Professional Documents
Culture Documents
Training Manual
Course 101
Primavera®
Course 101
Version 6.0
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Trademarks: Primavera, the Primavera sundial logo, P3, P3e, Primavera Enterprise, Primavera Expedition,
Primavera Project Planner, Primavera TeamPlay, myPrimavera, PrimeContract, and SureTrak are either regis-
tered trademarks or trademarks of Primavera Systems, Inc., in the United States and/or in other countries. All
other trademarks mentioned herein are the property of their respective owners.
Introduction to Primavera . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Primavera Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Primavera P6 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Methodology Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Timesheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
What is P6 Web? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
User Access to Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
License, Security Profile, Project Association . . . . . . . . . . . . . . . . . . . . . . 17
User Interface View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Logging In to P6 Web . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
The P6 Web Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Course 101 i
Course Contents
Navigating in P6 Web . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Most Recently Used Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Breadcrumbs Trail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Selecting a Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Exploring the EPS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Using Project Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Editing Project Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
General Sub-Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Notebook Sub-Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Funding Sub-Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Codes Sub-Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Settings Sub-Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
User Defined Sub-Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
ii Course 101
Course Contents
Adding Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Viewing Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Adding a Start Milestone Activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Adding an Activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Copy/Pasting Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Deleting Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Viewing and Editing Activity Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Viewing Activity Details in Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Activity Details Sub-Tabs Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
General Sub-Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Steps Sub-Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Notebook Sub-Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Codes Sub-Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
iv Course 101
Course Contents
Course 101 v
Course Contents
vi Course 101
Course Contents
Baselines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196
Adding Baselines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196
Assigning Baselines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Editing Baseline Names and Types . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Deleting Baselines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Dashboards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Viewing Dashboards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
Customizing Dashboards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Filtering Portlet Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
Customizing Dashboards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
Portlets on Dashboards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243
Modifying Portlet Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
Personal Information Portlets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248
My Activities Portlet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248
Custom Portlets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249
Managing Dashboards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250
Creating a Dashboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251
Course 101 ix
Course Contents
x Course 101
Course Objectives
Course 101 will cover the following topics:
✔ Introduction to Primavera
• Describe Primavera solutions
• Describe P6
✔ Creating a Project
• Create a project
• Select a location in the Enterprise Project Structure
• Assign a Responsible Manager from the Organizational Breakdown Structure
✔ Adding Activities
• Describe activity types
• View activity information in the Activities tab
• Send an e-mail related to an activity
• Edit Activity Details tabs
• Add steps to an activity
• Add a Notebook topic to an activity
• Assign an activity code
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Course Objectives (continued)
✔ Creating Relationships
• Differentiate between four relationship types
• Create relationships in Activity Details
• Create relationships in the Gantt Chart
✔ Scheduling
• Define key scheduling terms
• Perform a backward and forward pass
• Define Total Float and its impact on the schedule
• Schedule a project
• Describe loops and open ends
✔ Assigning Constraints
• Apply an overall deadline to a project
• Apply a constraint to an individual activity
• Add notebook topics to constrained activities
• Describe available constraint types
✔ Assigning Resources
• Assign a role
• Fill a role assignment
• Request resources
• Assign a resource
• Check resource availability
• Send e-mails to assigned resources
✔ Project Workspace
• Describe the Project Workspace
• Add and remove portlets
• Customize the Project Workspace
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Course Objectives (continued)
✔ Executing the Project Plan
• Describe several methods for updating the project schedule
• Define the data date
✔ Reporting
• Assign reports to the Project Reports portlet
• Schedule reports
• View scheduled reports
✔ Dashboards
• Create a dashboard
• Add and remove dashboards
• Filter data to display in portlets
• View your projects and activities
✔ Portfolios
• Create a portfolio manually
• Create a portfolio by filter
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© 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.
LESSON 1
Introduction to Primavera
Objectives
✔ Describe Primavera solutions
✔ Describe P6
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Lesson 1: Introduction to Primavera
Introduction to Primavera
Primavera Systems Inc. is the world’s leading project and portfolio
management software company, providing the software foundation that
enables all types of businesses to achieve excellence in managing their
portfolios, programs, projects, and resources. It is estimated that projects
totaling more than $5 trillion in value have been managed with Primavera
products.
Primavera began in 1983 with the launch of PC-based software for engineering
and construction. Today Primavera is a diversified software company that
provides both desktop and enterprise-class solutions that enable companies to
prioritize, plan, manage, and measure the project investments necessary to
grow the business and service their customers.
Primavera Solutions
The graphic below lists Primavera solutions and the industries served by
Primavera.
SOLUTIONS
ProSight Evolve P6
What?
Who?
How?
Identify, select, and prioritize Right people. Right projects. Plan and execute high
the right strategic initiatives. Right now. quality projects on time,
on budget
Cost Contract
Change?
Much?
PertMaster
Risk?
Manager Manager
How
Earned Value
Earned Value Contract Control
Contract Control Risk Management
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Lesson 1: Introduction to Primavera
Cost Manager — A solution that reduces the work necessary to track earned
value. Graphic representations are automatically generated using the latest
project information from a centralized database. Download cost data from your
accounting system by using a flexible interface module to ensure a consistent
and complete view of project performance. Alternatively, actual cost data may
be entered or imported from Primavera.
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Lesson 1: Introduction to Primavera
Primavera P6
FIG. 1.1: Primavera Client-Server
P6 includes client-
server and Web Project
components. Methodology Management
Architect
Project Management
Methodology
Management Project
Project
Database Templates
Management
- MMDB - Database
(Methodologies Real-Time/ - PMDB -
and Summary (Project Plans) Progress Reporting
Processes) Information and Collaboration
Web
P6 Web
Project Portfolio Management
Architect
Project Management
Timesheets
Resource Management
Collaboration
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Lesson 1: Introduction to Primavera
Primavera P6 (continued)
❑ Capacity analysis and resource planning to anticipate resource usage
requirements in future projects.
❑ Collaborative workspaces to initiate projects and document workflows;
manage and approve documents; and communicate with the project team.
Methodology Management
❑ An integrated process improvement platform for delivering best practices,
lessons learned, and organizational standards in the form of project
templates, work product templates, and estimation metrics.
❑ Create, capture, organize, and improve reusable components for building
future project plans.
Timesheets
❑ Enables Web-based timekeeping and communication.
❑ Team members see all supporting information they need to coordinate and
perform their work while communicating directly with the central database.
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Lesson 1: Introduction to Primavera
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LESSON 2
Objectives
✔ Review the relationship between Primavera and the Project Management
Life Cycle
✔ Identify the five process groups in the Project Management Life Cycle
Key Terms
Project management
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Lesson 2: The Project Management Life Cycle
Lessons in your curriculum may cover some or all of the processes in the
Project Management Life Cycle, as indicated below:
Initiating
process
group
Planning
process
group
Executing
process
group
Controlling
process
group
Closing
process
group
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Lesson 2: The Project Management Life Cycle
Project
Information
Initiating
Organizational
process Commitment
group
Team
Development
Scope
Definition
Activity
Definition
Planning
process
group
Schedule Resource and
Development Cost Planning
Project Plan
Development
Baseline
Yes Creation
Information
Distribution
Executing
process
group
Project Plan
Execution
Performance
Reporting No
Controlling
Are there
process changes?
group
No
Project
complete?
Yes
Contract
Closeout
Closing
Administrative
process Closure
group
Project
Closeout
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Lesson 2: The Project Management Life Cycle
Project
Information
Initiating Obtain
process organizational
group commitment
Team
development
Planning
process
group
Executing
process
group
Controlling
process
group
Closing
process
group
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Lesson 2: The Project Management Life Cycle
Initiating
process
group
Scope
definition
Activity
definition
Planning
process
group
Schedule Resource and
development cost planning
Project plan
development
Baseline
creation
Executing
process
group
Controlling
process
group
Closing
process
group
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Lesson 2: The Project Management Life Cycle
Initiating
process
group
Planning
process
group
Information
Executing distribution
process
group Project plan
execution
Controlling
process
group
Closing
process
group
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Lesson 2: The Project Management Life Cycle
Initiating
process
group
Planning
process
group
Executing
process
group
Yes
Performance
reporting
No
Project
complete?
Yes
Closing
process
group
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Lesson 2: The Project Management Life Cycle
Initiating
process
group
Planning
process
group
Executing
process
group
Controlling
process
group
Contract
closeout
Closing
process Administrative
group closure
Project
closeout
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LESSON 3
Objectives
✔ Log in to P6 Web
✔ Navigate to sections
✔ Locate Action bars
Key Terms
Navigation bar
Action bar
Breadcrumbs trail
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Lesson 3: Overview and Navigation
What is P6 Web?
P6 Web provides a Web-based interface to manage projects, portfolios, and
resources while sharing data with other project team members.
The following four sections are targeted to roles within the organization:
❑ Portfolios — Executives can create portfolios of projects and use
customizable reporting features to track project status and make informed
decisions about strategic initiatives.
❑ Projects — Project managers can create and manage projects, request or
staff resources, and update project status.
❑ Resources — Resource managers can establish teams by resource or role,
monitor allocation of those resources, and assign them as requested by the
project manager.
❑ Administration — System administrators can tailor the user interface to
individual or group of users.
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Lesson 3: Overview and Navigation
Login
You need a valid Username and Password provided by your system
administrator to log in to P6 Web.
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Lesson 3: Overview and Navigation
Logging In to P6 Web
✍ You can save the P6 Web is a Web-based application. To access P6 Web, launch a Web browser
URL as a Favorite in
Internet Explorer.
and type in the URL specified by your organization.
Logging In
You must enter a valid Username and Password. Contact your system
administrator if you do not know your Username and Password. In your work
environment you may be required to change the default password by clicking
Change Password.
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Lesson 3: Overview and Navigation
Title bar
Navigation bar
There are areas of the application screen that do not change once you log in:
❑ Title bar — Displays the Primavera logo and provides access to printing,
viewing context-sensitive help, setting user preferences, and logging out.
❑ Navigation bar — Provides access to sections: Dashboards, Portfolios,
Projects, Resources, and Administration. Click to display a section. The
selected section is bold.
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Lesson 3: Overview and Navigation
Navigating in P6 Web
Only one section can be displayed at a time. After you click a section button,
the Action bar is displayed:
❑ Action bar — Displays commands related to the selected section.
Available commands depend on your security profile and the assigned User
Interface view.
EXERCISE: Steps
Navigate to the Projects
section. 1. In the Navigation bar, click Projects.
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Lesson 3: Overview and Navigation
Breadcrumbs Trail
After the project is selected, it is indicated in the Breadcrumbs trail. You can
use the Breadcrumbs trail to retrace your actions within a section. However, if
you change sections, your steps are not retained.
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Lesson 3: Overview and Navigation
Tabs
Tabs within a section provide access to a group of actions. The number and
order of the tabs can be customized by the system administrator in the
assigned User Interface view.
Since tabs are related to the selected section, their titles often are referred to
with the section name. For example, in the Projects section below, the Details
tab can be called "Project Details," or the Tools tab "Project Tools."
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Lesson 3: Overview and Navigation
LESSON REVIEW
Key Concepts
❑ There are several layers of security that determine data and functionality
that is accessible for each user.
❑ The main sections on top of the application screen (Dashboards, Portfolios,
Projects, Resources, and Administration) allow you to focus on a specific
aspect of project management.
❑ Each section has an Action bar to execute section-related tasks.
Review Questions
1. Which of the following is not a section in P6 Web?
a. Dashboards
b. User Interface views
c. Portfolios
d. Administration
2. Which of the following is true?
a. You can use the Breadcrumbs trail to retrace your steps across
sections.
b. You can view the name of the currently logged in user at the top of the
application screen.
c. Clicking the P6 logo takes you back to the login screen.
d. Your licence determines what sections are accessible to you.
3. True or False: If an arrow is visible in the Navigation bar, you can access
some of the most recently used items in that section.
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Lesson 3: Overview and Navigation
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LESSON 4
Creating a Project
Objectives
✔ Create a project
✔ Select a location in the Enterprise Project Structure
✔ Assign a Responsible Manager from the Organizational Breakdown
Structure
Key Terms
Enterprise Project Structure
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Lesson 4: Creating a Project
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Lesson 4: Creating a Project
EPS
Root
EPS EPS
Node Node
Project
EPS EPS EPS F
Node Node Node
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Lesson 4: Creating a Project
graphically.
Corporation
Legend
Project
Name
Internal External
IT Projects IT Projects
New System IT
Systems Upgrades Maintenance
Finance
ERP System HR System Upgrade Integrate
System
Installation Upgrade Network S/390
Upgrade
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Lesson 4: Creating a Project
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Lesson 4: Creating a Project
Signature
Corporation
VP of VP of Chief Technology
Program Office Construction Officer
Project Project
Coordinator Administrator
Andy Mason Meg Foley Joe Nolan Therese Swan Tim Harris
VP of
VP of Training In House
Development
and Support Development
Dept.
System System
Testing Developments Training Support
Installations Analysis
Lead Lead Lead Lead
Lead Lead
VP of System
Administration
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Lesson 4: Creating a Project
Creating a Project
There are several ways to create a project in P6 Web. For example, your
system administrator may create one for you, or it can be created through the
initiation process. This course focuses on the Create Project command.
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Lesson 4: Creating a Project
Required fields are marked with an asterisk in the Create Project screen. The
Must Finish By field is optional.
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Lesson 4: Creating a Project
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Lesson 4: Creating a Project
These options, organized on one page, appear only after you create a project.
However, you can always access them in the Projects section:
❑ Add activities and WBS — Select a project and then click the Activities
tab.
❑ Go to Project Workspace — Select a project and then click the
Workspace tab.
❑ Create another project — In the Navigation bar, click Projects and then
click Create Project.
❑ Run Project Architect — Select a project and then click the Tools tab. In
the Tools tab, click Run Project Architect.
34 © 2008 All rights reserved. No part of this publication may be reproduced without prior written permission of Primavera Systems Inc.
Lesson 4: Creating a Project
LESSON REVIEW
Key Concepts
❑ The Enterprise Project Structure is hierarchical arrangement of all projects
in the enterprise. It is arranged so that data about projects can be rolled up
and analyzed at multiple levels.
❑ The Organizational Breakdown Structure is hierarchical arrangement of an
organization’s project management structure. It controls user access to
project data and designation of the responsible manager.
❑ Launch the Create Project command in the Action bar in the Projects
section. The Create Project screen requires you to:
• Select a location for the project in the EPS.
• Type a unique Project ID.
• Type a Project Name.
• Assign a Responsible Manager from the OBS.
Review Questions
1. True or False: All projects must be included in an EPS node.
2. True or False: The Must Finish By field is required when you create a
project.
3. True or False: You must enter a unique Project Name when creating a
project.
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Lesson 4: Creating a Project
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LESSON 5
Objectives
✔ Select a project in the EPS
✔ View Project Details
✔ Enter project data in the Details tabs
Key Terms
Project Details
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Lesson 5: Editing Project Details
Selecting a Project
Once a project is created it can be accessed via the Enterprise Project
Structure, which is displayed in the Projects section.
Use the Delete link to delete the project from the EPS if you have the security
privilege to do so.
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Lesson 5: Editing Project Details
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Lesson 5: Editing Project Details
The Details tab allows you to edit details of the selected project via sub-tabs.
The number and order of sub-tabs may vary based on your assigned User
Interface view.
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Lesson 5: Editing Project Details
General Sub-Tab
The values for Project ID, Project Name, Parent EPS and Responsible Manager,
assigned when you created the project, can be edited in the General sub-tab.
❑ Project Web site URL — Post the URL to the Web site created by your
system administrator.
✍ Project owner is not ❑ Project Owner — The individual responsible for the project. The project
the same as Responsible
Manager, though the
owner designation provides the individual view-access to the project.
same individual can be
❑ Project Status — Select Planned, Active, Inactive, or What-if.
designated for both
roles. ❑ Risk Level — Select from five categories, which can be used to rank,
organize, and filter projects.
❑ Strategic Priority — Select a number from 1 to 10,000 to rank project in
a strategic plan.
❑ Original Budget — Enter an estimate of the total budgeted amount
required for this project, including all funding contributions.
❑ Current Budget — This calculated field displays planned budget plus all
approved budget change logs.
❑ Total Activities — Number of activities in the project.
❑ Planned Start — The start date of the project. It is a required field you
assigned in the Create Project wizard, but it can be edited here.
❑ Actual Start — This calculated field displays the actual start, based on the
actual start of the first activity in the project.
❑ Data Date — Enter the date used as the starting point to calculate the
schedule.
❑ Must Finish By — Enter a date to serve as a constraint placed on the
project’s end date.
❑ Scheduled Finish — This calculated field displays the latest early finish
date based on the schedule most recently generated for the project.
❑ Actual Finish — This calculated field displays the actual finish date of the
project. A project is finished when all activities have actual finish dates.
❑ Checked Out By — The name of the user who checked out the project. If
the project is not checked out, this field is blank.
❑ Date Checked Out — The date and time the user checked out the
project. If the project is not checked out, this field is blank.
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Lesson 5: Editing Project Details
2. Click Save.
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Lesson 5: Editing Project Details
Notebook Sub-Tab
✍ Notebook topics are Use the Notebook sub-tab to view or modify project notes, such as the
created by system
administrator.
project’s purpose, core requirements, or other project-specific details.
EXERCISE: Steps
Document that you use
Primavera to manage 1. Click the Notebook sub-tab.
the project.
2. Click Assign Notebook Topic.
7. Click Save.
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Lesson 5: Editing Project Details
3. Click .
4. Type the Web site address in the Explorer User Prompt dialog <http://
www.primavera.com>.
5. Click OK.
6. Click Save.
8. Click the hyperlink Primavera to launch Primavera’s Web page, and then
close the Web site window.
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Lesson 5: Editing Project Details
Funding Sub-Tab
Use the Funding sub-tab to add, delete, review, and revise funding sources for
your project.
❑ Funding Source — Lists funding sources assigned to the project. Click the
name of the funding source to edit details.
✍ Funding sources are ❑ Amount — The amount of money allocated to the project from the
created by your system
administrator.
funding source.
❑ Fund Share — Percentage of the total fund allocated to the project.
8. Click Save.
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Lesson 5: Editing Project Details
Codes Sub-Tab
Use the Codes sub-tab to assign project codes and values to the project.
Project codes enable you to group projects into categories, such as location or
priority.
❑ Project code — Lists project codes assigned to the project.
✍ Project codes/ ❑ Code value — Displays the selected value of the project code. A single
values are created by
your system
project code, for example, Division, can have numerous values, such as
administrator. Marketing, Engineering, Development, etc.
❑ Description — Displays the project code description.
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Lesson 5: Editing Project Details
Settings Sub-Tab
Use the Settings sub-tab to choose default settings for adding new activities in
the project; selecting a baseline for calculating earned value; and checking the
last summarized date, the WBS level, and the resource assignment used for
summarizing the project.
The following default settings apply to new activities in the project. You can
later change these default settings for individual activities as needed:
✍ Existing activities ❑ Default Duration Type for New Activities — Determines whether
are not updated to
reflect new default
schedule, resource availability, or cost is most important when modifying
settings. an activity. Note that duration type applies only when you have resources
assigned to the activity. You can specify the default duration type for new
activities in new projects in Projects Preferences.
❑ Default Percent Complete Type for New Activities — Determines
how progress can best be measured for most of the activities in your
project: Duration, Physical, or Units.
❑ Default Activity Type for New Activities — Determines how duration
and schedule dates are calculated for an activity.
❑ Default Rate Type — Determines the price/unit for all new resource
assignments on the project.
❑ Default Price/Unit or activities without resource or role Price/
Units — Determines the default price/unit to calculate cost for activities
that have units but no assigned resource, or for activities that have
assigned resources who do not have price/units specified. Enter a dollar
value and a work unit separated by a forward slash: $20/h.
❑ Summarize to WBS Level — Indicates the number of summary WBS
elements stored in the database.
❑ Last Summarized — Displays date project was last summarized. This is
useful for assessing whether summary data is current.
❑ Summarize project based on — Determines whether summarization is
based on high-level resource planning or detailed activity resource
assignments.
❑ Baseline for Earned Value Calculations — Select the Project baseline
or the Primary baseline to be used for earned value calculations. To
manage baselines, click the Baselines tab in the Projects section.
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Lesson 5: Editing Project Details
3. Click Save.
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Lesson 5: Editing Project Details
2. Click Customize.
6. Click Save.
8. Click Save.
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Lesson 5: Editing Project Details
Objectives
Add the following attributes in Project Details:
2. Assign a project code value HIGH - High Priority from within the project
code Priority Code.
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Lesson 5: Editing Project Details
LESSON REVIEW
Key Concepts
❑ Use the Search function in the Projects section to locate projects quickly in
the EPS.
❑ Use the Details tab in the Projects section to edit project details. Project
data is organized in sub-tabs.
❑ To delete a project, click Delete next to the project.
Review Questions
1. Which statement is false?
a. Using the Search function on the Projects section displays projects in a
flat list.
b. You click the project name to select a project.
c. Projects within an EPS are sorted by ID.
d. You can select only one project at a time.
2. True or False: Sub-tabs under the Details tab may vary based on the
assigned User Interface view.
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Lesson 5: Editing Project Details
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LESSON 6
Creating a Work
Breakdown Structure
Objectives
✔ Describe a WBS
✔ Create multiple levels of a WBS hierarchy
Key Terms
Work Breakdown Structure
WBS element
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Lesson 6: Creating a Work Breakdown Structure
A key benefit of the WBS is that it enables you to divide a project into
meaningful smaller pieces for the purpose of planning and control. Elements
within the WBS have a "parent/child" relationship, meaning you can roll up and
summarize data from the lower levels.
For planning and budgeting, you can set anticipated dates or budgets at a high
level in the WBS before adding activities.
WBS elements can also be used to assign responsibility, via the Organizational
Breakdown Structure, to different managers for planning and accountability
purposes.
Project A/
Project B Project C Project D Project E
WBS
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Lesson 6: Creating a Work Breakdown Structure
The three main phases will be further subdivided according to the chart below.
HR System
Upgrade
System
System System
Development
Testing Deployment
System System
System System System System
Integration QA Tests Installation
Requirements Design Implementation Installation
Tests Preparation
FIG 6.3: The Work Breakdown Structure of the HR System Upgrade project.
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Lesson 6: Creating a Work Breakdown Structure
Creating a WBS
The WBS is created in the Activities tab in the Projects section. The Activities
tab is the central location for maintaining the WBS and managing activities.
The selected HR System Upgrade - Creating a WBS project has only one WBS
element, its root.
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Lesson 6: Creating a Work Breakdown Structure
If parent’s WBS code is ... ... then WBS codes of its children are
Test Test.1, Test.2, etc.
❑ WBS Name — A unique name, usually one that represents the product or
service produced by activities within that element.
❑ Parent WBS — The parent WBS element in the hierarchy.
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Lesson 6: Creating a Work Breakdown Structure
6. Click Save.
7. Click Return.
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Lesson 6: Creating a Work Breakdown Structure
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Lesson 6: Creating a Work Breakdown Structure
10. Right-click on a WBS element, HRSYS-06.1.1, and select Add sibling WBS.
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Lesson 6: Creating a Work Breakdown Structure
To delete the WBS, click on the Icon bar or press Delete on your keyboard.
When deleting a WBS that has activities, you can decide whether you want to
delete those activities or merge them under the parent WBS.
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Lesson 6: Creating a Work Breakdown Structure
Objectives
1. Add the following WBS codes and names within the parent WBS elements
as indicated in the table below.
WBS
Parent WBS WBS Name
Code
HRSYS-06.2 -
System Testing
HRSYS-06.3 -
System Deployment
2 System Installation
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Lesson 6: Creating a Work Breakdown Structure
LESSON REVIEW
Key Concepts
❑ The WBS is a hierarchical arrangement of products and services produced
during and by a project, where the highest level of the WBS is the project,
and the lowest is an activity.
❑ The WBS structure enables you to divide a project into meaningful smaller
pieces for the purpose of planning and control.
❑ Elements within the WBS have a "parent/child" relationship, meaning you
can roll up and summarize data from the lower levels.
❑ Use the Activities tab in the Projects section to manage your WBS.
Review Questions
1. True or False: The project is the highest level of the WBS.
2. What tab in the Projects section should you use to build the WBS?
a. Details
b. Tools
c. Activities
d. None of the above
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Lesson 6: Creating a Work Breakdown Structure
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LESSON 7
Adding Activities
Objectives
✔ Describe activity types
✔ View activity information in the Activities tab
✔ Send an e-mail related to an activity
✔ Edit Activity Details
✔ Add steps to an activity
✔ Add a Notebook topic to an activity
✔ Assign an activity code
Key Terms
Activity
Activity Details
Activity Type
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Lesson 7: Adding Activities
Adding Activities
Activities are the fundamental work elements of a project. They are the lowest
level of a WBS and contain all information about the work to be performed.
Also known as tasks, items, events, or work packages, activities are the
smallest subdivision of work that directly concerns the project manager and
are generally the most detailed work unit tracked in a project schedule.
Activities drive the schedule of a project as they represent work that must be
completed in a determined amount of time, at a specific cost, or with a defined
number of resources. Primavera supports the following six activity types:
Resource Multiple resources assigned to the -- Activity resources are scheduled according to
Dependent same activity can work individual resource’s calendar.
independently. -- Duration determined by availability of
resources assigned to work on activity.
Level of Effort Ongoing tasks dependent on other -- Duration determined on its predecessor /
activities. For example, status successor activities.
meetings, database maintenance, -- Cannot assign constraints.
project management tasks.
WBS Summary Roll up date, duration, and percent -- Rollup values are calculated when the project
complete values for a group of is scheduled.
activities that share a common WBS -- Start dates are set to the earliest start date of
code level. all activities in the group.
-- Finish dates are set to the latest finish date of
all activities in the group.
-- Duration is calculated based on the earliest
activity start and latest activity finish in the group.
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Lesson 7: Adding Activities
Viewing Activities
The Activities tab enables you to customize columns that are visible when
managing activities. It provides filtering, grouping, and sorting functionality to
better organize activities. It also allows you to turn on and off the Gantt Chart.
All of these elements are organized in activity views that you can create,
modify and share.
You can also send an e-mail to project team members associated with the
activity or click Export to file to export contents of the Activities tab to a
comma-separated value (.csv) file, which can be opened in Microsoft Excel.
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Lesson 7: Adding Activities
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Lesson 7: Adding Activities
Diamond: Milestone
Bar: Green (no progress); blue/green (in progress); blue (completed); red
(critical)
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Lesson 7: Adding Activities
Adding an Activity
Most fields are editable in the Activities tab. However, if values are not directly
accessible, those fields are disabled or grayed out. In the example below, the
Planned Duration of a milestone activity is always zero and you cannot change
the WBS code of the parent WBS directly in the list.
6. Click to save.
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Lesson 7: Adding Activities
Copy/Pasting Activities
You can quickly add similar activities by copy-pasting existing ones. All activity
information is copied, except the Activity ID, since it must be unique.
6. Click to save.
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Lesson 7: Adding Activities
Deleting Activities
You can delete a single or multiple activities by clicking or use the right-click
menu and select Delete.
5. Click to save.
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Lesson 7: Adding Activities
To access Activity Details, select an activity and then either click on the
Icon bar or use the right-click menu and select Details.
There are two ways to display Activity Details: form and tabs. The assigned
User Interface view determines whether how Activity Details is displayed:
❑ Form — Project information on a single page.
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Lesson 7: Adding Activities
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Lesson 7: Adding Activities
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Lesson 7: Adding Activities
General Sub-Tab
The General sub-tab enables you to define three key characteristics of an
activity: activity type, duration type, and Percent Complete type. Each plays a
role in how the activity is scheduled and updated. The sub-tab also allows you
to select a WBS, a primary resource, and the calendar for the activity.
✍ Use the Settings ❑ Duration Type — Determines how Remaining Duration, units, and units/
sub-tab in Project
Details to set default
time are calculated when you update an activity that has resources
settings for duration assigned. The activity's duration type should correspond to the factor that
type, activity type and is least flexible in the project: schedule, costs/work effort, or resource
percent complete type.
Default settings apply availability.
only to activities created
after the default is set.
❑ Percent Complete Type — Determines how an activity's Percent
Complete is calculated. Choose a Percent Complete type that represents
how activity progress can be most accurately reported.
❑ Auto Compute Actuals — Mark this checkbox if you want to measure
progress as if the activity is proceeding on schedule. If you choose the
Auto Compute Actuals option, Actual Units/Remaining Units and Actual
Costs/Remaining Costs are automatically updated for all activity resources
when you apply actuals.
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Lesson 7: Adding Activities
Steps Sub-Tab
The Steps sub-tab can be used to add/delete steps; add/revise step
descriptions; and mark steps complete. Steps enable you to break down
activities into smaller units and track their completion. They are often used a
list of tasks to complete an activity. Unlike activities, they do not have duration
estimates or dates. You can add an unlimited number of steps to an activity.
5. In the Step Name field, type <Describe concept for the modified
system>.
6. Click Save.
7. Click Done.
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Lesson 7: Adding Activities
3. Click Save.
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Lesson 7: Adding Activities
Notebook Sub-Tab
✍ Notebook topics are The Notebook sub-tab enables you to assign Notebook topics and then add
defined by your system
administrator.
topic descriptions to an activity. These are typically instructions or descriptions
that further describe the activity.
8. Click Save.
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Lesson 7: Adding Activities
Codes Sub-Tab
Use the Codes sub-tab to assign activity code values to the activity. Activity
codes enable you to group activities into categories, such as location or
priority.
✍ Activity codes/ ❑ Activity code — Lists activity codes assigned to the project. A single code,
values are created by
your system
for example, Division, can have numerous values, such as Marketing,
administrator. Engineering, Development, etc.
❑ Code value — Displays the selected value of the code.
❑ Description — Displays the code description.
5. Click Assign.
6. Click Close.
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Lesson 7: Adding Activities
Objectives
✍ The full list of 1. Add activities to the project plan as indicated in the table below.
activities in the project
(Resources are not assigned yet; leave the Primary Resource field empty
is added for you in
succeeding lessons. for all activities.)
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Lesson 7: Adding Activities
LESSON REVIEW
Key Concepts
❑ Use the Activities tab to add activities and edit activity details.
❑ Activity ID must be unique in the database.
❑ Use the right-click menu to add, copy, or remove activities, or to view
Activity Details.
❑ Activity Details can be viewed in two ways: form or tabs, based on the
assigned User Interface view.
Review Questions
1. Which of the following fields must be unique in the project?
a. Activity Name
b. Activity ID
c. Activity Code
d. a & c
2. True or False: You cannot delete multiple activities at the same time.
3. True or False: You cannot edit any fields directly on the Activities tab. To
modify fields, you must go to Activity Details.
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LESSON 8
Objectives
✔ Customize columns
✔ Filter data
✔ Group and sort activities
Key Terms
Sorting
Grouping
Filtering
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Lesson 8: Using Activity Views
In this lesson, you will customize an existing activity view to display activities
that have Planned Start date between 01-Jan-10 and 31-March-10.
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Lesson 8: Using Activity Views
EXERCISE: Steps
Manage activity views.
1. In the Navigation bar, click Projects.
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Lesson 8: Using Activity Views
8. Click OK.
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Lesson 8: Using Activity Views
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Lesson 8: Using Activity Views
Columns Tab
The Columns tab in the Customize Activity View dialog allows you to customize
the following:
❑ Available/Selected Columns — Add up to 30 columns to display. Use
the arrows to add, remove, or change the order of columns.
❑ Sort by — Select a field to sort the list.
❑ Sort order — Select Ascending orDescending order.
❑ Show first column as — Select whether the first column is Activity ID or
Activity Name. The selected field is always the first column.
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Lesson 8: Using Activity Views
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Lesson 8: Using Activity Views
✍ Only one When you choose to group by a hierarchical field, for example WBS or activity
hierarchical grouping
can be selected.
code, the To Level drop-down list is enabled so you can choose the number of
hierarchy levels you want to group by. For example, if your WBS comprises five
levels, you may want to group only to the third level. In this case, activities
associated with lower levels of the WBS are listed under the Level 3 band.
Groups are indented in the list by a grouping band. Use the Band Color and
Band Text drop-down lists to specify color and text for each band.
For grouping levels you can also specify:
❑ Show field title in band — Displays the grouping level field name,
followed by the field value. For example, if you select to group activities by
WBS, the field name WBS appears to the left of the date value for the
group. If you do not choose this option, only the field value appears in the
band.
❑ Show field rollups in band — Displays summary information for all cost,
numeric, integer, start date, and finish date fields in the group.
• Start date rollups reflect the earliest date for the group and finish date
rollups reflect the latest date for the group. Unit and cost rollups are a
total of the values for each activity in the group.
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Lesson 8: Using Activity Views
2. In the Level 1 drop-down list, select the blank item at the top of the list to
remove grouping from this view.
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Lesson 8: Using Activity Views
Filtering Data
When working with large list, you can better focus on activities by filtering out
some data. Primavera offers two types of filters:
❑ Predefined — You cannot modify filter criteria or add new filters to the
list. If you select the filter, Activities finishing in specified days or Activities
occurring in specified days, you can specify the number of days.
❑ Custom — You can create your own filter by using multiple criteria. The
filter is saved in the current activity view.
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Lesson 8: Using Activity Views
3. In the Select Filter Criteria drop-down list, confirm All of the following.
6. Next to the Value drop-down list, click and select a date, 01-Jan-2010.
10. Next to the Value drop-down list, click and select 31-March-2010.
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Lesson 8: Using Activity Views
3. Click OK.
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Lesson 8: Using Activity Views
2. Click the Planned Duration column header and drag it to the left of the
Primary Resource column.
3. Click the Planned Start column header to order the list by their Planned
Start date in ascending order.
4. Click the Planned Start column header again to order the list by their
Planned Start date in descending order.
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Lesson 8: Using Activity Views
Objectives
1. Customize the First Quarter Lookup Activity view to match the following
screen:
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Lesson 8: Using Activity Views
LESSON REVIEW
Key Concepts
❑ The Activities tab allows you to customize how data is displayed.
❑ You can save the customized activity view and then share it with a list of
users or all users.
❑ To make a copy of an existing activity view, click Save View As.
Review Questions
1. You can you sort the Activity list by
a. Clicking the column header.
b. Using the Sort by and Sort order drop-down lists in the Customize
Activity View dialog.
c. Right-clicking any column and select, Sort.
d. a & b
2. True or False: You can remove grouping by selecting the blank item in
the Level 1 drop-down list.
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Lesson 8: Using Activity Views
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LESSON 9
Creating Relationships
Objectives
✔ Differentiate between four relationship types
✔ Create relationships in Activity Details
✔ Create relationships in the Gantt Chart
Key Terms
Relationship types
Lag
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Lesson 9: Creating Relationships
Activity
E
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Lesson 9: Creating Relationships
Relationship Types
Primavera supports four relationship types. In the following diagrams, activity
A represents the predecessor and activity B represents the successor.
Activity B
Second Activity
Activity A Activity A
Activity B Activity B
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Lesson 9: Creating Relationships
Activity A
Write Code
Activity B
SS5
Test Code
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Lesson 9: Creating Relationships
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Lesson 9: Creating Relationships
Click Previous Activity or Next Activity to display the activity according to the
current sorting on the Activities tab.
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Lesson 9: Creating Relationships
9. Click Save.
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Lesson 9: Creating Relationships
4. In the bar area of the Gantt Chart, right-click the activity bar and select
Create Relationship.
5. Click the finish connection box at the end of the activity bar, HR1030 -
Perform interface requirements analysis.
6. Drag the connection line to the start connection box on activity HR1070 -
Design external interfaces.
7. Click to save.
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Lesson 9: Creating Relationships
3. Click the finish connection box at the end of the activity bar, HR1070 -
Design external interfaces.
4. Drag the connection line to the finish connection box on activity HR1080 -
Perform detailed software design.
5. Click to save.
9. Click OK.
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Lesson 9: Creating Relationships
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Lesson 9: Creating Relationships
EXERCISE: Steps
Remove activity
relationships by
cancelling data changes. 1. Click to cancel changes.
Deleting Relationships
You can individually delete relationships by right-clicking the relationship line in
the Gantt Chart and select Delete Relationship.
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Lesson 9: Creating Relationships
Objectives
1. Use the Relationships sub-tab or the Gantt Chart to create relationships
with zero lag between these activities:
Relationship
Activity ID/Name Successor
Type
HR1040 - Design system HR1060 - Design database FS
architecture
Relationship
Activity ID\Name Predecessor Successor
type
HR-ADMIN - Project HR1000 - Start SS
administration development
milestone
The full list of relationships in the project plan is added for you in succeeding
lessons.
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Lesson 9: Creating Relationships
LESSON REVIEW
Key Concepts
❑ Create relationships between activities in Activity Details or in the Gantt
Chart.
❑ Primavera supports four relationship types that identify the type of
dependency that exists between an activity and its predecessor or
successor.
❑ You can also specify the lag between activities.
Review Questions
1. True or False: Four different relationship types are supported in
Primavera.
3. True or False: In Activity Details the Next Activity link is based on the
current sort order in the Activities tab.
4. True or False: Lag is the offset or delay between an activity and its
successor.
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Lesson 9: Creating Relationships
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LESSON 10
Scheduling
Objectives
✔ Define key scheduling terms
✔ Perform a backward and forward pass
✔ Define Total Float and its impact on the schedule
✔ Schedule a project
✔ Describe loops and open ends
Key Terms
Critical activity
Forward pass
Backward pass
Total Float
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Lesson 10: Scheduling
Critical Path
❑ The critical path is the series of activities that determines a project's
completion date.
❑ The duration of the activities on the critical path controls the duration of
the entire project; a delay to any 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.
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Lesson 10: Scheduling
Time
Resource
Resource
Quantity
(person-
days)
Time
Cost
Time
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Lesson 10: Scheduling
Scheduling Concepts
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 been completed.
❑ The calculation begins with the activities without predecessors.
❑ Early Start (ES) + Duration − 1 = Early Finish (EF)
B
10
ES 1 EF 10
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Lesson 10: Scheduling
Backward Pass
❑ The backward pass calculates an activity’s late dates.
❑ Late dates are the latest times an activity can start and finish without
delaying the end date of the project.
❑ The calculation begins with the activities without successors.
❑ Late Finish − Duration + 1 = Late Start
LS 6 LF 10
A
5
ES 1 EF 5 LS 11 LF 25
C
15
LS 1 LF 10 ES 11 EF 25
B
10
ES 1 EF 10
FIG 10.3: Critical path, activities B and C, is unchanged.
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Lesson 10: Scheduling
Total Float
❑ The amount of time an activity can slip from its early start without delaying
the project.
❑ The difference between an activity’s late dates and early dates.
❑ Activities with zero Total Float are critical.
❑ Late date − Early date = Total Float (TF)
Positive Float
ES EF
Positive Float
LS LF
Zero Float
(Critical)
ES EF
Zero Float (Critical)
LS LF
Negative Float
(Extremely Critical)
ES EF
Negative Float
Legend
Early Dates
Late Dates
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Lesson 10: Scheduling
LS 6 LF 10
A
5
ES 1 EF 5 LS 11 LF 25
TF = 5
C
15
LS 1 LF 10 ES 11 EF 25
TF = 0
B
10
ES 1 EF 10
TF = 0
FIG 10.5: Activities B and C are on the critical path, the longest path of activities that
determine the end date of the project. Also, Activity B drives the start of Activity C.
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Lesson 10: Scheduling
LS 1 LF 5
A
5
ES 1 EF 5 LS 6 LF 20*
TF = 0
C
15
L S -4 LF 5 ES 11 EF 25
T F = -5
B
10
ES 1 EF 10
T F = -5
FIG 10.6: Critical path, activities B and C, remains the same. However, due to the
Required Finish date, activities A and B and C are now all critical activities because
Total Float for each is equal to or less than zero.
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Lesson 10: Scheduling
Critical Activities
If your project schedule falls behind, focus on critical activities causing delay.
Critical activities are usually defined as those with zero or negative float.
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Lesson 10: Scheduling
Scheduling a Project
Before scheduling the project, you should confirm the data date. The data date
reflects the date used as a starting point for scheduling the project plan.
EXERCISE: Steps
Schedule the activities
in the HR System 1. Confirm the data date, 04-Jan-10.
Upgrade project.
2. Mark a checkbox, Display scheduling log upon completion.
3. Click Schedule.
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Lesson 10: Scheduling
EXERCISE: Steps
Confirm that the project
will finish on 13-Jan-11. 1. Click the Details tab.
In the General sub-tab, the Scheduled Finish field indicates that the
project will finish 13-Jan-11.
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Lesson 10: Scheduling
Scheduling Tips
Avoid open ends, other than at the beginning and end of the project, and
circular relationships when creating your project plan. These can cause
difficulty when scheduling.
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Lesson 10: Scheduling
Open Ends
Open ends are activities without a predecessor or successor in the project.
Each project should have only two open ends: the first milestone activity and
the last milestone activity.
❑ Activities without a predecessor or successor:
• No predecessor: Activity uses data date as its early start
• No successor: Activity uses project finish as its late finish
❑ Open ended activities can portray an unrealistic amount of positive Total
Float.
10 70 FINISH
START
20 30 50 60 80 90
40
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Lesson 10: Scheduling
LS LF
B
TF = 13
LS LF LS LF
ES EF
A D
TF = 7 TF = 5
LS LF
ES EF ES EF
C
TF = 1
ES EF
LS LF LS LF LS LF LS LF
A B C D
TF = 3 TF = 1 TF = 4 TF = 10
ES EF ES EF ES EF ES EF
Formulas:
Early Start + Duration – 1 = Early Finish
Late Finish - Duration + 1 = Late Start
Late Start – Early Start = Total Float
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Lesson 10: Scheduling
Exercise Answers
8 20
LS LF
B
TF = 0 13
1 7 21 25
LS LF 8 20 LS LF
ES EF
A D
TF = 0 7 TF = 0 5
20 20
1 7 LS LF 21 25
ES EF ES EF
C
TF = 12 1
8 8
ES EF
-5 -3 -2 -2 -1 2 3 12
LS LF LS LF LS LF LS LF
A B C D
TF = -6 3 TF = -6 1 TF = -6 4 TF = -6 10
1 3 4 4 5 8 9 18
ES EF ES EF ES EF ES EF
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Lesson 10: Scheduling
LESSON REVIEW
Key Concepts
❑ Primavera uses the Critical Path Method scheduling technique to calculate
project schedules. CPM uses activity durations and relationships to
calculate schedule dates based on the forward and backward passes
through each activity in the project.
❑ If your project schedule falls behind, focus on critical activities causing
delay.
❑ In Project Tools/Scheduling Options, you can define critical activities to
meet your needs.
Review Questions
1. True or False: A schedule’s late dates are calculated during the backward
pass.
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LESSON 11
Assigning Constraints
Objectives
✔ Apply an overall deadline to a project
✔ Apply a constraint to an individual activity
✔ Add notebook topics to constrained activities
✔ Describe available constraint types
Key Term
Constraint type
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Lesson 11: Assigning Constraints
Assigning Constraints
Constraints are user-imposed date restrictions used to reflect project
requirements that cannot be built into the logic. After applying a constraint,
the project must be rescheduled to calculate the new dates.
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Lesson 11: Assigning Constraints
Must Finish By
Must Finish By is used when an overall project deadline must be met:
❑ Forces all activities in the project to finish by that date.
❑ Affects the Total Float of the entire project.
Establishing a Must Finish By constraint creates a date from which late dates
are calculated in the backward pass.
LS 1 LF 5
Required Finish
Date.
A
5
ES 1 EF 5 LS 6 LF 20*
TF = 0
C
15
L S -4 LF 5 ES 11 E F 25
T F = -5
B
10
ES 1 EF 10
T F = -5
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Lesson 11: Assigning Constraints
6. Click Save.
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Lesson 11: Assigning Constraints
FIG. 11.2:
Activities with
negative Total
Float are on the
critical path.
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Lesson 11: Assigning Constraints
Start On or After
Start On or After is used to set the earliest an activity can begin:
❑ Forces the activity to start no earlier than the constraint.
❑ Pushes the early start date to the constraint date.
❑ Affects the early dates of its successors.
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Lesson 11: Assigning Constraints
4. Click Select.
5. Click Save.
The early start for the activity is pushed out the because the constraint
date 10-May-10 is later than the original early start date 28-Apr-10. Also
note that Total Float decreased from 43 days to 35 days.
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Lesson 11: Assigning Constraints
Additional Constraints
The following additional constraints can be imposed on the activity level:
❑ 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 or vendors.
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Lesson 11: Assigning Constraints
❑ Mandatory Start and Finish — Forces early and late dates to be equal
to the constraint date:
• Affects late dates of predecessors and early dates of successors.
• May violate network logic.
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Lesson 11: Assigning Constraints
Objectives
1. In the Notebook sub-tab in Activity Details, add a Notebook topic,
Constraint Log, for the HR1110 - Implement the database activity, and
type a description <New server will be delivered May 10, 2010.>
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Lesson 11: Assigning Constraints
LESSON REVIEW
Key Concepts
❑ Constraints are user-imposed date restrictions that more accurately reflect
the real-word aspects of scheduling the project.
❑ After applying a constraint, the project must be rescheduled to calculate
the new dates.
❑ Primavera allows you to apply constraints both at the project level and at
the activity level.
❑ On the activity level, you can add a primary and a secondary constraint.
Review Questions
1. A Start On or After constraint
a. Affects early dates and early dates of successor activities
b. Affects late dates and late dates of successor activities
c. Violates network logic
d. Delays an activity as long as resources are scarce
2. True or False: A Start On or After constraint affects the early dates of its
successors.
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Lesson 11: Assigning Constraints
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LESSON 12
Objectives
✔ Analyze schedule dates
✔ Shorten a project schedule
Key Terms
Schedule date
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Lesson 12: Optimizing the Project Schedule
Schedule
(Scope)
Resources Costs
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Lesson 12: Optimizing the Project Schedule
If the Scheduled Finish is beyond the Must Finish By date, the project must be
shortened. In addition, each deliverable in the project should be scheduled to
finish by the dates imposed by project stakeholders.
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Lesson 12: Optimizing the Project Schedule
EXERCISE: Steps
Determine whether the
project will finish on 1. In the Navigation bar, click Projects.
time by comparing the
Scheduled Finish and 2. In the Search field, type <HR> to locate a project, HR System Upgrade -
Must Finish By dates.
Optimizing the Schedule.
3. To open the project, click its Project ID, HRSYS-12.
The Scheduled Finish field indicates the project will not finish until
13-Jan-11, later than the 31-Dec-10 Must Finish By date.
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Lesson 12: Optimizing the Project Schedule
It is also useful to know each activity’s Total Float -- the amount of time an
activity can slip from its early start without delaying the project.
FIG. 12.2:
Activities are
sorted based on
their Total Float.
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Lesson 12: Optimizing the Project Schedule
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Lesson 12: Optimizing the Project Schedule
Adjusting Relationships
After analyzing the relationships in the schedule, you have found that you can
shorten the schedule if you change a relationship between two activities.
6. Click OK.
9. In the View drop-down list, select Critical Activities to view Total Float.
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Lesson 12: Optimizing the Project Schedule
Shortening Duration
Another option to shorten to length of the project is to shorten the duration of
a critical activity.
EXERCISE: Steps
Shorten the duration of
the activity to 5 days. 1. In the View drop-down list, select Optimizing the Schedule..
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Lesson 12: Optimizing the Project Schedule
EXERCISE: Steps
Reschedule the project
and then compare the
Must Finish By date to 1. Click , and then click Schedule to reschedule the project.
the new Scheduled
Finish date. 2. Click the Details tab.
The Scheduled Finish date is earlier than the Must Finish By. The project is
on schedule.
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Lesson 12: Optimizing the Project Schedule
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Lesson 12: Optimizing the Project Schedule
LESSON REVIEW
Key Concepts
❑ Once you have created the project plan, verify that it meets project
stakeholders’ date, resource, and cost requirements.
❑ If a disconnect exists between the information in the project plan and the
project requirements, you should identify the source of the problem and
define a solution.
❑ Primavera provides you several tools to optimize a project plan —
shortening the schedule, removing resource overallocation, and analyzing
the budget.
Review Questions
1. True or False: You should export the project to make a backup copy
before making changes to the schedule.
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Lesson 12: Optimizing the Project Schedule
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LESSON 13
Assigning Resources
Objectives
✔ Assign a role
✔ Fill a role assignment
✔ Request resources
✔ Assign a resource
✔ Check resource availability
✔ Send e-mails to assigned resources
Key Terms
Resource
Role
Unstaffed role
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Lesson 13: Assigning Resources
Summarizing
Resource usage data in Primavera is based on summary data. Any changes
made to assignments within a project are not reflected until the project is
summarized in Project Tools.
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Lesson 13: Assigning Resources
Assigning Roles
Assigning roles enables you to assign a temporary placeholder for a resource
assignment, to be filled later by a specific resource. Roles can represent job
titles or skills and are commonly associated with a proficiency scale that ranks
resources’ competency in the role.
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Lesson 13: Assigning Resources
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Lesson 13: Assigning Resources
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Lesson 13: Assigning Resources
Assigning Resources
Executing a resource assignment via Assign Resource is recommended if you
are familiar with the skill and competency of the resource pool, and have a
particular individual in mind for the assignment. After selecting a resource from
the hierarchy, you can:
❑ Check his/her allocation.
❑ Designate a primary resource and enter cost/unit information.
Organizing Resources
The Select Resources dialog box enables you to organize the hierarchy to
speed your resource selection. Use the Organized By drop-down list to
organize resources in one of the following hierarchical lists:
❑ Resource Codes — Organizes resources according to resource code
values assigned to them.
❑ Resource Teams — Organizes resources according to teams defined by
you or others in the organization.
❑ Resource Hierarchy — Organizes resources according to the enterprise
resource hierarchy.
You can select a group of favorites for each category as well. Favorites provide
quick access to selected resources.
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Lesson 13: Assigning Resources
FIG. 13.4:
Organize
resources by
Resource
Hierarchy.
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Lesson 13: Assigning Resources
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Lesson 13: Assigning Resources
Assessing Allocation
Before assigning the resource, click Show Detail to view the resource’s
availability. The histogram provides a graphic representation of allocation in all
projects:
❑ Blue bar — Represents actual units.
❑ Green bar — Represents remaining units.
❑ Red bar — Represents overallocated units.
In the Display section, click Spreadsheet for a list of projects to which the
resource is assigned.
2. View the time period when the activity is scheduled, 08-Jan-10 through
21-Jan-10.
You cannot scroll to a time period prior to the resource’s initial
assignment, in this case December 2010. Even though you cannot view
the time period, you can safely infer that the resource is available.
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Lesson 13: Assigning Resources
E-Mail Notification
Primavera allows you to notify resources via e-mail when they are assigned to,
or removed from, an activity. The e-mail notification can be automated or
manual:
❑ Automated e-mail notification — A setting in Global Preferences
enables you to notify resources via e-mail when they are assigned to, or
removed from, an activity. You can also choose to be prompted before the
e-mail is sent.
❑ Manual e-mail notification — If you do not wish to automate e-mail
notification, you can click E-mail these resources in the Assign Resources
form to notify resources currently assigned to the activity.
2. Click Cancel.
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Lesson 13: Assigning Resources
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Lesson 13: Assigning Resources
2. Click Cancel.
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Lesson 13: Assigning Resources
Requesting Resources
Request Resources enables you to request resources or roles, and enhance
your request by stipulating specific qualifications and skills to fill the
assignment. Qualifications you express become the basis for a search of the
resource pool to locate an appropriate resource.
EXERCISE: Steps
Request a resource for
the Perform interface 1. Click Request Resources.
requirements analysis
activity.
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Lesson 13: Assigning Resources
✍ The number of ❑ Roles — Use this field to specify the role on the activity. This is the role
fields available in each
column, four in the
that will appear as unstaffed in the Open Requests for Resources portlet.
example on the previous You must specify a primary role.
page, can be changed in
the Resource Staffing ❑ Proficiency — Choose a proficiency from the menu or accept the default
section of Global value, Any.
Preferences.
❑ Resources — Use this field to identify a resource you would like to fill the
assignment. You can click Show Detail to check the resource’s availability
to perform the activity. You can specify more than one resource -- provided
that Any is selected at the top of the form -- but only one resource is
assigned to the activity.
❑ Resource Codes — Use this field to specify resource code values for the
assigned resources. You can use multiple fields to specify additional
resource code values.
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Lesson 13: Assigning Resources
EXERCISE: Steps
Request a senior
software engineer who 1. In the Find a resource matching field, confirm All search criteria is
works in the Atlanta selected.
office for the Perform
interface requirements
analysis activity.
2. In the Primary Role field, click .
5. Click Assign.
9. Click Assign.
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Lesson 13: Assigning Resources
Objectives
1. Create role assignments for the following activities:
3. Request a resource with the following criteria for the HR1070 - Design
external interfaces activity.
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Lesson 13: Assigning Resources
LESSON REVIEW
Key Concepts
❑ Select a resource from the resource hierarchy and after checking his/her
allocation in your project (or all projects) commit the resource to the
assignment.
❑ If you know which skill sets are required for an activity, but not the exact
individual who will perform the work, you can assign a role to an activity to
act as a placeholder.
❑ Remember to summarize after modifying any resource and role assignment
in the project.
Review Questions
1. True or False: Resource usage in the P6 Web application is based on
summary data.
2. Which of the following is not one of the criteria available when requesting
a resource?
a. Primary role
b. Resource code
c. Resource team
d. Proficiency
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Lesson 13: Assigning Resources
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LESSON 14
Project Workspace
Objectives
✔ Describe the Project Workspace
✔ Add and remove portlets
✔ Customize the Project Workspace
Key Terms
Portlet
Project Workspace
Project access
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Lesson 14: Project Workspace
Portlets
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Lesson 14: Project Workspace
Icon Description
Launch context-sensitive help.
Refresh portlet content. Use this to refresh data rather than the Web-
browser’s refresh.
Maximize/minimize portlet.
Remove portlet from the workspace. You can add the portlet again on the
Content tab of the customization page.
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Lesson 14: Project Workspace
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Lesson 14: Project Workspace
Project Risks View project risks that you are associated with, along with
details such as status.
Critical Activities View all activities with zero or negative float and a negative ✔
Behind Schedule finish date variance.
Milestone Status View all project milestones completed or due within date ✔
ranges you specify. E-mail links let you contact team
members associated with each milestone.
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Lesson 14: Project Workspace
Schedule View current and forecast schedule and cost summary per- ✔
Performance formance information.
Earned Value View current and forecast earned value schedule variance ✔
Performance and cost variance calculations.
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Lesson 14: Project Workspace
If more than one individual has privilege to modify the Project Workspace, the
name/date of the last modification is listed at the bottom of Project Workspace
Preferences.
Customizing Content
You can customize the Project Workspace by clicking Customize. On the
Content tab, mark a checkbox to display a portlet; clear a checkbox to remove
the portlet. On the Layout tab, you can design where and how the selected
portlets display.
EXERCISE: Steps
Customize the Project
Workspace. 1. In the Project Workspace, click Customize.
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Lesson 14: Project Workspace
2. In the Custom Portlets section, mark the checkbox next to Custom Portlet
1.
6. Click Save.
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Lesson 14: Project Workspace
Customizing Layout
After you select the portlets to be displayed, decide where and how the
portlets should appear. On the Layout tab, drag and drop portlets to move
them around or use the arrows at the right side of the screen.
EXERCISE: Steps
Customize portlet layout
for the Project 1. Click the Layout tab.
Workspace.
2. In the Primavera portlet, select Wide.
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Lesson 14: Project Workspace
Customizing Portlets
Some of the portlets on the Project Workspace can be customized. For
example, the Project Statistics portlet allows you customize its columns to view
project data that meets your needs.
EXERCISE: Steps
Customize columns in
the Project Statistics 1. In the Project Statistics portlet, click Customize.
portlet.
7. Click Save.
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Lesson 14: Project Workspace
Objectives
1. Customize the Project Workspace to remove the Project Risks and Project
Issues portlets.
3. On the Project Workspace, view the Estimated Expense Cost column in the
Project Statistics portlet.
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Lesson 14: Project Workspace
LESSON REVIEW
Key Concepts
❑ The Project Workspace is your homepage for the project in Primavera.
❑ It displays information about a single project, including project
management and performance data.
❑ Data is displayed in portlets.
❑ You can use the Project Workspace to discuss project data, communicate,
and share information with other project members. However, you need the
proper security privileges to customize the Project Workspace.
Review Questions
1. True or False: The Project Workspace displays information about a single
project.
2. True or False: All members of the project team can customize the Project
Workspace.
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LESSON 15
Objectives
✔ Analyze and remove resource overallocation
✔ Analyze project costs
Key Terms
Overallocation
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Lesson 15: Analyzing Resources and Costs
Schedule
(Scope)
Resources Costs
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Lesson 15: Analyzing Resources and Costs
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Lesson 15: Analyzing Resources and Costs
3. Click Save.
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Lesson 15: Analyzing Resources and Costs
You can customize the Project Team Usage histogram to display allocation in
the current project only or all projects. You can also display a specific timescale
and display units or costs.
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Lesson 15: Analyzing Resources and Costs
Click the name of the project to view activities or e-mail the project manager to
discuss resource allocation.
2. Drag the split bar to the right of the Resource/Project column to expose
the Units column.
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Lesson 15: Analyzing Resources and Costs
EXERCISE: Steps
Confirm that Donna
Hansen is available 1. In the Display section, select Histogram.
during the week of
10-Jan. 2. Select a resource, Donna Hansen.
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Lesson 15: Analyzing Resources and Costs
9. Click OK.
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Lesson 15: Analyzing Resources and Costs
EXERCISE: Steps
Summarize the project
and then view updated 1. Click the Tools tab.
allocation for Jennifer
and Donna. 2. Click Summarize Project, and click Refresh as necessary.
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Lesson 15: Analyzing Resources and Costs
EXERCISE: Steps
Customize the Project
Statistics portlet to view 1. Click the Workspace tab.
budget data.
2. In the Project Statistics portlet, click Customize.
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Lesson 15: Analyzing Resources and Costs
LESSON REVIEW
Key Concepts
❑ Use the Overallocated Resources portlet to identify resources with
overallocation.
❑ View resource allocation in the Team Usage tab.
❑ Summarize after you make resource assignment changes.
Review Questions
1. True or False: The Histogram can be customized to view allocation in the
current project and in all projects.
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Lesson 15: Analyzing Resources and Costs
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LESSON 16
Objectives
✔ Add a baseline
✔ Select a baseline
Key Terms
Project baseline
Primary baseline
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Lesson 16: Baselining the Project
Baselines
Before updating the schedule for the first time, you should create a baseline to
measure and control the project as it progresses. A baseline is a copy of a
project that provides a target against which you can track a project’s cost,
schedule, and resource performance.
Adding Baselines
The Baselines tab enables you to add, edit, and delete a project baseline and a
primary baseline:
❑ Project baseline — This baseline is generally established by the project
manager. Security privileges significantly restrict the ability of users to edit
or delete this baseline, ensuring all users have a single, consistent project
baseline to compare to the current project schedule. In P6 Web, the
project baseline is used to calculate and display summarized baseline data,
generate enterprise-wide reporting, and for comparing to the current
project in the Gantt Chart view. It is also used for milestone status
reporting and to determine which critical activities are listed as behind
schedule in the Critical Activities Behind Schedule portlet.
❑ Primary baseline — This baseline is generally established by individual
users so they can conduct baseline analysis independent of the project
baseline. It is used to calculate and display live baseline data, for example,
in the Activities tab.
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Lesson 16: Baselining the Project
✍ Baseline types To add a baseline, click Add Baseline and then specify a baseline name that is
typically are created by
a project administrator.
unique to the project. You can also choose a baseline type.
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Lesson 16: Baselining the Project
5. Click Save.
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Lesson 16: Baselining the Project
Assigning Baselines
After a baseline is created it can be assigned as a project baseline or primary
baseline by selecting it in the drop-down lists.
Deleting Baselines
Click a baseline and then click Delete Baseline. You cannot delete a baseline if
it is assigned as a project baseline or primary baseline. Assign another baseline
or the current project before deleting the baseline.
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Lesson 16: Baselining the Project
LESSON REVIEW
Key Concepts
❑ Before updating the schedule for the first time, you should create a
baseline to provide a target against which you can track a project’s cost,
schedule, and resource performance.
❑ The project baseline is used to calculate and display summarized baseline
data.
❑ The primary baseline is used to calculate and display live baseline data, for
example, on the Activities tab.
❑ Both baselines can be set as the baseline to calculate live earned value
data at the activity level.
Review Questions
1. True or False: There can be only one Project Baseline assigned to the
project.
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LESSON 17
Objectives
✔ Describe several methods for updating the project schedule
✔ Define the data date
Key Terms
Date date
Actuals
Progress Spotlight
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Lesson 17: Executing the Project Plan
Updating a Project
Once a project has started, you need to update actual schedule information
and resource usage at regular intervals. Your company will establish a
standard procedure for how data is collected and how often it is updated.
How Often?
You may need to update daily, weekly, or monthly, depending on the length of
your project and how frequently you want to adjust your forecasts.
How Collected?
❑ Approve and apply timesheets.
• Team members use timesheets to update activities.
• Project managers review and approve timesheets.
• Project managers apply timesheets to the project.
❑ Enter actual date, resource, and cost information manually.
• Record actual dates and progress, actual resource usage and cost, and
nonlabor costs.
• Apply actuals to the project.
❑ Auto compute actuals.
• Progress of activities is automatically calculated according to the
original schedule.
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Lesson 17: Executing the Project Plan
The data date is the date up to which actual performance data is reported and
the date from which future work is scheduled.
Data Date
J F M A M J J A S
Schedule
Time
Resource
Resource
Quantity
(person-
days)
Time
Cost
Time
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Lesson 17: Executing the Project Plan
Entering Actuals
Once a project is underway, you must enter actual schedule and resource
usage at regular intervals. You may need to update daily, weekly, or monthly,
depending on the timespan of your project and how frequently you want to
adjust your forecasts. Actual data is different than planned data -- it is the real
time/cost associated with an activity.
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Lesson 17: Executing the Project Plan
In the example below, according to the schedule, there are four activities
highlighted you should record progress on.
EXERCISE: Steps
Activate Progress
Spotlight in Gantt Chart. 1. In the Navigation bar, click Projects.
7. Confirm that the spotlight curtain is set to the new data date, 11-Jan-10.
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Lesson 17: Executing the Project Plan
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Lesson 17: Executing the Project Plan
8. Click Save.
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Lesson 17: Executing the Project Plan
4. Click Save.
7. Click Save.
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Lesson 17: Executing the Project Plan
6. Click Save.
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Lesson 17: Executing the Project Plan
5. Click Save.
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Lesson 17: Executing the Project Plan
FIG. 17.7:
Successors to the
Perform system
requirements
analysis activity are
delayed.
EXERCISE: Steps
Reschedule the project
with a data date of 1. Click the Tools tab.
11-Jan-10, and then
return to the Gantt 2. Click Cancel if you are prompted about saving view changes.
Chart to analyze results.
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Lesson 17: Executing the Project Plan
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Lesson 17: Executing the Project Plan
LESSON REVIEW
Key Concepts
❑ Once a project has started, you need to update actual schedule information
and resource usage at regular intervals.
❑ Remember to summarize project data if resource assignment information
has changed.
❑ Reschedule the project and analyze the impact of actuals entered in the
timeperiod.
❑ Use the Progress Spotlight to highlight activities on which progress should
be reported.
Review Questions
1. True or False: The data date is the date used as the starting point for
schedule calculations.
2. True or False: You can drag the Progress Spotlight curtain on the Gantt
Chart.
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Lesson 17: Executing the Project Plan
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LESSON 18
Objectives
✔ Compare Must Finish By and Scheduled Finish dates
✔ View issues
✔ View schedule performance
✔ Adjust the project based on issue information
✔ View budget data
Key Terms
Baseline analysis
Issues
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Lesson 18: Analyzing the Updated Project
3. Monitor issues.
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Lesson 18: Analyzing the Updated Project
EXERCISE: Steps
Compare dates in the
Project Statistics portlet 1. In the Navigation bar, click Projects.
to assess whether the
project is on schedule. 2. In the Search field, type <HR> to locate a project, HR System Upgrade -
Analyzing the Updated Project.
3. To open the project, click its Project ID, HRSYS-18.
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Lesson 18: Analyzing the Updated Project
The portlet indicates that the project is behind schedule and labor units
are exceeding planned values.
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Lesson 18: Analyzing the Updated Project
You can use the following set of questions to help you decide how to most
appropriately adjust the schedule.
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Lesson 18: Analyzing the Updated Project
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Lesson 18: Analyzing the Updated Project
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Lesson 18: Analyzing the Updated Project
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Lesson 18: Analyzing the Updated Project
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Lesson 18: Analyzing the Updated Project
3. Click Save.
7. Click Save.
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Lesson 18: Analyzing the Updated Project
After scheduling:
❑ Comparing the Must Finished By date and Scheduled Finish, the project is
back on schedule.
❑ Comparing the Original Budget and At Completion Total Cost, the project is
under the $200,000 Original Budget.
EXERCISE: Steps
Reschedule and then
check the Scheduled 1. Click the Tools tab.
Finish date.
2. Confirm a data date, 11-Jan-10.
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Lesson 18: Analyzing the Updated Project
Closing an Issue
If the issue is resolved to your satisfaction, you can close the issue in the
Project Issues portlet.
2. In the Project Issues portlet, click an Issue Name, Finish Date Variance
(days) is -1 on Activity: HR1020.
3. In the Status drop-down list, select Closed.
4. Next to the Resolution Date field, click and select a date, 11-Jan-10.
5. Click Save.
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Lesson 18: Analyzing the Updated Project
LESSON REVIEW
Key Concepts
❑ To determine whether the project finishes on time, view the General sub-
tab in Project Details or use the Project Statistics portlet on the Project
Workspace.
❑ If the Scheduled Finish of the project is beyond the Must Finish By date,
the project must be adjusted.
❑ Primavera provides several tools to assist you with the analysis before you
adjust the project: baseline analysis, displaying critical activities,
monitoring issues, and portlets for projects performance analysis.
Review Questions
1. The project’s Scheduled Finish and Must Finish By date are displayed in
a. Tools tab
b. Project Details, Settings sub-tab
c. Project Details, General sub-tab
d. Baselines tab
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Lesson 18: Analyzing the Updated Project
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LESSON 19
Reporting
Objectives
✔ Assign reports to the Project Reports portlet
✔ Schedule reports
✔ View scheduled reports
Key Term
Project Reports portlet
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Lesson 19: Reporting
You can run reports manually or schedule them to run on a regular basis, for
example, every morning at 9 am. Reports can be viewed in HTML directly in
your Web browser, or you can view them in MS Excel.
❑ You need the proper privilege to assign or remove reports. When you
assign a report, it always runs against the current project.
❑ Since the Project Reports portlet is on the Project Workspace, project team
members have access to the assigned reports. However, in order to view
data, each team member must schedule them in their own Project Reports
portlet.
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Lesson 19: Reporting
Click Assign Report to add a report to the Project Reports portlet. When you
add a report to the portlet, its schedule status is Disabled, meaning the report
is not yet scheduled to run.
4. Click Close.
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Lesson 19: Reporting
Scheduling Reports
When you schedule a report, the portlet submits the job request to the
Primavera Job Service. The Job Service processes the request at the scheduled
time and runs the report.
Note that the Job Service runs the reports by logging in as the user who
schedules the report. Thus, user security and access settings always apply,
and the same report might not return the same data for users with different
privileges. For example, you may run a report that contains data you do not
have the privilege to view. In that case, you can still run the report, but some
of the columns will be blank.
The Schedule State column indicates whether the report is scheduled to run.
When the column displays Enabled, the report will run based on scheduling
options. When the field displays Disabled, the report will not run even if
scheduling options have been specified.
Disable a report if you want to suspend its scheduling now but run it at a later
time. The My Reports portlet retains its scheduling information, but the report
will not run until you enable it again.
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Lesson 19: Reporting
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Lesson 19: Reporting
You can choose to run the report at a specific time every day, every week,
every two weeks, or every month. You can also choose to run the report as
soon as possible, meaning it will be submitted to the Job Service immediately
after the last job currently in the service runs.
EXERCISE: Steps
Schedule the report to
run as soon as possible. 1. In the Report Schedule State section, select Enabled.
3. Click OK.
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Lesson 19: Reporting
Viewing Reports
When the Status column of a scheduled report displays Complete, the name of
the report becomes a hyperlink. To view the report in your Internet browser,
click the name of the report.
✍ In order to view the To view the report in MS Excel, mark the checkbox next to the report name,
report in MS Excel, you
must have MS Excel
and click Open In Excel. The Open In Excel link is enabled only if you have at
properly installed on least one report checkbox marked.
your computer.
Deleting Reports
To delete a report, mark the checkbox next to the report name, and click
Remove. Removing a report deletes the report from the Project Reports portlet
with all existing scheduling information.
Removing the Project Reports portlet from the Project Workspace will not
delete its reports. Scheduled reports will run even if the portlet is not
displayed.
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Lesson 19: Reporting
LESSON REVIEW
Key Concepts
❑ The Project Reports portlet on the Project Workspace enables you to assign
and schedule reports to run periodically or once.
❑ You can then view the reports in HTML in your Web browser or in MS Excel
format.
❑ Project team members have to schedule the report to run for themselves.
Review Questions
1. Once the report status is Complete, you can view report data, by
a. Clicking Assign Report
b. Marking its checkbox and clicking Schedule
c. Clicking the report name
d. Clicking Remove
2. True or False: Removing the Project Reports portlet from the Project
Workspace cancels all scheduled reports as well.
3. True or False: Your user security settings do not have any impact on the
data returned by reports.
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LESSON 20
Dashboards
Objectives
✔ Create a dashboard
✔ Add and remove dashboards
✔ Filter data to display in portlets
✔ View your projects and activities
Key Terms
Dashboard
Filter by field
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Lesson 20: Dashboards
Dashboards
The Dashboards section is your personalized homepage in P6 Web. Like the
Project Workspace, the Dashboards section uses portlets to display project or
portfolio data. (A different set of portlets is available for dashboards.)
The following table lists the similarities and differences between the
Dashboards section and the Project Workspace:
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Lesson 20: Dashboards
Viewing Dashboards
The Dashboards section allows you to display multiple dashboards in P6 Web.
Each dashboard is represented as a tab. Click a tab to view the dashboard.
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Lesson 20: Dashboards
Customizing Dashboards
Dashboards provide information specific to your role in the organization and
data related to projects to which you are associated.
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Lesson 20: Dashboards
Data in the following portlets is not filtered by Filter by field: Action Required,
Project and Document Workflows, Resource Team Summary, and Open
Requests for Resources.
Preferences for some portlets enable you to further filter data based on project
association. For example, in the My Projects portlet, you can choose to view
projects for which you have access rights, you are a resource, or you are a
project owner.
4. Click Close.
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Lesson 20: Dashboards
Customizing Dashboards
If you have the proper privilege, you can customize dashboards by setting
which portlets are displayed, the type of data shown in the portlets, and how
the portlets are organized. The customization page is divided into three tabs:
❑ Content — Mark a checkbox to display a portlet. Click to display
additional portlet options.
❑ Layout — Use right/left arrows to move portlets to wide and narrow
columns; up/down arrows to arrange portlets vertically in a column. You
can also drag and drop portlets to create a layout.
❑ Access — Select user(s) who can access the dashboard.
EXERCISE: Steps
Customize the current
dashboard. 1. Click Customize.
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Lesson 20: Dashboards
Portlets on Dashboards
Following is a list of portlets available on dashboards. (As noted in table, some
portlets require installation of collaboration functionality.)
Portlet Functionality
My Projects Displays projects to which you are associated.
My Documents Access to project documents you have recently worked on; manage pri-
vate documents for your own use.
Communication Center Start discussion, schedule event, start document review, send e-mail to
team members associated with a project.
My Events Track meetings relating to specific projects or activities and notify team
members. (Requires installation of collaboration functionality.)
My Calendar See a week's worth of events and activities that pertain to your projects.
Custom Portlet Displays a Web site. You can have up to 50 custom portlets in your
Personal Workspace.
Action Required Lists project request/process workflows and document reviews that
require your attention. (Requires installation of collaboration functionality.)
Project and Document Track project request/process workflows and document reviews.
Workflows (Requires installation of collaboration functionality.)
Earned Value Performance Displays both current and forecast earned value schedule variance and
cost variance calculations.
Index Performance Displays schedule performance index, cost performance index, and to
complete performance index calculations.
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Lesson 20: Dashboards
Portlet Functionality
Resource Team Summary View resources, roles, and the number of active projects for each
resource in the selected team.
Open Requests for Resources View which roles require staffing at any time in your projects. Click
unstaffed role to view or define search criteria, assign resource.
Resource Analysis Chart View total units/costs for a resource, resource team, or resource code.
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Lesson 20: Dashboards
3. In the Show activities scheduled for the next days field, type <999>.
The maximum value, 999 days, is entered in the scheduled for the next
days field for training purposes. In an actual environment, you would likely
enter a smaller number of days to more efficiently track upcoming
activities.
4. Click Save.
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Lesson 20: Dashboards
To remove a portlet from the dashboard, clear its checkmark in the Content
tab.
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Lesson 20: Dashboards
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Lesson 20: Dashboards
My Activities Portlet
This portlet lists activities based on the project, portfolio, or project code in the
Filter by field, and future activities based on the number of days specified in
the Show Activities scheduled for next __ days field in Personal Workspace
Preferences.
❑ Activities are grouped by project.
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Lesson 20: Dashboards
Custom Portlets
Up to 50 Custom portlets can be displayed on a dashboard. These portlets can
be used to display a Web site or a Web application. For example, you can use
a custom portlet to access your organization’s intranet or run programs written
against the Primavera Application Programming Interface (API).
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Lesson 20: Dashboards
Managing Dashboards
If you have the proper privilege you can create, modify, delete, display or
remove dashboards on the Manage Dashboards page. You can access the
Manage Dashboard page through the Manage Dashboards command in the
Action bar.
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Lesson 20: Dashboards
Creating a Dashboard
On the Manage Dashboard page you can create a new dashboard by clicking
Create Dashboard.
4. Click OK.
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Lesson 20: Dashboards
EXERCISE: Steps
Customize the new
dashboard. 1. In the Dashboard Title field, type <My Dashboard>.
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Lesson 20: Dashboards
WORKSHOP: DASHBOARDS
Background
Signature Corp. permits each user to create a dashboard.
Objectives
1. Create a dashboard called My Personal Info.
4. Display a Custom portlet with a Web site from a news source in your
hometown.
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Lesson 20: Dashboards
LESSON REVIEW
Key Concepts
❑ Dashboards display data in portlets.
❑ You can choose portlets and customize how they appear in dashboards.
❑ The data displayed in most portlets is filtered by the Filter by field.
❑ You can manage dashboards by clicking Manage Dashboards in the Action
bar.
Review Questions
1. True or False: Data in all portlets is filtered by the selection in the Filter
by field.
2. True or False: Not all portlets can be displayed in the narrow column.
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LESSON 21
Portfolios
Objectives
✔ Create a portfolio manually
✔ Create a portfolio by filter
Key Terms
Portfolio
Portfolio filter
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Lesson 21: Portfolios
Creating a Portfolio
A portfolio is a group of projects organized by criteria specific to your needs.
For example, you can create a portfolio of the projects you manage; projects
starting in the current fiscal year; projects over a specific budget figure; or
projects involving a certain department.
You can view information about the portfolio, and projects within it, by
specifying the portfolio in the Filter by field on the Personal Workspace.
Manual portfolios do not change unless you manually modify the portfolio.
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Lesson 21: Portfolios
Viewing Portfolios
The Action bar in the Dashboards section allows you to launch the Manage
Portfolios page, where you can create, edit and delete portfolios. Click next
to a portfolio to display its projects.
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Lesson 21: Portfolios
Deleting a Portfolio
If you have the proper privilege, you can delete portfolios by clicking Delete.
You will delete the New Systems portfolio.
2. Click OK.
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Lesson 21: Portfolios
7. Click Save.
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Lesson 21: Portfolios
FIG. 21.4: Up to
three different
parameters can be
used to build the
portfolio filter.
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Lesson 21: Portfolios
4. In the Parameter drop-down list, scoll to the Project Code grouping, and
then select Priority Code.
9. Click OK.
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Lesson 21: Portfolios
EXERCISE: Steps
Refresh a filtered
portfolio. 1. In the Navigation bar, click Dashboards.
6. Click OK.
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Lesson 21: Portfolios
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Lesson 21: Portfolios
5. Click OK.
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Lesson 21: Portfolios
The Earned Value Performance portlet indicates that two projects in the
portfolio are not meeting earned value objectives. To assess the cause of the
delays, click a project name to display earned value data at the WBS level.
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Lesson 21: Portfolios
Project Score
Project Score is a method to rank or prioritize projects via weighted project
codes and project code values. The combined weights of the project code
values assigned to a project are calculated to determine a relative score.
The Payroll Manager project, assigned to the New IT Systems and Accounting
project code values, has the highest Project Score.
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Lesson 21: Portfolios
LESSON REVIEW
Key Concepts
❑ You can create portfolios manually or automatically using filters.
❑ User portfolios can be accessed by only the selected users. Global
portfolios are available for all users.
❑ Dashboards provide four portlets to measure project or portfolio
performance.
❑ The Project Score is a calculated value that can be used to rank projects
based on their importance to your organization.
Review Questions
1. True or False: A portfolio filter can be manually refreshed via an icon on
the Dashboard.
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Lesson 21: Portfolios
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APPENDIX A
Objectives
✔ Describe several methods for updating the project schedule
✔ Define the data date
✔ Review timesheets
✔ Approve/reject timesheets
✔ Apply actuals
Key Terms
Timesheet approval manager
Applying actuals
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Appendix A: Updating the Project Using Timesheets
Updating a Project
Once a project has started, you need to update actual schedule information
and resource usage at regular intervals. Your company will establish a
standard procedure for how data is collected and how often it is updated.
How Often?
You may need to update daily, weekly, or monthly, depending on the length of
your project and how frequently you want to adjust your forecasts.
How Collected?
❑ Approve and apply timesheets.
• Team members use timesheets to update activities.
• Project managers review and approve timesheets.
• Project managers apply timesheets to the project.
❑ Enter actual date, resource, and cost information manually.
• Record actual dates and progress, actual resource usage and cost, and
nonlabor costs.
• Apply actuals to the project.
❑ Auto compute actuals.
• Progress of activities is automatically calculated according to the
original schedule.
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Appendix A: Updating the Project Using Timesheets
The data date is the date up to which actual performance data is reported and
the date from which future work is scheduled.
Data Date
J F M A M J J A S
Schedule
Time
Resource
Resource
Quantity
(person-
days)
Time
Cost
Time
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Appendix A: Updating the Project Using Timesheets
Reviewing Timesheets
The Approve Timesheets function enables you to view timesheets that affect
your project.
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Appendix A: Updating the Project Using Timesheets
4. Click OK.
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Appendix A: Updating the Project Using Timesheets
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Appendix A: Updating the Project Using Timesheets
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Appendix A: Updating the Project Using Timesheets
Approving Timesheets
To approve a timesheet, mark checkbox next to resource name and then click
Approve. You can also mark the checkbox at the top of the Select field to select
all displayed resources.
EXERCISE: Steps
Approve Ben Diamond’s
and Jennifer Boyle’s 1. In the Select field, mark the top checkbox to select all resources.
timesheets.
2. Click Approve.
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Appendix A: Updating the Project Using Timesheets
Applying Actuals
Applying actuals is a process in which the hours from timesheets are added to
activities.
✍ Actual Start and When applying actuals, select a new data date.
Actual Finish are
immediately assigned to ❑ The new data date represents the date up to which you are recording
activities when the progress.
primary resource
updates them in the ❑ The new data date is used to calculate the actual durations of activities in
Timesheet module.
the statusing period.
• Actual duration equals the number of workperiods between the
activity’s actual start date and the new data date.
❑ Applying actuals to a project differs from scheduling a project:
• When applying actuals, only activities that have been progressed are
recalculated, allowing you to focus immediately on activities that may
be causing the project to slip.
• When scheduling, all activities are scheduled based on durations and
relationships.
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Appendix A: Updating the Project Using Timesheets
In this cycle, the project has progressed from Monday, 04-Jan-10 to Friday,
09-Jan-10. Since no work will occur over the weekend, you will move the data
date to Monday, 11-Jan-10, when you apply actuals.
5. In the New Data Date field, click and select a new data date, 11-Jan-
10.
6. Click Apply Actuals to Project, and then click Refresh as necessary.
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Appendix A: Updating the Project Using Timesheets
The Gantt Chart shows that the Perform system requirements analysis activity
is finishing late compared to the baseline, due to the fact that Jennifer was sick
on 8-Jan, when she was scheduled to begin work on the task. However, the
successors to the activity have not moved because the project has not been
rescheduled.
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Appendix A: Updating the Project Using Timesheets
EXERCISE: Steps
Reschedule the project
with a data date of
11-Jan-10. 1. Click to reschedule the project.
3. Click Schedule.
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Appendix A: Updating the Project Using Timesheets
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Appendix A: Updating the Project Using Timesheets
LESSON REVIEW
Key Concepts
❑ Once a project has started, you need to update actual schedule information
and resource usage at regular intervals.
❑ When you apply actuals, the hours from timesheets are added to activities.
After applying actuals, do not forget to reschedule the project.
Review Questions
1. True or False: The data date is the date used as the starting point for
schedule calculations.
2. True or False: When you apply actuals to a project, all activities in the
project are scheduled based on relationships and durations.
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APPENDIX B
Construction Workshops
Objectives
✔ Create a project
✔ Imbed a link in a notebook topic description
✔ Create a Work Breakdown Structure
✔ Add activities to the WBS
✔ Create relationships
✔ Assign constraints
✔ Assign resources
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Appendix B: Construction Workshops
WORKSHOP: LOGGING IN
Signature Corporation’s Construction Division is building an addition to the
company’s main office building. Tim Harris is assigned to manage the project.
The project is divided into the following phases: Design and Engineering,
Procurement, Foundation Construction, Structural, Rough-in, Close-in, and
Finishes.
4. Click Login.
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Appendix B: Construction Workshops
Objectives
1. Use the Create Project command to create the Office Building Addition
project, with the values defined in the table below:
Field Value
Project ID BLDG
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Appendix B: Construction Workshops
Objectives
1. In the Projects section, select a project, Office Building Addition - Creating
a Work Breakdown Structure.
✍ Remember to click 2. Add the WBS codes and names within the parent WBS elements as
Save before selecting
indicated in the table below:
another WBS element.
2 Foundation
3 Structure
4 Mechanical/Electrical
Systems
5 Exterior Finishes
6 Interior Finishes
Mechanical/Electrical Systems
1 Elevator
2 HVAC
Exterior Finishes
1 Brick
2 Roof
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Appendix B: Construction Workshops
3 Carpentry
4 Paint
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Appendix B: Construction Workshops
Objectives
1. In the Projects section, select a project, Office Building Addition - Adding
Activities.
2. In the View drop-down list, select Adding Activities.
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Appendix B: Construction Workshops
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Appendix B: Construction Workshops
Objectives
1. In the Projects section, select a project, Office Building Addition - Creating
Relationships.
2. In the Activities tab, select an activity view, Relationships.
3. Use the Gantt Chart to locate activities or right-click and select Details.
Relationship
Activity Successor
Type
BA1010 - Design building addition BA1020 - Review and approve designs SS
BA6060 - Prepare and solicit bids for BA6070 - Review bids for flooring FS
flooring
BA6070 - Review bids for flooring BA6080 - Award contract for flooring FS
BA6080 - Award contract for flooring BA6090 - Fabricate and deliver flooring FS
BA4020 - Prepare and solicit bids for BA4030 - Review bids for heat pump FS
heat pump
BA4030 - Review bids for heat pump BA4040 - Award contract for heat pump FS
BA4040 - Award contract for heat BA5020 - Prepare and solicit bids for brick FS
pump exterior
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Appendix B: Construction Workshops
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Appendix B: Construction Workshops
WORKSHOP: SCHEDULING
Background
The initial project plan is complete. You will schedule the project and review
critical activities. For this workshop, you need to log in as Tim Harris with a
Username <tharris> and Password <tharris>.
Objectives
1. In the Projects section, select a project, Office Building Addition -
Scheduling the Project Plan.
2. In the Activities tab, select an activity view, Schedule.
3. Mark the checkbox to create schedule report, and then schedule the
project with a data date, 11-Jan-10.
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Appendix B: Construction Workshops
Objectives
1. In the Projects section, select a project, Office Building Addition -
Assigning Constraints.
2. In Project Details, assign a Must Finish By date for the project, 02-Nov-10.
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Appendix B: Construction Workshops
FIG. B.7:
Constraints are
applied to the
project plan.
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Appendix B: Construction Workshops
You can also assign material resources, such as bricks, concrete, and piping, to
activities. Unlike labor (people) and nonlabor (equipment) resources, material
resources are measured in units other than time -- for example, square feet or
tons, for example. Units for material resources are created by your system
administrator but can be selected in Resources section/General tab. For this
workshop, you need to log in as Tim Harris with a Username <tharris> and
Password <tharris>.
Objectives
1. In the Projects section, select a project, Office Building Addition -
Assigning Resources and Costs.
2. Use the Activities tab to locate the activity in the table below.
Activity Resource(s)
BA2060 - Concrete foundation walls Carpenter
Laborer Construction
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Appendix B: Construction Workshops
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APPENDIX C
Objectives
✔ View project-related issues
✔ Customize the appearance of issues
Key Terms
Issue code
Issue form
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Appendix C: Managing Project Issues
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Appendix C: Managing Project Issues
Creating Issues
Create an issue for the project by filling in an issue form.
❑ Issue form — Ensures consistency and standards throughout the
organization. While all issue forms are created in the Administration
section, project managers still must assign them to the project before
project team members can use them to create issues. Assign issue forms
on the Issue Forms tab in the Projects section.
When you click Add an Issue, you are prompted to select an issue form
assigned to the project:
❑ Expand issue form categories to select an issue form.
❑ Select the Default Form to create an issue based on the standard issue
form.
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Appendix C: Managing Project Issues
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Appendix C: Managing Project Issues
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Appendix C: Managing Project Issues
Grouping Issues
You can group issues and view them in chart form for enhanced analysis.
In the Grouping tab, you can select up to three levels, or fields, to group
issues. Grouping gathers, or groups, all of the issues together that contain the
same value for the selected field. For example, if you select to group by
Priority, all issues with an Top priority are grouped together, all issues with a
Normal priority are grouped together, etc.
Each selected grouping level appears with a colored band when displaying
issues in the List format. From the Band Color drop-down list, you can select
the background color for each grouping level. The Text drop-down list lets you
choose the color of the text that displays in the grouping level band.
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Appendix C: Managing Project Issues
5. Click Save.
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Appendix C: Managing Project Issues
✍ A pie chart can be To display issues in the chart format, issues must be grouped at least one
grouped to only one
level.
level.
2. Click Customize.
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Appendix C: Managing Project Issues
LESSON REVIEW
Key Concepts
❑ The Issues tab allows you to view project-related issues and if you have
the proper privilege, create new issues using consistent forms.
❑ Issue forms, issue codes and issue categories are managed in the
Administration section.
❑ Issues can be displayed as a list or a chart.
Review Questions
1. True or False: You cannot group and sort issues at the same time.
2. True or False: All issue forms are available for the project.
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Appendix C: Managing Project Issues
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Glossary
Activities tab — A tab in the Projects section that provides access to the WBS
and activities.
Backward pass — Calculates the latest times an activity can start and finish
without delaying the end date of the project. These are called the late start
and late finish.
Breadcrumb trail — A "trail" at the top of the Primavera screen that shows
your current page and clickable links to the previous two pages visited.
Closing process group — Part of the Project Management life cycle that
includes the process of documenting lessons learned, determining if project
can be used as a methodology, delivering product to client or stakeholders,
and backing up or archive project files.
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Glossary
Critical activity — Critical activities are defined by the user as either the
longest path through the project or the having an amount of float, usually zero
or negative.
Forward pass — Calculates the earliest times an activity can start and finish
once its predecessors have been completed. These are called the early start
and early finish.
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Glossary
Issue code — Enables you to quickly categorize and organize issues that
affect your project by creating issue codes and assigning values to them.
Issue form — Issue forms enable you to create templates for the creation of
project issues. You can specify fields that display in the issue form; designate
default values to those fields; and assign project codes and user-defined fields.
Issues — Issues are known problems within a project plan that require
attention or corrective action.
Lag — An offset or delay from an activity to its successor. Lag can be positive
or negative, and by default, it is based on the calendar of the successor
activity.
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Glossary
Project association — The type of project data you can access, and your
ability to manipulate that data is controlled by three factors in Primavera: your
license, your project association, and your user security profile.
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Glossary
Score — A numerical score that helps you assess each resource’s availability
to perform the activity in the Resource Search. The score is calculated as:
Available units across the expanded activity time frame - Total requested units.
Total float — The amount of time an activity can slip from its early start
without delaying the project, based on the difference between an activity’s late
dates and early dates.
Unstaffed role — A role assigned to an activity that has not been staffed by a
resource.
User’s primary baseline — Of one the two baseline types you can assign to
a project. You can have several user’s primary baseline, but only one can be
assigned to the project at a time. Earned value calculations are based on either
the project baseline or the user’s primary baseline.
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Glossary
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ISBN 1-57408-272-8