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Welcome to the Eastwood Harris Pty Ltd Primavera P6 Versions 8, 15 and 16 EPPM Web Tool 2 day training course “Enterprise Portfolio Project Management”

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Administration

Course Objectives

 Evacuation

This course objectives are to teach participants:

 Facilities, timings and meals

 Introduction to the user interface,

 Mobile phones & Emails

 How to create and plan projects without resources including creating the WBS, adding activities, relationships and constraints,

 Introductions:  Your name,

 Formatting, filters, layouts and printing,

 The types of projects you are involved in,  Your experience in scheduling software and

 Assigning Baselines and updating an un-resourced project,

 What you seek from this course,

 Adding and assigning Roles and Resources,  Updating a Resourced project,

 Course attendance sheet,

Successful completion of the workshops is required to complete the course.

 Course conduct. Page 4

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Course Agenda

Course Agenda

DAY 1

DAY 2

1 - Introduction

13 - Printing and Reports

2 - Creating a Project Plan

14 - Scheduling Options and Setting a Baseline

3 - Starting Up and Navigation

15 - Updating an Unresourced Schedule

4 - Creating a New Project

16 - Administer Menu

5 - Defining Calendars

17 - Creating Roles and Resources

6 - Creating a Primavera Project WBS

18 - Assigning Roles, Resources and Expenses

7 - Adding Activities and Organizing Under the WBS

19 - Resource Optimization

8 - Formatting the Activity Window and Views – Classic View

20 - Updating a Resourced Schedule

9 - Formatting the Standard View

21 - Other Methods of Organizing Project Data.

10 - Adding Relationships 11 - Activity Network View 12 – Constraints continued… Page 6

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1 - INTRODUCTION

1.1 - SOFTWARE INSTALLATION

1.1 - Software Installation and Configuration 1.2 - Purpose of the Course

 This book does not cover software installation.

1.3 - Required Background Knowledge

 Web based technologies often require specialist knowledge to implement to ensure the software functions as designed.

1.4 - Purpose of Planning 1.5 - Project Planning Metrics 1.6 - Planning Cycle 1.7 - Levels of Planning 1.8 - Monitoring and Controlling a Project.

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1.2 – Purpose of the Course  Provide a method for planning, scheduling and controlling projects using Primavera,  Within an established Enterprise Project database or a blank database,  Up to an intermediate level.

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1.4 - Purpose of Planning  The ultimate purpose of planning is to build a model that allows you to predict which activities and resources are critical to the timely completion of the project,  Strategies may then be implemented to ensure that these activities and resources are managed properly, thus ensuring that the project will be delivered both On Time and Within Budget.

1.3 - Required Background Knowledge  The ability to use a personal computer and understand the fundamentals of the operating system,  Experience using application software such as Microsoft Office and  An understanding of how projects are planned, scheduled and controlled, including understanding the project management processes applicable to your projects.

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Planning aims to:  Identify the total scope and stakeholders  Plan to deliver the scope and understand the risks  Evaluate different project delivery methods  Identify the deliverables under a logical breakdown of the project, often called WBS or PBS  Identifying activities required to produce the deliverables  Identify and optimize the use of resources  Evaluate if target dates may be met  Identify risks and plan to minimize them  Provide a baseline plan  Assist in stakeholders’ communication

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 Assist management to think ahead and make informed decisions.

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3.14 - Find and Replace Option  In P6 R8.3 users can find and replace any text that is being displayed in the columns of the EPS, Activities, and Resources Assignments windows:

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3.15 - Global Search and Replace  The Global Search and replace was improved in Version 16.1 with the addition of functions like nested Groupings and modification of Resource Assignments.  To access the Global Search and Replace select the EPS window Classic View and select Actions, Global Search and Replace:

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3.16 - Closing a Project

3.17 – Pop-Up Windows

 There are two methods for closing a project:

There are two types of popup windows you may be presented with:

 From the Projects, Open Projects menu, leaving one project open to use this form,

 A web browser window when the browser requires the user to allow pop-ups or to load further software to operate, such as a Java script,

 Selecting Projects, EPS, Actions, Close All icon will close all projects.

 P6 popups, which once you understand how the software operates, you should disable by selecting the Do not show again option.

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3.18 - Closing Down  Select Logout from the top right hand side of the screen to close down the application.

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3 - STARTING UP AND NAVIGATION - SUMMARY 3.1 - Special Note Regarding Web Based Project Management Tools 3.2 – New Interface Features In P6 EPPM 16 3.3 - Increased Functionality in Standard View 3.4 - Logging In 3.5 - Primavera P6 Architecture 3.6 - P6 Web Functionality Areas and Interface 3.7 - Viewing Project Data 3.8 - Understanding the Projects Window 3.9 - Right-clicking with the Mouse 3.10 - Full Screen Mode Icon

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Continued…

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7.1.6 - Price/Unit  Like Microsoft Project an activity may be assigned a Unit (hours or work) without a resource being assigned,  This value is used to calculate a cost when a Unit has been assigned to an activity without a resource assignment.

7.1.7 - Auto-numbering Defaults  Each Activity ID is unique and is not change when activities are reordered,  The Auto-numbering Defaults decides how new activities are numbered,  The first activity added to a new project will be based on the defaults set in this form, NOTES:  Activity IDs do not change like Microsoft Project when activities are reordered,  There is no function of Increment Activity ID based on selected activity found in the Client,  There are no Activity ID Codes allowing logic to be automatically embedded into the Activity IDs, which are a powerful features of both P3 and SureTrak.

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7.2 - Adding New Activities To add an Activity:  From the Activities window,

7.3 - Default Activity Duration  The default activity duration for newly created activities is specified in the Administer, Application General tab Activity Duration cell.

 Select the appropriate WBS Node and then either:  Press the Insert key on the keyboard, or  Click on the

Add icon on the Actions toolbar.

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7.4 - Copying Activities from other Programs  Activity data may be updated from other programs (such as Excel) by using the Excel Import and Export function.

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7.5 - Copying Activities  Activities may be copied from another project when both projects are open at the same time or copied from within the same project using the normal Windows commands of:  Copy and Paste, by using the menu commands Right click, Copy and Right click, Paste, or  By using Ctrl+C and Ctrl+V,

 There is no Copy Activity Options form Renumber Activity ID based on selected activities form as in the Client and all data including relationships are copied.

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Critical Path  The Critical Path is the chain of activities where any delay causes an immediate delay in the project end date,  It is in the top row of activities.

11 - ACTIVITY NETWORK VIEW SUMMARY 11.1 – Introduction to the Activity Network View 11.2 - Early Date, Late Date and Float Calculations 11.3 - Workshop 8 – Scheduling Calculations and Activity Network View.

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11.3 - Workshop 8 - Scheduling Calculations and Activity Network View  We want to practice calculating early and late dates with a simple manual exercise.

12 - CONSTRAINTS 12.1 - Assigning Constraints 12.2 - Project Must Finish By Date 12.3 - Activity Notebooks 12.4 - Workshop 9 – Constraints.

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Activity Constraint Types Constraints are used to impose logic on activities that may not be realistically scheduled with logic links, This module will deal with the following constraints in detail:  Start On or After more commonly called an Early Start constraint and affects the activities Early Start date,  Finish On or Before more commonly called an Late Finish constraint and affects the activities Late Finish date, These are the minimum number of constraints that are required to effectively schedule a project,

Activity Constraint Types continued Other Constraint Types: 

Start On initially sets the Early and Late Start to the constraint date and therefore has no Total Float, but may develop Negative Float,

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Start On or Before more commonly called an Late Start constraint and affects the activities Late Start date,

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Finish On and initially sets the Early and Late Finish to the constraint date and therefore has no Total Float, but may develop Negative Float,

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Finish On or After more commonly called an Early Finish constraint and affects the activities Early Finish date calculation,

There are many other types that may be used but we will not cover them in detail. Page 229

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Understanding % Complete Types  The Default % Complete Type is assigned in the Project Preferences, Defaults tab,

15.3 - Updating the Schedule  The schedule Actual Dates and Remaining Durations may be updated:

 Activity % Complete, displayed on the % Complete Bar, may be linked to only one of the three % Complete following three fields:

 In the Status are area of General tab in the lower pane Details form by checking the Started and Finished boxes and adjusting the dates, or

 Physical % Complete  Duration %Complete  Units % Complete

 The Activity % Complete is also linked the % Complete Bar and shown on the % Complete Bar.

 Using the Actual Start and Actual Finish Columns: Page 299

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15.4 - Progress Spotlight  The function titled Progress Spotlight highlights the activities that should have been worked on in the period highlighted,

15.5 - Suspend and Resume  Suspend and Resume dates enables the work to be suspended and the activity resumed at a later date,  Display the Suspend and Resume date columns,

 Click on the Spotlight icon to move the Spotlight forward or backwards one minor timescale increment.

 NOTE: This enables only one break in an activity.

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15.6 - Scheduling the Project  At any time, but usually after some or all the activities have been updated, the project is scheduled:  Open the Schedule Project form by either:

15.8 - Comparing Progress with Baseline  You may view any variance using bars or columns:

 Select Scheduler (F9) icon or  Press the F9 key,

 Select the revised Current Data Date and Time from the Data Date box and click the Schedule button.  The software will recalculate all the early finish dates from the remaining durations and the new Current Data Date, taking into account the relationships and the Schedule Options. Page 303

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18.14 - Workshop 14 – Assigning Resources and Expenses to Activities  The Resources must now be assigned to their specific activities.

19 - RESOURCE OPTIMIZATION  19.1 - Reviewing Resource Loading  19.2 - Assignments View – Classic View  19.3 - Assignments View – Basic View  19.4 - Resources, Analysis, Role Usage Window  19.5 - Methods of Resolving Resource Peaks and Conflicts  19.6 - Workshop 15 – Resources Optimization.

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19.1 - Reviewing Resource Loading

19.2 - Assignments View – Classic View

 There are a number of facilities for reviewing resource loading which consist of either displaying a View or running a report. The Timescale interval affects the displays. Views will not be covered in detail, as they are self-explanatory,

This view allows the display of Resource Assignments,

 It is important that the data to be reviewed is Summarized before any resource analysis is undertaken by setting a Projects, Project Scheduled Service or by running the Projects, EPS, Summarize Projects,

 This window is displayed by selecting the Resources, Assignments tab.  The picture below shows the OzBuild Workshop resources only.  This window has three panes as indicated by the arrows:

 The instructor will lead you through the:  Resource Usage Window and  Resource Analysis Window. Page 373

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19.3 - Assignments View – Basic View  The Basic View is new to Version 16.1 allows the display of basic Resource Assignment information,  This window is displayed by selecting the Resources, Assignments tab and selecting Switch to Basic View if it is not displayed by default.  The default view is in Administer, My Preferences.  The picture below shows the OzBuild Workshop resources only, Resources Assignments View:

19.4 - Methods of Resolving Resource Peaks and Conflicts Methods of resolving resource overload problems are:  Revising the Project Plan,  Duration Change,  Resource Substitution,  Increase Working Time,  Split an activity around peaks in demand,  Leveling the schedule,  Resource Curves.

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19 - RESOURCE OPTIMIZATION SUMMARY

19.6 - Workshop 15 – Resources Optimization

 19.1 - Reviewing Resource Loading

 We will look at some of the options for reviewing resource loading.

 19.2 - Assignments View – Classic View  19.3 - Assignments View – Basic View  19.4 - Resources, Analysis, Role Usage Window  19.5 - Methods of Resolving Resource Peaks and Conflicts  19.6 - Workshop 15 – Resources Optimization

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20 - UPDATING A RESOURCED SCHEDULE  20.1 - Understanding Planned Values and Baseline Projects  20.2 - Understanding the Current Data Date  20.3 - Information Required to Update a Resourced Schedule  20.4 - Project Preferences Defaults for Updating a Resourced Schedule  20.5 - Activities Window – Percent Complete Types  20.6 - Using Steps to Calculate Activity Percent Complete  20.7 - Updating the Schedule  20.8 - Updating Resources  20.9 - Updating Expenses  20.10 - Updating Using Progress Reporter  20.11 - Workshop 16 – Updating a Resourced Schedule

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Preparing to Update a Resourced Schedule After this course and before working on a live project, inexperienced users should gain confidence with the software by:

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Updating a Resourced Schedule  It is often considered best practice to update a project between 10 and 20 times in its lifecycle. Some companies update schedules to correspond with accounting periods, which are normally every month. This frequency is often too long for projects that are less than a year in duration, as too much change may happen in one month. Therefore, more frequent updating may identify problems earlier,  Updating a project with resources employs a number of preferences and options, which are very interactive and will require a significant amount of practice by a user to understand and master them,  It must be decided if the software will calculate the Actual costs and units from the percentage complete or if this data is to be collected and entered into the software. Page 380

Updating a Resourced Schedule Updating a project with resources takes place in two distinct steps: 1. The dates, durations and relationships are updated using the methods outlined in the Updating an Unresourced Schedule chapter, and

 Creating a new project and setting the Defaults, Preferences and Options to reflect the method you wish to enter information and how you want Primavera to calculate the project data,

2. The Resource, Expenses Units (hours and quantities) and Costs, both the Actual to Date and To Complete, are then updated. These values may be automatically updated by Primavera from the % Complete or imported from accounting and timesheet systems or updated by the Primavera Timesheet system.

 Creating two or three activities and then assigning two or three resources to each activity,  Update the Activities and Resources as if you were updating a schedule and observe the results,  Alter the preferences and defaults if you are not receiving the result you require. Re-update and note the preferences and defaults for future reference. Page 381

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20.1 - Understanding Planned Values and Baseline Projects 20.1.1 - Cost and Units Planned Values  The Planned Values in Primavera are assigned to both Units and Costs for each Resource and Expense at the time the Resource or Expense is assigned to an Activity,  Planned Values reside in the current project and in all Baseline Projects,  The Planned values normally by default are linked to the At Completion values when an activity has not commenced but after the activity is in-progress by being marked as Started or having a % Complete these values become unlinked. Page 383

20.1.2 - Baseline Project and Values A Baseline project is a complete copy of a project including the relationships, resource assignments and expenses:  Baseline Dates are also known as Target Dates and are normally considered to be the approved Project Early Start and Early Finish dates of an unprogressed project,  Baseline Duration is the original planned duration of an activity,  Baseline Costs are also known as Budgets and represent the original project cost estimate,  Baseline Units are also known as Budgeted Quantity and represents the original estimate of the project quantities. Page 384

20.2 - Understanding the Current Data Date

20.3 - Information Required to Update a Resourced Schedule

 The Current Data Date is the date that divides the past from the future in the schedule. It is not normally in the future but is often in the recent past due to the time it may take to collect the information required to update the schedule,

The following information is required to update a resourced schedule:

 Actual Costs and Quantities/Hours or Actual Work occur before the data date,  Costs and Quantities/Hours to Complete or Work to Complete are scheduled after the Data Date,

 Activities completed in the update period:  Actual Start and Finish date of the activity,  Actual Costs and Quantities (Units) consumed,

 Activities commenced in the update period:  Actual Start date of the activity,

 Actual Duration is calculated from the Actual Start to the Current Data Date,

 Remaining Duration or Expected Finish date,

 Remaining Duration is the duration required to complete an activity. The Early Finish date of an inprogress activity is normally calculated from the Current Data Date and the Remaining Duration.

 Quantities to Complete and Costs to Complete,

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 Actual Costs and/or Actual Quantities,  % Complete. Page 386

Information Required to Update a Resourced Schedule

20.4 - Project Preferences Defaults for Updating a Resourced Schedule

Activities Not Commenced:

 The Project Preferences settings affect all activities in a project that is being updated,

 Changes in Logic, Constraints, or Duration, or  Changes in estimated Costs, Hours or Quantities a  Add or remove tasks to represent scope changes, Other Considerations Primavera normally by default calculates:  The Units to Complete and in turn the Actual Units by the relationship between the Remaining Duration and Resource Units,  The Costs to Complete and the Actual Costs by the relationship between the Resource Unit Rate and Resource Units,  These calculations may be turned off.

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 When more than one project is open, the Scheduling Options of the project at the top of the list of opened projects are used to calculate all open projects when they are scheduled or leveled,  NOTE: There is not the Default Project function found in the Windows Client in the Web,  The Calculations and Defaults tab in the Projects Preferences tabs sets some important resource defaults.

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20.4.1- Project Preferences Calculations Tab

20.4.2 - Project Preferences Defaults Tab

 The instructor will explain these functions:

 The instructor will recap the Duration Type and Price/Unit functions:

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20.5 - Activities Window – Percent Complete Types

20.5.4 - Units Percent Complete Type

There are three % Complete types which may be assigned to each activity. The default is adopted from the setting in the Project Preferences, Defaults tab:

When Units Percent Complete type is selected:

 Physical  Duration  Units

 This option creates a link between the Activity % Complete and the activity Units % Complete, and  The Units % Complete is calculated from the relationship between the Actual Units and At Completion Units.

These have been covered before and the Units % Complete become active after a resource has been assigned.

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20.6 - Using Steps to Calculate Activity Percent Complete An activity percent complete may be defined by using steps. A Step is a measurable or identifiable task required to complete an activity. In summary, to use steps:  A Step template may be created by selecting Administer, Enterprise Data, Activities, Step Templates to open the Activity Step Templates form,  Add as many steps as required and assign their weight which will be used to apportion the percent complete of an activity,

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20.7 - Updating the Schedule This takes place in two steps:  Firstly the Dates and Durations are updates in the same way as an un-resources schedule, then  The Resources and Expenses Units and Costs are updated, It must be decided how this operation is completed as there are many options.

 The Calculations and Defaults tab in the Projects Preferences tabs has a check box titled Calculate Activity percent % from activity steps which must be checked to allow Steps to be used. Page 393

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20.11 - Workshop 16 – Updating a Resourced Schedule

21 - OTHER METHODS OF ORGANIZING PROJECT DATA

 We now need to update the activities and resources as of 14 Dec 18.

 21.1 - Understanding Project Breakdown Structures  21.2 - Activity Codes  21.3 - User Defined Fields  21.4 - Workshop 17 – Activity Codes and User Defined Fields (UDF)

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21.1 - Understanding Project Breakdown Structures The Work Breakdown Structure – WBS function was discussed earlier as a method of organizing projects and activities under hierarchical structures. There are alternative features available in Primavera for grouping, sorting and filtering activities, resources, and project information:  Activity Codes

21.2 - Activity Codes Activity Codes may be used to Group, Sort, and Filter activities from one or more open projects,  Activity Codes, such as Phases, Trades, or Disciplines, are often defined in the Activity Codes Definition form,  Activity Code Values are defined in the in the Administer, Enterprise Data, Activities, Activity Codes tabs, such as:  Phases of Design, Procure, Install and Test,

 User Defined Fields (UDF)

 Trades of Brickwork, Plumbing and Electrical, and

 WBS Categories – not covered

 Disciplines of Concrete, Mechanical, Pipework,

 Resource Codes – not covered

 Activity Codes are assigned from the Activities Window using the Codes tab in the lower pane or displaying the appropriate Activity Code column,

 Cost Accounts – not covered.

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21.3 - User Defined Fields  User Defined Fields are similar to Custom Data Items in P3 or Custom Fields in Microsoft Project and provide the ability to assign additional information to database records,  They may be used for recording information about the data field as an alternative to Activity Codes and other predefined Primavera fields,  The type of data that may be assigned to User Defined Fields would be equipment number, order number, variation or scope number; road, railway or pipeline changes; address and additional costs data,

User Defined Fields  Activity data may be filtered, grouped, and sorted using these User Defined Fields in a similar way to Activity Codes,  Data may be imported into the fields and, unlike Activity Codes, the data item does not have to exist in the database before importing,  There are a number of predefined fields that may be renamed and new ones may be created.,  The instructor will demonstrate UDFs.

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21 - OTHER METHODS OF ORGANIZING PROJECT DATASUMMARY

21.4 - Workshop 17 – Activity Codes and User Defined Fields (UDF)  This workshop will look at creating an Activity Code and some UDFs,

 20.1 - Understanding Project Breakdown Structures

 We will create an activity code to represent the departments’ responsibilities for the Project.

 20.2 - Activity Codes  21.3 - User Defined Fields  21.4 - Workshop 17 – Activity Codes and User Defined Fields (UDF)

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Database Cleanup at end of course, if required:

Review Expectations  Any questions,

Please could you delete all:

 Complete Feedback Sheet,

 User Filters

 Have we met your expectations?

 User Layouts  The resources created but NOT your Resource node  Your projects.

TCC0205-TRG-TM-SP10\A2

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Thank you for attending

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