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Contents
PAGE 1 2 3 4 5 6 Overview Install the XER Toolkit (Standalone version) Opening the XER Toolkit for the first time (Standalone version) Register the XER Toolkit (Standalone version) Open a new XER File Connecting to P6 Database Database Details SQL Server Database Details Oracle 7 Projects Select a Project View Project Details 8 9 10 Save baseline project Assign baseline project Manage Baselines Clear Current Baseline Delete an existing baseline Save Current Project as Baseline 11 Column Schemes About columns schemes The current column scheme Add a column to the current scheme Delete a column from the current scheme Change the position of a column within the current scheme Format output columns Save a column scheme Set a saved scheme as the current column scheme Delete a saved column scheme Export column scheme(s) to other Toolkit users Import column scheme(s) from other user Modify a saved scheme 12 General Reports Detailed Activity Report 4 5 6 7 8 8 9 10 12 12 12 13 13 14 14 14 14 15 15 15 16 17 17 18 19 20 21 22 23 24 25 25
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Overview
The XER Toolkit is an Excel addin that provides intelligent access to primavera schedule data stored within an XER file. The Toolkits functionality can be split into three areas of use: Viewing Analysing Data manipulation The Toolkit operates entirely within the MS Excel environment and does not rely on or require any other software installation. The Toolkit uses Excels built-in database technology and can therefore handle and operate large multi-project XER files. The original XER file is never altered or affected by the XER Toolkits opertation. All outputs are produced in standard Excel workbooks and can be saved or discarded by the user. The outputs can be manipulated by the user the same as any other Excel spreadsheet.
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Visit: www.ProjectControlSystems.co.uk/buy/ 1. Right Click link Download the XER Toolkit 2. Select Save Target As 3. Choose or create directory where the toolkit is to be installed. 4. Click Save
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1. Using Windows Explorer, double click on the XER Toolkit file. 2. Click Enable Macros.
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1. eMail registration number and your details to: register@xertoolkit.co.uk 2. We will email you a validation code within 24hours. Enter this into the registration form and click OK. 3. If you are happy with the XER Toolkit licence terms and conditions, click ACCEPT (You will only be asked to accept licence terms and conditions when a new version of the toolkit is opened on your computer. If you wish to view the licence terms and conditions after the initial acceptance then they can be accessed through the Toolkit Info function).
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Connect to P6 Database
1. Click Get New Data and then choose to Connect to P6 2. Choose database type. 3. Enter database details (see Database Details below for further information). 4.Click connect button. 5. Select functions.
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The username and password are for the P6 database. They are not the details you enter to access and use Primavera. The default username and password for SQL Express installations are: Username: privuser Password: privuser If you are unsure of your username and/ or password then consult your database administrator.
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The server name will be the name of the host computer. For standalone installations, enter your computer name. The username and password are for the P6 database. They are NOT the details you enter to access and use Primavera. The default username and password for Oracle installations are: Username: PRIVPRM$PM Password: {password you entered during installation/ use to access Primavera} If you are unsure of your username and/ or password then consult your database administrator.
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1. Click Open New XER 2. Select XER File 3. Once the XER file is opened a form will display the details of the Primavera tables contained within it. During the open sequence, the Toolkit imports the data from the XER file so the original file is no longer required after this point. 4.To view the details of the original XER file current in use by the XER Toolkit, click the XER button.
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Projects
Select a Project 1. Use project drop-down box to display list of projects. Select the project you wish to view/ interrogate. The XER Toolkit can handle large XER files containing multiple projects. There is no upper limit to the size of an XER file that can be opened by the XER Toolkit. The Toolkit will however lose performance as the size of the XER file increases.
View Project Details 1. Click Project Details button from main Toolkit menu.
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Detail Tabs Available: General Dates Defaults Timesheets Assignments Activities (Project) Codes Schedule Options
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1. Click Save Current Project as Baseline 2. Enter a reference description and click OK NB: Only the current project can be saved as a baseline. Therefore, if project (A) is to be assigned with a baseline project (B) then project (B) must initially be opened and set as the current project to be saved as a baseline. Project (A) can then be opened.
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1. Use Baseline drop-down box to display list of available baselines. Select the project you wish to use as a baseline.
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Manage Baselines
Clearing Current Baseline 1. If you no longer wish to use a baseline against the current project, click the Clear Current Baseline button. Delete a Baseline 2. Select baseline project from list and then click the delete button Saving Current Project as Baseline 3. Click the Save Current Project as Baseline Button. This is the equivalent of clicking button with same name on the main Toolkit menu. NB: There is no limit to the number of saved baselines.
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Column Schemes
About Column Schemes Column schemes are used by various functions within the XER Toolkit. They define the activity data content that the user wishes to display in an output table. The XER Toolkit is pre-loaded with a variety of columns schemes. Users can define and save as many additional columns schemes as required. Some value-added columns available within the XER Toolkit cannot be selected within the activities screen of Primavera. E.g: Predecessors & successors with Type & Lag duration detail. Driving predecessors & Successros with detail Activity code descriptions Activity Steps etc. The Current Column Scheme 1. Click the Column Schemes button from the main Toolkit menu. 2. The columns defined in the Selected Columns window is the current column scheme.
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Change The Position of a Column Within The Current Scheme 1. Select the column to be moved. 2. Click the Up button to move the column to the left, or click Down to move the column to the right of its current position within the output data tables.
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Export Column Scheme(s) to Other Toolkit Users 1. Follow steps 1 & 2 for: Delete a Saved Column Scheme to get to schemes form 2. Select scheme(s) to be exported 3. Click the Export Scheme button 4. Enter reference filename and location 5. Click Save button. NB: The saved file can now be sent/ made available to other XER Toolkit users for import.
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General Reports
Detailed Activity Report NB: The detailed activity report is designed to provide the vast majority of available data held within the XER file in relation to a specific activity. E.g. it can provide access to all of the UDFs that have been assigned with a value against the activity which can sometimes be difficult to determine. The report is available to use within various Toolkit functions: Project Health detailed screens Activities (as shown in example below), Logic (Detailed Predecessor/ Successor) report The example shown below uses the Activities function as the source point for selecting the detailed activities report. The process is exactly the same when accessing the report from other functions. 1. Select a single activity to be viewed. 2. Click the Activity Report button. This will activate the report output options form. 3. Select the summary data topics to be output via the report. The report can be refined to include only the data required by the user. E.g. if the user only wants to interrogate the UDFs assigned to an activity, select only the UDFs option from the summary data topic area. 4. If either Resources or Expenses are selected as summary data topics then additional worksheets will be produced by the report containing tables of data specifically related to the resources/ expenses. The user can refine the report by selecting which columns to view within the output table.
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Project Health Overview The XER Toolkits project health function is an extremely powerful tool that can assist with determining potential weaknesses in a schedule. The schedule quality metrics calculated by the XER Toolkit are established measures by which a schedule can be assessed to help determine whether it is realistic. As with all schedule quality indicators, there is no one size fits all result and to that end, the XER Toolkit has some versatile features inlcuding the ability to filter the general results by WBS and/ or activity code. It can also measure all activities within a schedule or return results only for activities that are not yet complete. The toolkit also offers further options to refine individual health checks e.g. Activities with missing successors can be set to include open-ended tasks (activities with only a SS or SF successor). The ranges by which red, amber & green are triggered can also be manually regulated by the user to reflect the nature and requirement of each individual project. To aid the user benchmark against pre-defined and industry recognised results, the XER Toolkit has default red, amber, green trigger points built in. These are based upon the Defence Contract Management Agencys (DCMA) 14 point schedule metrics. The checks currently offered by the Toolkit are: Missing Predecessors Missing Successors Relationships with negative lag (Lead) Relationships with lag Non-FS Relationship ratio Activities with hard & soft constraints High Float Negative Float High Duration Late Activities Activities With High Cost Invalid Dates Activities In Progress Activities Without Resource Assignements Assignment Dates Not Aligned to Activity Dates
NB. Adjustments to filters and dial limits within the project health settings are reflected in the dashboard report outputs.
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Filter by WBS 1. Click the Filter by WBS button 2. Select WBS element 3. Click OK
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Numerical Display 2a You can choose to display results as percentages or as a number. To provide an example of when it may be an advantage to use numbers rather than percentagesm the following example looks at activities with missing predecessor logic. Option 1 reflects the DCMA default whereas option 2 reflects the ideal network scenario. Option 1 Display as a Percentage 5% of activities without predecessor raises a flag. Option 2 Display as a Number >1 activities without a predecessor raises a flag.
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Sector Values 2c When adjusting the numerical values within the dial-limits settings, the following outputs will be affected: Dial Start 1. Dashboard Report Dial Start Point as shown in Figure 1 Sector 1 1. Dashboard Report Dial End of sector 1 as shown in Figure 1 2. Trigger point for project health results to turn from green to amber Sector 2 1. Dashboard Report Dial End of sector 2 as shown in Figure 1 2. Trigger point for project health results to turn from amber to green Dial Start 1. Dashboard Report Dial End Point as shown in Figure 1
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Dashboard Sector Colours NB: The dashboard sector colours are set to Red/ Amber/ Green by default. These can be changed by the user. This will affect both the outputs from the dashboard report along with the project health front screen. 1. Click on the Advanced Settings button from the main Toolkit menu. 2. Click on the box containing the sector to be adjusted 3. Toggle selection for background. 4. Select background colour (repeat steps 3 & 4 for font) and then click OK buttons
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The identification of a red metric is not in and of itself synonymous with failure but rather an indicator or a catalyst to dig deeper in the analysis for understanding the reason for the situation. Consequently, correction of that metric is not necessarily required but it should be understood.
1. Click the Restore DCMA defaults to reset all project health defaults. This will reset all Toolkit defaults including non-DCMA-related checks and settings.
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Produce Dashboard Report NB: This section to be expanded after development of versatile reporting. 1. Click on the Dashboard Report button
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Missing Logic What the DCMA state: This metric identifies incomplete tasks with missing logic links. It helps identify how well or poorly the schedule is linked together. Even if links exist, the logic still needs to be verified by the technical leads to ensure that the links make sense. Any incomplete task that is missing a predecessor and/or a successor is included in this metric. The number of tasks without predecessors and/or successors should not exceed 5%. An excess of 5% should be considered a flag. The formula for calculating this metric is as follows Missing Logic % = 100 x # of tasks missing Logic # of incomplete tasks
A. Toggle to view either activities without Predecessors or activities without any successors. NB: In the case of viewing activities that do not have a successor, the toolkit provides the opportunity to Include Open Ended Tasks. See definition below. B. Check this box if the results are to exclude milestones with mising logic. C.Relationships to and from Level of Effort. WBS Summary activities cannot affect the start/ finish of other activities. Therefore, activities that only have predecessors/ successors that are Level of Effort or WBS Summary activities are effectively Open Ended (see below).
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Leads & Lags What the DCMA state: Leads This metric identifies the number of logic links with a lead (negative lag) in predecessor relationships for incomplete tasks. The critical path and any subsequent analysis can be adversely affected by using leads. The use of leads distorts the total float in the schedule and may cause resource conflicts. Per the IMS Data Item Description (DID), negative time is not demonstrable and should not be encouraged. Using MS Excel, count the number of Leads that are found. Leads should not be used; therefore, the goal for this metric is 0 Leads % = 100 x # of Logic Links With Leads # of Logic Links
Lags This represents the number of lag in predecessor logic relationships for incomplete tasks. The critical path and any subsequent analysis can be adversely affected by using lags. Per the IMS DID, lag should not be used to manipulate float/slack or to restrain the schedule. Using MS Excel, count the number of Lags that are found. The number relationships with lags should not exceed 5%. Lags % = 100 x # of Logic Links With Lags # of Logic Links
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A. Select constraint types to include in calculation NB: The XER Toolkit does not differentiate between hard and soft constraints in the default settings, i.e. all constraints (hard and soft) will be included in calculation. The user can select/ deselect any constraint type which will then be included in the calculations.
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Negative Float An incomplete task with total float less than 0 working days is included in this metric. It helps identify tasks that are delaying completion of one or more milestones. Tasks with negative float should have an explanation and a corrective action plan to mitigate the negative float. Divide the total number of tasks with negative float by the number of incomplete tasks. Ideally, there should not be any negative float in the schedule. Negative Float % = 100 x Total # of incomplete tasks with negative float Total # of incomplete tasks
A. The values entered within the max days boxes represent the maximum total float duration of activities within the range i.e. Using the example screen below: Float range 1 Includes all activities that have a maximum total float = 0 days (critical). There are a total of 22 activities in this float range. Float range 2 Includes all activities that have greater than 0 days total float and up to a maximum of 10 days total float (near critical). There are a total of 5 activities in this float range Float range 6 Includes all activities that have greater than 44 days total float (DCMA definition of high-float). There are a total of 14 activities in this float range. NB: The user can change the float ranges as required by entering new values into the Max-Day boxes. The number of activities in the range will automatically update once the max-day value has been updated. B. By toggling the Show Detail selection to a specific float range, the activites within that float range will be listed on the project health form. The example below shows that float range 1 has been selected and to the right of the screen, the 22 activities in float range 1 are listed. The detail included for each activity within the list includes ID, description and float value. C. By toggling the display settings, the user can display either the quantity of activites as a numerical value or as a percentage of the total number of activities. D. Restore the default colour scheme for the float ranges i.e. red for critical - light green for high float NB: By clicking on the coloured boxes, the user can manually change the colour schemes.
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Duration What the DCMA state:
High Duration An incomplete task with a baseline duration greater than 44 working days (2 months), and has a baseline start date within the detail planning period or rolling wave is included in this metric. It helps to determine whether or not a task can be broken into two or more discrete tasks rather than one. In addition, it helps to make tasks more manageable; which provides better insight into cost and schedule performance. Divide the number of incomplete tasks with high duration tasks by the total number of incomplete tasks. The number of tasks with high duration should not exceed 5%. High Duration % = 100 x Total # of incomplete tasks with high duration Total # of incomplete tasks
NB: For instructions relating to the project health tab for durations, refer to instructions for Float tab.
NB: For instructions relating to the project health tab for costs, refer to instructions for Float tab.
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NB: The XER Toolkit provides the opportunity to differentiate between resource types. i.e: > Include activities missing all resource type or > Include only activities specifically missing labour resources A. User selects to display results either based on activities missing all resource types or only those missing labourt resources.
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NB: Primavera makes allowance for resources to be applied across an activity duration in 2 ways: > Across the whole activity duration. > Across part of the activity duration e.g. An activity scope that consists of laying a concrete base may only include resources for the initial part of that activity as the remaining duration may account for the time it takes the concrete to set, during which no work may take place. Although this can potentially be is a useful feature, it can also lead to situations whereby resource dates become misaligned with their parent activity without the knowledge of the scheduler. Moreover, it is also possible for resource dates to go beyond the finish date of their parent activity.
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A. The XER Toolkit provides the user with the opportunity to review resources that have start and finish dates which are misaligned with the start and finish of their parent activity. The user can choose to include all activities or just those with resource completion dates beyond the completion of their parent activity by checking/ unchecking the tickbox.
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