PROJECT PLAt'\lNING AND CONTROL USING PRiMAVERA P6

1
1.1 1.2 1.3
1.4

INTRODUCTION
Purpose Required Background Knowledge Purpose of Planning Project Planning Metrics Planning Cycle Levels of Planning Monitoring and Controlling a Project

1-1

1-1
1-2 1-2 1-3
1-4

1.5 1.6 1.7

1-5 1-7 2-1 2-1 2-1 2-2 2-3

2
2.1 2.2 2.3 2.4

CREATING A PROJECT PLAN

Understanding Planning and Scheduling Software Enterprise Project Management Understanding Your Project Level 1 - Planning Without Resources

2.4.1 2.4.2

Creating Projects Defining the Calendars D efining the Project Breakdown Structures Adding Activities Adding the Logic Links Constraints Risk Analysis Contingent Time Scheduling the Project Formatting the Display - Layouts and Filters Printing and Reports Issuing the Plan
Level 2 - Monitoring Progress W ithout Resources

2.4.3
2.4.4 2.4.5 2.4.6

2-3 2-3 2-3

2-4

2. 4.7
2.4.8 2.4.9
2.4.10

2-5 2-6 2-6 2-6 2-6 2-7

2-7

2.4.11 2.4.12
2.5

2-7
2-8

2.5.1
2.5.2

Setting the Baseline Tracking Progress Corrective Action

Level 3 - Scheduling With Resources, Roles and Budgets

2-8 2-8 2-9

2-9 2-9 2-9

2.5.3
2.6 2.6.1

Estimating or Planningfor Control The Balance Between the Number ofActivities and Resources Creating and Using Resources Creating and Using Roles The Relationship Between Resources and Rol es A ctivity Type and Duration Type Budgets Resource Usage Profiles and Tables Resource Optimization

2.6.2 2.6.3
2.6.4

2-10 2-10 2-10 2-10 2-10

2-11 2-11

2.6.5
2.6.6

2.6.7 2.6.8
2.6.9

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2.7
2.7.1 2.7.2
3

Leve14 - Monitoring and Controlling a Resourced Schedule

Monitoring Projects with Resources Controlling a Project with Resources STARTING UP AND NAVIGATION

2- 11
2-11 2-11 3-1

3.1 3.2 3.3 3.4

3.4.1 3.4.2

Logging In Welcome Form The Home Workspace The Projects Workspace

project Workspace Top Pane Project Workspace Bottom Pane

3-1 3-1 3-2 3-2

3-2 3-3

3.5 3.6 3.7

3.7.1 3.7.2 3.7.3 3.7.4 3.7.5

Opening One or More Projects Opening a Portfolio Navigating Around a Project

Command Too/bar Activities Too/bar Navigation Too/bar Directory Too/bar Top and Bottom Panes of Workspaces

3-3 3-4 3-4

3-4 3-4 3-4 3-5 3-5

3.8 3.9 3.10 3.11 3.12 3.13

4

User Preferences - Date and Time Display Right-clicking with the Mouse Accessing Help Application of Options within Forms Closing Down Terminology Differences between Industry Versions CREATING A NE W PROJECT File Types Creating a Blank Project Setting Up a New Project Project Architect Wizard and Methodology Manager Importing a Project Copy an Existing Project Project Dates Saving Additional Project and EPS Information - Notebook Topics DEFINING CALENDARS Accessing Global and Project Calendars Assigning the Project Default Project Calendar Creating a New Calendar Copying Calendars Renaming a Calendar Deleting a Calendar

3-6 3-6 3-6 3-7 3-8 3-8 4-1 4-1 4-2 4-2 4-3 4-3 4-4 4-5 4-6 5-1 5-2 5-2 5-3 5-3 5-3 5-3

4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8

5

5.1 5.2 5.3 5.4 5.5 5.6

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5.7
5.8 5.9

Resource Calendars Editing the Calendar Working Days of an Existing Calendar Adjusting Working Hours

5-3 5-4 5-5

5.9.1 5.9.2 5.9.3

5.10 S.U

Editing Calendar Weekly Hours Editing Selected Days Working Hours Editing Detailed Work Hours/Day
Inherit Holidays and Exceptions from a Global Calendar Calculation of Activity Summary Duration in Days Database Default Calendar, WBS and Project Durations

5-5 5-5 5-6 5-6 5-7

5-8

5.12

6
6.1

CREATING A PRIMAVERA PROJECT WBS

Opening and Navigating the WBS Workspace Creating and Deleting a WBS Node WBS Node Separator Work Breakdown Structure Lower Pane Details WBS Categories Why a Primavera WBS is Important

6-1

6.2 6.3
6.4

6-2 6-3 6-3

6-4

6.5
6.6

6-5 6-6
7-1

7
7.1

ADDING ACTIVITIES AND ORGANIZING UNDER THE WBS

New Activity Defaults

7.1.1 Duration Type 7.1.2 Percent Complete Type 7.1.3 Activity Types and Milestones 7.1 .4 Cost Account 7.1.5 Calendar 7.1.6 Auto-numbering Defaults 7.2 Adding New Activities
7.3 7.4 7.5 Default Activity Duration Copying Activities in Primavera Copying Activities from other Programs Elapsed Durations Finding the Bars in the Gantt Chart Activity Information - Bottom Layout Assigning Calendars to Activities

7-2 7-2 7-2

7-4

7.6 7.7
7.8 7.9

7-5 7-5 7-5 7-5 7-5 7-6 7-6 7-6 7-6

7-7 7-8
7-8 7-8 7-8

7.9.1 7.9.2
7.10 7.11 7.12 7.13 7.14

Assigning a Calendar Using General Tab a/the Bottom Layout Form Assigning a Calendar Using a Column
Undo Assigning Activities to a WBS Node Reordering or Sorting Activities Summarizing Activities Using WBS Spell Check

7-9 7-10 7-11 7-11

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8 8.1 8.2 8.3

FORMATTING THE DISPLAY Formatting the Project Workspace Understanding Forms Formatting Columns

8-1 8-2 8-2

8-3
8-3 8-3 8-4 8-4

8.3.1 8.3.2 8.3.3 8.3.4

8.4

Selecting the Columns to be Displayed Column Header Alignment Adjusting the Width ofColumns Setting the Order ofthe Columns from Left to Right on the Screen
Formatting the Bars

8-4
8-4 8-6 8-6 8-7 8-8 8-9

8.4.1 8.4.2
8.4.3

Formatting Activity Bars Bar Style Tab Bar Settings Tab Bar Labels Tab Bar Chart Options Form
Row Height Format Fonts and Font Colors Format Colors Format Timescale

8.4.4 8.4.5
8.5 8.6 8.7 8.8

8-10
8-10 8-11 8-11 8-11 8-13

8.8.1 8.8.2 8.8.3

8.9

Moving and Rescaling the Timescale Format Timescale Command Non Work Period Shading in Timescale
Inserting Attachments - Text Boxes and Curtain

8-13
8-13 8-14 9-1

8.9.1 8.9.2
9
9.1

Adding a Text Box Adding a Curtain

ADDING RELATIONSHIPS Understanding Relationships Understanding Lags and Leads Formatting the Relationships Adding and Removing Relationships

9-2
9-3 9-4

9.2
9.3
9.4 9.4.1
9.4.2

9-4
9-4

Graphically Adding a Relationship Graphically Deleting a Relationship Adding and Deleting Relationships with the Activity Details Form Chain Linking
Using the Command Toolbar Buttons to Assign Relationships Di ssolving Activities Circular Relationships Scheduling the Project Critical Activities Defmition

9-5 9-5

9.4 .3 9.4.4 9.5 9.6 9.7 9.8

9-6 9-7 9-7 9-7 9-7

9-8

9.9

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10 10.1 10.2 10.3

ACTIVITY NETWORK VIEW Viewing a Project Using the Activity Network View Adding, Editing and Deleting Relationships
Graphically Adding a Relationship. Using the Activity Details Form

10-1 10-2 10-2

10-2 10-2

Adding, Deleting and Dissolving Activities in the Activity Network View 10-2

10.3.1 10.3.2

10.4 10.5 10.6 10.7

11

Formatting the Activity Boxes Reorganizing the Activity Network Saving and Opening Activity network Positions Early Date, Late Date and Float Calculations CONSTRAINTS Assigning Constraints
Number of Constraints per Activity Setting a Primary Constraint Using the Activity Details Form Setting a Secondary Constraint Using the Activity Details Form Expected Finish Constraint Setting Constraints Using Columns Typing in a Start Date Expected Finish Date

10-3 10-3 10-3 10-4 11-1 11-3

11-3 11-3 11-3 11-3 11-4 11-4 11-4

11.1
11.1.1 11.1.2 11.1.3 11.1.4 11.1.5
11.1. 6

11.1.7

11.2 11.3
11.3.1

Project Must Finish By Date Activity Notebook

Creating Notebook Topics

11-5 11-6
11-6 11-6 12-1

n.3.2 Adding Notes 12 FILTERS

12.1 12.2
12.2.1 12.2.2 12.2.3

Understanding Filters Applying a Filter

Filters Form Applying a Single Filter Applying a Combination Filter

12-1 12-2
12-2 12-2 12-2

12.3 12.4
12.4.1 12.4.2 12.4.3 12.4.4

Creating a New Filter Modifying a Filter

One Parameter Filter Two Parameter Filter Multiple Parameter Filter Editing and Organizing Filter Parameters

12-3 12-3
12-3 12-4 12-4 12-5

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13 13.1

GROUP, SORT AND LAYOUTS Group and Sort Activities Display Options Group By Group By Options Sorting Reorganize Automatically Group and Sort Projects at Enterprise Level Understanding Layouts Applying an Existing Layout Creating a New Layout Layout Types Changing Activity Layout Types in Panes Activity Workspace Layout Panes WBS and Projects Workspace Panes 13.1.1 13.1.2 13.1.3 13.1.4 13.1.5 13.1.6

13-1
13-2

13-2 13-4 13-5

13-6 13-6 13-7

13-7

13.2 13.2.1 13.2.2 13.2.3 13.2.4 13.2.5 13.2.6 13.3 14 14.1 14.2 14.3 14.3.1 14.3.2 14.3.3 14.4 14.5 14.6 14.7 15 15.1 15.2 15.2.1 15.2.2 15.2.3 15.2.4 15.2.5 15.2.6 15.2.7 15.2.8 15.3 15.4

13-8

13-9
13-9
13-10

13-10 13-12 13-12 14-1 14-1 14-2 14-3 14-3 14-4 14-4 14-5 14-6 14-6 14-6 15-1 15-2 15-4 15-4 15-5 15-5 15-5 15-6 15-7 15-8 15-9 15-9 15-11

Copying a Layout To and From Another Database PRINTING AND REPORTS Printing Print Preview Page Setup Page Tab Margins Tab Header and Footer Tabs Options Tab Print Form Print Setup Form Reports TRACKING PROGRESS Understanding Date Fields Setting the Baseline Saving a Baseline Deleting a Baseline Restoring a Baseline to the Database as an Active Project Setting the Baseline Project Understanding the <Current Schedule> Baseline Update Bas elines Copying a Project with Baselin es Displaying the Baseline Data Practical Methods of Recording Progress Understanding the Concepts

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PROJECT PLANNING AND CONTROL USING PRJMAVERA@P6

- - -- - - -- - 15-11 15-11 15-12 15-14 15-15 15-15 15-15 15-15 15-16 15-16 15-17 15-18 15-18

15.4.1 15.4.2 15.4.3 15.4.4 15.4.5 15.4.6 15.4.7 15.5 15.5.2 15.6 15.6.1 15.6.2 15.6.3 15.7 15.8 15.9

Activity Lifecycle Actual Start Date Assignment ofan In-Progress Activity Calculation ofDurations ofan In-Progress Activity Retained Logic and Progress Override Actual Finish Date Summary Bars Progress Calculation Understanding the Current Data Date Updating the Schedule Updating Activities Using Columns Progress Spotlight and Update Progress Highlighting Activities for Updating by Dragging the Data Date Spotlighting Activities Using Spotlight Icon Statusing Using Update Progress Suspend and Resume Scheduling the Project Comparing Progress with Baseline

J5.5.1 Updating Activities Using the Status Tab ofthe Details Form

15-18
15-19 15-20 15-20

15.10 Corrective Action 15-21 16 USER AND ADMlNISTRATION PREFERENCES AND ADVANCED SCHEDULING OPTIONS 16-1 16.1 16.1.1 16.1.2 16.1.3 16.1.4 16.1.5 16.1.6 16.1.7 16.1.8 16.1.9 16.2 16.2.1 16.2.2 16.2.3 16.2.4 16.2.5 16.2.6 User Preferences Time Units Tab Dates Tab Currency Tab E-Mail Tab Assistance Tab Application Tab Password Tab Resource Analysis Tab Calculations Tab Admin Menu Users Security Profiles Currencies Financial Periods Purge Deletes Timesheet Dates 16-1 16-1 16-2 16-2 16-2 16-3 16-3 16-4 16-4 16-5 16-5 16-6 16-6 16-7 16-7 16-7 16-8 16-8

16.1.10 Setup Filters Tab

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16.3 16.3.1 16.3.2 16.4 16.4.1 16.4.2 16.4.3 16.4.4 16.4.6 16.4.7 16.4.8 16.4.9 16.5 16.5.1 16.5.2 16.6 17 17.1 17.1.1 17.1.2 17.1.3 17.2 17.3 17.3.1 17.3.2 17.3.3 17.3.4 17.3.5 17.3.6 17.3.7 17.3.8 17.3.9 17.4

Miscellaneous Defaults Default Project Set Language Admin Preferences General Tab Timesheets Tab Timesheet Privileges Tab Data Limits Tab Time Periods Tab Earned Value Tab Reports Tab Options Tab Scheduling Options General Tab Advan ced Tab

16-8 16-8 16-8 16-9 16-9 16-9 16-10 16-10 16-10 16-10 16-11 16-11 16-1] 16-12 16-12 16-12 16-14 16-14 17-1 17-2 17-2 17-2 17-3 17-4 17-6 17-6 17-6 1 7-7 17-7 17-7 17-8 17-10 17-10 17-10 17-10
17-1 I

16.4.5 . ID Lengths Tab

16.4.10 Rate Types Tab

Admin Categories CREATING ROLES AND RESOURCES Understanding Resources Individual Resources Group Resources Input and Output Resources Creating Roles Creating Resources and the Resources Workspace Resource Breakdown Structure - RBS Formatting the Resources Workspace Adding Resources General Tab Codes Tab Details Tab Units and Prices Tab Roles Tab Notes Tab Editing Resource Calendars

17.3.10 Timesheets Tab

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18

ASSIGNING ROLES, RESOURCES AND EXPENSES

18-1

18.1 18.2 18.2.1 18.2.2 18.2.3 18.3 18.3.1 18.3.2 18.3.3 18.4 18.4.1 18.4.2 18.4.3 18.5 18.6 18.6.1 18.6.2 18.6.3 18.6.4 18.6.5 18.6.6 18.6.7 18.7 18.7.1 18.7.2 18.8 19 19.1 19.1.1 19.1.2 19.1.3 19.1.4 19.1.5
19.2

Understanding Resource Calculations and Terminology Project Workspace Resource Preferences Resources Tab Understanding Resource Option to Drive Activity Dates Calculations Tab User Preferences Applicable to Assigning Resources Units/TimeFormat Resource Assignments Assignment Staffing Activity Workspace Resource Preferences and Defaults Details Status Form Activity Type Duration Type Assigning and Removing Roles Assigning and Removing Resources Assigning a Resource to an Assigned Role Assigning a Resourc e to an Activity Without a Role Removing a Resource Assigning a Resource to an Activity More Than Once Resource and Activity Duration Calculation and Resource Lags Activity Duration Resource Lag Expenses Expenses Workspace Expenses Tab in the Activities Workspace

18-2 18-3 18-3 18-3 18-5 18-5 18-5 18-5 18-6 18-6 18-6 18-7 18-9 18-12 18-13 18-13 18-14 18-14 18-14 18-15 18-15 18-15 18-16 18-16 18-17 18-18 19-1 19-1 19-1 19-1 19-2 19-2 19-2 19-3 19-3 19-3 19-4 19-4

Suggested Setup for Creating a Resourced Schedule RESOURCE OPTIMIZATION Reviewing Resource Loading Activity Usage Profile Resource Usage Spreadsheet Resource Usage Profile displaying a Resource Histogram Resource Usage Profile displaying S-Curves Activity Usage Spreadsheet Methods of Resolving Resource Peaks and Conflicts Resource Leveling Methods ofResource Leveling Resource Leveling Function Level Resources Form

19.3 19.3.1 19.4 19.4.1

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19.5
19.5.1 19.5.2

Leveling Examples
Leveling with Pos itive Float Leveling without Positive Float

19-5 19-6 19-7 19-9

19-10 19-10

19.6
19.6.1 19.6.2 19.6.3

Resource Shifts
Creating Shifts: Assigning Shifts to Resources Leveling With Shifts

19-11 19-14 19-15 19-15 19-18 20-1 20-2

20-2 20-2

19.7 19.8 19.9

Guidelines for Leveling What to Look For if Resources Are Not Leveling Resource Curves

19.10 Editing the Resource Usage Spreadsheet - Bucket Planning 20 STATUSING A RESOURCED SCHEDULE 20.1
20.1.1 20.1.2

Understanding Budget Values and Baseline Projects

Cost and Units Budget Values Baseline Project and Values

20.2 20.3 20.4 20.5

20.5.1 20.5.2 20.5 .3 20.5.4

Understanding the Current Data Date Information Required to Update a Resourced Schedule Project Workspace Defaults for Statusing a Resourced Schedule Activity Workspace - Percent Complete Types
Assigning the Project Default Percent Complete Type Physical Percent Complete Type Duration Percent Complete Type Units Percent Complete Type

20-3 20-3 20-5 20-6

20-6 20-7 20-8 20-9

20.6 20.7
20.7.1 20.7.2

Using Steps to Calculate Activity Percent Complete Updating the Schedule

Preferences, Defaults and Options for Statusing a Project Updating Dates and Percentage Complete

20-9 20-10
20-10 20-12

20.8
20.8.1 20.8.2 20.8.3

Updating Resources
Resource Tab Status Tab Applying Actuals

20-12
20-12 20-12 20-13

20.9 20.10

Updating Expenses Store Period Performance

20-13 20-14

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21 21.1
21.2

OTHER METHODS OF ORGANIZING PROJECT DATA Understanding Project Breakdown Structures

Activity Codes Creating Activity Codes Defining an Activity Code Assigning Activity Codes to Activities Grouping, Sorting and Filtering with Activity Codes Importing Activity Codes with Excel User Defined Fields Project Phase or WBS Category Resource Codes Cost Accounts Owner Activity Attribute EPS Level Activity Codes Create an EPS Level Activity Code Dictionary Create EPS Activity Codes

21-1 21-1
21-2 21-2 21-3
21- 3

21.2.1
21.2,2

21.2.3 21.2.4 21.2.5 21.3 21.4 21.5 21.6 21.7 21.8 21.8.1 21.8.2

21-3 21-3 21-4 21-6 21-6 21-7 21-7 21-8 21-8 21-8 21-8 22-1 22-1 22-2 22-4 22-5 22-6 22-8 22-8 22-9 23-1 23-2 23-3 23-3 23-4 23-4 23-4 23-4 23-4 23-5 23-6 23-6 23-7

21.8.3 Assigning EPS A ctivity Codes to Activities 22 GLOBAL CHANGE 22.1 22.2 22.3 22.4 22.5 22.6 22.7 22.8 23 23.1 23.2 23.3 23.4 23.4.1 23.4.2 23.4.3 23.4.4 23.5 23.6 23.7 23.8 Introducing Global Change The Basic Concepts of Global Change Specifying the Change Statements Examples of Simple Global Changes Selecting the Activities for the Global Change Temporary Values Global Change Functions More Advanced Examples of Global Change MANAGING THE ENTERPRISE ENVIRONMENT Multiple User Data Display Issues Enterprise Project Structure (BPS) Portfolios Organizational Breakdown Structure - OBS Creating an OES Structure General Tab Users Tab Responsibility Tab Users , Security Profiles and Organizational Breakdown Structure Project Codes Filtering, Grouping and Sorting Projects in the Projects Workspace Project Durations in the Project Workspace

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23 .9 23.10 23 .11 23.12

Why Are Some Data Fields Gray and Cannot Be Edited? Summarizing Projects Job Services Tracking Workspace

23-7 23-7 23-8 23-9

24
24.1 24-2 24.3

MULTIPLE PROJECT SCHEDULING

Multiple Projects in One Primavera Project Multiple Primavera Projects Representing One Project Setting Up Primavera Projects as Sub-projects

24-1
24-1 24-1 24-2 24-2 24-3 24-4 24-4 24-6 24-6 24 -7

24.3.1 . Opening One or More Projects

24.3.2 24.3.3 24.3.4

24.4 24.5 24.6

Default Project Setting the Projects Data Dates Total Float Calculation
Refresh Data Who Has the Project Open? Setting Baselines for Multiple Projects

25
25.1 25.2

UTILITIES
Reflection Projects Advanced Scheduling Options

25-1
25-1 25-2 25-2 25-3 25-3 25-4 25-5 25-6

25.2.1 25.2.2
25.3 25.4 25.5 25.6

Calculating Multiple Paths Displaying Multiple Paths

Audit Trail Columns Excellmport and Export Tool Project Import and Export Check In and Check Out

26
26.1 26.2 26.3 26.4 26.5 26.6 26.7 26.8 26.9 26 .10 26.11 26.12

WHAT IS NEW IN VERSION 6.0

XML File Format for Import and Export Copy a Project with High Lev el Resource Assignments Role Limits Reflection Projects Editing the Resource Usage Spreadsheet - Bucket Planning Owner Activity Attribute Resource Assignment Audit Trail Project Layouts Curtains and Spotlights Group and Sort Planning Resources Copying a Project with Baselines

26-1
26-1 26-1 26-1 26-1 26-2 26-2 26-3 26-3 26-3 26-3 26-4 26-4

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27 27.1 27.2 27.3 27.4

\VHAT IS NEW IN VERSION 5.0 MSDE Database for Standalone Installations Undo WBS Summary Activity EPS Level Activity Codes
Create an EPS Level Activity Code D ictionary Create EPS Activity Codes Assigning EPS Activity Codes to Activities

27-1 27-1 27-1 27-1 27-2 2 7-2 27-2 2 7-2 27-3 27-4 27-4 27-5 27-5 27-6 27-6 27-7 27-8 27-8 27-8 27-9 27-10 27-11 27-13 27-14 27-15 27-15 27-15 27-16 27-16 27-16 27-1 7 27-17 27-18 27-18

27.4.1 27.4.2 27.4.3

27.5 27.6 27.7 27.8

27.8.1 27.8.2 27.8.3

Activity Step Templates Assignment Staffing Resource Security Baseline Functionality

Update Baselines Assign Baselines Baseline Usedfor Earned Value Calculations

27.9
27.9.1 27.9.2 27.9.3

Progress Spotlight and Update Progress

Highlighting Activities for Updating by Dragging the Data Date Spotlighting Acti vities Using Spotlight Icon Statusing Using Update Progress

27.10 27.11 27.12 27.13 27.14 27.15 27.16 27.17 27.18

Suspend and Resume Store Period Performance Advanced Scheduling Options Rates for Roles Excel Import and Export Tool P3 Subproject Import Export to Primavera Contractor Audit Trail Columns Enhanced or New Graphics Functions

27.18.1 Bar Lab el Placement 27.18.2 Three Timescale Units 27.18.3 Vertical Sight Lines 27.18.4 Reorganize A utomatically 27. 18.5 Gantt Chart Curtains

27.19

Improved Report Wizard Functionality

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WHAT IS NEW IN VERSION 4.1

28-1

28.1 28.2 28.3

28.3.1 28.3.2

Project Import and Export Format Gridlines Format Bars

Bar Necking User Defin ed Bars Based on User Defi ned Dates

28-1 28- I 28-2

28-2 28-2

28.4 28.5 28.6 28.7 29 30

Material Resources Close Out Period Actuals Project Workspace Defaults for Statusing a Resour ced Schedule Printing TOPICS NOT COVERED IN THIS PUBLICATION INDEX

28-3 28-3 28-4 28-4 29-1 30-1

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