107 Instructor Notes

P6 Web
How to use Instructor Notes
❑ It is recommended that you take the majority of the comments from the
instructor notes and transfer them into your master training manual.

How to use the Power Point Slides

❑ The slides are meant to be used in coordination with the 107 manual to
enhance the training experience for the student.
❑ The slides do not exactly match the text in the training manual. We
recommend that you review the slides prior to incorporating them into the
course so you can get a feel for the flow.

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 Lesson 1: Introduction to Primavera
Pages 2-3 Primavera Tools
Place Power Point slide Primavera Solutions on the overhead.
Discuss the various solutions and their benefits. Be sure to mention what tool the class
will be focusing on today.
Point out to learners that as resource managers, Primavera allocates resources across
projects and distributes the resource's workload. Resource managers are responsible
for resource planning, including recruiting, hiring and training resources, and may be
responsible for loading resource information in P6, P6 Web, or Methodology
Management.

Page 4 Primavera P6 Graphic

The graphic depicts how the various components interact with each other by storing
and accessing data stored in one of two databases. Most of the tools use the PMBD
(Project Management Database) to store and retrieve data. Only Methodology
Management and Project Management tools use the MMDB (Methodology
Management Database) to interact.

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 Lesson 2 - Overview and Navigation
Page 10 Logging into Primavera
Remind the learners that the menus displayed depend on their license and security.

Review Questions
1. True or False: Which of the following is not a section in P6 Web?
a. Dashboards
b. User Interface Views
c. Portfolios
d. Administration
Answer: b

2. Which of the following is true?

a. You can use the Breadcrumbs trail to retrace your steps across
sections.
b. You can view the name of the currently logged in user at the top of the
application screen.
c. Clicking the P6 logo takes you back to the login screen.
d. Your licence determines what sections are accessible for you.
Answer: a

3. True or False: If an arrow is visible in the Navigation bar, you can access
some of the most recently used items in that section.

Answer: True

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 Lesson 3 - Dashboards
Page 19 Filtering Portlet Data
Explain that the Filter by criteria controls the data seen in the portlet. The Resource
Team Summary and the Open Request for Resources portlets require you to specify
within the portlet, how the data is organized.

Page 21-22 Portlets on the Dashboard

Provide a brief explanation of the portlets, and the default portlets available to the
learners.
Portlet access
Access is to the portlet itself, not the data displayed in the portlets, the data displayed
in the portlets is defined by the OBS.

page 24 Portlet Navigation

When you maximize a portlet, then close the portlet, the Dashboard will be blank.
Click the Restore button on the Internet Browser to restore the Dashboard.

Review Questions
1. True or False: Data in all portlets is filtered by the selection in the Filter
by field.
Answer: False. Data in some portlets is not filtered by the selection in the
Filter by drop-down list. These include Action Required, Project Document
and Workflows, Resource Team Summary, and Open Requests for
Resources.

2. True or False: Only one dashboard at a time can be displayed in the

Dashboards section.
Answer: False. You can display multiple dashboards. Each dashboard is
represented as a tab.

3. True or False: The Layout tab enables you to drag and drop portlets to
create a layout.
Answer: True. Drag and drop portlets to organize the layout.

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 Lesson 4 - Administering the
Resource Pool
page 32 Adding a Resource
A node is an individual resource, not a summary of resources beneath of it. For
example, A manager could have a team listed under him, but the manager himself is a
resource, no rollup of resources occurs.

page 33 Modifing Resource Details

Units of Measure are created in the client server tool. Adding an E-mail address in the
E-Mail field is important, since P6 has E-Mail capability.

Page 33 General Sub-tab

The Active checkbox indicates the resource is currently available for use on projects.
Clearing the checkbox indicates the resource will not appear when you assign
resources to the activity. If you select the filter Active Resources, the work the
resource performed in the past will appear.

Page 34 Settings Sub-tab

Stress the Auto Compute Actuals feature.

page 35 Roles Sub-tab

Explain in this course, we are only performing Step 1, Roles Dictionary and Step 3,
Replace Roles with Resources. Step 2, Assigning Roles to Activity is completed in the
101 Course.

page 37 Primary Role

A resource can have only 1 primary role, however can have many roles. For example,
a resource’s primary role is a Trainer. However, the resource can have multiple roles as
a consultant and course writer.

page 38 Codes Sub-tab

Resource codes are defined in the client/server application by choosing Enterprise,
Resource Codes. Resource codes are created by the System Administrator, or a Core
Team. An unlimited number of codes can be assigned to a resource.

page 41 Summarize Sub-tab

The Summarize tab enables you to view the date for when the project was
summarized.

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 Review Questions
1. Which of the following is not a required field in the Add Resource(s) form?
a. ID
b. Name
c. Primary Role
Answer: c

2. True or False: No two resources can have the same resource ID.

Answer: True

3. True or False: A resource can have multiple primary roles.

Answer: False

4. True or False: A resource can have multiple Price/Unit.

Answer: True

5. True or False: You can insert the resource’s picture in the Notes sub-tab.

Answer: True

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 Lesson 5 - Resource Planning
page 45 Selecting a Project or Portfolio
If this is the first time you are entering the Plan Resources view, there may not be data
populated. Select a Filter and Group by criteria, and data will populate.

page 53 Committed and Non-Committed Assignments

Figure 5.8 explain that the allocation is committed, which is why the available days
has changed to 17. The number before the exercise began was 22. This is why
Primavera is a better tool to use than Excel. Primavera uses the Resource Dictionary
live to calculate availability.

page 54 Committed and Non-Committed Assignments

Mention to the learners that when the checkbox is removed from the Committed field,
the resource availability goes back to the original number, the 5 days are not included
since the resource is not committed.

page 56 Spreading Resource Allocation

Stress to the learner in the Plan Resources view, they must specify the Finish date first
if the Start date they are selecting occurs after the Finish date currently listed in the
spreadsheet.
The Start and Finish dates are editable for resources. The project and WBS Start and
Finish dates are automatically calculated, and cannot be changed by the user.

page 59 Life of Project Assignment

Communicate to the learner that the Life of Project Assignment takes the assigned
number of days or hours and spreads over the duration of the project, so the spread
occurs on the entire project, not a specific date range.

page 60 Synchronize Resource Dates

Please explain that if the project is rescheduled, the Life of Project assignments may
not be accurate because the finish date has changed. Life of Project assignments are
based on the original finish date. In order to synchronize the Life of Project
assignment finish date, refresh the finish date to match the finish date of the project.
Synchronizing occurs on a single project.

page 61 Resource Planning Allocation in Other Views

Mention to the learners, once all the planning is completed, you cannot view the
planning in other views unless the project is summarized. This course does not cover
how to summarize a project. If the learner wants to use summarized planning data, it
will display as the yellow allocation limit line in graphical views in P6.

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 Review Questions
1. For a date to appear in the project’s Finish field in the Plan Resources
view:
a. a Must Finish By date must be specified
b. the project must be summarized
c. at least one activity must be assigned to the project, and the project
must be scheduled
d. all of the above
Answer: c

2. True or False: When calculating resource availability, P6 Web considers

only assignments that are marked as Committed.

Answer: True

3. True or False: The Synchronize Resource Dates feature is available only

when the Plan Resources view is filtered on a single project.

Answer: True

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 Lesson 6 - Creating Resource Teams
page 64 Creating a Resource Team
Explain to the learners the difference between Current User and All Users when
talking about who can view the resource team.

page 67 Displaying the Resource Team Summary Portlet

State to the learners that the Resource Team Summary portlet enables you to view
resource teams at a glance, view the number of projects the resources are working on,
and enables quick communication to the team via the E-Mail function.

page 68 E-Mailing the Resource Team

Mention to the learner that the web tool uses internet mail. There is not a place in
Primavera that saves outgoing messages. Also, any communication that occurs via E-
Mail threads occurs in the client’s E-mail system.

Review Questions
1. True or False: An unlimited number of resources can be assigned to a
resource team.

Answer: True

2. True or False: E-mails sent from the Resource Team Summary portlet are
sent to all members of the team, regardless of whether they are currently
displayed in the portlet.
Answer: False

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 Lesson 7 - Creating Role Teams
page 72 Creating a Role Team
Explain to the learners the difference between Current User and All Users when
talking about who can view the role team.

page 74 Displaying the Open Request for Resources Portlet

Mention to students that the role teams can be used in different areas within the
software. In this lesson, we are viewing the role teams. We will discuss usage of the
role teams in the Staffing Resource Request lesson.

Review Questions
1. True or False: An unlimited number of roles can be assigned to a role
team.

Answer: True

2. True or False: Only one role team at a time can be displayed in the Open
Requests for Resources portlet.

Answer: True

3. True or False: Project codes can be used to organize data in the Open
Requests for Resources portlet.

Answer: True

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 Lesson 8 - Managing Allocation
page 84 Usage tab
Explain to the learners that in this view, the resource team does roll up and calculate
the entire usage of the team. Also, you can select a single resource and view the
resource’s usage.

page 87 Resource Usage Spreadsheet

Communicate to the learners that security rights control if they can view the activity
details of the project.

page 91 Analysis Tab

This view is limited by security access. Communicate to the learners that the Resource
Analysis view is a graphical pivot table, which enables selecting certain criteria and
how to view that criteria.
Please note that the View drop-down list has three options that provide data. The
Resource Team and Resource Code provides rollup data.

page 97 Customizing Chart Data

Note the Show option in the Customize window describes the display of the limit line
on the Resource Analysis view. Selecting Limit displays the resource limits on all
projects. Selecting Allocation Limit displays the planning data for projects that meet
the filter criteria in the Resource Analysis View. In lesson 5, Resource Planning, there
is a demostration on how to change the limit line.

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 Review Questions
1. Click a name on the Resource Team Summary portlet to
a. View unit and cost information for the selected resource
b. View unit and cost information for all resources on the resource team
c. Send an e-mail
d. View unstaffed assignments
Answer: a

2. True or False: The Usage tab histogram cannot display cost data.

Answer: False

3. Overallocated units are indicated by what color bar on the Resource Usage
histogram?
a. Blue
b. Green
c. Red
d. Black
Answer: c

4. Which of the following is not an option in the Filter by field in the Analysis
tab?
a. Resource team
b. Project codes
c. Projects
d. Portfolios
Answer: a

5. True or False: A limit appears in the Analysis tab histogram only if a

resource calendar is assigned to the selected resource.

Answer: True

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 Lesson 9 - Staffing Resource
Requests
page 101 Open Request for Resources Portlet
Time permitting, you may want to demonstrate the 3 organization methods: Project by
Role, Role by Project and Role by Project by Project code.

page 103 Resource Staffing Page

Stress to learners that a good habit to build is to check the Search Criteria column first
to determine if a resource request was submitted by the Project Manager. You may
need to scroll to the right to see this column depending on your screen resolution.

page 110 Staffing via the Resource Search

The score is explained in the second paragraph of page 118. It represents the number
of hours the resource will have left available if they are assigned to the activity in
question. Here both Greg and Mark will have zero hours left available if they were
assigned to this activity, and both Roberts would be over-allocated greatly if they were
assigned to the activity.

page 113 Role Usage View

Selecting the Role Team shows a summary of the individual roles within the team.

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 Review Questions
1. True or False: You cannot use the Search functionality to staff a resource
request if No appears in the Search Criteria column of the Resource
Staffing page.

Answer: True

2. True or False: Multiple resource codes can be specified in a single

resource search.

Answer: False

3. True or False: The availability score displayed in search results is

calculated as: Available units across the expanded activity time frame -
Total requested units
Answer: True

4. True or False: The only way to access the Resource Search page is to
click a role in the Open Requests for Resources portlet.

Answer: False

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