Tutorial : Beginner Guide for Primavera Part 1

Posted on November 18, 2009 by farestplanner

Note: This is progressive tutorial. The sequence, note, image etc. may change from time to time. The most wanted tutorial module in progress. This module was prepared with assumption most user is familiar with basic knowledge of Primavera & project Management. I have summarized the process based on actual practice & my previous experience. The sequence present is an actual sequence which you are strongly recommended to follow. The module (Part 1) should consist following subject: Getting Started 1. 2. 3. 4. 5. 6. 7. EPS OBS Create A New Project WBS Resources Calendar Currency

Introducing Primavera Project Management The Project Management module is comprehensive, multiproject planning and control software, built on Oracle and Microsoft SQL Server relational databases for enterprise-wide project management scalability. The Project Management module can stand alone for project and resource management, or it can be used in conjunction with other products, including the Timesheet Module, Portfolio Analysis Module, Methodology Management Module and myPrimavera. The Project Management module enables your organization to store and manage its projects in a central location. The module supports work breakdown structures (WBS), organizational breakdown structures (OBS), user-defined fields and codes, critical-path-method (CPM) scheduling, and resource leveling. The Project Management module provides

An enterprise project structure (EPS), which enables project managers to manage multiple projects, from the highest levels of the organization to the individuals that perform specific project tasks. Multiple users can access the same projects concurrently. Centralized resource management, including resource timesheet approval and the ability to communicate with project resources who use Primavera Timesheets Integrated risk management Issue tracking Management by threshold A tracking feature that enables you to perform dynamic cross-project rollups of cost, schedule, and earned value Work products and documents that can be assigned to activities and managed centrally A Report wizard that helps you create customized reports to extract any data from the Project Management database

A basic interface for P5/P6

*Click image for larger version 1. Enterprise Project Structure (EPS) The Enterprise Project Structure (EPS) forms the hierarchical structure of your database of projects; or in simple terms a hierarchical based structure that represents how your projects are organized. Each EPS node (or folder) can be subdivided into multiple levels to represent the work that needs to be done in your organization. The number of levels and their structure depend on the scope of your projects and how you want to summarize data. You can use the EPS to

Perform top-down budgeting and resource and cost analysis Organize work breakdown and organizational breakdown structures into one common structure Manage multiple projects from the highest levels of the organization to the individuals that perform specific project tasks Implement coding standards for flexible reporting Maintain appropriate security throughout the enterprise

Set up the EPS Structure 1st step, when you create the enterprise project structure, you must identify an OBS element, or person responsible for each node and project within the EPS. 1. Choose Enterprise, Enterprise Project Structure. *Click image for larger version

2.Click the EPS Name column where you want to add a new element.

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Click Add. Normally I will create Project Name as parents; Baseline Programme & Update Programme as sub-ordinate. You will need to insert those programmes into seperate EPS node. Type an ID and name for the EPS node. For this exercise, I put ID as T1 (stand for Tutorial 1) & name is KL Monorail Project. You may out KLBL stand for KL Baseline & KLUP refer to KL Update in ID column as well. In the Responsible Manager field, select an OBS element for the new element. We are going to establish

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OBS later on. If necessary, you can change the hierarchical position of the new element by clicking the arrow keys. *Click image for larger version

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Click Close. Choose Enterprise, Projects then specify project details such as dates, resource and budget information, and so on.

Note

A default root node displays in the top left position in the hierarchy. All projects listed below it are part of the same structure. You can also define multiple root nodes to separate various components of your enterprise. For example, you might want to exclude inactive or what-if projects from the main enterprise. To define a root node, click the left arrow key to move an EPS element to the top left position in the hierarchy, and then add the hierarchy of projects below this node.

2. Organizational Breakdown Structure Organizational Breakdown Structure (OBS) Overview The organizational breakdown structure (OBS) is a global hierarchy that represents the managers responsible for the projects in your enterprise. The OBS usually reflects the management structure of your organization, from top-level personnel down through the various levels constituting your business. You can associate the

responsible managers with their areas of the EPS either nodes or individual projects. When you associate a responsible manager with an EPS Node, any projects you add to that branch of the EPS are assigned that manager element by default. The OBS hierarchy is also used to grant users specific access privileges to projects and the WBS levels within projects. Add an OBS element 1. Choose Enterprise, OBS.

A root OBS element// is automatically assigned to the root EPS node so that a default OBS element can be assigned to each project you add to the EPS root. 2. 3. 4. Click the OBS Name column label to display the OBS hierarchy.The outline symbol in the OBS Name column label indicates a hierarchy display. Select the OBS element immediately above and at the same hierarchy level as the element you want to add, then click Add. Click the General tab, type the OBS Name, then click the OBS Description area to type a description of the OBS element.You can use HTML editing features, which include formatting text, inserting pictures, copying and pasting information from other document files (while retaining formatting), and adding hyperlinks. Click the Users tab to view the users and corresponding security profiles associated with an OBS element. You can also assign users from this tab, if you have appropriate access rights. Click the Responsibility tab to quickly see where responsible managers (OBS elements) are assigned across the enterprise. Select the OBS name for whom you want to see assignments. Tip

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To change the elements position in the OBS hierarchy, click the appropriate arrow buttons.

Important notes between EPS & OBS The OBS and EPS are combined together through the responsible manager field on the EPS structure, project folder and WBS level. The Responsible Manager field is the OBS and this determines what users can gain access to the Project. When you create a user, you have to give them Responsible Manager assignments in order for them to see projects. Your EPS and your OBS need to have a one-to-one relationship. If you give a user a Responsible Manager assignment (OBS) that is not tied to an EPS, Project or WBS level, they will not see any projects when they log into the Primavera Client application or the Web Application. 3. Create A New Project This is a 2nd step you have to take. But we are not going to add detail activity yet, it just a start up to activate WBS function. Without creating a new project, we cant use WBS button & function.

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Right click on the EPS Node & click Add button. You also may hit insert button on your keyboard for short cut. *Click image for larger version

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Automatically on Select EPS box will fill with EPS name. For this exercise the name is Kuala Lumpur Monorail Project. *Click image for larger version

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Key in KLBL.R0 in Project ID tab and Kuala Lumpur Monorail Project inProject Name tab. Why we have to put KLBL.R0? Its stand for Kuala Lumpur Baseline Rev. 0. If you have another revision, then put KLBL.R1. *Click image for larger version

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Put Planned Start date into the box. If you have completion date & you are very firm with it, key in the date in tab Must Finish By. Automatically Start & Finish activity will become constraint (0 float).

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Then identify the Responsible Manager for this project i.e. Rizman. The guy taht you select will be at the top in OBS & normally is a Project Director. You should refer to Organization Chart to confirm. *Click image for larger version

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Specify the Rate Type. Default value is Price/Unit. For beginner level, just follow this value. As summary, this value represent your resources monetary price. For labor resources, indicate the time unit with a forward slash (/) and the appropriate time unit abbreviation, such as $50.00/h (for 50 dollars per hour). *Click image for larger version

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Then you have to choose either you want to create a project plan based on existing methodology or start from scretch in Project Architect. In easy word, either you want to start from template (existing portfolio in database) or from zero. However, Project Architect allowed you select, customize, and import methodologies as pre-built project plans from the Methodology Management module. For this exercise, select No.

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You are done! Congratulations for your first new project.

4. Work breakdown structure (WBS) overview A WBS is a hierarchy of work that must be accomplished to complete a project, which defines a product or service to be produced. The WBS is structured in levels of work detail, beginning with the deliverable itself, and is then separated into identifiable work elements. Each project has its own WBS hierarchy with the top level WBS element being equal to that of each EPS node or project. Each WBS element may contain more detailed WBS levels, activities, or both. When creating a project, the project manager typically develops the WBS first, assigns documents to each WBS element, and then defines activities for performing the elements work. In addition to document and activity assignments, each WBS element also has an assigned calendar, specific earned value calculation settings, and an assigned OBS element responsible for all work included in the WBS element.