close button in the Export Window. 22. Delete the activity you created. You should have no activities in your schedule. 23. Do not exit P3. Windows Explorer 24. Using Windows Explorer copy the following file to your disk into the directory shown: Source File Destination \\baragon\dfs\lab\courses\cm140\word\lab3activities.doc A:\Word 25. Start the program Word. 26. Open the file lab3activities.doc saved in the folder Word on your diskette. 27. Save as the file to the same folder using the filename, lab3activities revised by yourname.doc i.e. lab3activities revised by Lori Dixon.doc

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28. Press Ctrl + Home to return the cursor to the beginning of the Word document. Using the Replace command replace all instances of the following words with their common abbreviation: Word Common Abbreviation Compaction Compact. Fabricate Fab. Spread Sprd. Excavate Excav. Reinforce Reinf. Finish Fin. Footings Ftgs. Continuous Cont. Foundation Fnd. North (N) South (S) East (E) West (W) Underground U/G Slab On Grade S.O.G. Concrete Masonry Unit CMU Structural Str. Exterior Ext. Mechanical Mech. Overhead O/H Interior Inter. Electrical Elect. Plumbing Plumb. Be sure to save frequently. 29. With Word still running, Start Microsoft Excel. 30. Click on File, Open. 31. In the Look in: browse to the C:\P3WIN\P3OUT folder and change the Files of type: to Lotus 1-2-3 Files (*.wk?) 32. Click on the A3[yourfirstname].WKS file to select it and then click on Open.

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Note: It is CRITICAL you do not change any of the formatting of the A3[yourfirstname].WKS file.

Pasting the Activities into the LOTUS 123 file from the Word file. 33. Make the Word file, lab3activities revised by yourname.doc, the active Window. 34. From the Edit menu, click on the, Select All, command. [The entire list of activities should be highlighted.] 35. Copy the selection (Ctrl + c) or use the command, Edit, Copy 36. Return to the Excel application window for the Excel Workbook, A3yourfirstname.WKS 37. Click in the cell B4 (the dummy activity description - activity and paste in the activities from the clipboard (CTRL + v). Select Match Destination Formatting from the Paste Options box. 38. Click in cell A4 (0000000) and enter the number 10. Right align the cell entry. 39. Enter the number 20 in cell A5. 40. Highlight the cells A4:A5. Point to the fill handle and drag down to create a series that increments by 10. Fill down to the last Activity ID in cell A92 (890).

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41. Press Ctrl + Home to return to cell A1. 42. Click in cell C4 to make it the active cell. 43. Enter in the corresponding durations for each activity using the flow diagram. Double check the activity number, description, and duration are correctly inputted as you go. Save your changes periodically. Answer Yes to the question, Keep the workbook in this format? 44. When completely finished entering in the durations save your changes. 45. Close the LOTUS 123 file. Answer No to the prompt, Save your file? Be sure you saved previously as indicated in the step above. 46. Close Word. 47. From the taskbar click on the program button Primavera Project Planner to make it the active application window.

48. From the menu bar click on Tools, Project Utilities, Import 49. In the Import window click on Modify.

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50. Enter the complete path to the LOTUS 123 file: 51. Click the Run command. 52. In the Output Options window select View on Screen and click OK. 53. The Look program will report the activities have 54. been imported:
The path must be EXACTLY as shown, except, replace the filename with the file name you gave to YOUR LOTUS 123 file.

55. Close Look without saving it. 56. In the Import window click the OK button and them click the Close button. 57. When prompted to Rerun current filter? Select Yes. 58. The activities will be imported into P3 with their activity ID, description, and duration.
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59. From the Tools menu Backup your A3yourintials project to the P3LAB folder on your disk. Answer No to the Save Project Layout? prompt. Do not erase the files on the disk.

60. Print your P3 file. All activities will line up on the data date you edit them). There is no activity logic inputted so scheduling the activities at this time is unnecessary. The files are your disk should be similar to the screen shot shown below:

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