P6 Tips-Tricks Client

Tips Tricks with Version Six (Client)Don Louser PMP, PMA Consultants LLC

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• There are more items in this presentation than we will have time to demonstrate

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• What’s New in Client v. 6.0 (Slides 1-20)• Use of Indicators (Slide 21)• Global Changes – De-status the Schedule (Slides 22-26)• Global Changes – Change WBS from Filters (Slide 27)• Export and Importing Projects (Slides 28-39)• Project details that are often forgotten (Slides 40-42)• Renumbering Activities (Slides 43-45)• Building your Schedule – Making a List (Slides 46-47)• Building your Schedule - Linking Shortcuts (Slide 48)• The Schedule Report (Slides 49-52)• Lag Calendars (Slides 53-54)

What we have for you today...

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• Fragnets (Slides 55-58)• Coding and WBS Shortcuts (Slides 59-63)• Finding and Filtering Activities (Slides 64-65)• Roles and Resource Loading (Slides 66)• Schedule Crashing Basics (Slides 67-68)• Advanced Layouts For Communication (Slides 69-71)• Advanced Gantt Chart Formatting (Slides 72-76)• Exporting and Importing Layouts/Reports (Slide 77)• Add Bar-charts & Graphics to Reports (Slides 78-83)• Working with Baselines (Slides 84-91)

What we have for you today (cont.)...

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What’s New – Reflection Projects

• Power with Simplicity !!!

• A Reflection is a Copy of a Project that enhances Your Ability to “What If” or Update Your Project

• Same Name – What If – Internal Link to Source – Baseline –Timesheet Data – Activity Owner

• “Activity Owner” make changes via .xer or Web

• Review & Change or Merge As Is (Check Boxes)

• Merge Will Not remove Activities, Resource Assignments, WBS Elements, Work Products & Docs, Expenses, Issues or Risks if deleted from Reflection

DEMO

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What’s New - Create Reflection Project

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Making Changes to Reflection Projects

• Use to test Scenarios or Update Project

• Send w/Project Specific Layout to Others to Update

• Import/Export just like any other Project file

• Activity Owner – designate Owner w/Required Web License & Privileges to Update/Change

• Admin or Project Superuser gets last shot to Review/Correct before merging back into Source Project

• Merge Will Not remove Activities, Resource Assignments, WBS Elements, Work Products & Docs, Expenses, Issues or Risks if deleted from Reflection

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Merging Reflection into Source Project

• Close all Projects

• Go to Projects Table – Select Reflection Project

• Right Click – Merge Reflection into Source Project

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What’s New – Future Bucket Planning

• Redistribute Even Distribution of Budgeted Units

• Editable Security Privilege

• Duration Type Must be Fixed Duration & Units, or Fixed Duration & Units/Time

• Use Resource Spreadsheet or Resource Assignment

• In Future Bucket Period type or change Values as Needed

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What’s New – Future Bucket Planning

4010R10R4A8A8AFuture Bucket

4088888Even Spread

TOTALDay 5Day 4Day 3Day 2Day 1

•Assuming Daily TS – P5 spread evenly

•Actual levels of work may vary

•Example shows 20 A units in 3 days

•Remaining needs to be adjusted

•Two remaining buckets reflect adjustment

•Activity Adjusted must have Fixed Duration & Units, orFixedDuration & Units/Time

•Use Resource Spreadsheet to adjust future bucket period

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Edit Future Bucket Security

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What’s New – Group & Sort Dialog

• New Checkbox for Show Group Totals, Shrink Vertical Bands

SHOW PIX & EXPLAIN

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What’s New - Search in Pop-Up Dialog and Type Ahead in Drop Down

SHOW PIX & EXPLAIN

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What’s New - Copy Baselines• Checkbox in Copy Project Options

• Copy Baselines Dialog

# Copies Controlled by New Setting in Admin Preferences

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Admin preferences Setting for Copying Baselines

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What’s New - Role Limits

• Similar to Limits for Resources

• Effective Date and Max Units/Time

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What’s new – Project Specific Layouts (Yeah!)

• Layout with Filter when Project Exported

• Reduces Need for Global Layouts

• Only Global and Layout Filters will Restrict Use

• Expanded & Collapsed Bars & Row Height Setting when switching between layouts and Windows (Yeah!)

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Use of Indicators

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Re-create a Baseline, Copy an Existing Schedule that has Been Progressed

Project Detail Calculations Tab =

Any Actual Units that Exist Must be set to 0• See Actual Units Slide

Run 2 Global Changes to Reset Activities to Not Started

• See De-Progress GCs

Make any Needed Changes and Reschedule

Useful Global Changes –De-Status the Schedule

Skip

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Actual Work Units

Useful Global Changes –De-Status the Schedule (cont.)

Go Back

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De-Statusthe GC’s


Go Back

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Sometimes...

An Activity may have a Unit without a Resource Assigned...

Errors?

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Delete Manually, or Use the Fill-Down Feature

Set Cols for All Units

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Useful Global Changes –Change WBS Based on Filters

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Primavera PM/MM (.xer)

MS Project

Project Planner (P3)

Spreadsheet (.xls)

Primavera Contractor 4.1 (.xer)

Exporting and Importing Projects

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1. Select Items for Export

2. Separate Sheet for Each Item

Exporting and Importing Projects – Spreadsheet (.XLS)

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3. Select a Project (it must be open)

Exporting and Importing Projects – Spreadsheet (.XLS) (cont.)

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4. Establish Templates for each Item


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5. Certain items are mandatory, and you can filter & sort


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6. Select any or all templates


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7. Select the file path and name


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8. Confirm before you finish


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One Worksheet Per Subject

Exporting and Importing Projects (cont.)

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Caution! – Don’t Edit this Sheet

Exporting and Importing Projects (cont.)

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Importing is a Snap!

Importing Projects

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Importing Projects (cont.)

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Project details that are often forgotten

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Many GCs like Intelligent IDs

CSI Code – Bldg – Floor

Establish UDF (Activity) or Activity Code

Put in Column in Layout

Type Codes in Column

Use Global Change

Codes Become Activity IDs

Renumbering Activities

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Leave Blank

Renumbering Activities (cont.)

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For those a bit more familiar with (GC’s)

Create Activity Code

Add Activity Code column in Layout

Fill Column

Create GC’s that add suffix for Bldg & Floor

Renumbering Activities (cont.)

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Building your schedule – Making a list

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Building your schedule – Making a list

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<Ctrl-Click> the order to link the activities, then <right-click> your mouse and choose “Link Activities.”

They are now linked in the order you clicked on them.

Building your schedule – Linking shortcuts

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When you schedule your project, don’t forget to choose “Log to file” and click on the ellipsis to specify the location of the “schedule.txt” file.

Always view the log to spot errors.

Building your schedule – The Schedule Report

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Lag Calendars and Schedule Result - Version 5.0

+ =

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Lag Calendars Reschedule

+ =

?

This has been changed in v 6.0 to default to the predecessor

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• Time Saving – why recreate the wheel?– Building a Single Schedule– Modifying Many Schedules

• Create New or Modify Existing– New = As You Would New Project– Modify = Delete from Existing

• WBS is the Key to Integration

Fragnets

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Modify a template with a Fragnet

Fragnets (cont.) 2 Projects

Move to 2 WBS elements

To Here

From Here

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Objective – Add 22 new Activities in Template to 2 WBS Nodes

• Copy the Template as Fragnet, Delete All Activities Except those to Remain in Planning & Design WBS Nodes

• Add the 22 New Activities & All Links to Fragnet

• Open Template & Fragnet

• Delete All Activities in Planning & Design TemplateWBS Nodes

• Select & Copy All Fragnet Activities

Fragnets (cont.)

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• Paste into one of the empty Template Nodes (Preserves all Links)

• Control-Click all Activities to be moved to other Node

• <Ctrl-X> (Cut)

• <Ctrl-V> (Paste) into other Node

• Re-establish any Links from 2 Nodes to others

• Use Template to create new Schedules

Fragnets (cont.)

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Here is one person’s Layout

Coding and WBS Shortcuts

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Coding and WBS Shortcuts (cont.)

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Here. the work is organized by WBS1 and Level


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Here, the work is organized only by Level


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Unleash the power of Find with <Ctrl-F>

Finding and Filtering Activities

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Finding and Filtering Activities (cont.)

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• Roles are placeholders for Resources that are not yet assigned. • Roles allow teams to be assigned quickly to project activities, once the resource team is identified.• Only resources for roles that are unfilled are shown in the assign resources for roles dialogue box.• <Shift-Click> and <Ctrl-Click> can be used to select the activities being assigned resources by roles.• A project team could be assigned to all of the project’s activities at once.

Roles and Resource Loading

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28 DaysTotal Duration

Schedule Crashing Basics

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28 Days Total Duration

Assume We Need to Reduce Duration by 5 Days

Schedule Crashing Basics (cont.)

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• User Defined Fields

• Bring in Related Data from Other Sources

• Tabular + Graphic Presentation

Advanced Layouts to Enhance Communication

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Schedule DataUser Defined Random Data

Advanced Layouts to Enhance Communication (cont.)

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Advanced Layouts to Enhance Communication (cont.)

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Advanced Gantt Chart Formatting

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.plf filename extension

Exporting and Importing Layouts and Reports

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Adding Barchart Graphics to Reports

1. Create a layout that you want to print in your report

2. From the tool menu or print preview, choose Publish

3. Choose the directory for the report

4. Open a notebook topic and insert the graphic

5. Include that notebook topic in your tabular report

6. Run the report

BC1

Slide 78

BC1 Please doublecheck first bullet. Thanks, BCBill Camarda, 10/17/2006

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Publish to HTML

From the Tool menu or Print Preview, choose Publish

Adding Barchart Graphics to Reports (cont.)

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Adding Graphics to Reports

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Click on the Picture Icon, and browse for a graphic file to insert into the Notebook topic

Adding Graphics to Reports (cont.)

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Adding Graphics to Reports (cont.)

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Baselines are an established method of tracking progress and measuring results

When you first begin using Baselines, you may see some strange results that are difficult to diagnose

Baselines can refer to either the Current Project or another Project

How can you know which, without opening?

Working with Baselines

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Baseline CodeProject

DateResp

Sort

Why Alpha Prefix??

Add aBaselineColumn

Working with Baselines (cont.)

Sort by BLName

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Are we a year ahead?

Is the Current Schedule Ahead or Behind the Original Plan?


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Summarized Dates

Something is Wrong?


MAGIC!

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Perform a Global Change on a Baseline


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2 PL Strt = Start (Milestone): If = SM, Then, PS = Start

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Here are the details...


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Here are the changes


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Questions?

Documents

P6 Tips-Tricks Client