P6 Instructors Sample Presentationeastwoodharris.com/DL/SS/171207_P6_V17_PPM_PowerPoint_sample_… · P6 Instructors Sample Presentation 1 NEW PICKIE REQUIRED Page 2 Welcome to the

P6 Instructors Sample Presentation

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NEW PICKIE REQUIRED

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Welcome to theEastwood Harris Pty Ltd

Primavera P6Versions 8 to 17PPM Professional

3 day training course

Copyright Eastwood Harris Pty Ltd 2017

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Administration Evacuation procedure

Facilities, timings and meals

Mobile phones & Emails

Introductions: Your name,

The types of projects you are involved in,

Your experience in scheduling software and

What you seek from this course What version of P6 does your company use

Course attendance sheet.

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Course ObjectivesThis course objectives are to teach participants:

Introduction to the user interface,

How to plan projects without resources,

Filters, layouts and printing,

Baselines, and updating an un-resourced project,

Creating and assigning roles and resources,

Controlling projects with resources and costs,

Setting up and administering a database plus advanced features including import/export,

Activity Codes, Custom Data Fields and Global Change.

Successful completion of all the course workshops will confirm that the objectives have been met.

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Course ConductThe course consists of:

The instructor demonstrating the software using a combination of: A PowerPoint slide show and

Live software demonstrations,

Most chapters are then reinforced with student workshops working through a scenario of creating a small project planning the submission of a bid,

The book is for you to keep,

Ask any questions as the course progresses.


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Course AgendaDay 1 Modules

1 - Introduction

2 - Creating a Project Plan

3 - Starting Up and Navigation

4 - Creating a New Project

5 - Defining Calendars

6 - Creating a Primavera Project WBS

7 - Adding Activities and Organizing Under the WBS

8 - Formatting the Display

9 - Adding Relationships10 - Activity Network View

11 – Constraints.


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Course AgendaDay 2 Modules

12 - Group, Sort and Layouts

13 - Filters

14 - Printing and Reports

15 - Scheduling Options and Setting a Baseline

16 - Updating an Unresourced Schedule

17 - User and Administration Preferences

18 - Creating Roles and Resources

19 - Assigning Roles, Resources and Expenses.


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Course AgendaDay 3 Modules20 - Resource Optimization

21 - Updating a Resourced Schedule

22 - Other Methods of Organizing Project Data

23 - Global Change

24 - Managing the Enterprise Environment

25 - Multiple Project Scheduling

26 - Utilities

27 - Earned Value.


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1 - INTRODUCTION 1.1 - Purpose of the Course

1.2 - Required Background Knowledge

1.3 - Purpose of Planning

1.4 - Project Planning Metrics

1.5 - Planning Cycle

1.6 - Levels of Planning

1.7 - Monitoring and Controlling a Project.


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1.1 – Purpose of the course Provide a method for planning, scheduling and

controlling projects using Primavera,

Within an established Enterprise Project database or a blank database,

Up to an intermediate level.


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1.2 - Required Background Knowledge The ability to use a personal computer and

understand the fundamentals of the operating system,

Experience using application software such as Microsoft Office and

An understanding of how projects are planned, scheduled and controlled, including understanding the project management processes applicable to your projects.


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1.3 - Purpose of Planning The ultimate purpose of planning is to build a model

that allows you to predict which activities and resources are critical to the timely completion of the project,

Strategies may then be implemented to ensure that these activities and resources are managed properly, thus ensuring that the project will be delivered both On Time and Within Budget.



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3.14 - Accessing Help Local Help if installed by pressing the Ctl+F1 key,

Online Help, takes you to an Oracle website, by pressing Ctl+Alt+F1,

Selecting Help menu,

View, Hint Help,

www.primavera.com.au.


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3.15 - Refresh Data – F5 Key The File, Refresh Data command writes your

changed data to the database,

Reads changes that other users may have made to your schedule, and

Corrects display issues such as: Places the Data Date vertical line in the correct place

when the system has not refreshed correctly when you open a new project, and

Organizes the WBS correctly in the Activities View after editing the WBS in the WBS workspace.


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3.16 - Commit Changes – F10 Key The File, Commit Changes command writes any

changes you have made to the database,

These changes may then be read by other users by the Refresh Data command.


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3.17 - Send Project The File, Send Project function creates an XER file

and attaches it to an email.


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3.18 - Closing Down The closing down options are:

Select File, Close All or Ctrl+W to close all Projects, but not the software,

Select File, Exit or click the icon in the top right side of the Primavera window to shut down all projects and close Primavera.


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3 - STARTING UP AND NAVIGATION - SUMMARY3.1 - Logging In

3.2 - The Projects Window

3.3 - Opening One or More Projects

3.4 - Displaying the Activities Window

3.5 - Opening a Portfolio

3.6 - Top and Bottom Panes of Windows

3.7 - User Interface Update

3.8 - User Preferences

3.9 - Starting Day of the Week3.10 - Admin Preferences – Set Industry Type

continued...


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7.3 - Default Activity Duration… With a PPM database the default activity duration for

newly created activities is specified in the Admin, Admin Preferences…, General tab Activity Duration, Default Duration cell:

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7.3 - Default Activity Duration With an EPPM database the default activity duration

for newly created activities is specified in the Administer, Application General tab Activity Duration cell:


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7.4 - Copying Activities from other Programs Activity data may NOT be copied or updated from

other programs (such as Excel), by copying and pasting,

Data may be imported from Excel and other formats using the Import function.


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7.5 - Copying Activities Activities may be copied:

From one open P6 project to another, or

Copied within a project to duplicate a set of activities,

Using the normal Windows commands, Copy and Paste,

By using the menu commands Edit, Copy and Edit, Paste or

Ctrl+C and Ctrl+V.


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7.6 - Renumbering Activity IDs Existing activities may be renumbered:

Select the activities that are to be renumbered,

Select from the menu Edit, Renumber Activity IDsor right click in the columns area and select Renumber Activity IDs,

This opens the Renumber Activity IDs form, allowing renumbering of the activity IDs.


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7.7 - Elapsed Durations An Elapsed duration is a duration that runs 24x7,

A P6 activity may NOT be assigned an Elapsedduration as in Microsoft project,

A P6 activity should be scheduled on a 24hrs/day and 7 days per week calendar to assign an elapsed duration.



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10.7 - Early Date, Late Date and Float Calculations To help understand the calculation of early dates, late

dates, float and critical path, we will now manually work through an example,

The boxes below represent activities.


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Forward Pass The forward pass calculates the early dates:

EF = ES + DUR – 1

Start the calculation from the first activity and work forward in time.

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Backward Pass The backward pass calculates the late dates:

LS = LF – DUR + 1

Start the calculation at the last activity and work backwards in time.

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Total Float Total Float is the difference between either the Late

Finish and the Early Finish or the difference between the Late Start and the Early Start of an activity.,

The lower 2 days’ activity has float of 7 – 9 = 2 days,

None of the other activities have float.

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Critical Path The Critical Path is the chain of activities where any

delay causes an immediate delay in the project end date,

It is in the top row of activities.

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10 - ACTIVITY NETWORK VIEW -SUMMARY 10.1 - Viewing a Project Using the Activity Network View

10.2 - Adding, Deleting and Dissolving Activities in the Activity Network View

10.3 - Adding, Editing and Deleting Relationships

10.4 - Formatting the Activity Boxes

10.5 - Reorganizing the Activity Network 10.6 - Saving and Opening Activity Network Positions

10.7 - Early Date, Late Date and Float Calculations.



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Calculate start-to-start lagfromThe successor of an activity with a Start-to-Start and positive lag would start after the lag has expired. When the predecessor commences out of sequence the lag may be calculated from the predecessor calculated Remaining Early Start (the Data Data) or the Actual start, The Actual Start gives a less conservative schedule:

The Early Start gives a more conservative schedule:

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Define critical activities as Total Float less than or equal to zero

Total Float less than or equal to 1 day or Longest Path would result in the picture below:

Longest path recommended for projects with multiple calendars.

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Calculate float based on finish date of

New to Primavera Version 6.2:

Each project

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Calculate float based on finish date of

New to Primavera Version 6.2:

Opened projects

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Compute Total Float as There are three options for the calculation of float on

WBS and LOE activities:

Start Float = Late Start – Early Start

Finish Float = Late Finish – Early Finish

Smallest of Start Float and Finish Float

Note: It can be seen from the pictures above that the Total Float bar only displays the Finish Float.


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Calendar for scheduling Relationship Lag There are four options for the calculation of the lag:

The example below shows the effect of changing the calendar on a 40 hour lag:

Predecessor Activity Calendar is the default, or

Successor Activity Calendar, or

The other options are 24 Hour, or

Project Default Calendar.


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RESOURCE OPTIMIZATIONThe schedule may be resource optimized to:

Reduce peaks and smooth the resource requirements, thus reducing the mobilization and demobilization costs, or to reduce the demand for site facilities, or

Reduce resource demand to the available number of resources, or

Reduce demand to an available cash flow when a project is financed on income.


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20.1 - Reviewing Resource Loading We will work together and display the following

panes in the Activity window: Activity Usage Spreadsheet Activity Usage Profile Resource Usage Spreadsheet Resource Usage Profile Editing the Resource Usage Spreadsheet – Bucket

Planning

NOTE: Remember Resource filters must be Resource “Contains”, it is better to use the Display Activities Resources in the bottom LHS of the window.


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20.2 - Resource Assignments Window The Resource Assignments Window has some

functions that are very useful especially when you wish to copy and paste data into Excel.

A time-phased view that may be grouped by Resource, Role, or Activity and allows the display of: Cumulative and Period totals

Cost and/or Units of all Resource Types

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20.3 - Copying & Pasting into Excel The following data may be copied and pasted into

Excel: Activity data from the Activities Window columns

Activity Usage Spreadsheet

Tables in the Tracking Window

Resource Assignments Window

You should be aware of the following issues: The User Preferences need to be in the right format,

Dates that are pasted with an “A” at the end may be removed with the Excel command of Find and Replace. You may need to put a space before the “A” so you do not lose the “A” in front of August,

To remove the “*” at the end of a date you must use the syntax of “~*” in the Find and Replace command as a “*” on its own will replace all the data in the spreadsheet.

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20.4 - Other Tools for Histograms and Tables Oracle Primavera also sells a reporting add-on

software package titled Primavera Earned Value Management which allows the production of a number of reports such as time-phased table, bubble, and period variance,

There are also a number of other reporting tools available with the Web reporting facilities and as BI Publisher,

It is suggested you contact your local Oracle Primavera distributor or go to the Oracle Primavera web site for more information,

Also there are a number of third party tools available that are advertised on www.primavera.com.au.


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20.5 - Methods of Resolving Resource Peaks and Conflicts Revising the Project Plan,

Duration Change,

Resource Substitution,

Increase Working Time,

Split an activity around peaks in demand; the splitting function is not available in P6 and you will need to create 2 or more activities to simulate a split,

Leveling the schedule,

Resource Curves, or

Manually Editing the Resource Spreadsheet may assist in some instances.



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24 - MANAGING THE ENTERPRISE ENVIRONMENT 24.1 - Multiple User Data Display Issues

24.2 - Enterprise Project Structure (EPS)

24.3 - Project Portfolios

24.4 - Organizational Breakdown Structure – OBS

24.5 - Users, Security Profiles and Organizational Breakdown Structure

24.6 - Project Codes

24.7 - Filtering, Grouping and Sorting Projects in the Projects Window

24.8 - Project Durations in the Project Window Continued...


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24 - MANAGING THE ENTERPRISE ENVIRONMENT 24.9 - Why Are Some Data Fields Gray and Cannot Be

Edited?

24.10 - Summarizing Projects

24.11 - Job Services

24.12 - Tracking Window.


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24.1 - Multiple User Data Display Issues The following issues MUST be managed by the Database

Administrator and have been covered in this course in other sections: Any user, with access rights, may reset the database Default

Calendar in the Enterprise, Calendar form,

By default more than one person may open a project,

When multiple projects are opened together and the projects have different Scheduling Options, then the Scheduling Options of all the projects will be changed and set to the same as the Default Project permanently,

User Baselines are not Project Baselines,

It is possible to have two Currencies with the same symbol, leading to different values being displayed by different users,

Users with different Units Format in their User Preferenceswill display different values for their units.

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24.2 - Enterprise Project Structure (EPS) Most organizations would have an EPS defined

(unless you have a standalone load of Primavera) that is available for new projects to be created in: You may need to add an additional EPS Node for your

project, or

If you are starting with a blank database and an EPS has not been defined, you will need to create at least one EPS Node to assign to your projects,

To add, delete, or modify the EPS Node structure: In the Professional or PMM version you select

Enterprise, Enterprise Project Structure… to open the Enterprise Project Structure (EPS) form, or

Optional Client users will be opening an EPPM database and you will need to open the Web client and select Project, EPS to edit the EPS structure.

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24.3 - Project Portfolios The Project Portfolio function reduces the number

of Projects that are viewed in the Projects Window,

To create, edit, or delete a Portfolio select Enterprise, Project Portfolios… to open the Portfolio form:

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24.4 - Organizational Breakdown Structure – OBS The OBS is an Enterprise hierarchical structure that is

intended to represent the company’s OBS,

The OBS function is the security gateway and does not have to mirror your company’s OBS,

Any structure that enables you to assign user access to projects is usually satisfactory and some companies just duplicate their EPS as the OBS and use a project code for the OBS,

A user may be assigned to one or more OBS Nodes, each with different access rights,

The OBS Nodes are assigned to EPS Node, Projects and WBS Nodes,

A user assigned an EPS is normally responsible for all projects associated with all elements of the EPS..


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Earned Value Management with P6 This module does not teach Earned Value but it explains

how P6 Earned Value functions operate,

Therefore, to understand this module you will need to have a very good understanding of Earned Value Performance Measurement and the associated terminology,

Some current EVM Standards include:

AS 4817 Project performance using Earned Value 2006

Defence Material Supplement to AS 4817

ANSI/EIA-748-A-1998 Earned Value Management Systems

PMI Practice Standard for Earned Value Management

Other materials include:

Earned Value Management APM Guidelines

Earned Value Project Management – Quentin W. Fleming and Joel M. Koppelman

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Earned Value Performance Measurement CurvesThe main Curves that are used in EVM are:

Performance Measurement Baseline (PMB) which is a time-phased Budget At Completion (BAC),

Planned Value (PV) and is the value of planned work at a point in time derived from the PMB,

Earned Value (EV) is the value of work completed at a point in time, effectively % Complete x Budget,

Actual Costs (AC) is the expenditure at a point in time that has been incurred to complete the work,

Estimate to Complete (ETC), a revised estimate of the remaining work, base on productivity achieved to date.


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27.1 - Performance Measurement Baseline The PMB in Primavera may be read from either the

Budget or At Completion values of a Baseline Project,

The P6 functions that decide which value is read as the Performance Measurement Baseline: The Project, Assign Baselines… form selects the

Baselines projects to be read as the Project Baselineand the Primary User Baseline,

The Projects Window, Settings tab, Project Settings, Baseline for earned value calculations decides which of the Project baseline or User’s primary baseline is read for P6 Planned Values,

The Admin, Admin Preferences…, Earned Value tab, Earned value calculation section, When calculating earned value from a baseline use, options allows the selection of one of three options to read Baseline values:


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27.2 - Planned Value The Planned Value may be displayed as:

Tabulated Data in locations such as the: Activity Usage Spreadsheet,

Graphical Data in locations such as the: Activity Usage Profile,

Tracking Window by creating a Project Gantt/Profile,

Columns Data in locations such as the: Tracking Window by creating a Project Table,

Activities Window using Planned Value Cost or Planned Value Units:


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Planned Value There are no options for selecting and displaying the

following data from a progressed schedule: The Late Baseline values

Planned Material Units Planned Expense Units

Planned data in the following windows or panes display the Budgeted field values read the Current Schedule Planned dates and Current Schedule Budget values and should be used with caution: Resource Usage Spreadsheet Resource Usage Profile Resource Assignments.


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27.3 - Earned Value P6 has a field titled Performance % Complete

which is used to calculate the Earned Value for each activity,

In P6 there are some options for calculation of the Performance % Complete for all activities in eachWBS Node which is, in turn, is used to calculate the Earned Value: The defaults are set in the Admin, Admin

Preferences…, Earned Value tab,

The options are managed at WBS Node for all activities assigned to a specific WBS Node, and each WBS Node may have different values,

Open the WBS Window, Earned Value tab to see the options which are mainly self-explanatory.



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Earned Value Example of the Calculation of the Earned Value:


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27.4 - Actual Costs These are the costs actually incurred in performing

the work,

Actual Costs are often calculated from the amount paid plus accruals,

Actual Costs and Actual Units may be recorded in Primavera and displayed in two methods: The total to date, or

Calculated from the Financial Periods values when Period values are stored.


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27.5 - Estimate to Complete P6 has two separately calculated estimate to

complete fields: Estimate to Complete from Resource and Expense Units

and Costs, usually titled Remaining Costs or Remaining Units and

Estimate to Complete from P6 Earned Value Calculations, titled Estimate to Complete (costs) or Estimate to Complete Labor Units,

NOTE: It is very important that users understand the differences between these two fields and know which they are using and displaying.


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27.6 - Activity Usage S-Curve Options The instructor will step through the options:

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27.7 - Sample Graphical S-Curves Remaining and Late

Remaining curves are drawn from the zero point, and

Traditional EV S-Curves.

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27 - EARNED VALUE MANAGEMENT WITH P6 - SUMMARY27.1 - Performance Measurement Baseline

27.2 - Planned Value

27.3 - Earned Value

27.4 - Actual Costs

27.5 - Estimate to Complete

27.6 - Activity Usage S-Curves

27.7 - Sample Graphical S-Curves.



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Page 503 TCC0205-TRG-TM-SP10\A2

Review Expectations

Any questions, Complete Feedback Sheet,

Course Certificates,

Have we met your expectations?


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Database Cleanup at end of course, if required:Please could you delete all:

User Filters

User Layouts

The resources created but NOT your Resource node

Your projects.


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505

Thank you for attending

Documents

P6 Instructors Sample Presentationeastwoodharris.com/DL/SS/171207_P6_V17_PPM_PowerPoint_sample_… · P6 Instructors Sample Presentation 1 NEW PICKIE REQUIRED Page 2 Welcome to the