Oracle | Primaveraopnpublic/documents/webcont… · Primavera Global Business Unit Page 1 of 16 Oracle | Primavera P6 Workflow Demo Script Script Team Information Role Name Email

Primavera Global Business Unit

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Oracle | Primavera

P6 Workflow Demo Script

Script Team Information Role Name Email Primary Author L. Camille Frost [email protected] Contributor Brian Saldutti [email protected] Reviewer Richard Ring [email protected] Manager Jeff Wiley [email protected] Revision Status

REVISION STATUS APPROVAL Rev Date Description Originator Reviewed Approved V1.0 3 Aug 2009 Initial Draft L. Camille Frost Richard Ring L. Camille Frost

PRODUCT(S) Version: Primavera P6 v2 Related Documentation / Scripts

Document Name Version Location 2009_Primavera P6 Lifecycle Overview_v1 1.0

DemoScript-Resource Planning Spreadsheet

v1.0.doc 1.0

DemoScript-Capacity Planning v1.0.doc 1.0

DemoScript-Dashboards v1.0.doc 1.0

Prerequisite Material / Training

Prerequisite Location Project Management in Primavera P6 Rel. 6.2

http://education.oracle.com/pls/web_prod-plq-

dad/db_pages.getCourseDesc?dc=D57387GC10&p_org_id=1001&lang=US


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Contents

1. INTRODUCTION / OUTLINE / VALUE PROPOSITION ................................................... 4

2. SETUP / DATA REQUIREMENTS ................................................................................... 4 2.1. Setup EPS (Enterprise Project Structure) for Proposed Projects ............................................. 4 2.2. Setup Portfolio for Proposed Projects ....................................................................................... 5 2.3. Set up User with Action Required Portlet on a Dashboard ....................................................... 5

3. DEMONSTRATION SCRIPT ............................................................................................ 6 3.1. Web Client Login ...................................................................................................................... 6 3.2. Workflow Template ................................................................................................................... 6

Select Applicable Fields ..................................................................................................................... 6 Define Stages ..................................................................................................................................... 8 Initiate a Project Request ................................................................................................................. 11 View / Advance Request .................................................................................................................. 12

3.3. Resource Spreadsheet / Resource Capacity Planning ........................................................... 13 4. APPENDIX A: FREQUENTLY ASKED QUESTIONS .................................................... 14

5. APPENDIX B: SUPPORTING SCREEN SHOTS / ADDITIONAL INFORMATION ........ 15 5.1. Select Project Code for Routing ............................................................................................. 15


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1. INTRODUCTION / OUTLINE / VALUE PROPOSITION This demonstration script is focused on the Workflow capabilities of P6. At completion, you should be able to successfully describe the capabilities, business values and mechanics of the P6 Workflow engine. The script will include the following in order:

• Proposing a new project • Creating a Request Submission Form • Establishing the Workflow (approval stage gates) • Designating stage gate (approval) requirements • Configuring Workflow related Dashboard portlet • Initiating a request (new project) • Advancing a request • Attaching documents to workflow • How to incorporate a proposed project into forecasted portfolio

The workflow portion of the P6 Web enables companies to quickly propose new projects in a uniform fashion. It is the starting point for data gathering in order to weigh projects against one another and ultimately determine the best portfolio (subset of projects) with which to go forward. It enables the customer to define a linear approval / review / stage gate type of life cycle for a project.

2. SETUP / DATA REQUIREMENTS This demo is completely web based. It should be noted that the Workflow capability is only available via the P6 Web Client (and not the thick, Windows based Client).

2.1. Setup EPS (Enterprise Project Structure) for Proposed Projects As you are proposing a project, you will be asked where in the EPS (Enterprise Project Structure) the proposed project should reside. It is best to have this set up ahead of time. You must use the thick client to create / modify the EPS. In the main menu, click on Enterprise > Enterprise Project Structure. Add a node in the EPS called “Proposed Projects”.


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2.2. Setup Portfolio for Proposed Projects Because we are demoing workflow and the idea of proposing projects for future consideration, ultimately we might want to perform what-if analysis with a portfolio of proposed projects. It is best to have this portfolio created prior to the customer demo and ideally, have other projects within the same date range already in the portfolio.

In the main menu, click the drop down arrow next to Portfolios and select Manage Portfolios. From the next screen, click Create Project Portfolio.

• Portfolio Name: Proposed Project

Portfolio • Manage this Portfolio: Manually (this

means you will determine which project belong to this portfolio as opposed to using filters to auto determine projects).

• Make the portfolio available to all users for now.

• Choose a few projects for this portfolio if you wish (you must have at least one that we can remove later if need).

• Click Save.

2.3. Set up User with Action Required Portlet on a Dashboard As a part of this demo, you will want to show how a request advances through the defined workflow. You will need to have a user set up prior to the demo that will be designated as a reviewer. As a result, any request requiring their review / approval will show up in the web client in the Action Required portlet. Log on as the person who will be a designated reviewer of the request. TIP: If you do not know how to set up a new user with P6 web access, refer to DemoScript-EPS OBS Users v1.0.doc. You can add the Action Required portlet to the default personal dashboard or create a new dashboard. If you need help in configuring dashboards and portlets in general, refer to DemoScript-Dashboards v1.0.doc.

From the user’s personal dashboard, click Customize.


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Expand the Workflow section and check Action Required for this portlet to appear in the user’s dashboard. Click Save and Close.

Log off as your designated reviewer and log back in as someone with full administrator rights.

3. DEMONSTRATION SCRIPT

3.1. Web Client Login Launch the Primavera P6 Web Client from the myPrimavera shortcut icon on the desktop.

Generally, the Administrative Username and Password for the Web Client in a demo environment is Username: admin Password: admin

3.2. Workflow Template

Select Applicable Fields Click on Administration in the Main Menu:

Under Workflow Templates, click Create Request Template:

Select Blank Template and click OK. Once this workflow template is established, you might want to place it in a Category of templates. An example might be “IT Project Initiation”. If there were existing workflow templates, you might also choose one of those to copy as a starting point for this workflow template.


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TIP: For the purposes of this demo script, there is an assumption that you have no templates and that you will create one from scratch. You may want to modify this approach to shorten demo time for a customer and have a template in place already.

You are creating a workflow template that a user could select if wanting to initiate a project request of a particular type. We are designating the Number of Stages in the workflow (we’ll name them later). We are establishing ALL fields that we may need to view, complete or modify in ANY of the stages we define (we’ll designate which stage(s) each field pertains to later).

• General Fields: Fields that we anticipate a customer frequently needing. Simply check to include in this template.

• Notebook Topics: A list of predefined topics that might pertain to this type of request such as Project Objectives.

• Project Codes: Might pertain to location or project manager for example.

• User Defined Fields: Anything other field you want to capture on the template that falls outside of other areas.

For this demo: • Template Name: Demo Template • Number of Stages: 4 • Template Owner: Keep the default (user name)

TIP: Template Owner will affect who can modify this template. Template Category: Leave this blank for now. TIP: The template can be categorized later. It’s like filing it in the appropriate location for organizational purposes.

• Check: Original Budget, Anticipated Start and Documents.

TIP: The fields at the bottom of General Fields with red asterisks beside them will be included in the template by default. You cannot change this.


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• Click on Notebook Topics and select Justification and click Assign. Also assign Lessons Learned, Project Objectives, Specifications and Scope. Click Close when finished. All of these Notebook topics should now appear in your working template. Remember, you will assign these to various stages later.

• Click on Assign Project Codes and select Project Manager. • Skip User Defined Fields and Spending and Benefit Plan for this demo. Note that any P6

User Defined Field could be included in this template. There are an unlimited number of User Defined Fields available for use in P6.

Click Next at the bottom of the dialog to move to the next step.

Define Stages

You should see something similar to:

Based upon our selections on the previous screen, we’ll now go stage by stage and ‘assign’ those selections appropriately. Notice that as you click on each Stage, the lower screen changes slightly and for each stage, there are tabs that apply to that stage (with additional specifications): General Fields, Notebook Topics and Project Codes:


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Click on each Stage and name as follows: • Stage 1: Request Submission • Stage 2: Scoping and Estimation • Stage 3: Resource Capacity Planning • Stage 4: Portfolio Analysis. •

Now that each of the Stages is named, click on Stage 1 (Request Submission) and configure which fields are editable, what Notebook topics and Project Codes apply to that stage.

Recall that in the Setup portion of the script, you created an EPS node named ‘Proposed Projects”. Make this the parent EPS for this proposed project. Change the State to Hide and Assign Default. Thus when an end user is using this form to submit a request for a proposed project, this field will NOT be shown to them and the project will reside in the EPS Proposed Projects node. Complete the configuration as show.

Still working with Stage 1, click on the Notebook Topics tab.

These are the five Notebook Topics we previously selected but which do we want to apply to Stage 1? Make Justification a requirement meaning this must be completed within Stage 1. Make Project Objectives editable meaning it can be added in Stage 1 but perhaps by Stage 2, it will be a requirement. Hide the other Notebook Topics with respect to Stage 1.

Still working with Stage 1, click on the Project Codes tab.

Project Manager is the only Project Code we selected for this template. For some templates, it may make sense to assign Default Values for certain Project Codes because it is a template for a certain Region or Business Unit. For the purposes of this demo, do not select a Default

Value and Hide this field for Stage 1.


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TIP: If you should accidentally click Save Template, you can return by clicking Modify Request Template under Administration. Next, you will configure Stage 2 (Scoping and Estimation) by indicating which fields are editable, what Notebook topics and Project Codes apply to that stage. Click on Scoping and Estimation and make certain you are on back on the General Fields tab:

Recall from Stage 1 that Planned Start was Required. Thus, it makes sense to now change this field to Read Only for Stage 2 (unless you wanted to allow someone to modify it at this point). Also, Original Budget and Anticipated Start were editable in Stage 1 (but not required). By Stage 2, you want them to be a requirement.

Still working with Stage 2, click on the Notebook Topics tab.

Justification was required for Stage 1 thus change it to Read Only. Scope should be Required for Stage 2.

Still working with Stage 1, click on the Project Codes tab.

Make the Project Manager assignment Required for Stage 2.

Notice that for Stage 2, there is a new tab present, Reviewers. Click on this tab:


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The Review Type is critical in that you are specifying if anyone on the routing list may review meaning at least one must review for the request to advance but you don’t care who. Everyone Must Review means exactly that, or you can specify everyone in the order you specify in the routing list. For this demo, select Anyone May Review for simplicity.

For the purposes of this demo select, Select Users for Routing. Select Project Code for Routing is addressed in Appendix B. Click on Assign Users and make certain that out of all the users you select, you include the user for which you created the Action Required portlet in the setup section of the script. The order in this case is not important since you have selected Anyone May Review. You may however, modify the review order by using the arrows. Keep in mind that this is the list of reviewers for Stage 2 only. You will also assign reviewers to the remaining stages. NOTE: It may seem dangerous to ‘hard code’ reviewers but keep in mind that this is a template that could be for one department or one type of project and the reviewers are always the same for that. Another template for another department or type of project would be routed differently. This is also where placing this into a template category can help. Configure Stages 3 and 4 similarly and Save Template. Please consider that if this is a small part of a larger demo for a client, this could all be done ahead of time and you could briefly touch on what you did to get the template in place.

Initiate a Project Request You should now have everything in place to initiate a project request / start a workflow. In the main menu, click Projects > Initiate Project Request. TIP: Login as any user other than your designated reviewer. Since you did not place your template into a Category, expand the No Category section to find your template (Demo Template). You should see something similar to:

Note: Anything with a red asterisk beside it is a required field. Request Name and Planned Start are always required. Recall that under Notebook Topics, when you configured the template, you specified Justification as a requirement for Stage 1. Change the Request Name to Desktop Software Needs Analysis. Enter Planned Start and Anticipated Start dates of sometime in the future. TIP: Consider the other projects in your Proposed Projects portfolio and make these dates similar.


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Click on Justification and enter a justification and click Save.

Project Objectives are not required for Stage 1 and will be addressed later. Click on Advance Request. View / Advance Request Log on as the user for which you setup the Action Required portlet and included as a reviewer of the project request for Stage 2.

You should see the “Desktop Software Needs Analysis” request in the Action Required portlet. Click on the request.

Recall that this is Stage 2 and the editable and required fields should be as you specified in the template from which this was created. Your designated reviewer now has a few options shown at the bottom of the page:

Before the request can advance, all required fields must be addressed. As a part of this process, the current reviewer may want to collaborate with others..

Notice that Scope is now a requirement. Let’s address it through an attached document. Click on Add Document and explain to the customer that the idea is that the Scope was developed in our corporate Scope document template and this we will attach that document to the request.

Locate any document and attach.

TIP: Consider having a Microsoft Word document saved to your desktop named Test.doc or the like for purposes such as this. As far as the Request / Workflow is concerned, we have not fulfilled the Scope requirement.


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Click on Scope and enter a note referencing the attached document fulfilling the requirement. Also, assign a Project Manager via the Project Codes. Click Advance Request.

If need, you can continue advancing the request etc. but this is usually more than sufficient for customers to understand the P6 Workflow capabilities.

3.3. Resource Spreadsheet / Resource Capacity Planning Now that our proposed project is in the pipeline, one might want to put some role-based resource estimates against the project to get some idea as to whether or not we have enough resources for this project and other projects occurring around the same time period. Please refer to the scripts addressing the areas of Resource Planning Spreadsheet and Resource Capacity Planning to continue this story.


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4. APPENDIX A: FREQUENTLY ASKED QUESTIONS

Question Response Can I create non-linear workflow paths? No, currently we only support linear workflow paths.

Can I link stages in my workflow to Milestones or activities in a

P6 Project?

No, currently, they are completely separate entities within

the product. No relationships can be created.

Can I add another stage to a template later? Yes, if you have appropriate rights to modify the template,

this and other changes can be made at any time.


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5. APPENDIX B: SUPPORTING SCREEN SHOTS / ADDITIONAL INFORMATION

5.1. Select Project Code for Routing For the purposes of this demo, you specified Select Users for Routing with respect to a Workflow stage. The other option is Select Project Code for Routing. The basis for this is rather than hard coding a list of reviewers, the appropriate reviewer will be chosen based upon Project Codes. Prior to setting this up in the web client, you will need to modify (or create new codes) in the thick client specifying them for Workflow Recipient. In the main menu of the thick client click Enterprise > Project Codes. You should see something similar to:

Most likely, the default columns are showing. Right-click in the dialog and select Columns > Workflow Recipient to display the Workflow Recipient column. What you are going to do is assign someone with web privileges as the Workflow Recipient for this code.

In this example, Division type project codes are displayed for the situation where the recipient might vary dependent upon division.

For one of the divisions (for the purposes of this script, North was used), click in the Workflow Recipient column and available users will appear. Assign one of these users as the Workflow Recipient for this Division or the like.

Return to the P6 web client and edit one of your Request Templates.


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Pick any stage and select Select Project Code for Routing. Click the button to search / specify codes and you should now see the code(s) you modified in the thick client.

Select the Code Type (in this case Division) and click Assign. Next, Initiate a new project request by clicking Projects > Initiate Project Request from the web client main menu:

Notice now that to initiate a request, Division (in this case) is a required field under Project Codes as this will determine the approval routing. One user was designated per code as the Workflow Recipient so by selecting a code, you are designating a recipient. This is transparent to the end user. NOTE: There is a limitation in this method in that only one reviewer can be assigned to a code, thus there is only one reviewer for the stage in question.

Once the request is advanced, note the one reviewer may see something similar to:

If you selected Select Project Code for Routing for Stage 2, the recipient at Stage 2 will also have to select a (Division) Project Code as shown here.