Primavera Training 102 6

7/30/2019 Primavera Training 102 6

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Course 102

Version 6.0



Topics

Introduction to Primavera

The Project Management Life Cycle

Data, Navigating, and Layouts

Enterprise Project Structure

Creating a Project

Creating a Work Breakdown Structure

Adding Activitiescontinued...



Topics (cont.)

Creating Relationships

Scheduling

Assigning Constraints

Maintaining the Project Documents Library

Formatting Schedule Data

Roles and Resources

Assigning Rolescontinued...



Topics (cont.)

Assigning Resources and Costs

Analyzing Resources

Optimizing the Project Plan

Baselining the Project Plan

Project Execution and Control

Reporting Performance

Project Web Site




Lesson 1

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Describe Primavera solutions Describe P6

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Lesson Objectives

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Primavera Systems Inc. is the world's leadingproject and portfolio management softwarecompany, providing the software foundation thatenables all types of businesses to achieveexcellence in managing their portfolios,

programs, projects, and resources. It isestimated that projects totaling more than $5trillion in value have been managed withPrimavera products.

Primavera began in 1983 with the launch of PC-based software for engineering and construction.

Today Primavera is a diversified softwarecompany that provides both desktop and

enterprise-class solutions that enable companiesto rioritize, lan, mana e, and measure the 2


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Primavera Solutions The graphic below lists Primavera solutions and

the industries served by Primavera. P6 - An enterprise-wide project planning,

management and control solution that enablesorganizations to meet budget and deadlinecommitments by managing schedules,resources, and costs across all of their projectsand programs. P6 is the solution covered in thiscourse.

ProSight - A portfolio management and analysissolution that enables organizations to delivermaximum value by identifying and prioritizing

strategic projects and investments, as well as2

Introduction to Primavera (cont.)

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Primavera Solutions Evolve - An enterprise resource management

solution that enables services organizations toimprove utilization and profitability by ensuringthe right person is assigned to the right projectat the right time.

Cost Manager - A solution that reduces the worknecessary to track earned value. Graphicrepresentations are automatically generated

using the latest project information from acentralized database. Download cost data fromyour accounting system by using a flexibleinterface module to ensure a consistent and

complete view of project performance.3


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Primavera Solutions Contract Manager - This solution, formerly known

as Expedition, enables the tracking of contractsfrom original estimate to buy-out. Track allproject submittals and automate the approvalprocess via workflow management.Comprehensive change managementfunctionality assures that changes are resolved,payments are made, and claims are avoided.

PertMaster - A risk analysis and mitigationsolution that enables organizations to overcomeproject and portfolio uncertainty by modelingrisks and analyzing the cost and schedule

impacts of mitigation scenarios.3


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P6 is used for planning, monitoring, andcontrolling projects. Project data is stored in acentral database and can be accessed via client-server and the Web.

Among P6's capabilities: Enterprise-wide project management, resource

management, and portfolio analysis.

Personalized role-based dashboards provide quickvisual indicators of the health and status metrics of

projects and programs, and help determine whichprojects need help to get back on track.

Extensive project reporting, including industry-standard templates and a customization wizard.

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Primavera P6

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Scorecards that contain project scores, scheduleperformance, cost performance, earned valuemetrics, milestone dates, WBS summaries, RFIstatus, and change control documents.

Capacity analysis and resource planning to

anticipate resource usage requirements in futureprojects.

Collaborative workspaces to initiate projects anddocument workflows; manage and approvedocuments; and communicate with the project team.

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Primavera P6 (cont.)

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Methodology Management An integrated process improvement platform for

delivering best practices, lessons learned, andorganizational standards in the form of projecttemplates, work product templates, and estimation

metrics. Create, capture, organize, and improve reusable

components for building future project plans.

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Timesheets Enables Web-based timekeeping and

communication.

Team members see all supporting information theyneed to coordinate and perform their work while

communicating directly with the central database.

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The Project Management

Life Cycle

Lesson 2

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Review the relationship between Primavera andthe Project Management Life Cycle Identify the five process groups in the Project

Management Life Cycle

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Project management is the process of achievingset goals within the constraints of time, budget,and staffing restrictions.

Lessons in your curriculum may cover some or allof the processes in the Project Management LifeCycle, as indicated below:

Each process can be broken down into thesesteps:

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Project Management Life Cycle

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Steps in the Initiating process group include: Collect project information.

Obtain organizational commitment.

Develop the team.

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Initiating Process Group

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Steps in the Planning process group include: Establish project objectives and scope of work.

Define the work.

Determine the timing.

Establish resource requirements/availability.

Establish a cost budget.

Evaluate, optimize, and create baseline plan.

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Planning Process Group

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Steps in the Executing process group include: Distribute information.

Track work in progress and actual costs.

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Executing Process Group

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Steps in the Controlling process group include: Analyze and evaluate the project.

Recommend necessary action.

Modify the current project with realistic data.

Re-forecast the schedule.

Communicate project performance to the projectteam.

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Controlling Process Group

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Steps in the Closing process group include: Document lessons learned.

Determine if project can be used as a methodology.

Deliver product to client or stakeholders.

Back-up or archive project files.

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Closing Process Group

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Data, Navigating, and

Layouts

Lesson 3

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Describe enterprise and project-specific data Log in

Open an existing project

Navigate in the Home window and Activities

window Open an existing layout Customize a layout

Save a layout

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Enterprise and Project Specific



Before logging in to Primavera, it is important tounderstand that a project consists of acombination of enterprise data and project-specific data.

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Enterprise and Project-SpecificData

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Enterprise Data Enterprise data provides the global structure

needed to manage multiple projects. It isavailable to all projects across the organizationand provides the structure necessary forcentralized project and resource management.Enterprise data is usually defined andmaintained by a system administrator.

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Enterprise and Project-SpecificData (cont.)

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Enterprise Data Examples of enterprise data:

Enterprise Project Structure (EPS)

Project codes

Resource codes

Admin categories and preferences

Resources

Cost accounts

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Project-Specific Data Project-specific data is only available to the

project in which it is defined. Project managersdefine project-specific data to further controltheir projects.

Dates

Work Breakdown Structure (WBS)

Activities

Activity relationships

Baselines Expenses

Risks

Thresholds and issues

Work products and documents

Pro ect Web site 19


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Enterprise/Project-Specific Data The following types of data are enterprise as well

as project-specific: Calendars

Reports

Activity codes

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Type a valid Login Name and Password to log into Primavera. If you do not know your LoginName/Password, contact your systemadministrator.

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Logging In

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The Home window is the starting point fornavigation. It provides quick access to enterprisedata and project data.

To the left of the Home window is the Directorybar, which lists the 12 windows within Primavera.Each window provides specific functionality tohelp you manage projects. Click an item in theDirectory bar to access it.

The table below lists key navigation items in the

Home window. Numbers in the table correspondto those in the screenshot.

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Home Window

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Home Window

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ItemItem FunctionalityFunctionality

1. Title bar Displays current application and name of open projects.

2. Menu bar Click to perform functions in Primavera.

3. Directory bar Click to display Primavera windows.

4. Navigation bar Move between open windows, toggle theDirectory bar, and open Help.

5. Status bar Displays user's Login Name, data date of open projects, access mode, and current

baseline.



Use the Navigation bar to move back andforward to previously accessed windows; returnto the Home window; display and hide theDirectory bar; and to access Help for the currentwindow.

The Navigation bar, which is turned on bydefault, can be toggled on/off in the View menuby clicking Toolbars, Navigation Bar.

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Navigation Bar

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The Open Project dialog box lists all the projectsyou have access to open. All projects under the node are opened.

Open multiple projects under different nodes.

Press Control-click to select more than one project.

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Opening an Existing Project

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Access Modes You have the option to select an access mode

prior to opening a project: Shared - Multiple users can view, input, and change

data. This is the default setting.

Read Only - You can view data but cannot input orchange data.

Exclusive - The current user is the only user who canedit data on these projects. Other users can accessthese projects in Read Only mode.

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Opening an Existing Project (cont.)

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Activities Window The Activities window is used to create, view,

and edit activities for open projects. The tablebelow lists key navigation items in the Activitieswindow. Numbers in the table correspond tothose in the screenshot.

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Opening an Existing Project (cont.)

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Activities Window

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1. Toolbar Displays icons that allow you to changelook of layout.

2. Activity Table Displays activity information inspreadsheet format.

3. Gantt Chart Provides graphical display of activityprogress over time.

4. Command bar Displays options for adding or removingactivity data.

5. Layout Options

bar

Displays menu of available options for

Activities window.

6. Vertical Split bar Drag bar to hide/show more information ineach pane.



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Activities Window (cont.)

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7. Horizontal Splitbar

Hide or show more information intop/bottom layouts.

8. Activity Details View/edit detailed information for selectedactivity.



A layout is a customizable view of information,combining all the visual elements that appear onthe screen. Layouts are available in the Projects,WBS, Activities, Resource Assignments, and

Tracking windows.

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Layouts

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Activity Layouts

The Activities window provides the option of viewing data in top/bottom layouts.

Choose one of the following to show on top:

Activity Table

Gantt Chart

Activity Usage Spreadsheet

Activity Network

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Layouts (cont.)

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Activity Layouts Choose one of the following to show on bottom:

Activity Details

Activity Table

Gantt Chart

Activity Usage Spreadsheet Resource Usage Spreadsheet

Activity Usage Profile

Resource Usage Profile

Trace Logic

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Layouts (cont.)

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Opening an Existing Activity Layout

A variety of layouts are available to presentactivity data from different perspectives. You cancreate user-specific layouts and project-specificlayouts, or use global layouts provided by your

company. After selecting a layout, you can click either

Apply or Open. Apply - Displays layout but keeps Open Layout

dialog box open. Open - Displays layout and closes Open Layout

dialog box.

You will select a different layout and then click

Open, which displays the layout and closes theO en La out dialo box. 28

Layouts (cont.)

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Gantt Chart

The Classic WBS Layout displays a Gantt Chart inthe top layout and Activity Details in the bottomlayout.

The Gantt Chart is divided into two sections:Activity Table and Bar Area:

Activity Table - Displays activity data in columns.

Bar Area - Provides a graphical display of activityprogress over the duration of the project.

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Layouts (cont.)

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Activity Usage Spreadsheet

The Activity Usage Spreadsheet displays unit,cost, or earned value data by activity over time.Use this type of layout to review per period androlled up activity resource/cost data.

You can customize the timescale of the ActivityUsage Spreadsheet:

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Layouts (cont.)

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Activity Network

Use the Activity Network to view therelationships between activities and the logicalflow of the activities in the project:

Left pane - Displays the WBS hierarchy.

Right pane - Shows a graphical display of activitiesand their relationships.

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Layouts (cont.)

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Activity Table

The Activity Table enables you to see projectdata in spreadsheet format. You also can modifythe columns displayed in the Activity Table tomeet your needs.

You can display the Activity Table on the entirescreen if you want to analyze data solely in atabular format.

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Layouts (cont.)

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C t i i L t



The Activities window can be customized andsaved as a layout. Saving layouts for future useallows you to quickly retrieve information.

The Layout Options bar is the centralized menu forlayout customization.

The following is a list of layout elements that arecustomizable:

Bars

Columns

Timescale

Table font and colors Row height

Filters

Activity grouping and sorting

Top/bottom layouts

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Customizing a Layout

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C t i i L t



Selecting Columns

The Columns dialog box enables you to selectcolumns to display in the Activity Table andspecify the order in which they appear:

Available Options section - Lists data items in groups

or in list.

Selected Options section - Lists items you havechosen to display.

Single arrows - Move highlighted data items to theother section.

Double arrows - Move all data items to the othersection.

Up/down arrows - Configure the order of the dataitems.

Click Edit Column to edit the selected item's title 35

Customizing a Layout (cont.)

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C t i i L t



Using Hint Help in Columns Dialog Box

You can use Hint Help to view a definition for anydata item in the column list.

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Customizing a Layout (cont.)

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Di l i A ti it D t il



Activity Details displays detailed information forthe activity highlighted in the Activity Table orActivity Network.

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Displaying Activity Details

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Displa ing Acti it Details



Selecting Details Tabs

The tabs displayed in Activity Details can becustomized.

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Displaying Activity Details (cont.)

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Saving Layouts



Layouts can be saved and shared with otherusers to facilitate project communication. Usethe Save Layout dialog box to save a layout inthe Activities, WBS, Projects, Assignments, or

Tracking windows:

Layout, Save - Saves changes to the existing layout. Layout, Save As - Prompts you to save the layout

with a new name.

Current User - Only the user creating the layout willhave access to it in the future.

All Users - All licensed users will have access to thelayout (Global).

Another User - A specified user will have access to thelayout. Note, however, that the current user will nothave access to the layout.

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Saving Layouts

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Saving Layouts



Project - Apply the layout to any project that iscurrently open in Primavera. Though project-specific layouts can be applied to multipleprojects, you can only select one project at atime in the Layout Save As dialog box. After a

project-specific layout is saved, it can be viewedin the Project band in the Open Layout dialogbox. Project-specific layout offers twoadvantages:

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Saving Layouts (cont.)

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Closing a Project



Close the project when you are finished workingwith it. You are prompted to verify that you wantto close the project.

Closing the project takes you back to the Homewindow.

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Closing a Project

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Closing a Project



Key Concepts The Home window is a starting point for navigating

in Primavera.

Use the Navigation bar for quick access to Help, todisplay the Directory bar, and to move forward and

backward to previously accessed windows. Choose to open a project in Read Only, Shared, or

Exclusive mode.

A project consists of enterprise and project-specificdata.

View activity data in the Activities window andcustomize the top and bottom layouts.

Use layouts to easily view data specific to yourneeds. You can customize layouts by selectingcolumns and by specifying top/bottom layouts.

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Closing a Project (cont.)

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Closing a Project



Key Concepts Activity Details, arranged in tabs, displays detailed

information for the activity highlighted in the Activity Table or Activity Network.

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Closing a Project (cont.)

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Enterprise Project

StructureLesson 4

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Lesson Objectives



Describe the components that comprise theEnterprise Project Structure

View the EPS

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The Enterprise Project Structure (EPS) is ahierarchy used to organize projects.

The EPS is made of roots and nodes.

Each root in the EPS can be subdivided into manynodes.

Nodes represent different levels within the structure. All projects must be included in a node.

Each node can contain an unlimited number of projects.

Projects always represent the lowest level of thehierarchy.

Placement of a project in the hierarchy determines thesummary level in which it is included.

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Opening the EPS



You can use the Enterprise Project Structuredialog box to define the EPS.

The three fields to enter when adding an EPSnode are:

EPS ID - Identifies the selected EPS node.

EPS Name - Description of the selected EPS node.

Responsible Manager - Use this field to select anOBS (Organizational Breakdown Structure) elementto associate with the selected level of the EPS.

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Opening the EPS

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Benefits of the EPS



The EPS offers many benefits, including theability to:

View project priorities, scope, budgets, andresources across the entire project structure orwithin a specific node.

Manage projects separately while retaining theability to roll up and summarize data across multipleprojects.

Each node acts as a master project, rolling up all"child" nodes and projects.

A node can be opened to view all detailed activityinformation from the "member" projects.

View resource allocation across projects.

Assign security at any level of the project structureto provide users with appropriate access to project

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Key Concepts



The EPS is a hierarchy that represents the

management and organization of projects in yourcompany.

In the EPS, the root is the top level and can besubdivided into nodes. Each node represents a levelin the project structure that can hold another node

or a project. Projects represent the lowest level of the hierarchy.

The EPS enables you to view project data across theentire project structure or within a specific node.

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Creating a Project

Lesson 5

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Lesson Objectives



Create a project

Navigate in the Projects window

View and modify information in Project Details

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Creating a Project



A project can be created using a variety of methods:

Create a New Project wizard:

Create the project.

Create the Work Breakdown Structure (WBS).

Add activities.

Assign resources and costs.

Project Architect:

Create the project from a methodology (template).

Review and adjust the WBS.

Review and adjust activities. Assign resources and costs.

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Creating a Project

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Create a New Project Wizard



The Create a New Project wizard can assist youin creating a project.

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Create a New Project Wizard

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Create a New Project Wizard (cont )



Entering Project Name

The name of the project is Office BuildingAddition. You can shorten the name to create theProject ID, BLDG.

Project ID - Type a unique ID in this field.

Project Name - Type a new name in this field. (TheProject Name field does not require a unique name.)

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Create a New Project Wizard (cont.)

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Entering Project Start and End Dates

Use the calendar to select Planned Start andMust Finish By dates for the project.

The Must Finish By field is not mandatory. Youcan assign a project Must Finish By date at anypoint in the project life cycle in the Dates tab inProject Details.

To navigate in the calendar: When you launch the calendar, the current

month/year is displayed. To navigate to a differentyear, click the Month/Year section in the calendar,and then use arrows to scroll to the desired year.

Click the desired month and date, and then clickSelect.

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Entering Responsible Manager

The Responsible Manager, selected from theOrganization Breakdown Structure (OBS), is theindividual responsible for the work.

The OBS is a hierarchical arrangement of anorganization's project management structure,either as roles or individuals. The OBS can beconfigured to represent a detailed organizationalbreakdown (with employee names) or a more

general framework where departments, teams,or types of responsibility are modeled in thestructure.

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Selecting Assignment Rate Type

Specify the Assignment Rate Type for newresource assignments. The default rate typedetermines which price/unit is set on a resourceassignment. Values in the Rate Type drop-down

list reflect rate types defined in the Rate Typestab in Admin Preferences.

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Running Project Architect

Project Architect helps you to create a projectfrom an existing methodology or projecttemplate. You will create the Office BuildingAddition project anew, without the use of a

methodology.

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Projects Window



The project has been created and opened.

To view high-level information about the project,navigate to the Projects window, which displaysthe projects within the EPS that you can access.

You can also:

Open, create, and save project layouts.

Group projects by the Enterprise Project Structure,project codes, or other project-related items.

Filter projects.

Modify column data.

The table below lists key navigation items in theProjects window. Numbers in the tablecorrespond to those in the screenshot.

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Projects Window

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Project Details



Project Details is located in the bottom layout of

the Projects window. It can be used to define theproject properties and defaults that are appliedto the selected project.

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Project Details

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Project Details (cont.)



General Tab

The General tab enables you to view or modifygeneral information about the selected project.Project ID, Project Name, and ResponsibleManager can be set when you create the project,

or you can change them here. The remainingfields are set by default.

Fields in the General tab: Project ID - Short, unique identifier for the project.

Project Name - Name of the project.

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General Tab

Status - Indicates project status based on the tablebelow:

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StatusStatus Indicates project is ...Indicates project is ...

Planned Being analyzed before establishingpermanent plan.

Active Currently being worked on.

Inactive Completed or on hold.

What-if Used as test scenario.




General Tab Responsible Manager - Individual, selected from the

OBS, who is responsible for the project.

Risk Level - Indicates the overall risk in performingthe project. You can use the risk level to organize,filter, and report on projects within the project

structure. You can enter a value between Very Highand Very Low; the default is Medium.

Leveling Priority - User-defined rank of the projectagainst all other projects, based on its importance tothe organization. You can enter a value between 1

and 100. The highest rank is 1; the default is 10. Check-out Status - Indicates whether the project is

checked in or checked out.

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General Tab Checked Out By - Displays the user that checked out

the project.

Date Checked Out - Indicates the date and time theuser checked out the project.

Project Web Site URL - Displays the project's Website address.

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Dates Tab

The Dates tab enables you to edit dateinformation for the selected project. The PlannedStart and Must Finish By dates can be set whenyou create the project, or you can change them

here. Fields in the Dates tab:

Planned Start - Planned start date of the project.

Data Date - Date used as the starting point for

schedule calculations. Must Finish By - Date indicating the desired project

end date.

Finish - Non-editable field indicating the latest earlyfinish date calculated when the project was last

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Dates Tab Anticipated Start and Anticipated Finish - Expected

dates that can be entered while planning the projectat a high level.

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Notebook Tab

The Notebook tab enables you to write, view, oredit project notes such as the project's purpose,core requirements, or other project-specificdetails.

Fields in the Notebook tab: Notebook Topic - List of topics assigned to the

selected node/project.

Detail - User-defined description of the selected

topic. You can use HTML editing features, includingformatting text, inserting pictures, copying, pasting,and adding hyperlinks.

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Codes Tab

The Codes tab enables you to assign projectcode values to the selected project.

Project codes allow you to group the projects inthe EPS to specific categories, such as location or

division. Unlimited hierarchical project codes are supported.

Allows for summarization of large amounts of information across projects.

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Type Ahead and Search in Dialog Boxes

The Search field in dialog boxes throughoutPrimavera offers a faster alternative to scrollingthrough a long list of values:

Search - Type in the Search field and then press

Enter to search for a value. Type ahead - Type in the Search field and, as you

type, values that match begin with the letters youhave typed are displayed in the dialog box.

Below, you will type ahead to find the projectcode value Comm-Commercial.

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Defaults Tab

The Defaults tab is divided into two sections: Defaults for New Activities - Indicates the settings

that will be used when new activities are added tothe project. Note that changing these settings will

not affect existing activities. Auto-numbering Defaults - Sets how new activities

will be numbered in your project.

When the Increment Activity ID based on selectedactivity field is marked, the prefix or suffix of theselected activity is applied to the activity that is beingadded.

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Defaults Tab

For the activities in the Office Building Additionproject, you will set the prefix to BA, and verifythe suffix as 1000 and the increment as 10.When adding activities, the first activity ID will

be numbered BA1000, the second activity ID willbe BA1010, etc. This numbering structure relatesactivities to the project, which is especiallyhelpful when viewing activities from different

projects.

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Settings Tab

The Settings tab consists of three sections: Summarized Data - Identifies the date and the level

to which the project was last summarized.

Project Settings - Sets the character used to

separate WBS levels; identifies the month in whichthe fiscal year begins; and specifies the baselineused in earned value calculations.

Define Critical Activities - Identifies which activitiesare displayed as critical, either longest path or a

value of Total Float.

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Calculations Tab

Use this tab to specify how to calculate cost andresource use when you update activities. Twofields of note:

Recalculate Actual Units and Cost when Duration %

Complete Changes - Mark to calculate actual unitsand costs as Actual (units or costs) = Budgeted(units or costs) * Duration % Complete

Primavera performs these calculations whenever youupdate the Duration % complete.

Values you specify override the application'scalculated values. If you clear the checkbox, theapplication does not estimate actuals and the actualfields remain blank unless you specify values.

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Calculations Tab Link Actual and Actual This Period Units and Cost -

Mark this checkbox to recalculate actual or actualthis period units and costs when one of these valuesis updated. This option is selected by default.

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Key Concepts You can create a project with the New Project

wizard, import a file, copy an existing file, or useProject Architect to create a project from an existingtemplate.

Once the project is created, use the Projects windowto view high-level information for projects you canaccess.

Use Project Details tabs in the Projects window todefine default settings and properties for theselected project, such as the anticipated start and

finish dates.

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Creating a Work

Breakdown StructureLesson 6

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Lesson Objectives



Define a Work Breakdown Structure

Create multiple levels of a WBS hierarchy

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Work Breakdown Structure



The Work Breakdown Structure (WBS) is a

hierarchical arrangement of the products andservices produced during, and by, a project. Itenables you to divide a project into meaningfuland logical pieces for the purpose of planning

and control. Each project has a unique WBS hierarchy.

The root level of the WBS is equal to the Project ID andProject Name.

Elements within the WBS have a child/parent

relationship, which means that you can roll up andsummarize information from the lower levels.

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Work Breakdown Structure

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Viewing WBS Elements



When a project is created, a root level WBS

element is added with the same ID and name asthe project.

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Creating the WBS Hierarchy



WBS elements added to the root level element

are automatically indented to form the secondlevel of the hierarchy.

When you create a new WBS element, it isindented as a "child" of the WBS element that is

currently selected. If you add a WBS element to the wrong level or

in the wrong order, you can use the indentationkeys located on the Command bar to adjust the

structure of the WBS hierarchy. The "child" WBS inherits attributes from the

"parent" WBS. This is illustrated below, when theWBS element you create, Elevator, inherits the

responsible manager of its parent, Mechanicals. 74 L

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6

Creating the WBS Hierarchy (cont.)



You can determine the level that WBS elements

group to by right-clicking in the WBS window andchoosing Collapse To.

Right-click in the WBS window and click ExpandAll or Collapse All to expand or collapse elements

of the WBS.

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Key Concepts



The Work Breakdown Structure is a hierarchical

arrangement of the products and services producedduring and by a project.

The highest level of the WBS is the project, and thelowest level consists of the individual activitiesrequired for the deliverables.

Create the WBS in the Work Breakdown Structurewindow. Use the indentation keys to form variouslevels in the WBS.

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Adding Activities

Lesson 7

81

Lesson Objectives



Describe an activity and its components

Describe activity types

Add activities

Add a Notebook topic to an activity

Add steps to an activity Assign activity codes to activities

81 L

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Activities



Activities are the fundamental work elements of

a project. They are the lowest level of a WBS andthe smallest subdivision of work that directlyconcerns the project manager.

Most detailed work unit tracked in a project

schedule. Contains all information about the work to be

performed.

Also known as a task, item, event, or work package.

82 L

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A ti it C t



Activity Components

82 L

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Adding Activities



Use the Activities window to create, view, and

modify activities for the selected project. To addan activity to a project, perform one of thefollowing actions:

In the Command bar, click Add.

In the Edit menu, click Add. Press Insert on the keyboard.

Right-click and click Add.

83 L

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The New Activity Wizard



The New Activity wizard walks you through the

process of adding an activity. Once you becomefamiliar with the process, you can disable thewizard in User Preferences and manually addactivities to the project.

84 L

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Adding Activities via ActivityWizard



While in the Activities window, you can click Add

in the Command bar to add new activities. TheNew Activity wizard appears only when you clickAdd in the Command bar.

Type a unique Activity ID and Activity Name, for

each activity that you add. You will assign theactivity to the Design and Engineering WBSelement.

85

Wizard

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Adding Activities via ActivityWizard (cont )



Activity Type:

Start Milestone - This type is typically used tomark the beginning of a phase or tocommunicate project deliverables.

Zero-duration activity.

Only has a start date. You can assign constraints, steps, expenses, work

products, and documents.

You can assign a primary resource.

You cannot assign roles.

87

Wizard (cont.)

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Adding Activities via ActivityWizard (cont.)



Activity Type:

Finish Milestone - This type is typically used tomark the end of a phase or to communicateproject deliverables.

Zero-duration activity.

Only has a finish date. You can assign constraints, steps, expenses, work

products, and documents.

You can assign a primary resource.

You cannot assign roles.

87

Wizard (cont.)

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Activity Type:

Task Dependent - This type is typically usedwhen the work needs to be accomplished in agiven time frame, regardless of the assignedresources' availability.

The activity's resources are scheduled to workaccording to the activity calendar.

Duration is determined by the assigned calendar'sworkweek.

87

Wizard (cont.)

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Example of how Primavera calculates the duration



when activity type is task dependent.

Monday Tuesday Wednesday Thursday Friday

Resource Calendar 1

Resource Calendar 2

Resource Calendar 3

Activity Calendar

Task Dependent XX

2 Day (X) Activity

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Activity Type:

Resource Dependent - This type is typicallyused when multiple resources assigned to thesame activity can work independently.

The activity's resources are scheduled according to

the individual resource's calendar. Duration is determined by the availability of the

resources assigned to work on the activity.

87

Wizard (cont.)

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Example of how Primavera calculates the duration



2 Day (X) Activity

when activity type is resource dependent.

Monday Tuesday Wednesday Thursday Friday

Resource Calendar 1

Resource Calendar 2

Resource Calendar 3

Activity Calendar

Task Dependent XX

Resource Dependent X XX

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Assigning Activity Type

Level of Effort - This type is typically used forongoing tasks dependent on other activities.

Duration is determined by its predecessor andsuccessor activities, and its assigned calendar.

Examples include clerical work, a security guard andmeetings.

You cannot assign constraints. (Constraints arediscussed in a future lesson).

88

( )

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Assigning Activity Type

WBS Summary - This type is used to summarizea WBS level.

The WBS summary activity comprises a group of activities that share a common WBS level.

The dates calculated on a WBS summary activity arebased on the earliest start date of the activities inthe group and the latest finish date of theseactivities.

The WBS summary activity duration is calculated

based on its assigned calendar. You cannot assign constraints to WBS summary

activities.

88

( )

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Completing the New Activity Wizard

You have just added your first activity. You willnot use the wizard to help you create additionalactivities.

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Adding an Activity via ActivityDetails



You can use the Activity Details tabs to add an

activity, and then enter additional informationabout the activity. When adding an activity, firstselect either the WBS band in which the activitywill reside, or select an existing activity in the

WBS band.

90L

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Adding an Activity via ActivityDetails (cont.)



General Tab

Use the General tab to assign basic informationabout the activity, including Activity Type,discussed earlier in this lesson.

91L

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Adding an Activity via ActivityDetails (cont.)



Notebook Tab

The Notebook tab enables you to assign notes toan activity. Notebook topics are typicallyinstructions or descriptions that further describethe activity according to specific categories of

information.

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Adding an Activity via Columns



You can use the columns in the Activity Table to

add an activity and then enter additionalinformation about it.

94L

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Adding Steps to an Activity



Activity steps allow you create a checklist for the

activity, and then track the completion of eachstep. Often, steps provide a list of proceduresrequired to complete the activity and provideextra guidance to resources assigned to the

activity. Assign an unlimited number of steps per activity.

Steps can be marked completed in Primavera and bythe primary resource in timesheets.

Steps do not have duration estimates or dates.

Each step can have an additional explanation in thetext area on the right side of the Steps tab.

The Review and Approve Designs activity can bebroken down into two steps.

97L

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Step Templates



Activity step templates enable you to define a

group of steps common to multiple activities andthen assign the step template to activities.

If a commonly used step or set of steps havealready been defined for an activity, you can

convert the steps to a template.

99L

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Activity Codes



Activity codes enable you to classify and

categorize activities according to yourorganizational and project needs.

You can use activity codes to view and roll upactivities in the Activity Table; build reports in

the Report wizard or Report Editor; organize alayout by grouping activities into specificcategories; and select and summarize activities.Examples of activity codes include Phase, Area,Site, and Division.

100L

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Activity Codes (cont.)



Activity codes can be defined in three levels:

Global-level - Available to all activities in thedatabase.

Create an unlimited number of global-level activitycodes.

Organize activities within a project or across the

project structure. EPS-level - Available to all activities within the EPS

node and its children.

Create an unlimited number of EPS-level activitycodes.

Organize activities within a project or across a portionof the EPS.

Project-level - Available to activities only in theproject in which the code is created.

Create up to 500 activity codes per project.

Filter and organize activities based on unique, project-100L

e s s o n 7

Activity Codes (cont )




Each activity code (global, EPS, and project) may containan unlimited number of activity code values, which can beorganized in a hierarchy.

100L

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TypeType Can be assigned toCan be assigned to NumberNumber

Global-level

Activities in all projects Unlimited

EPS-level Activities within EPS in which code

was created, and EPS children

Unlimite

d

Project-level

Activities in project in which codewas created

500




Assigning Activity Codes to an Activity

Assign activity code values in the Activitieswindow.

Add a column for the activity code in the Activity Table.

Use the Codes tab in Activity Details.

100L

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Assigning Activity Codes to Multiple Activities

Use the Command bar to assign an activity codeto multiple activities.

102L

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Calendar Assignments



Calendars can be created and assigned to each

activity and resource. Calendar assignments areused to schedule activities and level resources.

An unlimited number of calendars can be created.

The Activity Type determines whether the activitycalendar or resource calendar is used duringscheduling.

103L

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Calendar Assignments (cont.)



Calendar Types

There are three calendar types: Global calendar

Contains calendars that can be used by all projects inthe database.

Available for all resources and activities in thedatabase.

Resource calendar

Contains separate calendars for each resource.

Project calendar

Contains a separate pool of calendars for each project. Available for the current project only.

103L

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Calendar Assignments (cont.)



Calendar Assignments

Use the Select Activity Calendar dialog box toselect the calendar that is used for an activity inthe project.

For example, in this project, the default calendar

assigned to all activities is theStandard 5 DayWorkweek. You will view the available calendarson the Design Building Addition activity.

104L

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Creating Relationships

Lesson 8

109

Lesson Objectives



Create a network logic diagram

Differentiate between the four relationship types Create relationships in the Activity Network

Create relationships in Activity Details

109L

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Network Logic Diagram



A network logic diagram is a logical

representation of all the activities in a projectshowing their dependency relationships.

110L

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Network Logic Diagram (cont.)



Precedence Diagramming Method

Precedence Diagramming Method (PDM) is atechnique for creating network logic diagrams.

A box or rectangle represents an activity.

Lines with arrows connect the boxes and represent

the logical relationships between the activities. Predecessor - Controls the start or finish of another

activity.

Successor - Depends on the start or finish of anotheractivity.

Start with either the first activity in the network andenter each successor, or start with the last activity inthe network and enter each predecessor.

110L

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Network Logic Diagram (cont.)



g g ( )

Precedence Diagramming Method

110L

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Relationship Types



There are four relationship types. In the following

diagrams, activity A represents the predecessorand activity B represents the successor.

Finish-to-Start (FS) - When A finishes, B can start.

Start-to-Start (SS) - When A starts, B can start.

Finish-to-Finish (FF) - When A finishes, B can finish.

Start-to-Finish - When A starts, B can finish.

111L

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Relationships with Lag



Lag specifies an offset or delay between an

activity and its successor. It can be added to anytype of relationship and have a positive or anegative value.

Lag is scheduled based on the calendar selected

in the General tab in Schedule Options dialogbox. (In the Tools menu, click Schedule, and thenclick Options to access the Schedule Optionsdialog box.)

There are four calendar options for schedulinglag: Predecessor activity calendar

Successor activity calendar

24-hour calendar

112L

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Relationships with Lag (cont.)



Below are two examples of relationships with

lag: Finish-to-Start with Lag - The following example

shows that the Construct Building Foundationactivity must be finished for seven days before theConstruct Building Exterior and Structure activity

can start. (FS7 indicates there is a finish-to-startrelationship with 7 days of lag.)

Start-to-Start with Lag - The following exampleshows that the Install Interior Belt Conveyors activitycan start five days after the Construct Building

Exterior and Structure activity starts. (SS5 indicatesthere is a start-to-start relationship with 5 days of lag.)

112L

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Creating Relationships in theActivity Network



The Activity Network is useful when sequencing

activities because it displays the activitiesgraphically as you create relationships.

113L

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Creating Relationships in theActivity Network (cont.)



Creating a Start-to-Start Relationship

You can create a relationship between activitiesby clicking and dragging your mouse betweenthe two activities.

The left edge of the activity represents the start of

the activity. The right edge of the activity represents the finish of

the activity.

114L

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Creating Relationships in ActivityDetails



You can also use the Relationships tab to create

relationships. When creating a relationship inActivity Details, the default relationship type isFinish-to-Start.

Activities in the Assign Successors dialog box can

be grouped and sorted in a variety of ways,including by EPS and by List. In the DisplayOptions bar, click Group and Sort By to viewoptions.

115L

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Creating Relationships in ActivityDetails (cont.)



Assigning Lag

Although the default relationship type is Finish-to-Start with zero days of lag, you can use thecolumns on the Relationships tab to makeadjustments to the relationship type or to assign

lag.

117L

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Viewing Relationships in GanttChart



You can also view/modify relationships in the

Activity Table and Gantt Chart. Activity Table - Displays the Predecessors and

Successors columns.

118L

e s s o n 8

Viewing Relationships in GanttChart (cont.)



Key Concepts

Use the Precedence Diagramming Method to createa network logic diagram to show the relationshipsbetween activities. Build the diagram using boxes orrectangles that represent activities, and createlogical relationships between the activities,

specifying the predecessor and successor activityrelationships.

There are four relationship types: Finish-to-Start,Start-to-Start, Finish-to-Finish, and Start-to-Finish. The default relationship type is Finish-to-Start.

Use lag to specify a delay between an activity andits successor.

You can create relationships in the Activity Networkvia a graphical display, or in the Relationships tab inActivity Details.

120L

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Scheduling

Lesson 9

121

Lesson Objectives



Perform a forward and backward pass

Describe float and its impact on a schedule Identify loops and open ends

Calculate a schedule

Analyze the scheduling log report

121L

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Critical Path Method Scheduling



The Critical Path Method (CPM) scheduling

technique is utilized to calculate projectschedules. CPM uses activity durations andrelationships between activities to calculateschedule dates. This calculation is done in twopasses through the activities in a project.

122L

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Critical Path Method Scheduling(cont.)



Critical Path

The critical path is the series of activities thatdetermines a project's completion date.

The duration of the activities on the critical pathcontrols the duration of the entire project. A delay toany of these activities will delay the Finish date of

the entire project. Critical activities are defined by either the total float

or the longest path in the project network.

122L

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What is the Data Date?



The data date is the date that is utilized as the

starting point for schedule calculations. It is the dateused to schedule all remaining work.

During the Planning phase the data date shouldmatch the project Start date.

123L

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Data DateLine

Data Date

Schedule

J AJJMAMF S



Time

Time

Time

Resource

Cost

ResourceQuantity(person-days)

$

OPN

L

e s s o n 9

Scheduling Concepts (cont.)



Forward Pass

The forward pass calculates an activity's early dates. Early dates are the earliest times an activity can

start and finish once its predecessors have beencompleted.

The calculation begins with the activities without

predecessors. Early Start (ES) + Duration - 1 = Early Finish (EF)

124L

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A5



Forward pass

C

B

5

15

10

ES

EF

EF

ES

ES EF

55

1010

1111 2525

11

11

124

L

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Backward Pass

The backward pass calculates an activity's latedates.

Late dates are the latest times an activity can startand finish without delaying the end date of theproject.

The calculation begins with the activities withoutsuccessors (activity C in the graphic below).

For projects without a Must Finish By date, activitieswithout successors are assigned a Late Finish equalto the latest calculated Early Finish date (25 in the

graphic below). Late Finish (LF) - Duration + 1 = Late Start (LS)

125L

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Backward pass



A

C

B

5

15

10

ES 1

EF 25

EF 5

ES 11

ES 1 EF 10

LS LF

LFLS

LS LF

25251111

101011

101066

125

L

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Total Float

The amount of time an activity can slip from its earlyStart without delaying the project.

The difference between an activity's late dates andearly dates.

Activities with zero Total Float are critical.

Late date - Early date = Total Float (TF)

An activity's Total Float is automaticallycalculated each time you schedule the project.

You cannot edit an activity's float values directly.

The critical path is the series of activities thatdetermines a project's completion date. ActivitiesB and C are on the critical path in the graphicbelow.

126L

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LFLS Total Float



Positive float

Zero float

(critical)

Negative Float(extremelycritical)

Positive float

Negative float

ES EF

EFES

EFES

LS

LS

LF

LF

126

L

e s s o n 9

LF 10LS 6

Backward pass



A

C

B

5

15

10

ES 1

EF 25

EF 5

ES 11

ES 1 EF 10

LS 11 LF 25

LS 1 LF 10

TF =

TF =

TF =

Forward pass

00

00

55

C r i t i c

a l P a t

h

C r i t i c

a l P a t h

127

L

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Backward Pass with Required Finish

One of the most common project scenarios is arequired finish date for the project.

Used only during the backward pass.

Required finish date specifies when the project mustfinish regardless of the network's duration and logic.

Late Finish - Duration + 1 = Late Start

128L

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Backward pass

Critical ActivitiesCritical Activities



A

C

B

5

15

10

ES 1

EF 25

EF 5

ES 11

ES 1 EF 10

LS LF

LFLS

LS LF

TF =

TF =

TF =

66

55-4-4

5511

-5-5

00

-5-5

2520*20*

Must FinishBy: Day 20*

128

L

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Critical ActivitiesCritical Activities

Which activities are critical basedon Total Float?

Backward pass



A

C

B

5

15

10

ES 1

EF 25

EF 5

ES 11

ES 1 EF 10

LS LF

LFLS

LS LF

TF =

TF =

TF =

66

55-4-4

5511

-5-5

00

-5-5

2520*20*

Must FinishBy: Day 20*

128

L

e s s o n 9

L o n g e s

t P a t h

L o n g e s

t P a t h

Which activities are critical basedon Longest Path?

Circular Relationships (Loops)




Loops indicate circular logic between twoactivities.

Primavera will not calculate a schedule until

the loop is eliminated.

A dialog box is displayed listing the activities

in the loop

BA1010BA1010 BA1030BA1030BA1020BA1020

Circular Relationships (Loops)

129

L

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d




Open Ends

Open Ends are activities without a predecessor orsuccessor.

No predecessor - Activity uses data date as its EarlyStart.

No successor - Activity uses project finish as its Late

Finish Open-ended activities can portray an unrealistic

amount of positive total float.

130L

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Open Ends cont.



10 70

80 9030 50 6020

40

START

FINISH

NOTE: Primavera recommends that each project

have only two open ends, the start milestone

activity and the finish milestone activity.130

L e s s o n 9

Open Ends cont.



10 70

80 9030 50 6020

40

START

FINISH

Notice the relationship between activity 30 and

50 is missing, creating two additional open ends.

What will happen when this network is

Oops!Openends.

130

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Wh h d l j t ti it d t

Scheduling a Project



When you schedule a project, activity dates are

calculated according to durations and logic. Mark the Log to file checkbox to record

scheduling results in a log file (.txt).

After you schedule the project, note the change

in the position of activities on the Gantt Chart.Activities are displayed according to theircalculated start and finish dates. Criticalactivities are displayed in red.

131 L e s s o n 9

S h d l L

Scheduling a Project (cont.)



Schedule Log

The Schedule Log records scheduling results,including:

Scheduling/leveling settings

Statistics

Errors

Warnings

Scheduling/leveling results

Exceptions

132 L e s s o n 9

A ti it h l ti hi f

Driving Relationships



An activity may have a relationship from a

predecessor that determines its Early Start. Thislogic tie is called a driving relationship.

A solid relationship line indicates a drivingrelationship.

A dashed relationship line indicates a non-driving

relationship. BA3040 and BA3050 do not drive the start of BA3070.

BA3060 drives the start of BA3070.

133 L e s s o n 9

Key Concepts



After relationship logic has been defined, schedulethe project to determine when the activities will takeplace.

Schedule dates can be calculated based on thecritical path, a series of activities that determine a

project's completion date. When scheduling using the Critical Path Method,

activity Early Start and Finish dates are calculatedduring a forward pass, and the Late Start and Finishdates are calculated during the backward pass.

The data date is used as a starting point whenscheduling all remaining work for the project.

After scheduling, activities will have a total float thatrepresents the amount of time an activity can bedelayed without delaying the project.

139 L e s s o n 9

Ke Concepts

Driving Relationships (cont.)



Key Concepts

After scheduling, results are recorded in a ScheduleLog.

139 L e s s o n 9



Assigning Constraints

Lesson 10

141

Apply an overall deadline to a project

Lesson Objectives



Apply an overall deadline to a project

Apply a constraint to an individual activity Add notebook topics to constrained activities

Describe the available constraint types

141 L e s s o n 1

0

Constraints are imposed restrictions used to

Constraints



Constraints are imposed restrictions used to

reflect project requirements that cannot be builtinto the logic.

Use constraints to build a schedule that moreaccurately reflects the real-world aspects of the

project, provide added control to the project, andimpose a restriction on the entire project or anindividual activity

Constraints are user-imposed.

Two constraints can be assigned to an activity.

After applying a constraint, the project must berescheduled to calculate the new dates.

142 L e s s o n 1

0

Must Finish By

Commonly Used Constraints (cont.)



Must Finish By

Used when an overall project deadline must be met. Forces all activities in the project to finish by the

date (and time) specified.

By default, the time associated to the Must Finish Bydate is set to 12:00 am. This means that if the project

must finish by the end of day on 1-Nov, assign a MustFinish By of 02-Nov.

Affects the total float of the entire project.

Must be applied in the Dates tab in Project Details.

The current Early Finish of Building Addition

project is 17-Nov-10. You will apply a Must FinishBy constraint of 02-Nov-10.

The next step is to reschedule the project to seethe effect of the imposed deadline on the late

143 L e s s o n 1

0

Used to set the earliest date an activity

Start On or After




can begin. Forces the activity to start no earlier

than the constraint date

Pushes the early start to the constraintdate

Affects the early dates of its successors

AA

LFLFLSLS

EFEFESES

BB

LFLFLSLS

EFEFESESES *ES *

145 L e s s o n 1

0


Start On or After




can begin. Forces the activity to start no earlier

than the constraint date

Pushes the early start to the constraintdate

Affects the early dates of its successors

AA

LFLFLSLS

EFEFESES

BB

LFLFLSLS

EFEFESES

AA

EFEFESES **

BB

EFEFESES

145 L e s s o n 1

0

Adding Notebook Topic




Adding Notebook Topic

When a constraint is assigned to an activity, it isrecommended that you add a note to documentwhy the constraint was assigned. You can usethe Notebook tab in the Activities window to

document these reasons.

147 L e s s o n 1

0

Used to set intermediate completion

Finish On or Before




points Forces the activity to finish no later than

the constraint date

Pulls the late finish date to theconstraint date

Affects the late dates of its

predecessorsAA

LSLS

EFEFESES

BB

LFLF LSLS

EFEFESES

LFLFLF *LF *

148 L e s s o n 1

0


Finish On or Before




points Forces the activity to finish no later than

the constraint date

Pulls the late finish date to theconstraint date

Affects the late dates of its

predecessorsAA

LSLS

EFEFESES

BB

LFLF LSLS

EFEFESES

LFLF

AA

LSLS

BB

LFLF LSLS LF *LF *

148 L e s s o n 1

0

Start On




Start On

Forces the activity to start on the constraint date. Shifts both Early and Late Start dates.

Delays an Early Start or accelerates a Late Start.

Used to specify dates submitted by contractors orvendors.

150 L e s s o n 1

0

Start On or Before




Start On or Before

Forces the activity to start no later than theconstraint date.

Shifts the Late Start to the constraint date.

Affects the late dates of its predecessors.

Used to place a deadline on the start of the activity.

150 L e s s o n 1

0

Finish On




Finish On

Forces the activity to finish on the constraint date. Shifts both Early and Late Finish dates.

Delays an Early Finish or accelerates a Late Finish.

Used to satisfy intermediate project deadlines.

150 L e s s o n 1

0

Finish On or After




Finish On or After

Forces the activity to finish no earlier than theconstraint date.

Shifts the Early Finish to the constraint date.

Affects the early dates of its successors.

Used to prevent an activity from finishing too early.

150 L e s s o n 1

0

As Late As Possible




As Late As Possible

Delays an activity as late as possible withoutdelaying its successors.

Shifts the early dates as late as possible.

Also called a zero free float constraint.

150 L e s s o n 1

0

Mandatory Start and Finish




Mandatory Start and Finish

Forces early and late dates to be equal to theconstraint date.

Affects late dates of predecessors and early dates of successors.

May violate network logic.

150 L e s s o n 1

0

Key Concepts




Key Concepts

Assign constraints to activities and projects to reflectreal-world restrictions.

A maximum of two constraints can be assigned to anactivity.

The Must Finish By constraint is used when an

overall project deadline must be met. Use the Start On or After constraint to set the

earliest date an activity can begin.

151 L e s s o n 1

0



Maintaining the ProjectDocuments Library

Lesson 11

153

Describe the difference between a work product

Lesson Objectives



Describe the difference between a work product

and a reference document Create a document record Link the document record to a project document

or work product

Assign the project document to an activity orWBS

153 L e s s o n 1

1

The Work Products and Documents window

Project Documents



The Work Products and Documents window

enables you to maintain general informationabout project documents, including links to theactual document files. Documents are organizedhierarchically to enhance categorization.

You can catalog and track project-relateddocuments and deliverables, and providestandards and guidelines for performing work onan activity.

Store documents on a network file server or Web

site. Maintain general information about project

documents such as version, revision date, andauthor.

Create a link to the actual document file.154

L e s s o n 1

1

Documents can be designated as a work product

Project Documents (cont.)



g p

or reference document: Work product - Includes project or activity

deliverables that will be turned over to the end useror customer. Examples: CAD files, testing plans, andblueprints.

Reference document - Includes documents that canbe referenced by a project participant to providestandards and guidelines for performing work.Examples: guidelines, policies, procedures, designtemplates, checklists, and worksheets.

154 L e s s o n 1

1

Documents do not reside in the Primavera

Creating a Document Record



database. To access documents via Primavera, adocument record must be created in the WorkProducts and Documents window.

155 L e s s o n 1

1

Files Tab

Creating a Document Record (cont.)



After you add a document record, you mustestablish a link to the document by specifying afile path. There are two kinds of documentlocation references:

Private Location - References can be viewed only byPrimavera client/server application users. Examplesinclude invoices, purchase orders, or contracts.

Public Location - References can be viewed by allproject participants, including timesheet users.Examples include procedure guidelines or projectchecklists.

157 L e s s o n 1

1

Assigning a Project Document to an Activity




g g j y

Project documents can be assigned to both WBSelements and activities. For example, during aproject's planning phase, you may assign adocument to a WBS element. As the details of your project develop, you can assign the samedocument to activities.

158 L e s s o n 1

1

Viewing Document Details




g

Use the Work Product and Document Detailsdialog box to view details about and/or open theselected work product or document. Fields in thedialog box are summarized below:

Title - The name of the selected work product ordocument.

Author - The name of the person who created theselected work product or document.

Version - The selected work product or document's

version number. Date - The entered Revision Date.

Private/Public Location - The selected work productor document's file name.

Launch Private/Public Location - Opens the work

' 160 L e s s o n 1

1

Viewing Document Details




g

Description - A narrative description of the selectedwork product or document.

160 L e s s o n 1

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Key Concepts




y p

Documents do not reside in the Primavera database. To access documents via Primavera, a documentrecord must be created in the Work Products andDocuments window.

After adding a document record, specify its private

and/or public location. Specifying a public locationenables all project participants to view thedocument.

You can designate a document as a work product orreference document and assign it to an activity or

WBS element. Maintain general information of each project

document such as version, revision date, andauthor.

161 L e s s o n 1

1



Formatting Schedule Data

Lesson 12

163

Group activities according to a specific criteria

Lesson Objectives



Sort activities Apply a filter

Create a filter

163 L e s s o n 1

2

Grouping is a flexible way to organize data into

Grouping Data



categories that share a common attribute. You can group data to create customized

layouts. You can also use grouping to quicklyview subtotal data in the group title bands, viewsummary bars in the Gantt Chart, andsummarize data for reporting purposes.

Grouping is available in all windows and most dialogboxes.

Each window or dialog box has its own grouping

options. Some windows have customized/pre-defined groups.

Activities can be grouped by hierarchical fields suchas WBS, activity codes, and project codes.

Activities can be grouped by data fields such as

dates costs Total Float and other numeric data164 L

e s s o n

1 2

Group and Sort Dialog Box

Grouping Data (cont.)



The Group and Sort dialog box is used to set upthe organization of activities on the screen.

Show Group Totals - Choose to display or hide thetotal values for grouping bands. If you mark theShow Group Totals checkbox, you have the

additional options to Show Grand Totals and ShowSummaries Only.

Show Grand Totals - Mark to display a grand total rowat the top of the layout.

Show Summaries Only - Mark to hide the activities

within each group title band. Shrink Vertical Grouping Bands - Minimize the width

of the vertical grouping bands displayed in theActivity Table. This setting is available in windowsthat have the Group and Sort by, Customize layout

ti165 L

e s s o n

1 2





Group By - Lists data items used to group thecurrent display.

Indent - Available if the selected data item ishierarchical.

To Level - Indicates the number of levels to displaywhen grouping by a hierarchical data item.

Group Interval - Indicates the interval by which youwant to group the selected data item.

Font & Color - Displays the font/color for each grouptitle band.

Hide if empty - Mark to hide the group title bands

that do not contain activities.

165 L e s s o n

1 2





Sort Bands Alphabetically - Mark the checkbox tosort the grouping bands alphabetically rather thantheir order in their respective hierarchy. Thischeckbox is disabled for any grouping that is nothierarchical.

Show Title - Mark to display the name of the fieldthat the layout is grouped by; the value is alsodisplayed.

Show ID/Code - Mark the checkbox to display the IDor code value on the grouping band.

Show Name/Description - Mark the checkbox todisplay the name or description on the groupingband.

165 L e s s o n

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Grouping by Date




Grouping a layout by date allows you to identifyactivities that are scheduled to occur within aparticular time period.

167 L e s s o n

1 2

Collapsing/Expanding Grouped Data




Collapse group bands to control the level of detail you are viewing. This functionality isespecially useful if you want to focus on aspecific portion of the layout.

In the Activity Table, view summary information forthe displayed columns.

In the Gantt Chart, summary bars are displayed torepresent the Start/Finish dates in each group band.

168 L e s s o n

1 2

Sorting determines the sequence in which

Sorting Activities



activities are listed within each grouping band.Based on the data item you choose, you can sortalphabetically, numerically, or chronologically.

169 L e s s o n

1 2

Sorting by a Single Criteria

Sorting Activities (cont.)



To sort by a single criteria, click the data item'scolumn title.

169 L e s s o n

1 2

1060

10201010

11201140

1060

10201010

11201140

Filtering Activities



FILTERFILTERDEPT =DEPT =

ADMNADMN

1020

1030

1010

1070

1100

1040

1080

1110

1090

1000

LegendLegend

PRCH IT SLS ADMN

11201110

FILTERFILTERDEPT =DEPT =

ADMNADMN

1020

1030

1010

1070

1100

1040

1080

1110

1090

1000

A series of statementswhich determine theactivities to bedisplayed on screen.

L e s s o n

1 2

A filter is a set of instructions that determines

Filtering Activities



which activities should display on screen. Filters enable you to create customized layouts

by limiting the number of activities displayed -helping you to focus on critical activities, forexample.

A set of pre-defined filters is provided, as is theability to create user-defined filters of your own.

170 L e s s o n

1 2

Filters are divided into the following groupings:

Filtering Activities (cont.)



Default

Global

User-defined

One or more filters may be applied to a layout at atime.

Multiple criteria for selection may be used within asingle filter.

Filter specifications can be saved and re-applied.

Filters can be saved as part of a layout.

170 L e s s o n

1 2

Filters Dialog Box




All Activities - Mark to show all activities in thecurrent layout.

Show activities that match - When more than onefilter is marked, you must select one of the followingoptions:

All selected filters - Mark to include the activities thatmeet the criteria of each selected filter.

Any selected filter - Mark to include the activities thatmeet the criteria of at least one of the selected filters.

Replace activities shown in current layout - Displaysonly the activities that meet the criteria of eachselected filter.

Highlight activities in current layout which matchcriteria - Highlights only the activities in the currentlayout that meet the criteria of each selected filter.

171 L e s s o n

1 2

Applying a Default Filter




To view critical activities, you can run the Criticaldefault filter.

172 L e s s o n

1 2

You can create filters based on a single line of

Creating a Filter



criteria or multiple criteria. A convenient single-criteria filter to use

throughout the life cycle of a project is alookahead filter. It displays the activities that arescheduled to occur within a given amount of time- for example, the next month.

You will execute the new filter to display allactivities scheduled to occur within the nextmonth, and then save the layout as One Month

Lookahead.

173 L e s s o n

1 2

If you cannot achieve your goal with a single

Using Multiple Filters



filter, you can run two filters simultaneously.

175 L e s s o n

1 2

Applying the All Activities Filter

Using Multiple Filters (cont.)



To refresh your screen with all activities, you canrun the All Activities filter.

176 L e s s o n

1 2

Key Concepts

Using Multiple Filters (cont.)



Use grouping and sorting to organize activities in alayout.

Grouping is available in all windows and most dialogboxes.

The Group and Sort dialog box provides options to

show grand totals and summaries, and modify thefont and color for each grouping selected. You canalso sort the groups alphabetically, numerically, orchronologically.

Use filters to customize the layout or only show

activities that satisfy the filter criteria. You can applymultiple filters to a layout.

177 L e s s o n

1 2



Roles and Resources

Lesson 13

179

Describe roles

Lesson Objectives



Views the roles dictionary Describe resources

Identify the differences between labor, nonlaborand material resources

View the resource dictionary

179 L e s s o n

1 3

Before you begin to manage resources in

Roles and Resources



Primavera, you must understand the differencebetween a role and a resource: Role - A role is a job title or skill - for example,

Software Engineer, Project Manager, Trainer, andDatabase Administrator.

Resource - A resource is an individual (or equipmentor material) used to complete an activity.

180 L e s s o n

1 3

The Role dictionary and Resource dictionary areenterprise data available for use across all

Roles and Resources (cont.)



enterprise data - available for use across allprojects. After roles and resources are defined,roles can be associated to resources, identifyingthe skill sets of each resource. Each resourcealso can be assigned a primary role, which

defines the core skill or responsibility in theorganization.

Some organizations use roles as placeholders inactivity assignments until specific resources are

assigned to do the work.

180 L e s s o n

1 3



180 L e s s o n

1 3

The Roles dictionary contains four tabs: General tab Lists the Role ID and Role Name The

Defining Roles



General tab - Lists the Role ID and Role Name. TheResponsibilities field lists the skills required toperform the role.

Resources tab - Lists the resources that are capableof performing the responsibilities associated with therole as well as their proficiency.

Prices tab - There are five available price per unitvalues. The title of these values can be defined inthe Rates tab in Admin Preferences.

Limits tab - Specify allocation limit(s) for a role.

Multiple limits can be established based on effectivedate.

181 L e s s o n

1 3

Limits Tab

Defining Roles (cont.)



Use the Limits tab to specify available quantities(limits) for a role. Setting limits helps you quicklyidentify areas of role overload in Resource/RoleUsage Profiles. You can define an unlimitednumber of role limits for each role; however, theeffective date must be unique.

By default, role limits are calculated based onthe limit defined for each role's primaryresource, which may not accurately reflect a

role's planned allocation. In the ResourceAnalysis tab in User Preferences, ResourceAnalysis tab, you can choose to display rolelimits based on the custom role limits you define

183 L e s s o n

1 3

A resource is anything used to complete anactivity The Resources window contains

Defining Resources



activity. The Resources window containsinformation about all resources within theorganization, enabling centralized resourcemanagement. Resources are divided into threecategories:

Labor (people) - Measured in units of time. Generally re-used between activities/projects.

Recorded in terms of price/unit - for example,$50.00/hour.

Nonlabor (equipment) - Measured in units of time.

Recorded in terms of price/unit - for example,$465.00/hour.

Material - Measured in units other than time - forexample, $4.50/sf.

184 L e s s o n

1 3

Use Resource Details to add, view, and editdetailed information about the selected resource

Resource Details



detailed information about the selected resource.

185 L e s s o n

1 3

General Tab

Resource Details (cont.)



The General tab enables you to enter generalinformation about the selected resourceincluding the resource's ID, name, employee ID,title, e-mail address, office phone number, andstatus.

185 L e s s o n 1 3

Codes Tab




The Codes tab enables you to assign resourcecode values to further categorize the selectedresource for grouping and organizing.

185 L e s s o n 1 3

Details Tab




The Details tab enables you to enter the selectedresource's labor classification, currency andovertime settings, and profile.

Labor Classification - Indicates the resource is Labor,Nonlabor or Material.

Unit of Measure - Utilized for material resources.Select to determine what unit the resource utilizes.

Currency - Indicates the currency associated withthe resource's costs.

Overtime Allowed - Mark to indicate the resourcecan enter overtime hours in Timesheets, or in theResources tab in Activity Details.

186 L e s s o n 1 3

Details Tab Overtime Factor - Indicates the value by which the




Overtime Factor Indicates the value by which theresource's standard price should be multiplied todetermine the resource's overtime price.

Calendar - Calendar used to identify resourceavailability.

Default Units/Time - Indicates the units/time that willbe applied when the resource is assigned to anactivity.

Auto Compute Actuals - Mark to automaticallycalculate the resource's actual quantity of work

according to the project plan. Calculate costs from units - Mark to calculate the

cost of an activity based on the assigned units.

186 L e s s o n 1 3

Units & Prices Tab




The Units & Prices tab enables you to set pricesand availability according to time. Effective Date - The effective start date for price and

availability.

Max Units/Time - A numeric value or percentage the

resource can perform in a single work period,according to effective date, e.g., 8 h/d (100%) = full-time or 4 h/d (50%) = part-time. Setting this limitallows you to quickly identify areas of resourceoverallocation in resource profiles/spreadsheets.

Price/Unit - Set the resource's price for a single workunit, according to the effective date.

187 L e s s o n 1 3

Key Concepts A role is a job title or skill, for example, Trainer or




A role is a job title or skill, for example, Trainer orManager.

A resource is someone - or something - used tocomplete an activity.

Roles can be assigned to resources to aid in

resource management. Multiple roles and a singleprimary role can be assigned to each resource.

Resources are divided into three categories: Labor(people); Nonlabor (equipment); Material (measuredin units other than time, e.g., $4.50/square foot).

Roles are defined in the Roles dictionary.

Resources are defined in the Resources window,where you can use Resource Details to view and editinformation about resources.

188 L e s s o n 1 3



Assigning Roles

Lesson 14

189

Assign roles to an activity

Lesson Objectives



Assign rates on roles

189 L e s s o n 1 4

If you know which skill sets are required for eachactivity - but not the exact people who will

Assigning Roles to Activities



y p pperform the work - you can assign roles to theactivities. Role assignments will act asplaceholders, which you can use later to assignthe resources.

To assign a role to an activity, click Add Role inthe Resources tab in Activity Details.

190 L e s s o n 1 4

If you know which skill sets are required for eachactivity - but not the exact people who will

Assigning Roles to Activities



y p pperform the work - you can assign roles to theactivities. Role assignments will act asplaceholders, which you can use later to assignthe resources.

To assign a role to an activity, click Add Role inthe Resources tab in Activity Details.

190 L e s s o n 1 4

Assign Multiple Roles to an Activity

Assigning Roles to Activities (cont.)



Use Control-click to select and assign multipleroles to a single activity.

192 L e s s o n 1 4

Assigning a Role to Multiple Activities

Assigning Roles to Activities (cont.)



You can assign a single role to multiple activitiesby selecting activities in the Activity Table andthen clicking Roles in the Command bar.

To select multiple activities: If the activities you want to select are contiguous -

Select the first activity and then Shift-click to selectthe last activity.

If the activities you want to select are not contiguous- Use Control-click to select individual activities.

193 L e s s o n 1 4

Rate types are assigned to roles in the Resourcestab in Activity Details.

Assigning Rates on Roles



y The rate type determines the price/unit used to

calculate costs for the assignment. The namesfor each rate type are defined by your systemadministrator in the Rate Types tab of Admin

Preferences. When you select a rate type, themonetary value is updated automatically in thePrice/Unit column.

194 L e s s o n 1 4

Key Concepts Role assignments can act as a placeholder, which

Assigning Rates on Roles (cont.)



g pyou can later use to assign a specific resource.

You can assign a single role to an activity; multipleroles to a single activity; or a single role to multipleactivities.

You can also assign rates to roles. The rate typedetermines the price/unit used to calculate costs forthe assignment.

195 L e s s o n 1 4



Assigning Resources andCosts

Lesson 15

197

Assign resources by role

Lesson Objectives



Assign labor, nonlabor, and material resources toactivities Adjust Budgeted Units/Time for a resource Assign expenses to activities

197 L e s s o n

1 5

Following are the basic steps for resourcemanagement:

Steps for Resource Management



Define resource availability.

Set up the resource name, description, cost, roles, andattributes that control the resource's effect on theschedule.

Enter the resource name and amount of work planned.

The cost is calculated based on the resource quantityand price/unit as defined in the Resources window.

Use the Resource Usage Profile to view resourcequantity/cost information graphically. The profile helpsyou analyze when, and to what extent, a resource is

allocated. Use the Resource Usage Spreadsheet to view resource

quantity/cost information in a tabular format. Like theResource Usage Profile, the spreadsheet helps youanalyze resource allocation.

Use columns to view total costs. 198 L e s s o n

1 5

Resource assignments can be made by replacinga role assignment with a specific resource.

Assigning by Role



At least one role must be assigned to an activityto assign resources by role. When you assign byrole, only those resources assigned to the roleare displayed in the Assign Resources by Role

dialog box. When assigning resources by role, a confirmation

dialog box is displayed if the resource selected toreplace the role assignment has different default

quantity/cost settings. These settings includePrice/Time, Units/Time, and Overtime Factorvalues.

199 L e s s o n

1 5

In responding to the dialog box: Click No - Apply the role's quantity/cost settings.

Assigning by Role (cont.)



Click Yes - Apply the resource's quantity/costsettings.

200 L e s s o n

1 5

Assigning By Role to Multiple Activities

Assigning by Role (cont.)



You can select multiple activities tosimultaneously replace their role assignments. You can also assign multiple resources by rolesto multiple activities simultaneously.

201 L e s s o n

1 5

Depending on numerous factors - including thetype of activity or type of resource - you may

Assigning Resources



need to adjust Budgeted Units or Units/Timewhen assigning a resource.

Budgeted Units - The number of units, hours forexample, that a resource is assigned to work on the

activity. Units/Time - The number of units (hours) a resource

is scheduled to work in a specific time period - forexample, 8 hours/day.

202 L e s s o n

1 5

Assigning Resource to Level of Effort Activity

h i i i hi

Assigning Resources (cont.)



When you assign a resource to an activity, thiscalculation is performed: Duration x Units/Time =Units. Typically, a resource is not assigned towork on a level of effort activity full time.

Therefore, the Units/Time must be adjusted after

making the resource assignment.

202 L e s s o n

1 5

Assigning a Nonlabor Resource

If l i d i d l h ld i




If a role is not designated as a placeholder in anactivity, assign a resource directly from theResource dictionary. Resources in the dictionarycan be used on any activity. An unlimitednumber of resources can be assigned.

The Search feature can help you quickly searchthe resource dictionary for a backhoe, a nonlaborresource which is required to work on the Backfilland Compact Walls activity.

203 L e s s o n

1 5

Adjusting Resource's Budgeted Units/Time

Y dj t B d t d U it /Ti ft




You can adjust Budgeted Units/Time aftermaking a resource assignment. In the examplebelow, you will manually type 16h/d in theBudgeted Units/Time column, indicating that twolaborers at 8h/d will work on the activity.

204 L e s s o n

1 5

Designating a Primary Resource

Th i i th ibl




The primary resource is the person responsiblefor coordinating an activity's work. An activitycan have one or no primary resource.

Only the primary resource can send feedback viaPrimavera Timesheets to the project manager,

informing the project manager of the status of anactivity.

A primary resource can be assigned to a milestoneactivity to allow the milestone to be updatedthrough timesheets. This assignment is made on in

the General tab in Activity Details. A primary resource can update steps via Timesheets.

If multiple resources are assigned, the first resourceassigned is designated as the primary resource. 205 L

e s s o n

1 5

Assigning a Material Resource

M t i l t d i it f




Material resources are not measured in units of time. For example, Polyform is measured inlinear feet and concrete is measured in cubicyards. Units of measure are created in AdminCategories. After the unit of measure is created,

it is assigned to the material resource in theResource dictionary.

206 L e s s o n

1 5

Costs are planned and managed at the activitylevel. There are two types of costs:

Planning Costs



Resource - Calculated based on resourceassignments.

Expense - Lump sum costs that are manuallyentered.

207 L e s s o n

1 5

Resource

Th t f b l l t d b d

Planning Costs (cont.)



The cost of a resource can be calculated basedon the Price/Unit defined in the Resourcedictionary and the Budgeted Units assigned tothe activity.

Budgeted Cost = Budgeted Units x Price/Unit

207 L e s s o n

1 5

Expense

E t i t d ith




Expenses are non-resource costs associated witha project. They are typically one-timeexpenditures for non-reusable items. Examplesof expenses include facilities, travel, overhead,and training.

Expenses are manually assigned at the activitylevel. You can enter a single lump sum expenseor you can enter the number of units and thePrice/Unit.

Expense categories can be assigned to classify theexpense.

Expenses can be accrued at the start, end, oruniformly over the duration of an activity.

A unit of measure can be used to label the quantity,208 L e s s o n

1 5

Summary Tab

U th S t b t di l it t




Use the Summary tab to display unit, cost, ordate information for the selected activity. Select Display cost at the bottom of the page to

display the itemized and total cost of theselected activity. The activity's costs are brokeninto:

Labor Cost

Nonlabor Cost

Material Cost

Expenses Total Cost

210 L e s s o n

1 5

Key Concepts Three steps in resource management are defining

resources; assigning resources; and analyzing




resources; assigning resources; and analyzingresources.

Resource assignments can be made by replacing arole assignment with a specific resource. At leastone role must be assigned to an activity to assign

resources by role.

If a role is not designated as a placeholder in anactivity, assign a resource directly from theResource dictionary.

When you assign a resource to an activity, thiscalculation is performed: Duration x Units/Time =Units.

When you assign a resource, you can adjustUnits/Time or Budgeted Units. You can alsodesi nate a rimar resource. 211 L

e s s o n

1 5



Analyzing Resources

Lesson 16

213

Display the Resource Usage Profile

Format a profile

Lesson Objectives



Format the timescale

213 L e s s o n

1 6

The Resource Usage Profile, which can bedisplayed in the Activities window, enables you

to view resources/role unit and cost distribution

Resource Analysis Settings



to view resources/role unit and cost distributionover time. You can specify how data is played inthe profile via the Resource Analysis tab in UserPreferences:

All Projects

214 L e s s o n

1 6

All closed projects (except what-if projects) -Displays resource/cost usage data for:

All closed projects with a leveling priority When

Resource Analysis Settings (cont.)



All closed projects with a leveling priority - Whenelecting to show remaining values for open versusclosed projects, choose this option to include data forall closed projects with a specific leveling priority.

Opened projects only - Focus on resource/cost usage

in the projects currently opened. Time-Distributed Data

Display data based on Remaining Early or Forecastdates.

Select the time interval for displaying live resource

allocation: hour, day, week, or month.

214 L e s s o n

1 6

The Resource Usage Profile provides a graphicalview of unit/cost distributions over time. It

displays the amount of effort needed from each

Resource Usage Profile



displays the amount of effort needed from eachresource/role on the project during each timeperiod.

Use the profile to determine how many hours

each resource is scheduled to work; identifyoverallocated resources; track expenditures pertime period; and display a "banana curve" tocompare early and late dates.

View unit/cost distributions from a specific project orall projects to which you have access.

View resource or role allocations.

216 L e s s o n

1 6

Display separate bars for one or all of thefollowing:

Budgeted units/costs

Resource Usage Profile (cont.)



Budgeted units/costs

Actual units/costs

Remaining Early units/costs

Remaining Late units/costs

The Resource Usage Profile timescale matches thetimescale for the Gantt Chart.

Format columns, group, sort, and filterresources/roles in the profile.

Can be saved as part of a layout.

216 L e s s o n

1 6

You can use Resource Usage Profile informationto determine which resources/roles are

overallocated and which resources/roles are

Displaying the Resource UsageProfile



overallocated and which resources/roles areunderutilized.

The table below lists the sections of the ResourceUsage Profile. Note that there are two Display

Option bars: one that controls display options forthe left pane, and another that controls displayoptions for the right pane.

217 L e s s o n

1 6

Viewing All Projects or Open Projects Only

When you select the User Preferences setting toAll closed projects (e cept hat if projects) ou

Displaying the Resource UsageProfile (cont.)



All closed projects (except what-if projects), youcan toggle the Resource Usage Profile to displayeither:

all open projects.

all closed projects except for what-if projects.

This option is available on the right pane DisplayOptions bar.

Once you have only the open projects displayed,

you can filter the top layout by either TimePeriod or Resource.

218 L e s s o n

1 6

Formatting the Profile

The Resource Usage Profile can be modified byadjusting Data and Graph settings in the




adjusting Data and Graph settings in theResource Usage Profile Options dialog box.

Data settings: Display - Select to display units or costs.

Show Bars/Curves - Mark to display By Date(periodic) bars and/or Cumulative curves and formattheir colors.

Show Remaining Bars As - Select a solid color todisplay early bars and a hatched color to display latebars.

Additional Data Options - Mark to display a lineindicating resource limits; resource/roleoverallocation; resource availability; or resourceovertime units. 220 L

e s s o n

1 6

Formatting the Profile

Graph settings:

V ti l Li Ch t di l j / i i ht




Vertical Lines - Choose to display major/minor sightlines based on the timescale interval.

Horizontal Lines - Choose the line style and color.

Additional display options:

Show Legend - Display the data item each colorrepresents.

3D Bars - Add a third dimension to the bars.

Background Color - Specify the color displayed in thebackground of the Resource Usage profile.

Calculate Average - Specify the values you want to useto divide the timescale interval totals.

221 L e s s o n

1 6

Formatting the Timescale

You can specify the timescale you want todisplay in the Resource Usage Profile and the




display in the Resource Usage Profile and theGantt Chart.

Timescale Start - Specify the date from which thetimescale should start for the profile or Gantt Chart.

Date Interval - Choose the units of the timescale inyears, quarters, months, weeks, days, hours, andshifts.

223 L e s s o n

1 6



Key Concepts The Resource Usage Profile provides a graphical

view of unit/cost distributions over time It displays




view of unit/cost distributions over time. It displaysthe amount of effort needed from each resource/roleon the project during each time period.

Use the profile to determine how many hours eachresource is scheduled to work; identify overallocated

resources; track expenditures per time period; anddisplay a "banana curve" to compare early and latedates.

You can specify settings for resource analysis in theResource Analysis tab in User Preferences.

You can further customize the profile by using thetwo Display Option bars.

227 L e s s o n

1 6



Optimizing the Project Plan

Lesson 17

229

Analyze schedule dates

Shorten a project schedule

A l il bilit

Lesson Objectives



Analyze resource availability

Remove resource overallocation

Analyze project costs

229 L e s s o n

1 7

Analyzing the Project

Once you have created the project plan verifyh i h j k h ld d



Once you have created the project plan, verifythat it meets the project stakeholders' date,resource, and cost requirements. If aninconsistency exists between the informationin the project plan and the projectrequirements, you will be able to identify thesource of the problem and define a solution:

Analyze schedule dates - Evaluate the schedule toensure that milestone dates and project dates are

achieved. Analyze resource allocation - Evaluate the

resources to ensure that the resources are notoverallocated.

Analyze cost budget - Evaluate project costs. 230 L e s s o n

1 7



The most important date in the schedule is thecalculated project Finish date. If the calculated

Finish date of the project is beyond the Must

Analyzing Schedule Dates



Finish date of the project is beyond the MustFinish By date, the project must be shortened. Inaddition, each deliverable in the project shouldbe scheduled to finish by the dates imposed by

the project stakeholders. Steps for analysis:

Compare the calculated Finish to the Must Finish Bydate.

Back up your project plan.

Focus on critical activities.

Shorten the project.

231 L e s s o n

1 7

Comparing Finish Date to Must Finish By Date

You can quickly determine whether the projectwill finish on time by viewing the Dates tab in the

Analyzing Schedule Dates (cont.)



will finish on time by viewing the Dates tab in theProjects window.

The Office Building Addition project must befinished by 02-Nov-10 - however, the schedule

indicates that the project will not finish until 17-Nov-10. (Note that the project actually mustfinish by the close of business on 01-Nov-10 asthe Must Finish By constraint is at 12:01 am on

November 2.)

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Focusing on Critical Activities

To shorten the project, focus on critical activities.These represent the longest continuous path of

Analyzing Schedule Dates (cont.)



These represent the longest continuous path of activities through a project that determines theproject Finish date. If you adjust a criticalactivity, the Finish is likely affected.

233 L e s s o n

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If schedule analysis leads you to conclude thatthe Must Finish By date cannot be met,

concentrate your efforts on shortening the

Shortening the Project



concentrate your efforts on shortening theschedule. Several methods can help youaccomplish this goal:

Refine duration estimates:

Break down long activities. Assign additional resources to reduce duration.

Use relationships to overlap activities.

Apply/modify constraints.

235 L e s s o n

1 7

Change calendar assignments: Put critical activities on a longer workweek.

Add exceptions to nonworktime.

Shortening the Project (cont.)



p

235 L e s s o n

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Refining Duration Estimates

Begin the analysis by reviewing the activitieswith the longest duration In general these




with the longest duration. In general, theseactivities offer the greatest flexibility in alteringdurations.

236 L e s s o n

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Modifying Relationships

If you need to further compress the schedule,review relationships between activities on the




review relationships between activities on thecritical path.

Currently, there is a Finish-to-Start relationshipbetween the Site Preparation and Excavation

activities. You determine these activities can beperformed at the same time. Therefore, changethe relationship to Start-to-Start with 5 days of lag.

237 L e s s o n

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Modifying Constraints

Constraints assigned earlier in the project lifecycle may need to be modified based on the




cycle may need to be modified based on thelatest information from the project team. If youmodify a constraint, be sure to also modify theNotebook topic that was created to document

the constraint. A resource is available to work on the Excavation

activity. You can now remove the Start On orAfter constraint from the Excavation activity.

238 L e s s o n

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Verifying Project Dates

To see if the project will now finish on time,verify that no negative Total Float exists on any




verify that no negative Total Float exists on anyof the activities in the project.

The Total Float for the project equals 1 day andthe calculated Finish date is 29-Oct-10.

Therefore, the project is scheduled to finishbefore the Must Finish By date of 2-Nov-10.

239 L e s s o n

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The project plan is now scheduled to becompleted by the deadline. Before proceeding,

verify that resources are appropriately allocated.

Analyzing Resource Allocation



y pp p y You can use the Resource Usage Profile to

determine which resources areoverallocated/underutilized. You can then re-

assign resources to help even the workload.

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Identifying Resource Overallocation

The Resource Usage Profile allows you to run afilter to focus on the activities that are

Analyzing Resource Allocation (cont.)



contributing to a resource's overallocation.

Using a filter in the Resource Usage Profile,identify the activities contributing to Oliver

Rock's overallocation in January throughFebruary 2010.

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Correcting Overallocation

If overallocation is identified, choose a method toremove the overallocation from the specific




presource. Several methods can help youaccomplish this goal:

Replace the overallocated resource with an available

resource. Increase the resource's workweek.

Increase the hours/day that the resource works.

Assign additional resources to the activity.

After analyzing Oliver Rock's overallocation, youhave decided to use a different resource foractivities BA5010 Review and Approve BrickSamples and BA5020 Prepare and Solicit Bids forBrick Exterior. Wa lan Smithers is not allocated 242 L

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Correcting Overallocation

Assign Waylan Smithers to work on the twoactivities.




244 L e s s o n

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Reviewing Allocation

Use the Resource Usage Profile to checkallocation for Oliver Rock, who was removed




,from the activities, and Waylan Smithers, whowas assigned in his place.

245 L e s s o n

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Replacing a Resource

Note that this functionality is available only whenassigning a resource directly - it is not available




g g yin the Assign Resources by Role dialog box.

246 L e s s o n

1 7

There are many options for analyzing thebudget. By displaying cost columns in the

Activity Table, you can analyze the budgeted

Analyzing the Budget



y y y gcost of the entire project, as well as eachindividual activity.

$250,000 has been allocated for the Office

Building Addition project. You will display alayout that shows budgeted cost information soyou can determine whether the project is withinthis budget.

247 L e s s o n

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Key Concepts Optimizing the project plan is the last step in

planning your project. Ensure that the project planmeets its date resource and cost requirements

Analyzing the Budget (cont.)



meets its date, resource, and cost requirements.

If the calculated Finish date of the project is beyondthe Must Finish By date, the project must beshortened. Comapare the dates in the Dates tab in

Project Details. You can use various methods to shorten the project,

such as refining durations, modifying relationships,applying constraints, and focusing on criticalactivities.

Use the Resource Usage Profile to ensure resourcesare not overallocated.

Evaluate costs to ensure that the project can becompleted within budget.

248 L e s s o n

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Baselining the Project Plan

Lesson 18

249

Create a baseline plan

Display baseline bars on the Gantt Chart

Modify the bars on the Gantt Chart

Lesson Objectives



Modify the bars on the Gantt Chart

249 L e s s o n

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A baseline is a copy of a project that you cancompare to the current project to evaluate

progress. Create a baseline plan before updatingh d l f th fi t ti

Baselines



a schedule for the first time.

Baselines provide a target against which you cantrack a project's cost, schedule, and resource

performance. Baseline functionality in Primavera enables you

to: Save an unlimited number of baselines per project.

Designate one project baseline and up to three userbaselines at a time for comparison to the currentproject.

Assign a baseline type to categorize a baseline.Examples include initial planning, what-if, or mid- 250 L

e s s o n

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You can create a baseline either by: Copying the currently opened project.

Converting another project into a baseline.

Creating a Baseline



When you create a baseline, you must select theproject to which it is associated. Baselines can beassigned only to opened projects. All opened

projects are displayed in the Maintain Baselinesdialog box.

251 L e s s o n

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Categorizing the Baseline

Assign a baseline type to categorize the baseline

based on how you to intend to use it. For

Creating a Baseline (cont.)



example, the Initial Plan baseline type can beused for your initial project plan. Anotherbaseline type, Mid-Project Status, can be used

after the project is underway. Baseline types arealso useful in organizing multiple baselines in theproject.

252 L e s s o n

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Assigning a Baseline

Use the Assign Baselines dialog box to choose a

project baseline and/or user baseline for the

Creating a Baseline (cont.)



project. If no baseline is designated as active,the current project plan is used as the baseline.

Project baseline is the baseline selected by the

project manager for the project. Used for schedule, resource, and cost comparison.

Controlled by the security privilege, Maintain ProjectBaselines.

User Baseline assignments are user-specific.

Used for schedule comparison only. Each user can choose a different baseline for

comparison to the current project.

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The Bars dialog box allows you to modify thetype, size, color, row position, and shape of the

bars displayed in the Gantt Chart.Ti l B i d b d h i l

Viewing Baseline Bars



Timescale - Bar is drawn based on the timescaleselected, for example, Actual Bar drawn from ActualStart date to Actual Finish date.

Filter - Bar is drawn for all activities that match thecriteria listed in the filter displayed.

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Bar Style Tab

The Bar Style tab enables you to specify the

shape, color, and pattern of the bars and

Viewing Baseline Bars (cont.)



endpoints. Shape - Shape of the selected bar's start endpoint,

the bar itself, and the finish endpoint.

Color - Choose the selected bar's start endpointcolor, the color of the bar itself, and the color of thefinish endpoint.

Pattern - The fill pattern of the selected bar.

Row - Displays the position of the bar on the Gantt

Chart.

254 L e s s o n

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Displaying Baseline Bars

By displaying baseline bars in the Gantt Chart,

you can visually compare the baseline plan'sh d l d h j l




schedule dates to the current project plan'sschedule dates.

In addition to bars displayed by default, you can

create additional bars based on date fields andfilters.

Select a value in the Row field to determineplacement of a bar in the Gantt Chart.

255 L e s s o n

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Customizing the Activity Table

You can further customize the layout by choosing

display options for the Activity Table. Thesei l d h f f h d h h i h f h




include the font of the text and the height of therows, which can be specified in the Table, Fontand Row dialog box.

256 L e s s o n

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Saving the Layout

If you are pleased with the layout, save it with a

new name.




257 L e s s o n

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Bar Labels Tab

Labels can be placed on any of the bars listed in

the dialog box. By adding dates to the bars, youi kl d t i th St t d Fi i h d t




can quickly determine the Start and Finish datesof activities in the Gantt Chart.

258 L e s s o n

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Key Concepts A baseline is a copy of a project that you can

compare to the current project to evaluate progress.Create a baseline plan before updating a schedule




Create a baseline plan before updating a schedulefor the first time.

You can create a baseline either by copying thecurrently opened project or converting another

project into a baseline. Assign a baseline type to categorize the baseline

based on how you to intend to use it.

A project baseline is the baseline selected by theproject manager for the project and is controlled by

a security privilege. A user-baseline can bedesignated by each user and is used for schedulecomparison only.

260 L e s s o n

1 8

Key Concepts The Bars dialog box allows you to modify the type,

size, color, row position, and shape of the baselinebars displayed in the Gantt Chart.




bars displayed in the Gantt Chart.

260 L e s s o n

1 8

Project Execution and



Project Execution andControl

Lesson 19

261



Once a project has started, you need to updateactual schedule information and resource usage

at regular intervals. Your company will establisha standard update procedure including how data

Updating a Project



a standard update procedure, including how datais collected and how often it is updated.

262 L e s s o n

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How Often?

You may need to update daily, weekly, or

monthly, depending on the length of your projectand how frequently you want to adjust your

Updating a Project (cont.)



and how frequently you want to adjust yourforecasts.

262 L e s s o n

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How Data is Collected Project managers manually enter the actual date,

resource, and cost information. Record actual dates and progress, actual resource

Updating a Project (cont.)



p g ,usage and cost, and expense costs.

Approve and apply timesheets.

Team members use timesheets to update activities.

Project managers review and approve timesheets. Project managers apply timesheets to the project.

Auto compute actuals.

Progress of activities is automatically calculatedaccording to the project plan.

262 L e s s o n

1 9

When updating a project, actuals are recordedfor each activity relative to the data date. The

data date is the date up to which actualperformance data is reported and the date from

The Data Date



performance data is reported and the date fromwhich future work is scheduled. By default, thedata date is set to the beginning of the day.

263 L e s s o n

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263 L e s s o n

1 9

Create a baseline plan.

Identify the new data date with the Progress

Spotlight. Enter activity progress.

Updating Process



Report resource use and costs to date.

Use Suspend and Resume dates as necessary.

Apply actuals to the project.

Perform target analysis.

Compare the current plan to the target to analyzevariances.

Calculate the schedule.

Be sure to verify the new data date.

Monitor project progress with reports.

264 L e s s o n

1 9

Determine whether project objectives are beingmet:

Will the project finish on time? Is it within budget?

Updating Process (cont.)



Are project resources being used effectively?

264 L e s s o n

1 9

Tips for Statusing Use Activity Details tabs or the Activity Table.

Use Progress Spotlight to identify activities to beupdated.

Updating Process (cont.)



p

Use filters and grouping to create a statusing layout.

Use rolling dates for a time period look-ahead.

Select only activities to be updated.

Organize in a useful sequence via activity codes,resources, and dates.

264 L e s s o n

1 9

Define the statusing period before you begin toupdate activities. In general, the statusing period

begins at the current data date and ends at apoint in the future. The length of the statusing

Defining a Statusing Period



point in the future. The length of the statusingperiod depends on the frequency of yourupdates. You could, for example, create a

statusing period that extends one week from thecurrent data date. The end of the statusingperiod will become the new data date - the dateup to which actual performance is measured.

265 L e s s o n

1 9

There are two options to define the statusingperiod in the Gantt Chart:

Activate Progress Spotlight. Drag the data date.

Defining a Statusing Period (cont.)



Drag the data date.

Note that even as you establish a new statusingperiod, the new data date must still be manually

changed in the Schedule dialog box.

265 L e s s o n

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Progress Spotlight

Progress Spotlight creates a visible statusing

period between the current data date and thenext status date It also provides a highlighted




next status date. It also provides a highlightedlist of activities that should have progress duringthe update period.

266 L e s s o n

1 9

Dragging the Data Date

Highlight the activities to be updated by

dragging the status line to the desired date.




267 L e s s o n

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Once a project is underway, you must enteractual schedule data, resource usage, and

expense costs at regular intervals. You may needto update daily, weekly, or monthly, depending

Entering Actuals



p y, y, y, p gon the length of your project and how frequentlyyou want to adjust your forecasts.

Actual data is different than planned data -actual data is the real time and cost associatedwith an activity.

268 L e s s o n

1 9

Enter schedule, resource, and cost data in thefollowing order:

Entering Actuals (cont.)



268 L e s s o n

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Completed Activities Actual Start and Actual Finish dates

Actual Regular Units/Costs Actual Cost for expenses




p

268 L e s s o n

1 9

Activities in Progress Actual Start date

Percent Complete and/or Remaining Duration Actual Regular Units/Costs and Remaining Units/Costs




g g

Actual and Remaining Costs for expenses

If activity work is temporarily halted, use

Suspend/Resume dates.

268 L e s s o n

1 9

To update a start milestone, mark the Startedcheckbox and enter the Actual Start date. You do

not need to enter data in the Finish field becausethe activity type is a Start Milestone, which has

Statusing Milestones



y ypzero duration.

269 L e s s o n

1 9

Three steps must be performed to update anactivity to completion:

Enter Actual Start and Actual Finish dates. Enter Actual Regular Units for resources.

Statusing Activities to Completion



g

Enter Actual Cost for expenses.

Below you will check the Actual Regular Units for

the activity. Note that in this example, data inthe Actual Regular Units field is automaticallycompleted because Recalculate Actual Units andCost when duration % complete changes isselected in the Calculations tab in the Projectswindow for the project.

270 L e s s o n

1 9

You will now status activity BA1020 - Reviewand Approve Designs, which was completed

during this status period. The activity started ontime but finished 1 day late. Resource Paul Kim

Statusing Activities to Completion(cont.)



worked an additional 8 hours on the activity. When selecting a new date for the Started or

Finished field in the Status tab, mark thecheckbox first and then select the date.

272 L e s s o n

1 9

Statusing a Mid-Project Milestone

A Start Milestone is updated the same way

whether it occurs at the beginning of a project orin mid-project: Mark the Started checkbox and

Statusing Activities to Completion(cont.)



p jthen enter the Actual Start date.

274 L e s s o n

1 9

Five steps must be performed to update anactivity in progress:

Enter Actual Start date. Enter Percent Complete and/or Remaining Duration.

Statusing Activities in Progress



Enter Actual Regular Units and Remaining Units forresources.

Enter Actual Cost and Remaining Cost for expenses.

In the example below, activity BA2010 wasstarted during the status period but is now fallingbehind schedule. You will reflect this byincreasing the Remaining Duration.

Actual Regular Units is the number of units thatresource(s) actually worked on the activity.Remaining Units represents the amount of workunits that is re uired to com lete the activit . 275 L

e s s o n

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The formula for calculating Remaining Units is:Remaining Units = Remaining Duration *

Remaining Units/Time.

Statusing Activities in Progress(cont.)



276 L e s s o n

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When an activity starts but is unexpectedlydelayed or stopped for a period of time, you may

suspend it. A suspended activity must have an Actual Start.

Suspending an Activity



Use the Status tab to enter Suspend and Resumedates.

Suspend date - The last day that work was conducted

on the activity. Resume date - The first day that work will continue on

the activity.

The actual duration excludes suspension time.

Use the Notebook tab to document the reason for

the suspension.

In the exercise below, the Excavation activitywas started late and then was suspended due toa snowstorm. 277 L

e s s o n

1 9

The Review and Submit Flooring Samples activityhas finished 1 day early.

Resource Oliver Rock worked 8 hours less than

planned on the activity. Update Actual Units to56 hours.

Statusing Activities to Completion



The Assemble Brick Samples activity also wascompleted during this status period.

The Assemble Technical Data for Heat Pumpactivity was started and finished in this updateperiod.

The Assemble Technical Data for Heat Pump

activity has an expense that is running over itsbudgeted amount. You will update the expensesfor the activity to reflect the spending.

In the Expense tab, the field for At Completion 279 L e s s o n

1 9

Now that actuals have been entered, it is time toreschedule the project based on the new data

date. Any activities that did not finish on timewill delay their successor activities.

Rescheduling the Project



284 L e s s o n

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Viewing the Results of Rescheduling Project

After the project has been rescheduled, the

successors to the delayed activity, BA2020, havealso been delayed.

Rescheduling the Project (cont.)



y Analyze the activities on the critical path.

Review the project's performance to date.

Develop strategies for getting the project back ontrack.

Gain agreement within your project team.

Implement the revised project plan.

285 L e s s o n

1 9

After scheduling a project, analyze scheduledates, resource allocation, and the cost budget.

Controlling the Project



286 L e s s o n

1 9

Analyzing Schedule Dates Analyze the schedule to determine if milestone

dates and project dates are being met. Compare the calculated Finish date to the Must Finish

By date to see if you will complete the project on time

Controlling the Project (cont.)



By date to see if you will complete the project on time.

If the project is behind schedule, analyze criticalactivities.

Adjust the project to meet your project Finish date.

286 L e s s o n

1 9

Analyzing Resource Allocation After adjusting the project, determine if resources

are being used effectively.




286 L e s s o n

1 9

Analyzing the Cost Budget After adjusting the project, view At Completion Total

Cost to determine if you are within your budget.




286 L e s s o n

1 9

If the calculated Finish date is later than theMust Finish By date, you can use several

methods to shorten the project: Use relationships to overlap activities.

Compressing the Schedule



Add resources to reduce durations.

Break down long activities.

Change calendar assignments:

Put critical activities on a longer workweek.

Add exceptions to non-worktime.

287 L e s s o n

1 9

You can use the following set of questions tohelp you decide how to most appropriately adjust

the schedule: Can the Finish date of the project slip?

Compressing the Schedule (cont.)



The project may need to be delayed if no otheroptions are available.

If the delay is approved, adjust the affectedmilestones.

If the delay is not approved, find another way tomeet the project milestones and Finish date of theproject.

Can the scope of the activity/project decrease? In some cases, in order to meet the project

milestones and finish date, you can decrease thetotal amount of work that will be accomplished, i.e.,decrease the sco e of the ro ect. 287 L

e s s o n

1 9

If the scope change is not approved, findanother way to meet the project milestones and

Finish date of the project. Were the budgeted hours over- or under-




estimated? You may have overestimated the number of hours to

complete activities; the scope of work can beaccomplished in fewer hours.

You can decrease the total hours worked onactivities, which decreases the duration of theactivities.

Can an additional resource be assigned? You can assign another resource to the activity to

finish it on time.

This may be possible if another resource with the287 L

e s s o n

1 9

If a resource is available, you can assign it tomake up the hours.

Can the resource work overtime? The resource may need to work overtime to

l i i i




complete an activity on time.

If this is possible, you can decrease the duration of the activity, then enter the original remaining hours.

The hours the resource works each day will increase.

288 L e s s o n

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Lesson 20

295

Describe reporting methods

Run a schedule report

Create a resource report with the Report wizard Create a report using the current layout

Lesson Objectives



Create a report using the current layout

295 L e s s o n

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There are many methods to distribute schedule,resource, and cost performance information to

the project team, including: Printed layouts

P i t d t f th R t i d

Methods for Performance

Reporting



Printed reports from the Report wizard

Printed reports from Report Writer

Project Web site

Timesheets

Primavera Web applications

296 L e s s o n

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The Reports window displays reports forschedule, resource, and cost.

Reports Window



297 L e s s o n

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You can report schedule performance using apre-defined schedule report.

Running an Existing Report



298 L e s s o n

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Run Report Dialog Box

Use the Run Report dialog box to compile and

print the selected report. Print Preview - Preview the report before printing it.

Running an Existing Report (cont.)



Directly to Printer - Compile and print the report.

HTML File - Compile and save the report as an HTMLfile.

ASCII Text File - Choose to compile and save thereport as a delimited text file (.txt).

Field Delimiter - Select the character used to separatecategories of information that you save in delimitedtext format (i.e., comma, tab, space).

Text Qualifier - Select the character used to separatecategories of data that you save in delimited textformat (.txt) if the data contains the field delimiter youspecify, such as quote marks (").

299 L e s s o n

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Run Report Dialog Box Output file - If you choose HTML File or ASCII Text

File, click to specify the file name and location whereyou want to save the report.

View file when done - Mark this checkbox to




e e e do e a s c ec bo oautomatically open the report in your default Webbrowser for an HTML file or your default text viewer

for an ASCII text file. Notes - Use to add a comment to the report.

Comment appears directly under the report title.

299 L e s s o n

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Print Preview

Print preview allows you to make modifications

to the layout before printing.




300 L e s s o n

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Print Preview Dialog BoxItemItem FunctionalityFunctionality

1. Page Setup Define report's header/footer, margins, andorientation.

2. Print Setup Select the default printer, print size, andpage orientation.



300 L e s s o n

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3. Print Print the displayed report.

4. Publish Print the report in HTML format.

5.Left/Right/Up/Down

Display the previous or next page of thedisplayed report.

6. Last/First Page Display the first or last page of the displayedreport.

Print Preview Dialog Box (cont.)


7. Zoom In/Out Magnify/reduce your view of the displayedreport.

8. Help Open Help.



300 L e s s o n

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9. Close Close Print Preview and return to theprevious window.

Printing Reports

Printing reports is an effective way to

communicate project information with resourcesand other project managers.

The report below displays the Original Duration




The report below displays the Original Duration,Remaining Duration, Percent Complete, Activity

Name, Early Start, Early Finish, Late Start, LateFinish and Total Float of all the activities in theproject.

300 L e s s o n

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The Report wizard enables you to easily create awide variety of ad hoc reports. The reports can

be modified as they are built, or they can bereopened later to be modified.

To create a wizard report:

Report Wizard



To create a wizard report: Select a base table and pertinent data fields.

Organize the data via grouping, sorting, and filteringoptions.

302 L e s s o n

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Create or Modify Report

You will use the wizard to create a report that

shows the resource assignments on the projectand related Notebook topics.

Report Wizard (cont.)



303 L e s s o n

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Configure Selected Subject Areas

Select the columns you would like to use in the

report.




305 L e s s o n

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Adding a Filter to the Report

Select the filter you would like to use in the

report.




306 L e s s o n

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Print Preview

You can preview the report before printing. To

print, click the Print icon.




309 L e s s o n

2 0

After reviewing your report, you can save it andassign it to a specific report group.

Saving a Report



310 L e s s o n

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Assigning a Report to a Report Group

To easily locate a report, you can assign it to a

report group. A report can be assigned to onlyone report group.

Saving a Report(cont.)



311 L e s s o n

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The Report wizard can also be used to createreports based on the layout that is currently

displayed. Reports can be modified as they arebuilt through the wizard.

Creating a Report Using the

Current Layout



312 L e s s o n

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Key Concepts The Reports window displays reports for schedule,

resource, and cost. You can report schedule performance by choosing

one of the pre-defined schedule reports listed in thei d


Current Layout (cont.)



Reports window.

316 L e s s o n

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Key Concepts The Report wizard enables you to easily create a

wide variety of ad hoc reports. The reports can bemodified as they are built, or they can be reopenedlater to be modified. To create a wizard report:

S l t b t bl d ti t d t fi ld


Current Layout (cont.)



Select a base table and pertinent data fields.

Organize the data via grouping, sorting, and filteringoptions.

The Report wizard can also be used to create reportsbased on the layout that is currently displayed.

316 L e s s o n

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Project Web Site



j

Lesson 21

317

Create and launch a project Web site

Customize the appearance of a project Web site

Publish activity layouts as HTML pages

Lesson Objectives



317 L e s s o n

2 1

The project Web site feature is used to publish aproject plan as a Web site on an intranet or as a

Web site on the Internet. Using a Web browser,the project team and other interested parties canview project documents that contain hypertext

Project Web Site



p j yplinks to other pages, enabling them to movebetween projects and from page to page within areport.

You can browse a project plan at a high level andquickly view more detailed information aboutspecific activities, work products and documents,

resources, etc. You can also navigate a projectWeb site using the project's WBS, resourcehierarchy, reference documents outline, activitycodes and values, risks, and issues. 318 L

e s s o n

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Among the Web site features: Customize the Web page design.

Create a Web site that contains one or multipleprojects.

The project(s) must be opened when publishing.

Project Web Site(cont.)



Control the level of detail published, for examplelimiting activity information and personal

information about resources.

318 L e s s o n

2 1

Control the information included: Activity layouts

Tracking layouts

Project reports

Global data dictionaries

T t j t W b it l ll i t bli hi

Project Web Site(cont.)



Test a project Web site locally prior to publishingpublicly.

318 L e s s o n

2 1

On the General tab in the Projects window, youcan create a link to the location of the project

Web site. Use the General tab to set up the information

displayed on the Web site:

Creating a Project Web Site



displayed on the Web site: Web Site Name, Web Site Description, and Last

Publish Date is displayed on the Web site splashscreen.

Path chosen in the Publish Directory field determinesthe location of the Web site files.

Scheme determines the fonts, colors, icons, andsplash screen that will be used for the Web site.

319 L e s s o n

2 1

You can use the default scheme or create yourown scheme by adding graphics, fonts, and

colors. Customizable features includebackground/foreground colors, icons/logos, andtext types/fonts.

Customizing the Project Web Site



Use the Main Form tab to customize features onthe main form of the Web site.

321 L e s s o n

2 1

Splash Tab

Use the Splash tab to customize features on the

splash screen.

Customizing the Project Web Site(cont.)



322 L e s s o n

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Topics Tab

Use the Topics tab to determine the detailed

data to publish to the Web site. If all checkboxesare cleared, only WBS data is published.




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Graphics Tab

Use the Graphics tab to select existing activity or

tracking layouts to publish to the project's Website.

Define activity layouts in the Activities window and




y ytracking layouts in the Tracking window.

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Reports Tab

The Reports tab is used to select existing reports

to publish to the project Web site. If you do not want reports to be displayed in a

specific Web site, clear the Include in project




specific Web site, clear the Include in projectWeb site checkbox.

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Publishing the Web Site A project Web site cannot be published in a

subdirectory beneath the directory that containsPrimavera.

A project Web site cannot be published if thesubdirectory contains files other than the Project




subdirectory contains files other than the ProjectWeb site files.

If the publish subdirectory contains only project Website files, those files will be deleted and replaced withthe updated files.

If the publish subdirectory does not exist, thesubdirectory will be created.

Data is static as of the date the site is published. To

update the site with the new data, publish the siteagain.

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Launching the Web Site

The Web site can be launched two ways:

Automatically in the default browser if theAutomatically launch web site preview afterpublishing checkbox is marked.




Manually from the General tab in the Projectswindow.

The URL set for the Web site is also displayed inPrimavera Portfolio Analysis and in Timesheets,and can be used to launch the Web site.

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The project Web site is divided into three panes: Upper pane - Contains a navigation toolbar for quick

access to various sections of the Web site.

Click the Subtoolbar to view a specific set of datarelating to what is selected from the upper pane.

Left pane - Select the data elements to view

Navigating the Project Web Site



Left pane Select the data elements to view.

Right pane - Navigate through the details for the

element displayed in the left pane. The icons in the upper pane allow you to view

global data dictionaries as well as theactivity/tracking layouts and reports you selectedto publish.

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Save activity layouts as HTML files that are notlinked to a project Web site you previously

created. The layouts represent a static picture of the project. Timescale begins on the date defined by the

l t d l t

Publishing Activity Layouts



selected layout.

Columns displayed are defined by the selected

layout.

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Key Concepts

The project Web site feature is used to publish a

project plan as a Web site on an intranet or as aWeb site on the Internet. The Web site caninclude activity layouts, tracking layouts, project

Publishing Activity Layouts(cont.)



reports, and global data dictionaries.