P6 Rei 7 Student Guide
D60823GC10 Edition 1.0 December 2009 064520
1
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of Contents Lesson 1- Project Management Life Cycle
1
Project Management Definitions ................................................................................................................ 3 Project Management Life Cycle ................................................................................................................. 4 Initiating Process Group ...................................................................................................................................... 5 Planning Process Group ...................................................................................................................................... 6 Executing Process Group .................................................................................................................................... 7 COl1trolling Process Group .................................................................................................................................. 8 Closing Process Group ........................................................................................................................................ 9
Lesson 2 - Understanding Data in P6 P6 Environl11el1t ........................................................................................................................................ 13 Client Applications ............................................................................................................................................ 14 Web Applications .............................................................................................................................................. 15 Other P6 ............................................................................................................................................................. 16
El1terprise Project Structure ...................................................................................................................... 17 EPS and Security ............................................................................................................................................... 21
Organizational Breakdown Structure (OBS) ............................................................................................ 22 Enterprise Data and Project-Specific Data ............................................................................................... 24 Enterprise Data .................................................................................................................................................. 25 Project-Specific Data ......................................................................................................................................... 26 Enterprise and Project-Specific Data ................................................................................................................. 27
Lesson 3-
29
Windows ................................................................................................................................................... 31 P6 Layouts ................................................................................................................................................ 32 Details Layout ........................................................................................................................................... 33 Activities Window .................................................................................................................................... 36 Loggil1g In ................................................................................................................................................. 37 Opel1il1g a Project ...................................................................................................................................... 38 Access Modes .................................................................................................................................................... 39 Layouts ................................................................................................................................................ ~ ............ 40
Opening an Existing Activity Layout ....................................................................................................... 41 Gantt Cllart ................................................................................................................................................ 43 Activity Usage Spreadsheet ...................................................................................................................... 44 Activity Network ...................................................................................................................................... 45 Activity Table ........................................................................................................................................... 46 Customizing a Layout ............................................................................................................................... 46
Ii
Selecting Columns ............................................................................................................................................. 47 Using Hint Help in the Columns Dialog Box ................................................................................................... .48
Displaying Activity Details ....................................................................................................................... 49 Selecting Details Tabs ........................................................................................................................................ 50
Saving Layouts .......................................................................................................................................... 51 Closing a Project ....................................................................................................................................... 53
Lesson 4-
55
Project ....................................................................................................................................................... 57 Creating a Project ...................................................................................................................................... 58 Creating a Project with the Create a New Project Wizard ........................................................................ 62 Entering a Project Natne .................................................................................................................................... 64 Entering Project Start and End Dates ................................................................................................................. 65 Entering a Responsible Manager ....................................................................................................................... 66 Selecting the Assignlnent Rate Type ................................................................................................................. 67 Running Project Architect .................................................................................................................................. 68
Viewing Project Details ............................................................................................................................ 70 General Tab ........................................................................................................................................................ 71 Dates Tab ........................................................................................................................................................... 72 Notebook Tab ..................................................................................................................................................... 73 Codes Tab .......................................................................................................................................................... 75 Type Ahead and Search in Dialog Boxes .......................................................................................................... 76 Defaults Tab ....................................................................................................................................................... 77
Lesson 5- ..."" ..... ",.,."'" a Work Breakdown Structure
79
Definition of Work Breakdown Strtlcture ................................................................................................. 81 Viewing WBS Elenlents ........................................................................................................................... 86 Creating the WBS Hierarchy .................................................................................................................... 87
Lesson 6-
95
Activities
Definition of Activity ................................................................................................................................ 97 Activity Components ................................................................................................................................ 98 99 Activity Type ...................................... oo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Start Milestone ................................................................................................................................................. 100 Finish Milestone ............................................................................................................................................... 101 Task Dependent ............................................................................................................................................... 102 Resource Dependent ........................................................................................................................................ 103 How Activity Type Affects Dates .................................................................................................................... 104 Level of Effort. ................................................................................................................................................. 106 WBS SUlnlnary ................................................................................................................................................ 107
Activity Codes ........................................................................................................................................ 108
Calendar Assignments ............................................................................................................................ 109 Adding an Activity via the New Activity Wizard .................................................................................. 112 Enabling the Wizard ........................................................................................................................................ 113 Launching the Wizard ..................................................................................................................................... 114 Naming the Activity and Specifying a WBS ................................................................................................... 115 Assigning Activity Type ................................................................................................................................. 117 Completing the New Activity Wizard ............................................................................................................. 118
Adding an Activity via Activity Details ................................................................................................. 120 General Tab ..................................................................................................................................................... 121 Status Tab ........................................................................................................................................................ 122 Notebook Tab .................................................................................................................................................. 123
Adding Activity Infonnation via Columns ............................................................................................. 124 Adding Steps to all Activity .................................................................................................................... 127 Using Step Tetnplates ...................................................................................................................................... 128
Activity Codes ........................................................................................................................................ 129 Assigning Activity Codes ................................................................................................................................ 130 Assigning Activity Codes to Multiple Activities ............................................................................................ 131 Streamlined Process to Add Activity Code Values ......................................................................................... 132
Calelldar Assiglllllents ............................................................................................................................ 134 Calendar Types ................................................................................................................................................ 134 Assigning Calendars ........................................................................................................................................ 135
Lesson 7 - Creating Relationships
139
Network Logic Diagraln ......................................................................................................................... 141 Precedence Diagralllining Metll0d .......................................................................................................... 142 Relatiollship Types .................................................................................................................................. 143 Finish to Stali (FS) .......................................................................................................................................... 144 Stali to Start (SS) ............................................................................................................................................. 145 Finish to Finish (FF) ........................................................................................................................................ 146 Start to Finish (SF) .......................................................................................................................................... 147
Relationsllips witll Lag ........................................................................................................................... 148 Creating Relationships in the Activity Network ..................................................................................... 154 Creating a Stali to Stmi Relationship .............................................................................................................. 155
Creating Relationships in Activity Details ............................................................................................. 156 Using the GoTo Feature .................................................................................................................................. 157
Assignillg Lag ......................................................................................................................................... 158 Viewing Relationships in the Gantt Chart .............................................................................................. 159
Lesson 8 - Scheduling
163
Critical Path Method Scheduling ............................................................................................................ 165 Critical Path ..................................................................................................................................................... 166
iv
Data Date ................................................................................................................................................ Forward Pass ........................................................................................................................................... Backward Pass ........................................................................................................................................ Total Float ...............................................................................................................................................
167 169 171 173
Backward Pass with Reqtlired Finish ............................................................................................................... 176
Circular Relationships (Loops) ............................................................................................................... Open Ends ............................................................................................................................................... Schedtlling a Project ............................................................................................................................... Viewillg the Sclledule Log ...................................................................................................................... Driving Relationships .............................................................................................................................
Lesson 9-
"""""''''',.,..;11110 .....
Constraints
178 179 184 185 187
191
Definition alld Purpose of Constraints .................................................................................................... 193 Must Finish By ................................................................................................................................................. 194 Start On or After .............................................................................................................................................. 195
Additional Constraints ............................................................................................................................ 196 How Constraints Affect Activity Dates ........................................................................................................... 199
Assigning a Must Finish By Constraint to a Project ............................................................................... 202 Reschedtding the Project .................................................................................................................................. 203
Assigning a Constraint to an Activity ..................................................................................................... 204 Adding a Notebook Topic ....................................................................................................................... 205
Lesson 10 -
114· ................... 11"11",..........
Schedu.le Data
207
Grouping ................................................................................................................................................. 209 Sorting ..................................................................................................................................................... 211 Filtering ................................................................................................................................................... 212 Grouping Data ......................................................................................................................................... 216 Group and Sort Dialog Box .................................................................................................................... 21 7 Grouping by Date ............................................................................................................................................. 219 Collapsing/Expanding Grotlped Data .............................................................................................................. 220
Sorting Activities .................................................................................................................................... 221 Sorting by a Single Criterion ........................................................................................................................... 221
Filtering Activities .................................................................................................................................. 223 Filters Dialog Box ............................................................................................................................................ 224
Applying a Default Filter ........................................................................................................................ 225 Creating a Filter ...................................................................................................................................... 227 Using Multiple Filters ............................................................................................................................. 230 Applying the All Activities Filter ............................................................................................................ 231
~l "''-'"'''''',..,',..,:,''''''',:"." ......,''''''''',..','''"',..,''-,...,...,.,.."',...'''''''-,'-,,....,.......,';'''-,.........,',,-',-,:,",..,""''-''''-'''''".,'''-''''-,:,......,.. ...",.,';,-,..,""'-""'-"""""'.'''-''''''''':'-''''''-"''''''''''-''''-'''''-" ....,"""",.,""""'-"",.;"',.,","-".,"'""-"";,-";".":"",:,"'-"",..." ..."-....'-',"-"-,,,....,,......" ....-.;.., ...."',','-'-"..............................., ...." ...., .....,,....,"""'-""',.......,,-" ..,'.."",:,.................:',.......,""',:,-""'-".,",.......,.,'"""" ..,.",.",.,.,..",."-"""",._"",-",.",,,,..,",',....,....,"',.........,..,"-'-,-""-""',.,,-,-"""",...'..,",..,"'-,.......,',..,.,....,...:,_...., ...,"""',...,"""'-"'-"-',:".,.,'-"'-""'-""'-'-,...,"_.•,.,""""""""",....'"'-',:..,.._''''''' ;
Documents
Lesson
233
Project Docunlents .................................................................................................................................. 235 Linking DOcllmellts ................................................................................................................................. 236 Assigning DOCUlllents ............................................................................................................................. 237 Creating a Document Record .................................................................................................................. 240 The General Tab .............................................................................................................................................. 241 Files Tab .......................................................................................................................................................... 242
Assigning a Project Doculnent to an Activity ......................................................................................... 243 Viewing Documellt Details ..................................................................................................................... 245
Lesson
.... ,.."'........ '... rlI,Ill"'..nr
Roles and Resources
247
Roles and ReSOllrces ............................................................................................................................... 249 Relationship Between Roles and Resources .................................................................................................... 252
Resource Types ....................................................................................................................................... 253 Viewing the Roles Dialog Box ............................................................................................................... 256 Prices Tab ........................................................................................................................................................ 257
Limits Tab ............................................................................................................................................... 258 Viewing Resources .......................................................................................................................................... 260
Resource Details ..................................................................................................................................... 261 General Tab ..................................................................................................................................................... 261 Codes Tab ........................................................................................................................................................ 261 Details Tab ...................................................................................................................................... '................ 262 Units & Prices Tab .......................................................................................................................................... 263
Lesson 13 - Assigning Roles and Resources
265
Assigning Roles ...................................................................................................................................... 267 Assigning Resources ............................................................................................................................... 269 Steps for Resource Managelnent ............................................................................................................ 270 Assigning Roles to an Activity ............................................................................................................... 274 Assigning Multiple Roles to an Activity ......................................................................................................... 276 Assigning a Single Role to Multiple Activities ............................................................................................... 277
Assigning Rates on Roles ....................................................................................................................... 279 Steps for Resollrce Management ............................................................................................................ 282 Assigning ReSOllrces by Role ................................................................................................................. 283 Assigning by Role to Multiple Activities ........................................................................................................ 285
Adjusting Resource Assignment Units ................................................................................................... 286 Assigning a Resource to a Level of Effort Activity ........................................................................................ 286
Assigning a Resource Directly ................................................................................................................ 287 Adjusting Budgeted Units/Tinle to Specify Resource Quantity ............................................................. 288 Desigllating a Prilllary Resource ............................................................................................................. 289
vi
Assigning a Material Resource ............................................................................................................... 290 Plallning Costs ........................................................................................................................................ 291 Resource Costs ................................................................................................................................................. 291 Expenses .......................................................................................................................................................... 292 Sutnmary Tab ................................................................................................................................................... 293
Lesson
(D
h.I''7i1l11611'
Resources
295
Analyzing Resources .............................................................................................................................. 297 Resource Analysis Settings ..................................................................................................................... 300 Resource Usage Profile ........................................................................................................................... 302 Displaying the Resource Usage Profile .................................................................................................. 303 Viewing AU Projects or Open Projects Only .......................................................................................... 304 Fornlattillg tIle Profile ............................................................................................................................. 305 Formatting the Timescale ................................................................................................................................ 308
Lesson 15-
1lU' ......... ..,."" ...
Plan
311
Project Constraints .................................................................................................................................. 313 P6 Triple COllstraint ......................................................................................................................................... 3] 4
Optilnizing the Project Plall .................................................................................................................... 315 Analyzing Schedule Dates ............................................................................................................................... 316 Shortening the Project ...................................................................................................................................... 317
Analyzing Resource Allocation .............................................................................................................. 318 Analyzing the Cost Budget ..................................................................................................................... 319 Comparing the Calculated Finish Date to the Must Finish By Date ....................................................... 322 Focusing on Critical Activities ........................................................................................................................ 323
Shortening the Project ............................................................................................................................. 325 Refining Duration Esthnates ............................................................................................................................ 325 ModifYing Relationships .................................................................................................................................. 326 ModifYing Constraints ..................................................................................................................................... 327
VerifYing Project Dates ........................................................................................................................... 328 Analyzing Resource Allocation .............................................................................................................. 331 IdentifYing the Cause of Resource Overallocation .......................................................................................... 332 Correcting Overallocation ................................................................................................................................ 333 Replacing a Resource ....................................................................................................................................... 337
Analyzing tIle Budget ............................................................................................................................. 339
Lesson 16-
the
v ...."''''''..n1t
Plan
341
What is a Baseline? ................................................................................................................................. 343 Baseline Functionality in P6 Project Management ................................................................................. 346 Creating a Baseline .......................................................................................................................................... 347
Categorizing the Baseline ................................................................................................................................ 348
Assigning a Baseline ............................................................................................................................... 349 Viewing Baseline Bars ............................................................................................................................ 350 Bar Style Tab ................................................................................................................................................... 350 Displaying Baseline Bars ................................................................................................................................ 351 Customizing the Activity Table ....................................................................................................................... 352 Saving the Layout ............................................................................................................................................ 353 Bar Labels Tab ................................................................................................................................................ 354
Lesson 17 -
\1.1",0. ... 1111111"111111'611"
the .........
1>111.0." ...
Plan
357
Updatillg a Project ................................................................................................................................... 359 How Data is Collected ..................................................................................................................................... 360 Data Date ......................................................................................................................................................... 361
TIle Updating Process ............................................................................................................................. 362 Defining a Statlls Updating Period ......................................................................................................... 366 Progress Spotlight ............................................................................................................................................ 367 Dragging the Data Date ................................................................................................................................... 368
Entering Actuals ...................................................................................................................................... 369 COlnpleted Activities ....................................................................................................................................... 369 Activities in Progress ....................................................................................................................................... 369
Updatillg Milestones ............................................................................................................................... 370 Updating Activities to Completion ......................................................................................................... 371 Updating a Mid-Project Milestone .................................................................................................................. 375
Updating Activities in Progress .............................................................................................................. 376 Suspending an Activity ........................................................................................................................... 378 Updating COlnpleted Activities ............................................................................................................... 380 Rescheduling the Project ......................................................................................................................... 385 Viewing the Rescheduled Project .................................................................................................................... 386
COlltrollillg the Project ............................................................................................................................ 388 COlnpressing the Schedule .............................................................................................................................. 388
Lesson 18-
61> .......",.,.11"11,.,..,..
Performance
395
Methods for Reporting Performance ...................................................................................................... 397 Runnillg all Existing Report .................................................................................................................... 400 Run Report Dialog Box ................................................................................................................................... 401 Print Preview ................................................................................................................................................... 403 Printing Reports ............................................................................................................................................... 404
Report Wizard ......................................................................................................................................... 405 Create or Modify Report ................................................................................................................................. 405 Configure Selected Subject Areas ................................................................................................................... 407 Adding a Report Title ...................................................................................................................................... 409
vHi
Generating the Report ...................................................................................................................................... 410 Print Previevv .................................................................................................................................................... 41 1
Saving a Report ....................................................................................................................................... 412 Assigning a Report to a Repo11 Group ............................................................................................................. 413
Creating a Tilne Distributed Repoli ........................................................................................................ 414 Creating a Report Using the Current Layout .......................................................................................... 420 Lesson 19 -
IIUP'BU'" • .ft.". ...
425
Web Site
Bellefits of a Project Web Site ................................................................................................................ 427 P6 Project Web Site Ca.pabilities ............................................................................................................ 430 Creating a Project Web Site .................................................................................................................... 431 Customizing tIle Project Web Site .......................................................................................................... 433 Splash Tab ........................................................................................................................................................ 434 Topics Tab ....................................................................................................................................................... 435 Graphics Tab .................................................................................................................................................... 436 Reports Tab ...................................................................................................................................................... 437
Publishing the Web Site .......................................................................................................................... 438 Navigating the Project Web Site ...................................................................................................................... 439
Publishing Activity Layouts ................................................................................................................... 441 AJ),peIBOllX
445
A - Claim
Understanding Claim Digger .................................................................................................................. 447 Claim Digger Overview .......................................................................................................................... 450 Configuring Projects and Output Options ....................................................................................................... .451 Choosing Comparison Options ........................................................................................................................ 452
Reviewing the Report ............................................................................................................................. 453
455
APlpenOIX B -
Output Controls ....................................................................................................................................... 457 Printing Layouts and Page Setup ................................................................ 460 00 . . . . . . . . . . . . . . . . . . . . . . . 00 . . . . . . . . . . . . . . . . .
Page Tab .......................................................................................................................................................... 460 Margins Tab ..................................................................................................................................................... 462 Header Tab ....................................................................................................................................................... 463 Footer Tab ........................................................................................................................................................ 466 Options Tab ...................................................................................................................................................... 468
Print Setup ............................................................................................................................................... 470 Attachment Tools .................................................................................................................................... 471 Curtain Tool ..................................................................................................................................................... 471 Text Tool .......................................................................................................................................................... 472
Cllstomizing Data Date Style .................................................................................................................. 473
Appendix C - Using Timesheets to Execute the Project Plan
475
Updating a Project ................................................................................................................................... 477 Timesheet Approval Project ................................................................................................................... 478 Data Date ................................................................................................................................................ 479 Applying Actllals .................................................................................................................................... 480 Updatil1g a Project ................................................................................................................................... 484 Ma11aging Times11eet ApprovaL .............................................................................................................. 485 Reviewing Timesheets ............................................................................................................................ 486 Approving Tilnesheets ............................................................................................................................ 489 Updating a Project Using Timesheets ..................................................................................................... 491 Applying Actuals ............................................................................................................................................. 491
Analyzing the Results of Applying Actuals ............................................................................................ 493 Resc11eduling the Project ......................................................................................................................... 495 Viewing the Detailed Results .......................................................................................................................... 496
x
Course Objectives Project Management in Primavera P6 Rei 7.0 will cover the following topics: Project Management Life Cycle •
Identify the five process groups in the Project Management Life Cycle.
•
Describe the steps included in each process group.
Understanding Data in P6 •
Describe P6 functionality and environment.
•
Describe the Enterprise Project Structure.
•
Describe the Organizational Breakdown Structure.
•
Distinguish between enterprise data and project-specific data.
Navigation and Layouts •
Log in to P6 Project Management.
•
Open an existing project.
•
Navigate in the Home window and Activities window.
•
Open an existing layout.
•
Customize a layout.
•
Save a layout.
Creating a Project •
Create a project.
•
Navigate in the Projects window.
•
View and modify information in Project Details.
Creating a Work Breakdown Structure •
Define a Work Breakdown Structure (WBS).
•
Create multiple levels of a WBS hierarchy.
Adding Activities •
Describe an activity and its components.
•
Describe activity types.
•
Add activities.
.x:i'
•
Add a Notebook topic to an activity.
•
Add steps to an activity.
•
Assign activity codes to activities.
Creating Relationships •
View a network logic diagram.
•
Describe the four relationship types.
•
Create relationships in the Activity Network.
•
Create relationships in Activity Details.
Scheduling •
Perform a forward and a backward pass.
•
Describe float and its inlpact on a schedule.
•
Identify loops and open ends.
•
Calculate a schedule.
•
Analyze the scheduling log report.
Assigning Constraints •
Describe available constraint types.
•
Apply Must Finish By constraint to a project.
•
Apply a Start On or After constraint to an activity.
•
Add a Notebook topic to a constrained activity.
Formatting Schedule Data •
Group activities according to specific criteria.
•
Sort activities.
•
Apply a filter.
•
Create a filter.
Maintaining the Project Documents Library •
Describe the difference between a work product and a reference document.
•
Create a doculnent record.
•
Link the docunlent record to a project document or work product.
•
Assign the project document to an activity or WBS.
xii
Understanding Roles and Resources •
Describe roles.
•
View the roles dictionary.
•
Describe resources.
•
Identify the differences between labor, nonlabor, and material resources.
•
View the resource dictionary.
Assigning Roles and Resources •
Assign roles to an activity.
•
Assign rates on roles.
•
Assign resources to an activity by role and directly froln the resource dictionary.
•
Adjust Budgeted Units/Tilne for a resource.
•
Assign expenses to activities.
Analyzing Resources •
Display the Resource Usage Profile.
•
Fornlat a profile.
•
Fonnat the timescale.
Optimizing the Project Plan •
Analyze schedule dates.
•
Shorten a project schedule.
•
Analyze resource availability.
•
Resolve resource overaHocation.
•
Analyze project costs.
Baselining the Project Plan •
Create a baseline plan.
•
Display baseline bars on the Gantt Chart.
•
Modify the bars on the Gantt Chart.
Executing the Project Plan •
Describe several methods for updating the project schedule.
•
Use Progress Spotlight.
•
Update the status of completed activities and activities in progress.
•
Reschedule the project.
Reporting Performance •
Describe reporting methods.
•
Run a schedule report.
•
Create a resource report with the Report wizard.
•
Create a time distributed report.
•
Create a report using the current layout.
Project Web Site •
Create and launch a project Web site.
•
Custon1ize the appearance of a project Web site.
•
Publish activity layouts as HTML pages.
Lesson 1 . . . Project
anagement
Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minntes)
(minutes)
(minutes)
15
-
-
5
20
Objectives After completing this lesson, you should be able to: • Identify the five process groups in the Project Management Life Cycle. e Describe the steps included in each process group.
roject
Defi
- A temporary effort undertaken for the purpose of creating a unique product, service, or result. Project Management - The process of achieving project objectives within the constraints of schedule, cost, and resource restrictions. Project Management Cycle - A sequence of phases that defines the overall process from the beginning to the end of a project.
:-."""""'*''tA'"'''. .'''''''''0,'~01'.'''W-<,,>"'''''''''''''. .'''"""""""'"'''''''''''''''''''-J,....,,~'?,.''k~'''''''''''''""""""""',. .". .,"'0"""""',...,""""",. .,''*"'""""""""""""""""'...""""""''\'"''''(~'''""""""'"'',:. . ,''''', . . . . ,. ...,''''''''',...,,',. ,'''''''"""""""""""""""""""","", . . . . .,"''',...,'""""""""'''''''''''''''''''''''''''''''''''''',. .,'"",,,,,,,,-.;.,...,,,,'''''''''''''''1
Project Management Life Cycle Can be divided into five process groups:
Initiating
ProceSI Group
Initiati Collect project information. Obtain organizational commitment. Develop the team.
rou
Lesson 1 - Project Management Ufe
Planning Process Group • • • III
• •
Establish project objectives and scope of work. Define the work. Determine the timing. Establish resource requirements/availability. Establish a cost budget. Evaluate, optimize, and create a baseline plan.
Cycl~
ng
rou
Distribute information. Track work in progress and actual costs.
Controlling Process
roup
Analyze and evaluate the project. • • .,
Recommend necessary action. Modify the current project with realistic data. Reforecast the schedule . Communicate project performance to the project team.
losi Document lessons learned. Determine if project can be used as a methodology. Deliver product to client or stakeholders. Sack-up or archive project files.
Concepts •
Project management is the process of achieving project objectives within the constraints of schedule, cost, and resource linlitations.
•
The project management life cycle is a sequence of phases, or process groups that defines the overall process from the beginning to the end of a project.
•
The project management life cycle can be divided into five process groups:
•
Initiating
• •
Planning
•
Controlling
•
Closing
Executing
Review Questions 1.
2.
Which of the following characteristics is essential to a project? 3.
Produces a unique result
b.
Temporary in nature
c.
Complex or consisting of multiple tasks
d.
a and b
c.
a, b, and c
Which of the following constraints must project management address? 3.
Cost
b.
Resources
c.
Schedule
d.
a and b
c.
a, b, and c
nderstandingData i P6
Lesson 2 -
nderstanding Data i P6
Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
15
-
-
5
20
'12
Objectives After completing this lesson, you should be able to: •
Describe P6 functionality and environment.
• • •
Describe the Enterprise Project Structure. Describe the Organizational Breakdown Structure. Distinguish between enterprise data and project-specific data.
P6
P6Web Access Server
P6Web Access
Progress Reporter
P6 Project Management P6 Methodology Management
Integration API Web Services
Third-party report writer
14
Client Applications •
P6 Project Management -
•
Enterprise-wide project management, resource management, and portfolio management.
P6 Methodology Management -
Capture, organize, and re-use com ponents of past projects to build future project plans.
Appl P6 Web Access -
-
Enterprise-wide project management, resource management, portfolio management Customizable dashboards Document collaboration
P6 Progress Reporter -
Timekeeping and communication tool
16
Other P6 •
P6 Integration API and Job Services -
•
Enables developers to create programs to integrate P6 with other products and generate reports.
P6 Reporting Database -
Enables customers to use third-party reporting tools to create operational and business intelligence reports.
Structu
(
A hierarchy used to organize projects. Provides: -
Foundation for enterprise-wide project management. Access to project priorities, scope, budget, and resource information across the enterprise.
Enables: -
Individuals to manage projects separately. Organizations to summarize data and view resource allocation across multiple projects.
-
Control of security at any level.
EPS Level 1
Level 2
F
Project
A
Project
B
Project C
Project
Project
D
E
Comprised of roots, nodes, and projects. - There is usua which represents the top level of an organization. A root can be subdivided into many nodes. Nodes - Represent different levels within the structure. Nodes can contain an unlimited number of projects. Projects - Represent the lowest level of a hierarchal branch. All projects must be included in a node. Placement of a project in the hierarchy determines the summary level in which it is included.
Benefits of the EPS • lit
View project priorities, scope, budgets, and resources across entire project structure or within specific node. Manage projects separately while retaining ability to roll up and summarize data across multiple projects. -
lit
Each node acts as a master project, rolling up all "child" nodes and projects. Node can be opened to view all detailed activity information from "child" projects.
View resource allocation across projects.
and Security Assign security at any level of EPS to provide users with appropriate access to project information. In this course, you have access only to the Construction node and its children. Level 1
Level 2
Organizational Breakdown Structure (OBS) • 411
.,
Hierarchical arrangement of organization's project management structure. Controls user access to project data and designation of Responsible Manager. Can be configured: -
•
Detailed: Employee names General: Departments and divisions
Defined by the administrator.
nctions
the
BS
Designate the Responsible Manager -
OBS elements are assigned as Responsible Managers for work within an EPS node, a project, a Work Breakdown Structure, or an issue or risk within a project.
Control user access to project information -
All users are assigned to an OBS element to establish their access to project data.
24
Enterprise Data and Project-Specific Data •
Enterprise data -
Available to all projects across an organization.
-
Provides global standards and structure necessary for centralized project and resource management. Defined and maintained by administrator.
-
•
Project-specific data -
Available only to the project in which it is defined. Defined by project managers.
Some data can be both enterprise and project-specific.
Project Structure
aBS
Resource codes
Admin categories & preferences
Roles
Cost accounts
Project codes Resources
26
Thresholds & Issues
A~!:Vities
ASAS.---............ ....
". ES +.+. ++ +.+. +.
+.+.
Baseline
EF.~ .+ .+
.. .. .. ...+
Dates
....+
Work Products & Documents WBS Expenses
Risks
Calendars
Reports
Activity Codes
23
. .
-
.
-
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"
Key Concepts •
The Enterprise Project Structure (EPS) is a hierarchy of projects that enables access to comprehensive scope, budget, and resource information and provides a foundation for enterprisewide project managenlent.
•
The Organizational Breakdown Structure (OBS) is the hierarchical arrangelnent of an organization~s
project nlanagelnent structure. It controls user access to project data and designation
of the responsible manager. •
Enterprise data provides the global structure needed to Inanage multiple projects. EXatllples include the EPS and OBS, resources, and roles.
•
Project-specific data is available only to the project in which it is defined. Exanlples include activities and expenses.
Review Questions 1.
2.
Which of the following is enterprise data? 3.
Expenses
b.
Resources
c.
Risks
d.
Activities
Which statement about the EPS is false? 3.
It includes all projects in the enterprise.
b.
It enables project data to be analyzed at multiple levels.
c.
It enables control of security at any level. It is restricted to two levels.
Layouts
Lesson 3 -- Navigation and Layouts Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
10
10
35
5
60
30
Objectives After completing this lesson, you should be able to: • •
Log in to P6 Project Management. Open an existing project. Navigate in the Home window and Activities window. Open an existing layout. Customize a layout.
•
Save a layout.
indows Enterprise Data
Application is organized into 12 windows, each focusing on an aspect of project management. -
Project Data
Examples: Projects, Resources, WBS, Activities, Expenses
Windows launched from the ar_(shown at left) or Direct Home window. Only one window can be open at a time.
32
Layouts It
Customized view of information in a window. -
• •
Available in Projects, WBS, Activities, and Tracking windows.
Consists of top layout and bottom layout. Key layout functions in Layout Options bar.
layout Options bar Top layout
Bottom layout
Is Displays detailed information about selected item. Available in all windows, except Tracking. Always in bottom layout. Organized into tabs. -
Tabs can
in some windows.
34
Notes
Lesson 3 ~ Navigation and Layouts
The HOlTIe window is the starting point for navigation. It provides quick access to all enterprise and project data. To the left of the HotTIe window is the Directory bar, which provides access to the 12 windows. Each window provides specific functionality to help you manage projects. Click an item in the Directory bar to access the corresponding window.
Title bar - Displays the name of the current application and the name of open projects.
Menu bar - Click to perform functions. Navigation bar - Move between open windows, toggle the Directory bar, and open Help. Click icon to toggle bar off/on. Right-click in bar to toggle the bar and button text on/off. Status bar - Displays user's Login Name, data date of open projects, access mode, and current baseline. Directory bar - Click buttons to access windows. Right-click in bar to toggle the bar and button text on/off.
Activities
indow
The Activities window is used to create, view, and edit activities for open projects. The table below lists key navigation items in the Activities window.
Toolbar - Displays icons that replicate many of the options available in the Menu bar drop-down menus. Layout Options bar - Displays a menu of options for changing the way the Activities window looks. Gantt Chart - Shown above in top layout, it displays activity information in a table format at left and a Gantt Chart at right. Activity Details - Shown above in bottom layout, use Activity Details to view/edit detailed information for the activity selected in the Activity Table. Command bar - Displays options for adding or removing activity data.
Vertical Split bar - Drag bar to hide/show more infonnation in Activity Table/Gantt Chart.
Horizontal Split bar - Hide/show more infonnation in top/bottom layouts.
In this practice you will: •
Log in to P6 Proj ect Management.
•
Open an existing proj ect.
•
Navigate in the Home window and the Activities window.
•
Open an existing layout.
•
Custonlize a layout.
•
Save a layout.
ing Type a valid Login Name and Password to log in to P6 Project Management. (Passwords are case-sensitive). If you do not know your Login Name/Password, contact your administrator. Figure 3-1:Type a Login Name and Password.
JEJ Log in to P6 Project Management. 1.
Click Start, Programs, Oracle - Primavera P6, Project Management.
2.
In the Login to Primavera P6 dialog box, type a Login Name,
and Password .
3.
Click OK. After logging in, the Home window is displayed.
38
Opening a Project The Open Project dialog box shows all the projects you are authorized to open. •
Open a single project, indicated by
•
Open a single node, indicated by All projects under the node are opened.
+
•
Open multiple projects under different nodes. •
Use Ctrl+Click to select more than one project.
Figure 3-2:The icon indicates a project - the lowest level of the Enterprise Project Structure. Office B'Jiding Add~ion . Navigating in the Project Ma... Office Buiding Add~ion . Creating a Work Breakdol'.'I'l .. Office BuidingAdd~ion . Adding Adivities Office BuidingAdd~ion· Creating Relationships Office Buiding Add~ion . Scheduting Office Buiding Addaion . Assigning Constraints Office Building Add~ion . Formatting Schedule Data Office BuildingAdd~ion· Work Products and Docllme... Office Bu~ding Addilion· Assigning Roles and ResOUI.. Office Building Addaion . Analyzing Resources Office BuildingAdd~ion· Optimizing the Project Plan Office BuildingAdd~ion· Basefining the Project Plan
'1l
Active Active Active Active Active Active Active Active Active Active Active Active
'Display the Open Project dialog box. 1.
In the File menu, click Open.
Access You have the option to select an access mode prior to opening a project:
..
Shared - Multiple users can view, input, and change data. This is the default setting.
..
Read Only - You can view data but cannot input or change data.
..
Exclusive - The current user is the only user who can edit data on these projects. Other users can access these projects in Read Only mode. Figure 3-3:Select a project in the EPS, and then click Open.
Bldg-10 81dg-11 Bldg-13 Bldg-14 Bldg-15 81dg-16 Bldg-17
JEJ
Office Building Addition - Creating Relationships Office Bl~ilding Addition - Scheduling Office Building i\,ddition -Assigning Constraints Office Building .I>.ddition - Formatting Schedl~Ie Data Office Building Addition -Work Products and Docume" Office Building ,~ddition -AS'ligning Roles and Resow
Active Active Active Active
Office Building Addition -Analyzing Resowces Office Building />,ddition - Optimizing the Proiect Plan Office Building,~ddition - Baselining the Proiect Plan Office Building Addition - E~eClJting the Proiect Plan
,~ctive
,~ctive
Acti've Active ,~ctive
.~ctive
Open a project. 1.
In the Open Project dialog box, select a project, Bldg-03.
2.
Click Open.
Layouts A layout is a custonlizable view of information, conlbining all the visual elements that appear on the screen. The Activities window provides options for viewing data in top/bottom layouts. You do not have to show a bottom layout.
•
Choose one of the following to show on top:
• • •
Activity Table
•
Activity Network
•
Gantt Chart Activity Usage Spreadsheet
Choose one of the following to show on bottom:
• • • • • • • •
Activity Details Activity Table Gantt Chart Activity Usage Spreadsheet Resource Usage Spreadsheet Activity Usage Profile Resource Usage Profile Trace Logic
n9 A variety of layouts are available that provide different views of activity data. You can create user-specific layouts and project-specific layouts or use global layouts provided by your company. After selecting a layout, you can click either Apply or Open. •
Apply - Displays the selected layout but keeps the Open Layout dialog box open.
•
Open - Displays the selected layout and closes the Open Layout dialog box. Figure 3-4:Click App~V to view the layout without closing the Open Layout dialog box.
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,fJ..:ssigning Cost ,8.,ccQunts .!lssigning
Re~ources
and Costs
JEj Apply a layout to the Activities window. 1.
In the Layout Options bar, click Layout, Open. If you nlake modifications to the current layout, you are prompted to save those changes. In most cases, choose No.
2.
When pronlpted to save changes to the layout, click No.
3.
In the Open Layout dialog box, select a layout, Analyzing the Budget. Click Apply.
42
After viewing the new layout that displays when you click Apply, you will select a different layout and then click Open, which displays the layout and closes the Open Layout dialog box. Figure 3-5:The layout name is displayed on the Layout Options bar.
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5.
In the Open Layout dialog box, select a layout, Classic WBS Layout.
6.
Click Open.
The Classic WBS Layout displays a Gantt Chart in the top layout and Activity Details in the bottom layout. The Gantt Chart is divided into two sections, Activity Table and Bar Area: •
Activity Table - Displays activity data in columns.
•
Bar Area - Provides a graphical display of activity progress over the duration of the project. Figure 3-6:The Gantt Chart is divided into two sections: Activity Table on the left and Bar Area on the right.
44
Usage Spreadsheet The Activity Usage Spreadsheet displays unit, cost, or earned value data by activity over titlle. Use this type of layout to review per period and rolled up activity resource/cost data. You can customize the tinlescale of the Activity Usage Spreadsheet: •
Move the timescale to focus on a specific time period - Place the cursor in the major date interval
until the cursor displays as •
and then click and drag the timescale left or right.
Compress/expand the timescale to widen/narrow width of columns - Place the cursor in the minor
date interval until the cursor displays as
,and then click and drag the cursor left or right to
compress or expand the columns. Figure 3-7:The Activity Usage Spreadsheet covers the top and bottom layouts.
'1J
Display the Activity Usage Spreadsheet.
1.
In the Layout Options bar, click Show on Top, Activity Usage Spreadsheet.
2.
In the Layout Options bar, click Show on Bottom, No Bottom Layout.
3.
Use
to expand the timescale.
4.
Use
to move the timescale to display February 2010.
45
Use the Activity Network to view the relationships between activities and to better understand the logical flow of the activities in the project: G
Left window - Displays the WBS hierarchy.
G
Right window - Shows a graphical display of activities and their relationships. Figure 3-8:The Activity Network provides a graphical display of project activities and their relationships.
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11"
Bldg-03 .INT -FINIS~ Plwnbi." Blclg-03 .INT -FINIS~ Paint
JEj Display the Activity Network. 1.
In the Layout Options bar, click Show on Top, Activity Network.
2.
In the Toolbar, click
several times to get a closer look at the activities.
(Y ou can also press the Alt button on your keyboard, click and hold the mouse button, and move the lTIOUSe up/down to zoon1 in/out manually.) 3.
Click an item in the left pane, Bldg-03.D&E, to see it displayed in the Activity Network in the right pane.
46
Activity Table The Activity Table enables you to display project data in spreadsheet format. You can nl0dify the cohlnlns in the Activity Table to nleet your needs. Figure 3-9:Columns in the Activity Table can be customized.
~ Display the Activity Table.
1.
In the Layout Options bar, click Show on Top, Activity Table.
Customizing a Layout The Activities window can be customized and saved as a layout. Saving layouts for future use allows you to retrieve information quickly. Use the Layout Options bar as your centralized menu for layout customizing. The following is a list of layout elements that you can customize:
• • • • • • • •
Bars Columns Timescale Table font and colors Row height Filters Activity grouping and sorting Top/bottom layouts """""""~
Columns The Colunlns dialog box enables you to select columns to display in the Activity Table and specify the order in which they appear:
•
Available Options window - Lists data items in groups or in a list.
•
Selected Options window - Lists items you have chosen to display.
•
Single arrows - Move highlighted data itenls to the other window.
•
Double arrows - Move all data items to the other window.
•
Up/down arrows - Specify the order of the selected data items.
Click Edit Column to change the selected item's title and choose the title's alignment in the display. Figure 3-10:ltems are an'anged alphabetically when grouping and sorting the AvaiJable Options window by list. Finish ~.ctivity
% Complete
Total Float Budgeted Nonlabor Cost Budgete,j Nonlabor Units Budgeted Total Cost Bug statLls Business Unit Calendar
JEl
Add a column to the Activity Table and reorder the items displayed. 1.
In the Layout Options bar, click Columns.
2.
In the Columns dialog box Available Options bar, click Group and Sort By, List.
3.
In the Available Options window, select a data item, Budgeted Labor Cost.
4.
Click
5.
Use the navigation arrows to order the data items as shown in the screenshot above.
6.
Click Apply.
to move the selected data item to the Selected Options window.
Using Hint Help in the Columns Dialog Box You can use Hint Help to view a definition for any data item. Figure 3-tl:Hint Help is displayed in the Columns dialog box.
Remaining Duration start Finish ft.cti'lity % Complete Tolal Float
The blJdgeted costs for all labor resources assigned to the activity. If no resources are assigned, computed as the activity Budgeted labor Units Project Oefault Price I Time.
'1J
0
Display Hint Help in the Columns dialog box. 1.
In the Available Options bar, click Hint Help.
2.
In the Selected Options window, click a data item, Budgeted Labor Cost. Note the definition displayed for the selected data item.
3.
In the Available Options bar, click Hint Help to disable the onscreen help box.
4.
Click OK.
ng Activity Details displays detailed information for an activity highlighted in the Activity Table or Activity Network.
JeJ Display Activity Details. 1.
In the Layout Options bar, click Show on Bottom, Activity Details.
50
Selecting Details Tabs The tabs displayed in Activity Details can be customized. Figure 3-13:The Feedback tab has been added to Activity Details.
"t
Add a tab to Activity Details.
1.
In the Layout Options bar, click Bottoln Layout Options.
2.
In the Activity Details dialog box Available Tabs window, select Feedback.
3.
Click
4.
Click OK.
to move the selected data item into the Display Tabs window.
Layouts can be saved and shared with other users to facilitate project communication. Use the Save Layout dialog box to save a layout in the Activities, WBS, Projects, Assignments, or Tracking window: •
Layout, Save
Saves changes to the existing layout.
•
Layout, Save As
Pronlpts you to save the layout with a new name.
•
Current User - Only the user creating the layout will have access to it in the future.
•
All Users - All licensed users will have access to the layout (Global).
•
Another User
A specified user will have access to the layout. Note, however, that the current user
will not have access to the layout. •
Project
Apply the layout to any project that is currently open in P6 Project Management. Though
project-specific layouts can be applied to multiple projects, you can only select one project at a time in the Layout Save As dialog box. After a project-specific layout is saved, it can be viewed in the Project band in the Open Layout dialog box. Project-specific layout offers two advantages: l1li
Exported with the project when it is exported.
l1li
Enhanced organization of nlulti-user layouts.
Layouts can be global, project-specific, or user-specific. The Save Layout dialog box allows you to specify to wholn a saved layout is available. Figure 3-14:After typing a Layout Name, specify to whom the layout is available.
52
Figure 3-15:The new layout is displayed.
~ Save a layout.
1.
In the Layout Options bar, click Layout, Save As.
2.
In the Save Layout As dialog box Layout Name field, type .
3.
Verify that Current User is selected in the Available to drop-down list.
4.
Click Save.
Why might you want to customize or create your own layouts rather thaI' just using one of the available default layouts?
a Close the project when you are finished working with it. You are prompted to verify that you want to close the project. Closing the project returns you to the Home window. If you are opening another project, you need not close the project in which you are working. It will close automatically. To open multiple projects simultaneously, select them in the Open Project dialog box and then click Open. Figure 3-16:You are prompted to confirm that you want to close the project.
~ Close the project that is currently open. 1.
In the File menu, click Close All.
2.
When asked if you are sure you want to close the project, click Yes.
Lesson :3 - Navigation and Layouts
54
---~~
Key Concepts •
The Home window is a starting point for navigation in P6 Project Management.
•
Use the Navigation bar to quickly access Help, to display the Directory bar, and to move forward and backward to previously accessed windows.
•
You can choose to open a project in Read Only, Shared, or Exclusive mode.
•
View activity data in the Activities window using custonlized top and bOttOlTI layouts.
•
Use layouts to easily view data specific to your needs. You can customize layouts by selecting columns and by specifying top/bottom layouts.
•
Activity Details, arranged in tabs, displays detailed information for the activity highlighted in the Activity Table or Activity Network.
Review Questions When you open a project in _ _ mode, you are the only user who can change data in that project. a.
Read Only
b.
Shared Exclusive
d. 2.
User
Which of the following items is not viewable in the Home window? Directory bar Command bar Navigation bar Status bar
or False: A layout can be saved so that it can be accessed by only one user.
3. 4.
Which function displays onscreen definitions of project data items? a.
Home Hint Help
c.
Help
d.
None of the above
Lesson 4 -- Creating a Project Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
15
20
30
5
70
Objectives After completing this lesson, you should be able to: Create a project. • Navigate in the Projects window. • View and modify information in Project Details.
Creates product or service. Finite and end date. Managed within confines of triple constraint: -
Schedule Resources Cost
Creating a Project There are four ways to create a project: •
Create new -
tI
Best suited for new endeavors or for implementation of new processes I policies. Use New Project wizard or enter information manually.
Create from template/methodology
' - _ _~"~MP~N"~;> *icc;
-
Leverage best practices. Adjust as needed for new project. Use Project Architect.
a Import -
Add data from outside organization. . . . Contractor, vendor
-
Add data from different applications. - Primavera products . . . Microsoft Project . . . Spreadsheet format
Copy/paste -
Duplicate existing project. Duplicate elements of existing project.
In this lesson, you will use the Create a New Project wizard to create a project. The wizard provides students who lllay be new to project management and/or to P6 with the nlost reliable way of ensuring that all necessary project information is properly entered into P6. As you become more experienced with project lllanageillent and P6, you tllay wish to use other methods to create projects. In the File menu, click New to launch the Create a New Project wizard.
Each screen in the wizard contains information on the data that you need to provide.
Type or select data in the designated field.
Click Prev to return to the previous screen in the wizard.
Click Next to advance to the next screen. Click Finish when you have completed entering data. You can click Finish at any time. Note, however, that some project information may be populated with default data or no data if you click Finish before completing al1 screens in the wizard.
In this practice, you will: •
Launch the Create a New Project wizard.
•
Select Start and Finish dates.
•
Select a Responsible Manager.
•
Select an Assignment Rate type.
ng a Project with the Create a New Project Wizard To create a project, launch the Create a New Project wizard. The following fields should be completed before exiting the wizard: •
Project ID (must be unique)
•
Project Name (recommended, but not necessary, that it be unique)
•
EPS location
•
Responsible Manager
•
Planned Start date
The first step in creating a new project is to select an appropriate EPS location where it will reside.
JEJ
Launch the Create a New Project wizard and select an EPS location.
1.
In the File menu, click New.
2.
In the Create a New Project wizard Select EPS field, click
3.
In the Select EPS to add into dialog box, select a node, Apex-Apex Inc., and then click the selection. What is the purpose of assigning the new project to an EPS node?
4.
Click Next.
to assign
64
Entering a Project Name The name of the project is Office Building Addition. You can shorten the name to create the Project ID, BLDG.
•
Project ID - Type a unique ID in this field.
•
Project Name - Type a new name in this field. (The Project Name field does not require a unique name.) Figure 4-2:Select an EPS location for the new project.
~ Type a Project ID and Project Name for the new project.
1.
In the Project ID field, type a unique ID for the project .
2.
In the Project Name field, type .
3.
Click Next.
Start
Dates
Next, the wizard prompts you for start and end dates. Use the calendar to select Planned Start and Must Finish By dates for the project. The Must Finish By field is not mandatory . You can assign a project Must Finish By date at any time during the project life cycle in the Dates tab in Project Details. To navigate in the calendar: •
When you launch the calendar, the current month/year is displayed. To navigate to a different year, click the Month/Year section in the calendar, and then use the arrows to scroll to the desired year.
•
Click the desired nl0nth and date, and then click Select. Figure 4-3:Navigate in the calendar to select a Planned Start date, 1tJan-tO.
~ Assign a Planned Start date for the project.
1.
In the Planned Start field, click
2.
Use the calendar to specify a Planned Start date, JJ-Jan-J O.
3.
Click Select to select the date.
4.
Click Next.
Entering a Responsible Manager The Responsible Manager, selected frolll the Organization Breakdown Structure (OBS), is the individual responsible for the work. The OBS is a hierarchical arrangement of an organization's project management structure, either as roles or individuals. The OBS can be configured to represent a detailed organizational breakdown (with employee names) or a more general framework where departments, teams, or types of responsibility are modeled in the structure. Figure 4-4:Select at Responsible Manager.
~ Select a Responsible Manager.
1.
In the Responsible Manager field, click
2.
Select a Responsible Manager, Tim Harris, and then click
3.
Click Next.
to assign the selection.
Selecting the Assignment Rate Type Specify the Assignlnent Rate Type for new resource assignnlents. The default rate type deternlines which price/unit is set on a resource assignment. Values in the Rate Type drop-down list reflect rate types defined in the Rate Types tab in Admin Preferences. Figure 4-5: Use the dropdown list to select a Rate Type.
JEj Select an Assignment Rate Type. 1.
In the Rate Type drop-down list, confirm Commercial.
2.
Click Next.
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Running Project Architect Project Architect is a feature that helps you to create a project from an existing methodology or project tenlplate. You will create the Office Building Addition project anew, without the use of a methodology. Figure 4-6:View the newly created project in the Project Table.
Office Building Addition· Creating a Work Breakdown Stru... Office Building Addition· Adding Activities Office Building Addition • Creating Relationships Office Building Addition· Scheduling Office Building Addition· Assigning Constraints Office Building Addition • Formatting Schedule Data Office Building Addition· Work Products and Documents Office Building Addition· Assigning Roles and Resources Office Building Addition· Analyzing Resources Office Building .6.ddilion . Optimizing the Proiect Plan Office Building Addition· Baselining the Proiect Plan Office Building Addition· Elo!ecuting the Proiect Plat...
'1J
Decline to run the Project Architect, and then complete the wizard. 1.
Select No, do not run the Project Architect.
2.
Click Next.
3.
Click Finish.
4.
In the Home window Directory bar, click Projects.
5.
In the Project Table, view the newly created project, BLDG - Office Building Addition. The Office Building Addition project has been created successfully.
The Projects window displays the projects in the EPS to which you have access. Click Projects in the Directory bar to access the Projects window. Project Details, arranged in tabs in the bottom layout, enables you to view and edit project inforn1ation.
The Layout Options bar enables you to format data and open layouts.
The Project Table displays project information in spreadsheet format. Use the horizontal split bar to hide/show more information - for example, to display more of Project Details and less of the Project Table. Use the vertical split bar to alter the balance between left and right panes of the Projects window.
Tabs in Project Details display detailed information about a project selected in the Project Table.
10
In this practice, you will: •
Investigate infonnation in many of the tabs in Project Details.
•
Assign a Notebook topic in the Notebook tab.
•
Assign a project code in the Codes tab.
ng Project Details Project Details is located in the bottom layout of the Projects window. It can be used to define the project properties and defaults that are applied to the selected project. Figure 4-7:Project Details, in the bottom layout of the Projects window, displays detailed information about the p,·oject selected in the Project Table.
'1J
Open a layout. 1.
Confirm that you are in the Projects window.
2.
In the Layout Options bar, click Layout, Open.
3.
In the Open Layout dialog box, select a layout, Selected Tabs, and then click Open.
4.
In the Project Table, select a project, BLDG-Office Building Addition. The
5.
icon in the Projects window indicates that the project is open.
Verify that the General tab is selected.
The General tab enables you to view or modify general information about the selected project. Project ID, Project Name, and Responsible Manager can be set when you create the project, or you can change them here. The remaining fields are set by default. Fields in the General tab: - Short, unique identifier for the project.
•
Project
•
Project Name - Name of the project.
•
Status
Indicates project status based on; the table below: , u. ..
1
. ..L
rrUJt:Cl
"';;:.
. ..1.
~tanl~
I
if
.
Planned
Project is being analyzed before moving to permanent plan.
Active
Project is currently being worked on.
Inactive
Project is completed or on hold.
What-if
Project is used as a test scenario.
•
Responsible Manager - Individual, selected from the OBS, who is responsible for the project.
•
Risk Level - Indicates the overall risk in performing the project. You can use the risk level to organize, filter, and report on projects within the project structure. You can enter a value between Very High and Very Low; the default is Medium.
•
Leveling Priority - User-defined rank of the project against all other projects, based on its importance to the organization. You can enter a value between 1 and 100. The highest rank is 1; the default is 10.
•
Check-out Status - Indicates whether the project is checked in or checked out.
•
Checked Out By - Displays the user who checked out the project.
•
Date Checked Out - Indicates the date and time the user checked out the project.
•
Project Web Site URL - Displays the project's Web site address.
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72
Lesson 4 -
Creatin~
a Project
The Dates tab enables you to edit date information for the selected project. The Planned Start and Must Finish By dates can be set when you create the project, or you can change them here. Fields in the Dates tab:
•
Planned Start - Planned start date of the project.
•
Data Date - Used as the starting point for schedule calculations.
•
Must Finish By - Date indicating the desired project end date.
•
Finish - Non-editable field indicating the latest early finish date calculated when the project was last scheduled.
•
Actual Start and Actual Finish - Non-editable field indicating the actual start and finish dates of the project.
•
Anticipated Start and Anticipated Finish - Expected dates that can be entered while planning the project at a high level. Figure 4-8:Wben a project is created, the Planned Start date and the data date are the same.
~ View the data date.
1.
Click the Dates tab.
2.
In the Data Date field, confirm JJ-Jan-JO. Is it possihle to change the data date in Project Details?
Notebook Tab The Notebook tab enables you to write, view, or edit project notes such as the project's purpose, core requirements, or other project-specific details. The Notebook tab is divided into two sections: ED
Notebook Topic
List of topics assigned to the selected node/project. Notebook topics can also be
added to WBS elements and activities. ED
Detail - User-defined description of the selected topic. You can use HTML editing features, including formatting text, inserting pictures, copying, pasting, and adding hyperlinks.
"'EI
Use a Notebook topic to define the purpose of the project. 1.
Click the Notebook tab.
2.
In the Notebook Topic section, click Add.
3.
In the Assign Notebook Topic dialog box, select Purpose and then click
4.
Click
to close the Assign Notebook Topic dialog box.
to assign the topic.
74
A spellchecker is available in the Detail section of the Notebook tab. Press F7 on your keyboard to activate the spellchecker. Press F2 to toggle the edit l110de on/off. Figure 4-10:Click the icon to add a hyperlink to the Notebook topic description.
5.
In the Detail section, type .
6.
Press Enter on your keyboard. For single spacing, press Shift-Enter.
7.
Type .
8.
Select the text, Prinlavera P6, and then click
9.
In the Type drop-down list in the Hyperlink dialog box, confirm http:.
10. In the URL field, type . 11. Click OK.
Codes The Codes tab enables you to assign project code values to the selected project. Project codes allow you to group the projects in the EPS into specific categories, such as location or division. Project codes are also useful for organizing large amounts of information and for distinguishing one project from another. Unlimited hierarchical project codes are supported. Can you suggest ways that your cOlnpany Inight use project codes?
Figu re 4-11 : Click Assign to display the Assign Project Codes dialog box where you can select project code values.
'1l
Assign a project code to the project. 1.
Click the Codes tab.
2.
Click Assign.
3.
In the Assign Project Codes dialog box Project Code: Project Region grouping, select a project code value, E-East.
4.
Click
to assign the selection.
16
Lesson 4- - Creating a Project
Ahead and Search in Dialog Boxes The Search field in dialog boxes throughout P6 Project Management offers a faster alternative to scrolling through long lists of values: tit
Search
tit
Type ahead - Type in the Search field and, as you type, values that match begin with the letters
Type in the Search field and then press Enter to search for a value.
you have typed are displayed in the dialog box. Below, you will type ahead to find the project code value Conlm-Con1mercial. Figure 4-12:ln the Search field, type the first few letters of the value you are looking for.
~ Use type ahead to find a project code value.
1.
In the Search field in the Assign Project Codes dialog box, type . You will not assign an Industry project code at this time.
2.
Click
to close the dialog box.
Tab The Defaults tab is divided into two sections:
•
Defaults for New Activities - Indicates the settings that will be used when new activities are added to the project. Note that changing these settings will not affect existing activities.
•
Auto-numbering Defaults •
Sets how new activities will be numbered in your project.
When the Increment Activity ID based on selected activity checkbox is marked, the prefix or suffix of the selected activity is applied to the activity that is being added.
For the activities in the Office Building Addition project, you will set the activity ID prefix to BA, and verify the suffix as IOOO and the increment as IO. When adding activities, the first activity ID will be numbered BAIOOO, the second activity ID will be BAIOIO, etc. This numbering structure relates activities to the project and can be especially helpful when viewing activities fronl different projects.
How would Activity ID prefIXes help when viewing activities from different projects? Figure 4-13:Activity ID Prefix is among the default settings that can be defined in the Defaults tab.
JB
Set an Activity ID prefix. 1.
Click the Defaults tab.
2.
In the Activity ID Prefix field, type .
3.
In the Activity ID Suffix field, confirm 1000.
4.
In the Increment field, confirm 10.
78
Lesson 4 - Creating a _~oject
Key Concepts •
You can create a project with the New Project wizard, import a file, copy an existing file, or use Project Architect to create a project from an existing template.
•
Once the project is created, use the Projects window to view high-level information for projects you can access.
•
Use Project Details tabs in the Projects window to define default settings and properties for the selected project, such as the anticipated start and finish dates.
Review Questions 1.
Which tab in the Projects window would you click to change the project's Planned Start date? 3.
General
b.
Defaults Dates
d.
Settings
2.
way to create a project is to use the Create a New Project wizard.
3.
True or~~]{als~: When creating a project, you must specify a date by which the project will finish.
4.
In which tab can you specify auto numbering of Activity ID values? 3.
Settings Defaults
c.
Dates
d.
General
Lesson 5 -- Creating a
ork Breakdown Structu
Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
15
10
20
5
50
Objectives After completing this lesson, you should be able to: • •
Define a Work Breakdown Structure (WBS). Create multiple levels of a WBS hierarchy.
A hierarchical arrangement of the products and services produced during, and by, a project. -
Element represents a deliverable, product, or service.
-
Each element contains the activities needed to produce the deliverable.
Enables you to divide a project into logical pieces for the purpose of planning and control.
82
WBS •
Project is root node of WBS.
•
Child/parent relationships between elements enable lower levels to be rolled up and summarized.
Root/Level 1
Level 2
Level 3
WBS of the Office Building Addition project, which you will use throughout this course.
84
Notes
In this practice, you will: (9
Use the WBS window to add elelnents to the Work Breakdown Structure of the Office Building Addition project.
(9
Use WBS Details to assign a Responsible Manager to new elements of the WBS.
(9
Use navigation arrows in the Comlnand bar to reorganize the WBS.
Viewing WBS Elements When a project is created, a root-level WBS element is created. The WBS Code is the same as the Project ID; the WBS Name is the same as the Project Nan1e. Figure 5-1 : Bldg-05 is the root level of the WBS.
'1J
View the WBS root element for the project.
1.
In the Projects window, select a project in the Project Table, Bldg-05 - Office Building Addition Creating a Work Breakdown Structure.
2.
Right-click the project, and in the drop-down menu, click Open Project.
3.
In the Directory bar, click WBS.
4.
In WBS Details, click the General tab.
WBS elements added to the root level element are automatically indented to form the second level of the hierarchy. The WBS code for each WBS elen1ent contains the code of its parent elelnent. WBS codes are alphanumeric - they can consist of numbers, text, or both.
I' fUlun~pn
are
WBS
WBS.l, WBS.2
WBS.l
WBS.1.1, WBS.1.2
BLDG
BLDG.EX-FINISH, BLDG.INT-FINISH
BLDG.INT-FINISH
BLDG.lNT-FINISH.PAINT, BLDG.INT-FINISH.FIXTURES
~ Add a WBS element.
1.
In the Command bar, click Add.
2.
In the WBS Code column, type , and then press Tab on your keyboard.
3.
In the WBS Name column, type .
4.
On your keyboard, press Enter.
Lesson 5 - Creating a \~ork Breakdov\ffl Structure
When you create a new WBS element, it is indented as a "child" of the WBS element that is currently selected. If you add a WBS element to the wrong level or in the wrong order, you can use the navigation arrows in the COlnmand bar to adjust the structure of the WBS hierarchy.
?
What happells to the activities assiglled to a WBS elentellt whell the elentellt is ntoved or deleted?
Figure 5-3:Use the navigation arrows to indent or outdent selected elements within the WBS.
Design and Engineering
~ Add a WBS element.
1.
Confirm that the WBS eielnent, Design and Engineering, is selected.
2.
In the COlnmand bar, click Add.
3.
In the WBS Code column, type , and then press Tab.
4.
In the WBS Name column, type , and then press Enter.
5.
In the Responsible Manager field in the General tab in WBS Details, click
6.
In the Select a Responsible Manager dialog box, select Meg Foley, and then click
7.
In the Command bar, click
to outdent the Mechanicals WBS element.
The "child" WBS inherits attributes from the "parent" WBS. This is illustrated below where the WBS element you create, Elevator, inherits the Responsible Manager of its parent, Mechanical/Electrical Systems. Figure 5-4:The WBS element, Elevator, is created as a child of the WBS element, Mechanicals, and inherits the parent's Responsible Manager assignment.
JEJ
Add a WBS element.
1.
Confirm that the WBS element, Mechanical/Electrical Systems, is selected.
2.
In the Comlnand bar, click Add.
3.
In the WBS Code column, type , and then press Tab on your keyboard.
4.
In the WBS Name column, type , and then press Enter.
Is it possible to Inake a WBS element tlte child of a different parent?
90
You can specify the level that WBS elements group to by right-clicking in the WBS window and choosing
Collapse To. Right-click in the WBS window, and then click Expand All or Collapse All to expand or collapse elelnents of the WBS. Figure 5-5:Right-dick in the WBS window to display the Conapse to dialog box.
'1J
Add the next WBS element. 1.
Select a WBS elenlent, Mechanicals.
2.
In the Comnland bar, click Add.
3.
In the WBS Code colunln, type , and then press Tab on your keyboard.
4.
In the WBS Name colulnn, type , and then press Enter.
5.
Right-click in the WBS window and select Collapse To.
6.
In the Collapse Grouping Bandt:; To drop-down list, select WBS Levell, and then click OK. Note that only the root level of the WBS is displayed.
7.
Right-click in the WBS window and select Collapse To.
8.
In the Collapse Grouping Bandt:; To drop-down list, select WBS Level 3, and then click OK to restore the WBS to its expanded fonn.
Concepts •
The Work Breakdown Structure
IS
a hierarchical arrangement of the products and services
produced during and by a project. •
The highest level of the WBS is the project, and the lowest level consists of the individual activities required to produce the deliverables for each WBS elenlent.
•
Create the WBS in the Work Breakdown Structure window. +
New elements are automatically indented under the selected parent element.
+
You can also use the navigation arrows to indent/outdent and to otherwise rearrange the WBS elements.
Questions ~~~
1. \rr pr False: When you create a new project, the root level of the WBS is created with the SaIne narrre/as the project. 2.
True or When you add a new WBS element it is automatically added at the same level as the highlighted WBS element.
3.
True
False: Navigation arrows can be used to adjust the structure of the WBS hierarchy.
92
Less~n
5 .- Creating a Work Breakdown Structure
Background Here is a graphic representation of the full WBS for the Office Building Addition project, which you have already started building in this lesson.
Objectives 1.
Add the elements listed in the table below to complete the WBS.
2.
Use the navigation arrows to arrange the elements to conform to the graphic above.
Foundation
Found
Bldg-05
Tim Harris
Structure
Structure
Bldg-05
Tim Harris
Exterior Finishes
Ex-Finish
Bldg-05
Tim Harris
Interior Finishes
Int-Finish
Bldg-05
Tim Harris
Systems
Bldg-05.Mechanicals
Meg Foley
Brick
Brick
B tdg-05. Ex-Finish
Tim Harris
Roof
Roof
Bldg-05.Ex-Finish
Tim Harris
Windows
Bldg-05.Ex-Finish
Tim Harris
Fixtures
Bldg-05 .Int-Finish
Tim Harris
Coverings
Bldg-05.1nt-Finish
Tim Harris
Carpentry
Carp
Bldg-05.1nt-Finish
Tim Harris
Paint
Paint
Bldg-05.1nt-Finish
Tim Hanis
Plumbing and Electrical
Doors and Windows Plumbing and Lighting Fixtures Floor and Carpet
Workshop Results Figure 5-6:The WBS with the four additional second level elements added.
E~:terior Finishes Structure Foundation nglneering Mechanical/E lectrical S},stems
Figure 5-7:The thh'd-Ievel children of the Interior Finishes element have been added. and Lighting Fixtures Floor and C.3rpet Carpentry -05.lnt-Finish.Paint BIdg-05. Ex-Finis:h
Paint Exterior Finishes
BIdg-05. Structure
Strlll:ture
BIdg-05. Found
FOI..mdation
BIdg-05. D&E
Design and Engineering
BIdg-05. Mechanicals
Mechanical/E lectrical S}'stems
94
Figure 5-8:The third-level children of the Exterior Finishes element have also been added.
DoOls and Windows
BIdg-05_ Mechanicals
Foundation Design and Engineering Mechanical/E lectrical Systems
Figure 5-9:The completed WBS rearranged to conform to the graphical representation.
Bldg-05. Structure Bldg-05. Mechanicals Bldg-05. Mechanicals. Lifts Bldg-05.Mechanicals.HVAC Bldg-05. Mechanicals. Systems Bldg-05. Ex-Finish Bldg-05. Ex-Finish. Brick Bldg-05. Ex-Finish. Roof Bldg-05.Ex-Finish.Windows Bldg-05.lnt-Finish. Fixtures Bldg-05.lnt-Finish. Coverings Bldg-05.lnt-Finish. Carp Bldg-05.lnt-Finish. Paint
Foundation Structure Mechanical/Electrical Systems Elevator HVAC Plumbing and Electrical Exterior Finishes Brick Roof Doors and Windows Interior Finishes Plumbing and Lighting Fixtures Floor and Carpet Carpentry Paint
Lesson 6 - Adding Activities Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
15
15
45
5
80
Objectives After completing this lesson, you should be able to: • Describe an activity and its components. • Describe activity types. • Add activities. • Add a Notebook topic to an activity . ., Add steps to an activity_ •
Assign activity codes to activities.
Activities Fundamental work element of a project. -
Also known as a task, item, event, or work package.
Lowest level of a WBS. -
Most detailed work unit !racked in the project schedule. Contains all information about the work to be performed. Smallest subdivision of work that directly concerns project manager.
Activity Components
Optional Components
Mandatory Components
Type Controls how activity's dates are calculated. Depends on the activity's function in the project and the calendar used for the activity during scheduling. P6 Project Management supports six activity types: ~
Start Milestone Finish Milestone Task Dependent Resource Dependent Level of Effort WBS Summary
100
Start Milestone "
Used to mark the beginning of a project phase or to communicate project deliverables. Has zero duration.
" "
Has a Start date only. Constraints, steps, expenses, work products, and documents can be assigned.
• •
Roles cannot be assigned. Resources cannot be assigned except for the Primary Resource.
ish
ilestone
Used to mark the end of a project phase or to communicate project deliverables. Has zero duration. Has a Finish date only. Constraints, steps, expenses, work products, and documents can be assigned. Roles cannot be assigned. Resources cannot be assigned except for the Primary Resource.
Task Dependent It
III
III
III
III
Used when work needs to be accomplished in a given timeframe, regardless of the assigned resources' availability. Resources are scheduled to work according to the activity calendar. Duration is determined by the activity calendar's workweek. Roles and resources can be assigned. Constraints, steps, expenses, work products, and documents can be assigned.
Resource Typically used when multiple resources assigned to the same activity can work independently. Resources are scheduled according to the individual resource's calendar. Roles and resources can be assigned. Constraints, steps, expenses, work products, and documents can be assigned.
How Activity Type Affects Dates • •
Task Dependent activity type scheduled for 2 days Resource Dependent activity type scheduled for 3 days Activity Calendar
Resource Calendar 1 Resource Calendar 2 Resource Calendar 3 Task Dependent Resource Dependent
2 Day (X) Activity
x x
x x
x
uestion Based on the previous slide, which resource would most likely require that the activity be categorized as Resource Dependent? 1. Resource 1 (engineer) 2. Resource 2 (laborer) 3, Resource 3 (specialized high-capacity crane)
Lesson 6 ~ Adding Activities
106
Level of Effort • • .. •
Used for ongoing tasks dependent on other activities. Duration is determined by its predecessor and successor activities and its assigned calendar. Roles and resources can be assigned. Constraints cannot be assigned.
Su
rna
Used to summarize at the WBS level. Comprises a group of activities that share a common WBS level. Dates are based on the earliest Start date and the latest Finish date of the activities in the WBS level. Duration is based on its assigned calendar. Constraints cannot be assigned.
Activity Codes Activity codes enable you to classify and categorize activities according to your organizational and project needs. •
Filter activities.
• •
Build reports. Group and sort layouts.
Ca
r Assig
Calendar assignments are used to schedule activities and level resources. Calendars are created and assigned to each activity and resource. The Activity Type determines whether the activity calendar or resource calendar is used during scheduling.
Notes
~,"'l ~'~
~,'-""' "', '-"...., ........
..... ....
~ ~~,~
'"
~
~
i~~,.. ~~v
i!§-
,'-""-"''-''''''''''''''''''''"""'-"""",.....,""""""""'-""""""",....,""""""""~"'-""""""""""""""""'~"""""""""""""""""""""""'-""""'""""""""""""""""""""""""""""""""""""''-'"''''''''''''''''''-'''''''''''''''""'~"-,'-"""-""""""""""""""""""'-""'""""'-""""""""""''-'''''''''''''''''~
................
In the Directory bar, click Activities to access the Activities window In the Activities window, launch the New Activity wizard for step-by-step guidance in adding activities to the project plan. The wizard ensures that all necessary infof1nation is entered properly. Once you becolne lnore fanliliar with the infornlation required for adding new activities and lnore cOlnfortable with the use of P6 Project Management in general, you may prefer to forgo the use of the wizard and add activities nlanually.
Use the Layout Options bar to open a layout that facilitates the work you wish to do. In the Edit menu, click User Preferences and then select the Assistance tab to enable the New Activity wizard. In the Command bar, click Add to launch the New Activity wizard. Follow the on-screen prompts to add an activity to the project plan.
In this practice, you will: CD
Enable the New Activity wizard in User Preferences.
CD
Add an activity using the New Activity wizard.
Adding an Activity via the New Activity Wizard The first step is to open a project and an appropriate layout. The project, Bldg-06, contains no activities, and the layout, Adding Activities, is simplified to show just the WBS and selected tabs in Activity Details. Figure 6-1 :The Activities window with the Adding Activities layout displayed.
"t
Open a project and layout. 1.
Open a project, Bldg-06.
2.
Confirm that you are in the Activities window (or, in the Directory bar, click Activities).
3.
In the Layout Options bar, click Layout, Open.
4.
When asked if you want to save changes to the present layout, click No.
5.
In the Open Layout dialog box, select a layout, Adding Activities, and then click Open.
ing the The New Activity wizard walks you through the process of adding an activity. Once you become familiar with the process, you can disable the wizard in User Preferences and manually add activities to the project. Figure 6-2:Mark the checkbox to enable the New Activity wizard.
Jt:j Enable the New Activity wizard in User Preferences. 1.
In the Edit menu, click User Preferences.
2.
Click the Assistance tab.
3.
Mark the Use New Activity Wizard checkbox.
4.
Click Close.
Launching the Wizard To add an activity using the New Activity wizard, click ~~~~ in the Conl1nand bar. (You may have to click in the Gantt Chart to activate Add.) Once launched, the New Activity wizard provides a brief description of the type of infonnation to be entered in each screen. Figure 6-3:When enabled, the New Activity wizard launches when you click Add in the Command bar.
"'eJ
Add an activity via the New Activity wizard. 1.
In the Command bar, click Add.
ing the Activity and Specifying a Type a unique Activity ID and Activity Name. You will assign the first activity to the Design and Engineering WBS element.
2.
In the Activity ID field, verify BAl 000.
Where did this Activity ID conte from? 3.
In the Activity Nalne field, type .
4.
Click Next.
Figure 6-5:Verify the Activity ID and type an Activity Name.
5.
In the WBS field, click
6.
Select a WBS element, Bldg-06.D&E - Design and Engineering, and then click
7.
Click Next.
ning Activity Activity Type controls how an activity's dates are calculated. Select the activity type according to the activity's function in the project and the calendar that should be used for the activity during scheduling. The wizard dialog box provides a brief description of each activity type. Figure 6-6:Select an activity type for the activity.
8.
In the Activity Type drop-down list, select Start Milestone.
? 9.
What is the default activity type for this project?
Click Next. You will not add dependent activities or relationships at this time.
10. Verify that No, continue is selected, and then click Next. 11. Verify that No, thanks is selected, and then click Next.
118
Completing the New Activity Wizard You have successfully added your first activity . You will now disable the wizard so that you can add additional activities manually. Figure 6-7:Mark the checkbox to disable the wizard.
12. Mark the Do not show this wizard again checkbox. 13. When prolnpted, click OK. 14. Click Finish.
There are a number of ways to add activities to a project plan other than using the New Activity wizard. Before adding a new activity, however, you should first select a WBS element in which the activity will reside, or select an existing activity in the Activity Table (The new activity will appear below the selected activity.). After you have added the new activity to the Activity Table, use the tabs in Activity Details to enter additional infornlation.
In the Activity Table, select a WBS element or an existing activity below which you want to add a new activity. In the Edit menu, click Add to add a new activity to the Activity Table.
In the Command bar, click Add to add a new activity to the Activity Table.
Use the tabs in Activity Details to enter additional information about a new activity.
120
In this practice you will: "
Add activities to the Activity Table using a variety of tnethods.
"
Use the tabs in Activity Details to enter infonnation about a new activity.
"
Use the columns in the Activity Table to enter infonnation about a new activity.
Adding an Activity via Activity Details Once you become familiar with the information required, you can quickly add activities by using the tabs in Activity Details. First, select either the WBS elenlent in which you want the activity to reside, or select an existing activity below which you want the new activity to appear. Figure 6-8:Select a WBS ,element, and then rightclick and select Add in the drop-down menu.
'1J
Add an activity via Activity Details. 1.
In the Activity Table, select a WBS element, Design and Engineering.
2.
In the Edit menu, click Add, or right-click and in the drop-down menu, select Add.
You can also click
L.......-_ _...........J
in the Comnland bar or press Insert on your keyboard. All four
methods are interchangeable. Regardless of the method you choose, however, you should first select the WBS element in which you want to place the new activity or select an existing activity in that WBS elelnent.
General Tab Use the General tab to enter basic infoflllation about the activity, including Activity Type, discussed earlier in this lesson. Figure 6-9:Type the Activity Name in the General tab.
Bld£1-07.D&E De8ign and Engineering
JEJ
Verify or enter activity information in the General tab.
1.
In Activity Details, verify that the General tab is selected.
2.
In the Activity ID field, verify BAI 01 O.
3.
In the Activity Name field, type , and then press Enter on your keyboard.
4.
In the Activity Type drop-down list, verify Task Dependent.
Status Tab Use the Status tab to define the selected activity's duration, constraints, Start and Finish dates, labor and nonlabor units and costs, and material costs. You can also use the Status tab to view the selected activity's float, actuals, and cOlnpletion percentages. Figure 6-10:Type a new Original Duration in the Status tab.
~ Type an Original Duration in the Status tab. 1.
In Activity Details, click the Status tab.
2.
In the Original Duration field, type <12>, and then press Enter. Note that the Finished date changes as a result of the entry. Note also that the length of the corresponding activity bar in the Gantt Chart increases.
Notebook The Notebook tab enables you to assign notes to an activity. Notebook topics are typically instructions or descriptions that further describe the activity according to specific categories of information. Can you suggest any useful notebook topics?
Design changes may increase duration of activity.
JEJ
Add a Notebook topic and description for the new activity. 1.
Click the Notebook tab.
2.
In the Notebook Topic section, click Add.
3.
In the Assign Notebook Topic dialog box, select a topic, Anticipated Problems, and then click
4.
Click
5.
In the Anticipated Problems details section, type< Design changes may increase duration of
to close the dialog box.
activity.> .
124
Adding Activity Information via Columns After creating an activity, you can use the columns in the Activity Table to enter additional information. Again, before adding the new activity, you should select the WBS element in which you want it to reside. Figure 6-12:Activity BAl020 has been added to the project.
'1J
Add an activity and enter information via columns. 1.
In the Activity Table, select a WBS elelnent, Design and Engineering.
2.
Press Insert on your keyboard.
3.
In the Activity ID colulnn, verify BA1020.
Figure 6-13:Type a new value in the Original Duration column in the Activity Table. Note that the activity bar increases in length as a result of the entry.
4.
In the Activity Name column, type .
5.
In the Activity Type column, verify Task Dependent.
6.
In the Original Duration column, type <9>, and then press Enter on your keyboard. Note that the bar for activity BA1020 increases in length as a result of your entry in the Original Duration cohulln.
Where else nlight you expect to see a change as a result of your entry in tlte Original Duration column?
126
Figure 6-t4:The Level of Effort activity has been added in the root node of the WBS.
~ Add a Level of Effort activity.
1.
In the Activity Table, select a WBS element, Office Building Addition - Adding Activities.
2.
In the Edit menu, click Add.
3.
In the Activity ID COlunll1, type .
4.
In the Activity Nanle column, type .
5.
Double-click in the Activity Type column and select Level ofEffort froln the drop-down list. What killd of work might be illcluded ill this activity?
Steps Activity steps allow you to create a checklist for an activity and track the completion of each step. They can help identify critical procedures and provide guidance to resources assigned to the activity. •
An unlimited number of steps can be assigned to an activity.
•
Steps can be marked completed in P6 Project Managetnent and in timesheets.
•
Steps do not have duration estimates or dates.
•
Resources cannot be assigned to individual steps.
•
A detailed description of each step can be entered in the right section of the Steps tab.
Revie'i~r designs to be sure they meet customer requirements.
~ Add steps and descriptions to an activity.
1.
In the Activity Table, select an activity, BA1020 - Review and Approve Designs.
2.
In Activity Details, click the Steps tab.
3.
In the Step Name section, click Add.
4.
Type a name for the step, , and press Enter on your keyboard.
5.
In the right section of the tab, type a description for the step
meet customer requirements.>. 6.
Click Add to add a second step.
7.
Type a name for the step, , and press Enter on your keyboard.
8.
In the right section, type a description .
128
Using Step Templates Step templates enable you to define common steps and then assign thenl to nlultiple activities. If you have already defined certain steps or sets of steps that could be used in other activities, you can convert those steps to templates. Figure 6-t6:Right-dick and select Create Template to launch the Create Template dialog box.
'1J
Create a step template. 1.
Ctrl+click or shift+click to select all steps in the Steps tab.
2.
Right-click on the steps, and then click Create Template.
3.
In the Step Template Name field, type .
4.
Click OK.
5.
Click Addfrom Template.
6.
In the Assign Activity Step Templates dialog box, view the newly created template, and then click to close the dialog box.
Activity codes enable you to classify and categorize activities according to your organizational and project needs. Use activity codes to view and roll up activities in the Activity Table; build reports in the Report wizard or Report Editor; organize a layout by grouping activities into specific categories; and select and summarize activities. Exanlples of activity codes include Phase, Area, Site, and Division.
How could activity codes be used by your organization? Activity codes can be defined at three levels:
•
•
•
Global-level
Available to all activities in the database.
•
Create an unlimited number of global-level activity codes.
•
Organize activities within a project or across the project structure.
EPS-Ievel- Available to all activities within the EPS node and its children. •
Create an unlimited number of EPS-Ievel activity codes.
•
Organize activities within a project or across a portion of the EPS.
Project-Ievel- Available to activities only in the project in which the code is created. •
Create up to 500 project-level activity codes per project.
•
Filter and organize activities based on unique, project-specific requirements.
Each activity code can contain an unlimited number of activity code values, which can be organized in a hierarchy for efficient search and selection.
Lesson 6 - Adding Activities
130
Assigning Activity Codes Assign activity code values in the Activities window. •
Add a column for the activity code in the Activity Table.
•
Use the Codes tab in Activity Details. Figure 6-17:ClickAssigl1 to launch the Assign Activity Codes dialog box.
Operations Programming Purchasing Sales Construction Dep&tment Information Systems Management
'1J
Assign an activity code to an activity.
1.
Confirm that activity BA1020 - Review and Approve Designs is selected.
2.
In Activity Details, click the Codes tab.
3.
At the bottoln of the tab, click Assign.
4.
In the Assign Activity Codes dialog box, click the Display Options bar and select Filter By, All Values.
5.
In the Display Options bar, click Collapse All.
6.
Click
7.
Select an activity code value, ENG -Engineering Department, and then click
8.
Click
to expand Activity Code: Department.
to close the Assign Activity Codes dialog box.
Assigning
. . . ,.. .... ".. .- . " Codes to
Itiple Activities
Click t......--.:....._ _ in the Command bar to assign an activity code to multiple activities. ......!
Figure 6-18:ClickActivity Codes to assign an activity code to multiple activities.
Secwitl'Sy:tems Environmental 8u~ding Management SY$tem'? Control, CommlJnications Lighting General Electrical Electrical Fire Protection Plumbino
JEj Assign an activity code to multiple activities. 1.
In the Activity Table, select an activity, BA1 01 0 - Design Building Addition.
2.
Ctrl+click to select another activity, BA1020 - Review and Approve Designs.
3.
In the Con11nand bar, click Activity Codes. In the Assign Activity Codes dialog box Display Options bar, verify All Values.
5.
In the Search field, type and in Activity Code: CSf Code, select an activity code value, 20.600 - Architectural.
6.
Click
to assign the code value, and then click
to close the dialog box.
7.
Click in the Gantt Chart to deselect the activities, and then select activities BA1010 and BA1020 individually to verify in the Codes tab that the activity code value has been assigned.
132
Streamlined Process to Add Activity Code Values P6 Project Management also enables you to define new activity code values directly from the Assign Activity Codes dialog box. You can add global-level, EPS-Ievel, or project-level activity code values by clicking and then entering a Code Value and Code Value Description. Administrators can restrict users' ability to add activity code values through security settings. And while it is possible to add activity code values at the global, EPS, or project level, this feature was designed prhnarily to enable project managers to add project-level code values to projects easily. Figure 6-19:Click to define a new activity code value.
~ Define a new activity code value.
1.
In the Activity Table, select an activity, BAJ020 - Review and Approve Designs.
2.
In the Codes tab in Activity Details, click Assign.
3.
In the Assign Activity Codes dialog box Display Options bar, verify All Values, and then click Collapse All.
4.
Click
5.
Click
to expand Activity Code: QA Code.
6.
In the Add Code Value dialog box, type a Code Value and a Code Value Description .
7.
Click OK.
8.
In the Assign Activity Codes dialog box, select a QA code value, TPS - Third Party Signof!
9.
Click
to assign the code value, and then click
to close the dialog box.
Assignments Calendars can be created and assigned to each activity and resource. Calendar assigrunents are used to schedule activities and level resources. •
An unlinlited number of calendars can be created.
•
The Activity Type determines whether the activity calendar or resource calendar is used during scheduling.
Calendar Types There are three calendar types: •
..
Global calendar •
Contains calendars that can be used by all projects in the database.
•
A vail able for all resources and activities in the database.
Resource calendar •
..
Contains separate calendars for each resource.
Project calendar •
Contains a separate pool of calendars for each project.
•
A vailable for the current project only.
?
Why is there a need for three different calendar types?
Assigning Calendars Use the Select Activity Calendar dialog box to select the calendar that is used for an activity in the project. For example, in this project, the default calendar assigned to all activities is the Standard 5 Day Workweek. You will view the available calendars on the Design Building Addition activity. Figure 6-20:Assign calendars to activities in the General tab in Activity Details.
4 x 10 Wor~,week
5 x 8 \iVork'1Veek
No
x 24 . . '\Iorkweel( 7 x 24 Workv.... eek - No Holidays 7 x 4 Workweek 7 x 8 \I\lorhveek 7 x 8 \I\I·orkv.... eek - fIlo Holidays
No
7
No No No No No No
'1J
View global calendars. 1.
In the Activity Table, select an activity, BA1010 - Design Building Addition.
2.
Click the General tab.
3.
In the Activity Calendar field, click
4.
View the available global calendars, and then close the dialog box.
~'''''''''''''''''''''''''''''''''''''''''''I\,''''''''''''''''''''''"""""""''*'''''''''''''''''''''''''''''''''''''''''''''"
. . . .,,"""""""""""", . . ,,""', . . . .,. . .,""""'"'"''''''''''''''''''''''''''''',. . .,''''''''''''''''*'''''''"""""""""'"''''''''''''''''''''''''''''''''''''""",,,,,,,,,,,,,,,,,,,,,,,,,,,,,,x-.,,,,,,,,,,,,,,,,,,,,,,,*,,,,,""""""",. .,"""'"'''''''''',. . .". .,'''''''''''''''"""""''''''''''~ .
136
Key Concepts •
There are four ways to add an activity to a project: In the Command bar, click Add; in the Edit nlenu, click Add; press Insert on the keyboard; or right-click and click Add in the right-click menu. You can also enable the New Activity wizard.
•
Activity Type controls how an activity's dates are calculated.
•
Use steps to create an activity checklist, and to track step completion.
•
Use activity codes to group activities by a conlmon attribute. Create unlimited code values for each activity code. Activity code types: •
Global-level codes can be assigned to all activities in the database.
•
EPS-Ievel activity codes can be assigned to all activities in the EPS.
•
Project-level activity codes can be assigned to activities in the projects in which they are created.
Review Questions 1.
For which type of activity are dates determined by the availability of the resources assigned to the activity? a.
Task dependent Resource dependent
2.
c.
Milestone
d.
Level of effort
True
~"'\l~~';':'~.:;'~:
3. £,"'''~'T
4.
The duration of a milestone is dependent on its predecessor/successor activities.
False: Choose Edit, User Preferences, and then click the Assistance tab to enable the New wizard.
Which of the following is not a valid nlethod of adding a new activity in the Activities window? a.
Click Add in the COlnnland bar.
h.
Press Insert on your keyboard. Press the Plus key (+) on your keyboard.
d.
Right-click and select Add from the drop-down menu.
Background The next step in planning the project is to continue adding activities. You will also add steps to activity BA5080 and insert a Notebook item for BA6120.
Objectives 1.
In the Activity Table, add the global-level activity code column, Phase, to the right of the Original Duration column.
2.
Add the following activities to the project:
HVAC
BA4090
Relocate HV AC Chiller
Task Dependent
HVAC
BA4100
Start Up and Test HV AC
Task Dependent
Brick
BA5070
Brick Exterior Walls
Task Dependent
7
CLOSE
Roof
BA5080
Insulation and Built-up Roofing
Task Dependent
10
CLOSE
Plumbing and Lighting Fixtures
BA6120
Instal1 Plumbing and Electrical Fixtures
Task Dependent
2
FINSH
3.
4.
3
FINSH ROUGH
Add the following steps to activity BA5080 - Insulation and Built-up Roofing: a.
OSHA safety compliance check
b.
Install sheathing
c.
Provide water protection
d.
First run complete
Add an Anticipated Problems Notebook topic to activity BA6120 and type a description .
133
Workshop Results Figure 6-21:The new activities have been added to the project and are displayed in the Activity Table.
Figure 6-22:Steps have been added for activity BA5080-lnsulation and Built-up Roofing and are displayed in the Steps tab in Activity Details.
Possible cost overrun for plumbing materials.
Figure 6-23:A Notebook Topic has been added for activity BA 6120-/"stall Plumbing and Electrical Fixtures and appears in the Notebook tab in Activity Details.
reating Relationships
Lesson 7 . . . Creating Relationships Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
20
15
25
5
65
140
Lesson 7 - Creating
Objectives After completing this lesson, you should be able to: • • It
View a network logic diagram. Describe the four relationship types. Create relationships in the Activity Network.
•
Create relationships in Activity Details.
Relationsh~ps
Logic Diagram A network logic diagram is a graphic representation of all of the activities in a project and their logical (dependent) relationships. Activity E
Activity A
Activity C
Predecessor to Activity B
Activity 0
Successor to Activity B
Activity G
Activity F
142
Precedence Diagramming Method (PDM) PDM is a technique for creating network logic diagrams. • A box or rectangle represents each activity. • Lines with arrows connect the boxes and represent the logical relationships between the activities. II
Predecessor - Controls the start or finish of another activity. Successor - Depends on the start or finish of another activity_
Start with either the first activity in the network and enter each successor, or start with the last activity in the network and enter each predecessor.
Relations ip There are four relationship types: n (FS) - When A finishes, B can start. Start to Start (55) - When A starts, B can start. ish Finish - When A finishes, B can finish. Start to (SF) - When A starts, B can finish.
Finish to Start (FS) When activity A finishes, activity common type of relationship.
can start. This is the most
Example: When we finish writing the report, we can send it to the client.
5tart (55) When activity A starts, then activity B can start.
Example: When we start selling our new software, we will start offering support service.
146
Finish to Finish (FF) When activity A finishes, then activity B can finish.
we finish testing, we can finish collecting data.
Start
is (SF)
When activity A starts, then activity B can finish.
Example: When we begin manufacturing our own components, we can stop outsourcing them.
Relationships with Lag Lag specifies an offset or delay between an activity and its successor. • ., •
Can be added to any relationship type . Can be a positive or a negative value. There are four calendar options for scheduling lag: -
Predecessor activity calendar Successor activity calendar 24-hour calendar Project default calendar
is
Start
1lllllll'lII"111"'lInII
Activity B can start after activity A finishes and seven days have passed.
FS 7d
Example: After the concrete floor is poured and cures for seven days, we can begin constructing the walls.
Lesson 7 - Creating Relationships
Start to Start with Lag After activity A starts and 3 days of work have passed, then activity B can start.
SS3d
Example: We can start laying the drainage pipes three days after we start digging the trenches.
Which of the following statements is true? 1. A successor activity depends on the start or finish of another activity. 2. Lag specifies a delay between an activity and its successor. 3. Lag can be positive or negative. 1 and 2 5. 1 and 2 and 3
Notes
Use the Activity Network to create relationships between activities graphically, or use the Predecessors and Successors panes in the Relationships tab in Activity Details.
FOlmdation structure
Mechanica!.tElectrlcal Sys ., HVAC Elevator
E>1erior Finishes
Brick Roof Doors- ~ncl \J\~ndo\fvs Interior Finishes Carpentry
In the WBS Table, click a WBS element to display its activities in the Activity Network. In the Activity Network, view the activities contained in the selected WBS element and create relationships by clicking and dragging your mouse cursor from the edge of one activity to the edge of another. In the Toolbar, click
and
to zoom in and out on activities in the Activity Network.
Use the Relationships tab in Activity Details to create and view relationships between an activity selected in the Activity Table and predecessor and successor activities. Use the Lag field in the Relationships tab to assign lag to the relationship between two activities.
Click
to toggle relationship lines on/off in the Gantt Chart.
154
In this practice you will: •
Create a relationship graphically in the Activity Network.
•
Create a relationship using the Relationships tab in Activity Details.
•
Assign lag to a relationship.
•
View relationships in the Gantt Chart.
Creating Relationships in the Activity Network The Activity Network can be useful for sequencing activities because it offers a graphical display of the activities and the relationships. Click
to enlarge the size of the activities viewable in the network. Figure 7-1:Select activity BA4160 in the Activity Network.
~ Display the Activity Network.
1.
Open a project, Bldg-07.
2.
Confinn that you are in the Activities window. (Or in the Navigation bar, click Activities.)
3.
In the Layout Options bar, click Layout, Open.
4.
In the Open Layout dialog box, select a layout, Adding Relationships in J.h.letwork, and then click Open.
5.
In the WBS Table in the top layout, select a WBS elenlent, Bldg-07.Mechanical Systems Plumbing and Electrical.
6.
Click
7.
In the right pane of the Activity Network, select an activity, BA4160
to zoom in on activities in the Activity Network. Rough-in Plumbing/Piping.
a Start to Start Relationship Create a relationship by clicking and dragging your mouse cursor fronl one edge of an activity to another. •
The left edge of the activity represents the start of the activity.
•
The right edge of the activity represents the finish of the activity.
structure
Mechonical.lElectrical Sy HV,!!,C
Elevator
Figure 7-2:The line and arrow indicate a Start to Start relationship between the two activities. Note that the relationship is also listed in the Relationships tab in Activity Details.
8rick Roof Doclrs and V\~ndov"s Interior FinisJ1es Carpentry 81dg-07 .lNT-FINISH.COVERI~IGS
Floor and Carpeting
81dg-07 .lNT -FINISH.FIXTURES
Plumbing anct Lighting Fl.. Paint
JEj Create a Start to Start relationship between two activities. 1.
To create a SS relationship, place the nlouse pointer to the left edge of an activity, BA4160 Rough-In Plumbing/Piping. The relationship arrow I~ I appears.
2.
Click and drag the mouse to the left edge of successor activity, BA4170 - Install Wiring and Cable. Note the relationship line and arrow in the Activity Network.
3.
In Activity Details, click the Relationships tab and view the relationship in the Predecessors pane.
ng Relationships in Activity Details You can also use the Relationships tab to create relationships. When creating a relationship in Activity Details, the default relationship type is Finish to Start. Activities in the Assign Successors dialog box can be grouped and sorted in a variety of ways, including by EPS and by List. In the Display Options bar, click Group and Sort By to view options.
?
Wltat are tlte otlter activity display optiolls/or tlte Ass/gil Successors dialog box?
Foundation Structure
HVIl.C Elevator Exterior Finishes Brick
Figure 7-3:Click Assign in the Successors pane in the Relationships tab to assign a successor activity. The new relationship is displayed in botb tbe Successors pane and in the Activity Network.
Roof
Doors and Wlndows Interior Finishes Carpentry Bldg-07.INT-FINISH.COVERINGS
Floor and Carpeting Plumbing and Lighting FL
'1J
Create a Finish to Start relationship between two activities.
1.
In the Activity Network, select an activity, BA4170 - Install Wiring and Cable.
2.
In the Successors window in the Relationships tab, click Assign.
3.
In the Assign Successors dialog box, select an activity, BA 4180 - Connect Equipment, and then click·
to assign the selection.
Note that the relationship is now displayed in both the Successors pane and the Activity Network. 4.
Click
to close the dialog box.
Using the Click
Feature
~~_~
in the Relationships tab to change the selection in the Activity Table to the activity
highlighted in the relevant Predecessors or Successors window. Figure 7-4:When you click GoTo, the activity selected
in the Relationships tab is selected in the Activity Table and Activity Details.
~ Assign a successor activity using the GoTo feature. 1.
In the Layout Options bar, click Show on Top, Gantt Chart.
2.
In the Successors window in the Relationships tab, select an activity, BA 4180 - Connect Equipment.
3.
In the Successors window, click ..........--...._~....J. Note that activity BA4180 is now selected in the Activity Table and in Activity Details.
4.
In the Successors window in the Relationships tab, click Assign.
5.
In the Assign Successors dialog box, select an activity, BA4100
6.
click
to assign the selection.
Click
to close the dialog box.
Startup and Test HVAC, and then
Assigning Lag Use the columns in the Relationships tab to nlake adjustments to the relationship type or to assign lag. Figure 7-S:Type a value in the Lag column.
'1J
Assign lag to a relationship.
1.
In the Activity Table or Activity Details, confirnl that activity BA 4180 - Connect Equipnlent is selected.
2.
In the Successors pane, click in the Lag field and type <3>.
3.
On your keyboard, press Enter. How would you use the COlUl11nS in the Relationships tab to change a relationship type?
ips in You can also view/modify relationships in the Activity Table and the Gantt Chart. CD
Activity Table - Displays the Predecessors and Successors columns.
CD
Gantt Chart - Click the Relationship Lines icon
in the top layout toolbar to toggle relationship
lines on and off. Figure 7-6:Click to toggle relationship lines on and off in the Gantt Chart. Also note that relationships are designated by the entries in the Predecessors and Successors columns.
. RO,;gh~li1 Pll;mbltlgi'pipitlg ~~~ In~tal1Wiring and Cllble
Review and Approve Brick Samples
~ View relationships between activities in the Activity Table and the Gantt Chart.
1.
In the Layout Options bar, click Columns.
2.
In the Available Options section in the Columns dialog box, click
3.
Select Predecessors, click
to expand Lists.
to Inove it to the Selected Options section, and then click
to
position it at the bottom of the list. 4.
In the Available Options section, select Successors, and click
to move it to the Selected Options
section. Confirm that Successors appears below Predecessors at the bottoln of the Selected Options list. 5.
Click OK.
6.
Drag the vertical split bar to expose the new cohllnns, and adjust column widths as necessary.
7.
In the Toolbar, click
to view the relationships between the activities.
Note that even though relationships were added, the activities did not move from the project start date. When the project is scheduled, the activities will be positioned in the Gantt Chart according to their relationships.
-----------,-,
-
~"'~~~~~~~,~~~~~~"~~,~~~,~~~~~~~,~"~~,%.~~~~~,~~~~~~'~~~~~~~'~~~~v..~~~"'~
~~--~-~
,
,
Concepts •
Use the Precedence Diagramming Method to create a network logic diagranl that shows the relationships between activities. Build the diagratn using boxes to represent activities and arrows to represent logical relationships between the activities.
•
P6 Project Management supports four relationship types (Finish to Start, Start to Start, Finish to Finish, and Start to Finish) that identify the type of dependency that exists between an activity and its predecessor or successor.
•
Lag is the offset or delay between an activity and its successor.
•
You can create relationships in the Activity Network via a graphical display or in the Relationships tab in Activity Details.
Review Questions 1.
In the Relationships tab in Activity Details, which of the following is used to jump from the current activity to one of its predecessor or successor activities? a.
Jump
b.
Search
c.
Look GoTo
2.
What is the default relationship type in P6 Project Management?
a.
Finish to Start
b.
Finish to Finish
c.
Start to Start
d.
Start to Finish
3.
False: Lag is an offset or delay between an activity and its successor. Which of the following can be used to schedule lag?
a.
The predecessor activity's calendar assignment
b.
The successor activity's calendar assignment
c.
The 24 hour calendar
d.
a or b
e.
a or b or c
Background Now that the activities have been entered, relationships need to be established. The project teanl has determined the order in which the activities should occur.
Objectives 1.
Use the information in the following table to create relationships between activities: .... "': .:~, ,\:uo/uy
R 'II ~'lIii "" ,i"'IH I UBI INII iI' ~.
'''~
BA 1000
Building Addition Kickoff
BAI0I0
SS
BAIOIO
Design Building Addition
BA 1020
SS
BA6060
SS
BAl030
FS
BA2000
FS
BA5000
FF
BA6040
FS
BAI020
2.
.
.. <\:uvny
Review and Approve Designs
BAI030
Assemble Technical Data for Heat Pump
BAI040
FS
BAI040
Review Technical Data on Heat Pumps
BA4020
FS
BA2000
Begin Building Construction
BA2010
SS
BA2010
Site Preparation
BA2020
FS
BA2020
Excavation
BA2030
FS
BA2040
FS
The activity BA-ADMIN - Project Administration requires both a predecessor and a successor. •
Predecessor: SS relationship with BAl 000 - Building Addition Kickoff
•
Successor:
FF relationship with BA6190 - Building Addition Complete.
Workshop Results Figure 7-7:Relationships are shown graphically in the Gantt Chart and are also designated by the entries in the Predecessors and Successors columns.
Figure 7-8:Be aware that some activities, such as BAJ020-Reviewalul Approve Desiglls, have multiple successors.
Sch
Lesson 8 .... Scheduling Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
45
5
10
20
80
164
Objectives After completing this lesson, you should be able to: • Perform a forward and a backward pass. Describe float and its impact on a schedule. Identify loops and open ends. Calculate a schedule. • Analyze the scheduling log report. It
It
Method Sch
Ii
The Critical Path Method (CPM) is the traditional technique for calculating project schedules and determining the minimum total project duration. Uses activity durations and relationships between activities to calculate schedule dates. Calculation is done in two passes - forward and backward - through the activities in a project.
Critical Path • •
The series of activities that determines a project's minimum total duration and completion date. The duration of the activities on the critical path controls the duration of the entire project. -
•
A delay to any critical activity will delay the Finish date of the entire project.
Critical activities are defined either by Total Float or by the longest path in the project network.
Date The date that is utilized as the starting point for schedule calculations. -
Used to schedule all remaining work.
During the Planning phase, the data date should match the project Start date.
168
Data Date
s
Data date
line~..........
The forward pass calculates each activity's early dates. Early dates are the earliest times an activity can start and finish once its predecessor relationships have been satisfied. The calculation begins with the activities without predecessors. Early Start (ES) + Duration - 1 = Early Finish (EF)
170
Forward Pass
Ars EF~
ES_l
..
C
p
ESll
B ES
~ EF ill
~
EF 25
Backward Pass The backward pass calculates each 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 activity with the latest Early Finish date without a successor. For projects without a Must Finish By date, activities without successors are assigned a Late Finish equal to the latest Early Finish date. Late Finish (LF) - Duration + 1
= Late Start (LS)
172
Backward Pass
LS~
LF.ill
Ai5 EFi
ES...L
LS ~
LS~
LF lQ
B ES~
~ EF ill
11
...
LF 25
C
ES
11
[l5
EF 25
I loat The amount of time an activity can be delayed from its Early Start without delaying the project. The difference between an activity's late dates and early dates. Total Float is automatically calculated each time you schedule the project. You cannot edit an activity's float values directly. Activities whose Total Float is less than or equal to zero are critical. Late date - early date = Total Float (TF)
174
Types of Total Float IF
lS
Positive float Positive Float
lS
Zero float (critical)
ES
Negative float (extremely critical)
IF
Zero Float (Critical)
IF
lS
NegalivaFloat
Early Dates
LateDates
EF
IIIIIIII. . . . . . . . .
lweS$(§~'l
8 ,"'" S~-::~~~1(~~J~~r~~~
~115
"""',..,......,,,..,.,"'-""-',,.....,,'"-'''''''-'''''''''''''''''''''"""""-""'-"""',-""_,'"'" ......" ......""',""-',-',,.,'"""""""''-'''''''''''''"",'''''·''''''''W'''-''''''''''"." ..."""''''''',,,••,','''-',-''''-'''''''-''',',,......,',',,,...,""_"""""""""'-''-''''',''''''''''''''''''''-''''''-''-'''''''',"_..,',.....'.,..,..,..,"""",......,',',"_..............." .." .."''-,..,,...,,''""""'''''",,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,-,,,,_,,,,,,,,,,,-,,,,,,,,,,,",...""'-'''''-'-'''''',.....,,,...''',,''',......'''''''-,. . . . .,',..-',,.,'',,','-'""...,......,'-......"'". . . . .,,-"""-',_,...,",,..,,-"""-',-',_..,"'-',.........""..." ..."'...,..." ..." ........."
Total
LS 6
oat
LF 10
LS 11
c ES 11 TF
Ll____
EF 25
=.-n.
-----F-o-r-w--ar-d~p_a~ss----~--;>
176
Must Finish By Date ..
It
A common scenario is a project with a required Must Finish By date. This date specifies when the project must finish regardless of the network's duration and logic. The backward pass begins with the Must Finish By date and works backward to the first activity in the project.
Pass with Required
LF '''~~
Required fjnish*
A 5
ES ",L
:E
TF=O
ES "U
EF"f2
'IF =-5
10
E5.,J..
FF lQ..
1F=,~S
nis
Circular Relationships (Loops) • •
Loops indicate circular logic in an activity path. The schedule can not be calculated until the loop is eliminated. To eliminate a loop: -
Determine proper logic. Re-run the schedule.
pen Open ends are activities without either 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. It is recommended that each project have only two open ends: the first activity (Start milestone) and the last activity (Finish milestone).
180
Question
.
.*w.. ....... :.w. ~
· .• ..: • ,• •• • ••
.... :#1. • • "' . . .
If
:$TART~~
~"'.'."6':
I
I
· •
........ ~FINISH:
,!' •• f
~_~;(4"~:
•
•
·•• • ·•:., I
g t
*-~
Notice that there is no relationship between activities 30 and 50, creating two additional open ends. What will happen when this network is scheduled?
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182
When you schedule a project, activity dates are calculated according to durations and logic. After the project is scheduled, note the change in the position of activities in the Gantt Chart. Activity bars are displayed according to their calculated start and finish dates. Critical activity bars are displayed in red.
To display the Schedule dialog box, press F9 on your keyboard; click the Tools menu, click Schedule.
in the Toolbar; or in
In the Schedule dialog box, confirm or adjust the data date in the Current Data Date field.
Mark the Log to file checkbox to record the results of scheduling. Click View Log to view the log.
Click Schedule to schedule the project.
134
In this practice, you will: o
Schedule a project.
o
Review the Schedule Log.
o
View driving relationships in the Activity Network.
Scheduling a Project After displaying the Schedule dialog box, confirm the data date before scheduling. Figure 8-1:Mark the checkbox to create a Schedule Log. After scheduling, note the new positions of activities in the Gantt Chart.
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Schedule a project.
1.
Open a project, Bldg-DB.
2.
Confirm that you are in the Activities window. (Or in the Directory bar, click Activities.)
3.
In the Layout Options toolbar, click Show on Top, Gantt Chart.
?
Before the project is scheduled, where are all of the project activities aligned in the Gantt Chart?
4.
In the Tools menu, click Schedule (or press F9 on your keyboard.)
5.
In the Schedule dialog box, verify the Current Data Date, JJ-Jan-J O.
6.
Mark a checkbox, Log to File.
7.
In the Log to File field, browse to a path, C:\Training Docs.
8.
Click Schedule.
Following scheduling, what detern'lil'les the positions of project activities in the Gantt Chart?
u The Schedule Log records scheduling results, including:
Scheduling/leveling settings
Statistics
Critical activities
Errors
Warnings
Scheduling/leveling results
Exceptions Figure 8-2:Settings and statistics are listed in the Schedule Log.
Advanced
........•.•..........•. 1
BA1.000
Building Addition ",ic¥off
, .. , ............ , .... 1
BA6190
'1l
Bu11ding Addh10n complete
View the Schedule Log. 1.
In the Tools menu, click Schedule (or press F9 on your keyboard).
2.
In the Schedule dialog box, click View Log.
?
Before proceeding, answer the following questions: III
How many activities are in tlte project?
III
How many of them are critical?
III
How many project activities do not have predecessors and/or successors?
III
What are they?
III
How nlany relationsltips are in tlte project?
III
What is tlte latest early finish date for the project?
3.
In the Notepad File menu, click Exit.
4.
Click Cancel to exit the Schedule dialog box.
n9
ips
An activity may have a relationship with a predecessor that determines its Early Start. When this is the case, the relationship is called a driving relationship. •
A solid relationship line indicates a driving relationship.
•
A dashed relationship line indicates a non-driving relationship. Figure 8-3:The Driving column indicates whether a predecessor activity is driving the start of activity BA3070. Also, notice in the Activity Network the solid and dashed relationship lines between BA3070 and its predecessor activities.
~ View driving and nondriving relationships for an activity.
1.
In the Layout Options bar, click Layout, Open.
2.
Select a layout, Activity Network, and then click Open.
3.
In the WBS Table in the top layout, select a WBS element, Bldg-08.Structure.
4.
In the top layout toolbar, click
5.
In the Activity Network, select an activity, BA3070.
6.
In Activity Details, click the Relationships tab.
to zoom in on activities in the Activity Network.
Note that neither BA3040 nor BA3050 drive the start of BA3070 but that BA3060 does drive it.
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Key Concepts •
After relationship logic has been defined, schedule the project.
•
Schedule dates can be calculated based on the critical path, a series of activities that deternline a project's completion date.
•
When scheduling using the Critical Path Method, activity Early Start and Finish dates are calculated during a forward pass, and the Late Start and Finish dates are calculated during the backward pass.
•
The data date is used as a starting point when scheduling all renlaining work for the project.
•
After scheduling, activities will have a total float that represents the alnount of tinle an activity can be delayed without delaying the project.
•
After scheduling, results are recorded in a Schedule Log.
Review Questions 1. 2.
False: A schedule's late dates are calculated during the backward pass.
Which of the following is not a type of float? a.
Positive Open-end
c.
Negative
d.
Total
3.
False: The critical path is the path of activities through the project that determines the project end date.
4.
Which of the following are included on the Schedule Log?
a.
Statistics
b. Critical activities c.
Warnings
d. a and b and band c
Objectives The following graphics are two unique schedules. Using the space provided, manually calculate the early and late dates and the Total Float of the activities.
No Imposed Finish Date LS
LF
u=
lS
ES
EF
Imposed Finish Date of Workperiod 12 LS
u=
ES
EF
ES
EF
Formulas: Early Start + Duration - 1 = Early Finish Late Finish - Duration + 1 = Late Start Late Start - Early Start = Total Float
ES
EF
ES
EF
Lesson 8 ~- Scheduling
Workshop Results No Imposed Finish Date 20 LF
8
LS
B
1
TF
7 LF
LS
=0
20 EF
8
ES
TF
25 LF
D
=0
1 ES
21 LS
7
20
20
LS
LF
TF= 0
25 EF
21
ES
c TF=
8 ES
8 EF
Imposed Finish Date of Workperiod 12 -5
-3
-2
-2
LS
IF
LS
LF
-1 -LS
TF =-6
1
3
4
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EF
ES
3
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C
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2 LF
1 4 EF
TF =-6
D 4
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10
5
8
9
18
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nts
Assig
Lesson 9 .... Assigning Constraints Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
15
10
20
5
50
bjectives After completing this lesson, you should be able to: o Describe available constraint types. • Apply Must Finish By constraint to a project. • Apply a Start On or After constraint to an activity. .. Add a Notebook topic to a constrained activity.
Constraints Date restrictions used to reflect project req uirements that cannot be built into the network logic. More accurately reflect real-word aspects of a project. Provide added control of a project. Apply to the entire project or to individual activities. -
Commonly used project-level constraint: Must Finish By Commonly used activity-level constraint: Start On or After
194
Must Finish By
• @!
•
Used when an overall project deadline must be met. Forces all activities in the project to finish by the date (and time) specified. Establishes the date from which late dates are calculated in the backward pass. Affects the Total Float of the entire project.
Start 0
or
Used to set the earliest date an activity can begin. Forces the activity to start no earlier than the constraint date. Pushes the activity's early start date to the constraint date. Affects the early dates of the activity's successors.
Additional Start Constraints
Start On - Forces an activity to start on the constraint date: -
"
Shifts both early and late start dates to the constraint date. Used to specify dates submitted by contractors or vendors.
Start On or Before - Forces an activity to start no later than the constraint date: -
Shifts the late start to the constrained date. Affects the late dates of its predecessors. Used to place a deadline on the start of the activity_
Additional -
is Constraints
Forces an activity to finish on the constraint
date: -
Shifts both early and late finish dates to the constraint date. Used to satisfy intermediate project deadlines.
Finish On Before - Forces an activity to finish no later than the constraint date: -
Pulls the late finish date to the constraint date. Affects the late dates of its predecessors. Used to set intermediate completion points in the project.
Finish On or After - Forces an activity to finish no earlier than the constraint date: - Shifts the early finish to the constrained date. - Affects the early dates of its successors.
Additional Constraints •
As Late as Possible - Delays activity as late as possible without delaying successors: -
Shifts early dates as late as possible.
-
Also called a zero free float constraint.
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.
Constraints Affect Activity
SOB Mandatory Start
FOB Mandatory Finish
;\cti\lity SOA
FOA On or
200
otes
Lesson 9 -
Assignin~ Constraints
Project-level constraints are assigned in the General tab in Project Details. Activity-level constraints are assigned in the Status tab in Activity Details.
o
Use the Constraints section of the Status tab in Activity Details to assign primary and secondary constraints to an activity. Use the Notebook tab in Activity Details to document constraints after you assign them. In the Tools menu, click Schedule to reschedule a project after assigning a constraint. Use columns in the Activity Table to check activity dates and Total Float before and after assigning constraints.
202
Lesson 9 -Assigning Constraints
In this practice, you will: •
Assign a Must Finish By constraint to a project.
•
Assign a Start On or After constraint to an activity.
•
Reschedule projects after assigning constraints.
•
Document a constraint with a Notebook topic.
Assigning a Must Finish By Constraint to a Project The Must Finish By constraint is commonly used when an overall project deadline must be met. It is assigned to the project in the Dates tab in Project Details. By default, the time associated to the Must Finish By date is set to 12:00 am. This means that if the project must finish by the end of day on I-Nov, the specified constraint date would be 02-Nov. Figure 9- t :Assign a Must FiI'lish By constraint in the Dates tab in Project Details.
"eJ
Assign a Must Finislt By constraint.
1.
Open a project, Bldg-09.
2.
In the Directory bar, click Projects.
3.
In the Project Table, select a project, Bldg-09.
4.
In Project Details, click the Dates tab.
5.
In the Must Finish By field, click
6.
Select a date, 02-Nov-10.
Rescheduling the Project Because constraints affect project and activity dates, a project must be rescheduled after a constraint has been applied in order to calculate new dates and to assess the constraint's impact on Total Float. Figure 9-2:After rescheduling, many of the activities show negative Total Float because the Must Finish By date, 02Nov-l0, is earlier than the project's calculated Early Finish date, 17-Nov-lO.
~ Reschedule the project.
1.
In the Directory bar, click Activities.
2.
In the Layout Options bar, click Layout, Open.
3.
In the Open Layout dialog box, select a layout, Constraints and Notes, and then click Open. Note that all values in the Total Float column are greater than or equal to zero days.
4.
In the Tools menu, click Schedule; or in the Toolbar, click
; or press F9 on your keyboard.
5.
In the Schedule dialog box, confirnl the Current Data Date, JJ-Jan-J 0, and then click Schedule.
6.
In the Activity Table, view the values in the Total Float column.
7.
In the Activity table, view the project's Early Finish date. Because the Must Finish By date (02-Nov-lO) is earlier than the project's calculated Early Finish date (17-Nov-lO), many of the activities now have a negative Total Float.
204
Assigning a Constraint to an Activity Next, you will use the Start On or After constraint to specify the earliest date an activity can begin. Activitylevel constraints are assigned in the Status tab in Activity Details. A maximum of two constraints - a primary and a secondary - can be applied to any single activity. The Assemble Brick Samples activity is scheduled to start 19-Jan-lO. However, brick samples are on back order and will not be available until 25-Jan-l O. You will assign a constraint to reflect the new date. Figure 9-3:Assign a constraint, such as Start On or After, to an activity in the Constraints section of the Status tab in Activity Details.
'1J
Assign a Start On or After constraint. 1.
Select an activity, BA5000 - Assemble Brick Samples, and in Activity Details verify that the Status tab is selected.
2.
In the Primary drop-down list in the Constraints section, select a constraint type, Start On or After.
3.
In the associated Date field, click
?
, and select a date, 25-Jan-lO.
Before rescheduling, what are the activity's early dates and wllat is its Total Float?
4.
In the Tools nlenu, click Schedule (or press F9 on your keyboard).
5.
In the Schedule dialog box, confirnl the Current Data Date, Il-Jan-lO, and then click Schedule. Following resclleduling, what are the activity's early dates and Total Float?
ng a Notebook Topic Whenever you assign a constraint to an activity, it is recommended that you document the reason for its use. Figure 9-4:Assign a Notebook topic to document the reason for the constraint.
~ Add a Notebook topic to an activity. 1.
In the Activity Table, verify that activity BA5aaa is selected.
2.
In Activity Details, click the Notebook tab.
3.
In the Notebook Topic window, click Add.
4.
In the Assign Notebook Topic dialog box, assign a topic, Constraints and Assumptions, and then close the dialog box.
5.
In the Constraints and AssUlnptions details window, type
and will not be available until January 25.>.
206
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,
Key Concepts •
Assign constraints to activities and projects to reflect real-world restrictions.
•
A maximum of two constraints can be assigned to an activity.
•
The Must Finish By constraint is used when an overall project deadline must be met.
•
Use the Start On or After constraint to set the earliest date an activity can begin.
Review Questions 1.
Which of the following applies to the Start On or After constraint? Affects an activity'S early dates and the early dates of successor activities. h.
Affects an activity's late dates and the late dates of successor activities.
c.
Violates network logic.
d.
Delays an activity as long as possible without affecting its successors. e~~~or False: It is recommended that you use a Notebook topic to document the reasons for
2.
assigning constraints. 3.
Which constraint pulls the late finish to the constrained date? a.
Start On or After
h.
Finish On or After
c.
As Late as Possible Finish On or Before
4.
How many constraints can be assigned to an activity?
a.
1
2
c.
3
d.
An unlimited number
u
Lesson 10 -- Formatting Schedule Data Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
10
20
40
5
75
Objectives After completing this lesson, you should be able to: • Group activities according to specific criteria. • Sort activities. Apply a filter. •
Create a filter.
rouping
A flexible way to organize data into categories that share a common attribute. Can be used to create customized layouts. Organized by grouping bands.
210
Grouping Activities can be grouped: By hierarchical fields (WBS, activity codes, project codes). By data fields (dates, costs, Total Float, other numeric data).
Can be used to: Quickly view subtotal data in grouping bands. View summary bars in the Gantt Chart. Summarize data for reporting purposes.
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ng Determines the sequence in which activities are listed within grouping bands. Based on data item, you can sort: Alphabetically Numerically Chronologically
Click on column header to quickly sort ascending, descending
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212
Itering • .,
Determines which activities are displayed in a layout. Enables you to create customized layouts that: Limit the number of activities displayed. Help you focus on a particular group of activities (critical activities, for example).
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Data
Question or Grouping, sorting, and filtering can all be included in the same layout.
otes
Grouping and sorting are performed in the Activities window and are used to reformat/reorganize the display in the window. Once the display has been modified to your satisfaction, you can save it as a new layout, which can then be applied to other projects opened in the window.
Use the Layout Options bar to select an initial layout, to access the Group and Sort dialog box, to collapse grouped data, and to save the layout after it has been customized. Click on a column heading to sort the layout based on the data item associated with the column. Use the Group and SOli dialog box to specify the grouping scheme you want to use for organizing the layout. Click Apply to view grouping and sorting before closing the dialog box.
Click Sort to access sorting options.
In this practice you will: •
Group data by date in the Activities window.
•
Collapse and expand the grouped data.
•
Soli the grouped data.
•
Save the layout containing the new data grouping scheme.
Grouping Data Grouping is a flexible way to organize data into categories that share a common attribute. You can group data to create customized layouts. You can also use grouping to quickly view subtotal data in the group title bands, view summary bars in the Gantt Chart, and summarize data for reporting purposes. •
Grouping is available in all windows and most dialog boxes. •
Each window or dialog box has its own grouping options.
•
Some windows have customized/pre-defined groups.
•
Activities can be grouped by hierarchical fields such as WBS, activity codes, and project codes.
•
Activities can be grouped by data fields such as dates, costs, Total Float, and other numeric data.
p and The Group and Sort dialog box is used to specify the organization of activities on the screen.
•
Show Group Totals - .Choose to display or hide the total values for grouping bands. If you mark the Show Group Totals checkbox, you have the additional options to Show Grand Totals and Show Summaries Only.
•
•
Show Grand Totals - Mark to display a grand total row at the top of the layout.
+
Show Summaries Only - Mark to hide the activities within each group title band.
Shrink Vertical Grouping Bands - Minimize the width of the vertical grouping bands displayed in the Activity Table. This setting is available in windows that have the Group and Sort by, Customize layout option.
•
Group By - Lists data items used to group the current display. +
Indent - Available if the selected data item is hierarchical.
+
To Level - Indicates the number of levels to display when grouping by a hierarchical data item.
+
Group Interval - Indicates the interval by which you want to group the selected data item.
+
Font & Color - Displays the font/color for each group title band.
•
Hide if em pty - Mark to hide the group title bands that do not contain activities.
•
Sort Bands Alphabetically - Mark the checkbox to sort the grouping bands alphabetically rather than their order in their respective hierarchy. This checkbox is disabled for any grouping that is not hierarchical.
•
Show Title - Mark to display the name of the field that the layout is grouped by; the value is also displayed.
•
Show ID/Code - Mark the checkbox to display the ID or code value on the grouping band.
•
Show Name/Description - Mark the checkbox to display the nanle or description on the grouping band.
218
First, open a project and display the Group and Sort dialog box. Figure 10-1 :The Group and Sort dialog box is accessed from the Layout Options bar.
'1J
View the Group and Sort dialog box. 1.
Open a project, Bldg-IO.
2.
Confirm you are in the Activities window. (Or in the Directory bar, click Activities.)
3.
In the Layout Options bar, click Layout, Open.
4.
In the Open Layout dialog box, select a layout, Organizing Activities, and then click Open.
5.
In the Layout Options bar, click Group and Sort.
rouping by Date Now that you have accessed the Group and Sort dialog box, you will use it to group a layout by date. Grouping a layout by date allows you to identify activities that are scheduled to occur within a particular time period. Figure 10-2:Select values in the Group By and the Group Interval columns.
'1J
Group data by Start date and save as a new layout. 1.
In the Group and Sort dialog box, click in the first cell of the Group By column, select Start from the drop-down list.
2.
Double-click in the Group Interval colullln, and select Month.
3.
Click OK. In the Layout Options bar, click Layout, Save As.
5.
In the Save Layout As dialog box Layout Name field, type , and then click Save. Figure 10-3:Activities in the Activity Table are grouped by Start date.
220
Collapsing/Expanding Grouped Data You can collapse group bands to control the level of detail that displays. This functionality is especially useful if you want to focus on a specific portion of the layout. •
In the Activity Table, view SUlnmary information for the displayed colunms.
•
In the Gantt Chart, sumlnary bars are displayed to represent the Start/Finish dates in each group band. Figure 10-4:A summary bar is displayed for each grouping band .
. BAioio .... HSAiij;iii ··BAlo3if iiA2iiOii BA201 0 BASOOO BAS010
JeJ
Collapse group bands in the Activity Table. 1.
In the Layout Options bar, click Collapse All.
2.
Click (gil to expand a grouping band, Jan 2010.
ng Activities Sorting detennines the sequence in which activities are listed within each grouping band. Based on the data item you choose, you can sort alphabetically, numerically, or chronologically.
Sorting by a Single Criterion To sort by a single criterion, click the appropriate data item's column title. •
indicates ascending sort order
•
indicates descending sort order Figure 10-5:The sort icon indicates that the layout is sorted by the associated data item.
'"t Click a column title to sort the layout by the associated data item. 1.
In the Layout Options bar, click Layout, Open.
2.
In the Open Layout dialog box, select a layout, Organizing Activities, and then click Open. Note by the
3.
that the layout is currently sorted by Activity ID.
Click a colulnn title, Original Duration. As indicated by the
activities within each grouping band are now sorted by Original Duration.
222
Filtering is initiated in the Layout Options bar in the Activities window. (Projects can also be filtered in the Projects window using the Layout Options bar in the sanle lnanner.) In the Layout Options bar, click Filters to access the Filters dialog box, which enables you to select pre-existing filters or to create new filters.
Use the Filters dialog box to select one or more existing default, global, or user-defined filters to apply to a layout. Mark All Activities to show all activities in the layout.
8
Mark a checkbox next to default filter and then click Apply to execute it.
Choose whether to use filter to replace or highlight activities in the layout.
Click New to create a new filter.
In the Filter dialog box, use Parameter, Is and Value fields to specify a filter.
In this practice, you will: 4&
View the Filters dialog box.
4&
Run a default filter.
4&
Create a new filter.
4&
Run multiple filters simultaneously.
4&
Use the All Activities option in the Filters dialog box to refresh the layout.
A filter is a set of instructions that deternlines which activities are displayed in a layout. Filters enable you to create custolnized layouts that lilnit the nUlnber of activities displayed. This is useful for helping you focus on a particular group of activities - critical activities, for example. 4&
A set of pre-defined filters is provided, as is the ability to create user-defined filters of your own.
4&
Filters are divided into the following groupings: +
Default III
1111
III
+
15 pre-defined filters. Cannot be deleted or modified.
Global 1111
+
Available to all users.
Available to all users.
User-defined III
Available to current user for all projects to which he/she has access.
4&
One or nlore filters nlay be applied to a layout at a tiIne.
4&
Multiple criteria for selection may be used within a single filter.
4&
Filter specifications can be saved and re-applied.
4&
Filters can be saved as part of a layout.
224
Dialog Box •
All Activities - Mark to show all activities in the current layout.
•
Show activities that match - When nlore than one filter is marked, you must select one of the following options: •
All selected filters - Mark to include the activities that meet the criteria of each selected filter.
•
Any selected filter - Mark to include the activities that meet the criteria of at least one of the selected filters.
•
Replace activities shown in current layout - Displays only the activities that meet the criteria of each selected filter.
•
Highlight activities in current layout which match criteria - Highlights only the activities in the current layout that nleet the criteria of each selected filter. Figure 10-6:Filters are listed in the Filters dialog box.
~ View the Filters dialog box.
1.
In the Layout Options bar, click Layout, Open.
2.
In the Open Layout dialog box, select a layout, Filtering, and then click Open.
3.
In the Layout Options bar, click Filters.
ng a Default
Iter
To view critical activities only, run the Critical default filter. Figm'e 10-7:Mark a checkbox to select a filter and then click OK to execute it.
~ Use a filter to highlight critical activities.
1.
In the Filters dialog box, mark a checkbox, Critical.
2.
In the When applying the selected filter(s) section, select Highlight activities in current layout which match criteria.
3.
Click OK to execute the filter.
226
The layout now displays all activities in the project but highlights only the critical activities. Figure t 0-8: Activities that meet filter criteria are highlighted in the layout.
?
Why are activities BAI030 and BAI 040 not highlighted?
?
The activity, BA-AMIN, has negative Total Float. Why is it not highlighted?
ng a You can create filters based on a single criterion or on multiple criteria. A convenient single-criterion filter to use throughout the life cycle of a project is a lookahead filter. It displays the activities that are scheduled to occur within a given time period - the next month, for example. Figure lO-9:Type a Filter Name and then specify filter parameters.
~ Define a filter to display activities scheduled to occur in the next month.
1.
In the Layout Options bar, click Filters.
2.
In the Filters dialog box, click New.
3.
In the Filter specification dialog box Filter Name field, type .
4.
Click in the Parameter cell and select Early Start, from the drop-down list.
5.
Double-click in the Is cell and select is within range of from the drop-down list.
6.
Double-click in the Value cell and then click
7.
Select a date, DD-Earliest Data Date.
8.
Double-click in the High Value cell and type .
9.
Click OK to close the Filter specification dialog box.
Lesson 10 - Formatting Schedule Data
228
You will now execute the new filter to display all activities scheduled to occur within the next month, and then save the layout as One Month Lookahead. Figure lO-10:The project has been filtered to show only those activities scheduled to begin within a month of the most recent data date. However, there are a number of empty WBS title bands taking up space and cluttering the layout.
...
B,6,500~ ,6,ssemble Brick
Samples
·BA5i:i1{R~;ii~;;';~;;dApp;~;;~Bii;;kS~;;;Pies··
Roof
................ ....
j
3d ~ 25.Jan-l0' j 27-.Jan-l0
..·.. ··········1ridT28j~,):1 ri
j10:F~b:l 0
Od'
··30cf
lid
10. In the Filters dialog box, verify that the new filter, One Month Lookahead, is selected. 11. Verify that Replace activities shown in current layout is selected. 12. Click OK to execute the filter.
After executing the filter, the layout shows a number of WBS title bands that contain no activities scheduled to start in the next nlonth. These el11pty WBS eleillents clutter the layout and can be distracting to viewers. However, you can rel110ve the empty grouping bands using an option in the Group and Sort dialog box. Figure 10-11 :Group/sort and filter combine to create a layout that is clean and focuses only on those activities starting within a month of the data date.
B,b,500Cb,ssemble Brick Samples "'''Ei.~56i(R~;,:i~;,:\~~;;d,6.ppi~:~~B;i~ks~;,~pi~~'
, ,,
""10d28j~;:;~io '.10~F~b~io
'30d
Interior Finishes Samples B.6,605U Review and ,6,pprove Flooring
1d 95d
13. In the Layout Options bar, click Group and Sort.
14. In the Group and Sort dialog box Group By Options section, l11ark a checkbox, Hide 15. Click OK. 16. In the Layout Options bar, click Layout, Save As. 17. In the Save Layout As dialog box, type a Layout Name, . 18. Click Save.
if empty.
230
Using Multiple Filters If you cannot achieve your goal with a single filter, you can run two or more filters simultaneously. Figure 10-12:The layout now focuses on critical activities starting within a month of the data date.
'"'eJ Execute two filters simultaneously. 1.
In the Layout Options bar, click Filters.
2.
In the Filters dialog box, mark a checkbox, Critical.
3.
Scroll down and confinn that the One Month Lookahead checkbox is also selected.
4.
Click OK to execute the filters.
5.
In the Layout Options bar, click Layout, Save As.
6.
In the Save Layout As dialog box, type a Layout Name, .
7.
Click Save. Note that all grouping bands are not displayed in the layout. Only those bands that have activities that 111eet the filter criteria are displayed.
ng To refresh your screen with all activities, you can run the All Activities filter. Figure 10-13:MarkAIl Activities to refresh the layout with an activities.
Review and ,1\pprove Designs
....... BA1 036 ··· ....BA1046
;;:~~~~bi~"T~d~~i~~ID~i~i~;H~~ipl~;;;p"
·R~~;i~;~;T~~i;;;i~~iD~t~~;;H~~i·p~;;,;p;
BA2000 : Begin Building Construction ·.. ·....
BA20iri:sit~P;~p~r:;ti·,;;;·
.... 8A20io
............. .L ......... y?L2.?::lan.:~O'
i E~~~~;~ii~t~
BA2030 ; Install Undergrolmd Water Lines BA2040 : In~tall Underground Electric Condllit 'B,~2050 '. F~;;;;)P~;~r Concret~F~oti~g~ ·········B.6.2060 · .. c~~~;~t~·F~l;~;d~ti~~v:.i~ii;··· .. ······B,~20io ·.For;;;~t)d·pollrSI~b··
-12d led 2U3n-l0 'i6~'F~b:i6"''''~f2d .......... iOdTiiF~b·;O"Oi~:i~;:lO · ....:iid! 5d03-Mar-l0 09-Mar-l0 ·12d i 5d 03-Mar-l0
10d . ....5d
B,II,2080 ! Backfill and Compact Walls
09·Mar-l0!
io:t",i~;:1023-~1~;-10"
.... ! ...... ·iOd24:~1~;:10
07:.6.;;;:10
·12d:
.···12d
·06.~pr.i~·":12di
13-Apr-l0 14-,II,pr-10
8,6,2090 .;F~u;;;j~ii~~pi;as~Coii;pi~i~"
·12di ·12d i
···· . :ii;r
BA3000 ; Begin Structural Phase
~ Execute the All Activities filter.
1.
In the Layout Options bar, click Filters.
2.
At the top of the Filters dialog box, n1ark a checkbox, All Activities.
3.
Click OK to execute the filter.
232
Key Concepts •
Use grouping and sorting to organize activities in a layout.
•
Grouping is available in all windows and most dialog boxes.
•
The Group and Sort dialog box provides options to show grand totals and sumnlaries and to nl0dify the font and color for each grouping selected. You can also sort the groups alphabetically, numerically, or chronologically.
•
Use filters to customize a layout or to show only those activities that satisfy the filter criteria. You can apply multiple filters to a layout.
Review Questions Which of the following statements about default filters is false? a.
They are available to all users. They can he deleted.
2.
c.
They cannot be modified.
d.
There are 15 predefined filters. False: Multiple filters may be applied to a layout simultaneously.
ni
ents
Lesson 11 -- Maintaining the Project Documents Library Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
5
5
20
5
35
Objectives After completing this lesson, you should be able to: •
Describe the difference between a work product and a reference document.
"
Create a document record.
411
•
Link the document record to a project document or work product. Assign the project document to an activity or WBS.
Project Documents Project documents can be classified as either a work product or a reference document:
Work product - A document that is a project or activity deliverable and will be turned over to the project's end user or customer. Reference document - A document that can be referenced by a project participant for the purpose of providing standards or guidelines for performing work.
Lesson 11 - Ma.inta.ining the Project Documents
236
Linking Documents Documents are not stored in the P6 Project Management database. Instead, create a document record and then link to the document source. P6
Document repository
Create document record
Store documents
Link
Ubr~ry
...--w.~,,,",,,,igni
Docu
nts
Project document can be assigned to a WBS element or activity. Document
WBS
Sldg'n .FOUND Bldg-1tSiRUCiURE
Bldg·11.MECI·IANtC4.L Bk!-:~:11.MECH.e;N!t:4LHVAC B~-Ig·11.METHANl(AL LIFT S
B~t~'l 1ME CHM·m::~L. 9\'~; TEMS Blclg·J1JXFlHISH
Activity
233
The Work Products and Documents window enables you to catalog and track project-related documents. You can: •
Maintain general information about a document, such as author, status, and revision date.
•
Specify a link to the docun1ent.
•
Assign a document to a WBS element or activity.
In the WP & Docs window, click Add in the Command bar to create a document record. Use the tabs in Work Product and Document Details to enter information into a new document record or to edit the information in an existing record. Use the Files tab to specify the private location and public location of the document. Use the Assignments tab to assign the document to an activity or WBS element. You can also use Work Product and Document Details to view documents and to assign them to activities or WBS elements.
Lesson 1'1 -
Maintainin~
the r:roject Documents Ubrary
In this practice you will: •
Create a document record.
•
Link the doculnent record to the relevant document.
•
Assign a project document to an activity.
•
View a project docunlent fronl the activity to which it is assigned.
Creating a Document Record Docunlents do not reside in the P6 Project Management database. To access documents via Primavera, a document record must be created in the Work Products and Documents window. Figure 11- t :Click Add in the Command bar to add a document to the Work Products and .Documents Table.
~ Create a project document record.
1.
Open a project, Bldg-II.
2.
In the Directory bar, click WPs & Docs.
3.
In the Command bar, click Add.
4.
In the Title field in the Work Products and Documents Table, type a document title
Construction Safety Regulations>. 5.
Press Enter on your keyboard.
General Tab Use the General tab in Work Product and Document Details to assign a document category, status, and revision date. Figure 11-2:Use the General tab to enter a Reference No., Document Category, and Revision Date for the document record. The entries display in the appropriate fields in the WPs and Docs Table as well.
'1l
Assign a Document Category, Reference Number, and Revision Date to a document record.
1.
In the Reference No. field in the General tab, type <1918.64>.
2.
In the Document Category field, click
3.
In the Select Document Category dialog box, select a category, Regu/atolyICompliance, and click
4.
In the Revision Date field, click
, and select a date, JJ-Jan-J O.
242
Tab After you add a document record, you lnust establish a link to the docunlent itself by specifying a file path. There are two kinds of docunlent location references:
•
Private Location - References can be viewed only by P6 Project Management users.
•
Public Location - References can be viewed by all project participants, including timesheet users. Figure 11-3:Assign a Public Location to the document record, and then click Launch to view the document itself.
~ Assign a Public Location to a document record.
1.
In WP & Doc Details, click the Files tab.
2.
In the Public Location field, click
3.
In the Select File Name dialog box, browse to a file location, C: \Training Docs.
4.
Select a file, OSHA. txt, and then click Open.
5.
In WP & Doc Details, click Launch to view the document.
6.
In the File menu in Notepad, click Exit when you are finished viewing the file.
Assigning a
to an Activity
Project documents can be assigned to both WBS elements and activities. For example, during a project's planning phase, you tnay assign a document to a WBS element. As the details of your project develop and the applicability of the docunlent to specific activities becomes evident, you can assign that same document to those activities. Figure 11-4:ClickAssign Activity to assign the project document to an activity.
Excavation Install Underground Water Lines
"t
Assign a document to an activity.
1.
In WP & Doc Details, click the Assignments tab.
2.
At the bottom of the tab, click Assign Activity.
3.
In the Assign Activities dialog box, select an activity, BA2000 - Begin Building Construction.
4.
Click
to assign the document to the activity.
5.
Click
to close the Assign Activities dialog box.
Lesson 11 -, Maintaining
th~
Project
Doeumer'~ts
Library
When a doculnent is assigned to an activity, the assignnlent can be viewed in the WPs & Docs tab in Activity Details. Figure 11-5:Select the activity, BA2000, in the Activity Table and verify that the OSHA ConstTuction Safety Regulations document has been assigned to it in the WPs & Docs tab in Activity Details.
~ View a document assignment in Activity Details.
1.
In the Directory bar, click Activities.
2.
In the Activity Table, select an activity, BA2000 - Begin Building Construction.
3.
In the Layout Options bar, click Layout, Open.
4.
In the Open Layout dialog box, select a layout, Classic WBS Layout, and then click Open.
5. 6.
Activity Details, click the WPs & Docs tab. Verify that the OSHA Construction Safety Regulations document has been assigned to the activity.
Document Details Use the Work Product and Document Details dialog box to view details about and/or open the selected work product or document. Fields in the dialog box are summarized below:
•
Title - The name of the selected work product or document.
•
Author - The name of the person who created the selected work product or document.
•
Version - The selected work product or document's version number.
•
Date - The entered Revision Date.
•
Private/Public Location - The selected work product or docun1ent's file name.
•
Launch Private/Public Location - Opens the work product or document in its native application.
•
Description - A narrative description of the selected work product or document Figure 11-6:CHcI{ Launch in the Work Product and Document Details dialog box to view the document.
~ View a document from Activity Details.
1.
In the WP & Docs tab in Activity Details, select a document, OSHA Construction Safety
Regulations. 2.
At the bottoln of the tab, click '----_~........!!.
3.
In the Work Product and Document Details dialog box, click Launch. The doculnent opens in its native application, which in this case is Notepad.
4.
When you are finished viewing the doculnent, in the Notepad File menu, click Exit.
5.
Click Close to close the Work Product and Document Details dialog box.
246
Lesson 11 - Maintaining the Project Documents Library
Key Concepts •
Documents do not reside in the P6 Project Management database. To access docunlents via Primavera, a document record nlust be created in the Work Products and Documents window.
•
After adding a doculnent record, specify its private and/or public location. Specifying a public location enables all project participants to view the document.
•
You can designate a doculnent as a work product or reference document and assign it to an activity or WBS element.
•
Maintain general infonnation of each project docUlllent such as version, revision date, and author.
Review Questions 1.
True
2.
True
private document can be viewed only by the user who created it. Work products and documents can be assigned only to activities.
u
Roles and Resources
Lesson 12 -- Understanding Roles and Resources Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
15
10
20
5
50
Objectives After completing this lesson, you should be able to: • • • • •
Describe roles. View the roles dictionary. Describe resources. Identify the differences between labor, nonlabor, and material resources. View the resource dictionary.
Roles a
Resources
Role: A job title or skill needed to complete an activity.
Resource: The specific individual used to com piete the activity.
Project Manager
Sue White
250
Roles and Resources •
Both are enterprise data - available for use across all projects. -
•
Roles are associated to resources according to their function. -
•
Both are usually defined by the Project Management Office.
Each resource can also be assigned one primary role, which defines the resource's core skill or responsibility in the organization.
Roles can be placeholders in activity assignments until specific resources are assigned to do the work.
Roles and Resources Resource: Paul Kim Roles: Civil Engineer, Cost Engineer, Mechanical Engineer Primary Role: Civil Engineer -
Each resource can be assig ned only one primary role.
Relationship Between Roles and Resources Civil Engineer
Cost Engineer
Project
Administrator
~
ck
Paul Kim
~.
~.
Chades North
:):...
~.---
~
~
-----, .-._---_.. ---
~
fJ
~ ~
Sue White Tim Ham~s
Wendy Resner
Analyst
~
Patter~ .:on
~ ~i_~ -
Manager
f:)
d Bob
Engineer
i
~
Resou Labor (people) Measured in units of time. Generally re-used between activities/projects. Recorded in terms of price/unit (for example, $50/hour). Nonlabor (equipment) Measured in units of time. Recorded in terms of price/unit (for example, $500/hour). Material (consumables) Measured in units other than time (for example, $5/sq.ft.).
Notes
lw~~$$()~'~ "~:2 ,~~" lJr~tj~:~r~t~~~'l~j~r~~] ~~()~t1~ ~~~~d ~~e~~j~~rt~~~
25tl
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The Roles dialog box enables you to view the roles dictionary and add/delete roles. Four tabs are available for detailed information.
Accounting Management : .~;':; Construction.Corp.Management.ScI1eduler
Schedl,ler
: &,$
Project Sponsor
Construction.Corp.Management.Project Sponsor
:. ~~l Construction,Corp,Management.lnspecior
:. &' Construction.Corp.Management,Superintendents
Inspector Superintendents
~ Construction.Corp.Purchasing
Purchasing
~ Construction.Corp.lT
IT
Construction.Engr
Engineer
i ~ Construction.EngLSE
structlrral Engineer
, ~ Construction.EngLEE
Electrical Engineer
,~ Construction.Engr.ME
Use the Display Options bar to show roles for the enterprise or for the current project only.
In the Roles window, display roles in ascending, descending, or hierarchical order. Use the tabs in Role Details to view specific information about selected role: General- Lists the Role ID and Role Name. The Re5ponsibilities field lists the skills required to perform the role. Resources - Lists the resources that are capable of performing the responsibilities associated with the role as well as each one's proficiency. Prices - Provides five price per unit values. The title of each value can be defined in the Rates tab in Admin Preferences. Limits - Specifies allocation limit(s) for a role. Multiple limits can be established based on effective dates.
In this practice you will: •
View data in the Roles dictionary.
ng the Roles Dialog Box
Accounting Management Scheduler
Project Sponsor
Figure 12-1:The Resources tab in the Roles dialog box displays resources who can perform the responsibilities associated with the selected role.
inspector Superintendents Purchasing
iT Engineer structural Engineer
~ View the Roles dialog box.
1.
In the Enterprise menu, click Roles.
2.
In the Roles dialog box Display Options bar, click Filter By, All Roles.
3.
Select a role, Construction. COlp. Management. Project Manager - Project Manager.
4.
Click the General tab.
? 5.
What are the acaderniclwork requirenlents for the selected role?
Click the Resources tab.
?
Among the listed resources, who is the nlost proficient in the selected role?
Prices Tab The Prices tab is used to specify pay rates for a role. This allows for high-level budgetary planning in the absence of specific resources who may have differing pay rates.
Construction.Corp.Management.Project Sponsor
Project Sponsor
Construction.Corp.Management.lnspec1or
Inspector
Construc1ion.Corp.Management.Superintendents
Superintendents Purchasing
Constrllc1ion.Corp.lT
IT Engineer
Constn.lc1jon.En~1r ,SE
strtlclural En91neer
Constwciion .Engr .EE
Electrical En,lineer
Constrllction.Engr.ME
Mechanical Engineer
Construction.Engr .IE
Instrumentruion Engineer Civil Engineer
JeJ
View rates for a role. 1.
Click the Prices tab.
?
What are the rates for Comnlercial and U.S. General Services Administration?
?
What is the purpose of assigning rates to a role when the resources who ultimately perform actual work might have d!fferent rates than those listed?
. """'*'''''''''''''''''''' . . .'''''''''",,,. .,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,-.:..,,,,,,. .,,,,,,""""""""""""""""" . .,>,~""""'..."""""'""''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''. .,"""""""""',...,"',. .,"''''''''''''''''''''''''""',"0i¥0..,"""""',. . . .,",. . .". . .,"""""""';. .,"'""'". .,"""""""""",''''''''''',. .,''''''''''',. . . .,. ."""""<<<
~"""""""""""'
258
its Tab The Limits tab is used to specify available quantities (limits) for a role. Setting limits helps you quickly identify areas of role overallocation in a Resource/Role Usage Profile. You can define an unlinlited number of limits for a role by specifying a unique effective date for each limit. By default, P6 Project Managen1ent calculates a limit for each role using the combined available units of all resources having that particular role as their prhnary role. For example, if there are four resources in the resource dictionary with the primary role of Electrical Engineer and each is available for 8 hours/day, then the calculated role lin1it for Electrical Engineer is 32 hours/day. Other resources with the role of Electrical Engineer - but a different primary role - are not included in the role limit for Electrical Engineer. This method of calculating role limits is approximate and may not accurately reflect a role's planned allocation. For that reason, the Resource Analysis tab in User Preferences allows you to display role linlits in the Resource Usage Profile and Spreadsheet based on calculated primary resources' lin1its as explained above or based on custon1 role limits, which you define. In our present exan1ple, you will view an existing role lhnit. Figure 12-3:Single or multiple limits can be set for each role.
'1J
View the Limits tab. 1.
Click the Limits tab.
2.
View the role allocation limit. What is the allocation linlit for Project Manager? How do you suppose this linlit was determined?
3.
Click Close to exit the Roles dialog box.
The Resources window contains infonnation about all resources within the organization. There are three kinds of resources:
Truck Crane TflJCK Driver" Heavy
Labor
Vincent Jones
Labor
Smithers
L9bor
Will Summers
Labor
Zsolt Olah
Labor
Use the Display Options bar to filter, group, and sort resources.
Display and select resources in the Resources window. Use the tabs in Resource Details to view information on selected resource: General- View, edit general information. Codes - Assign resource codes. Details Specify calendar, default units/time and other related information. Units & Prices - Set rate( s) based on effective dates. Roles - Assign role(s) to resource. Notes Enter notes about resource. Progress Reporter - Specify approval manager and login for timesheets application.
260
In this practice, you will: •
View data in the Resources window.
IIIQUllllnn
Resources
Before accessing the Resources window, you will close any projects that nlay be open. Resources are enterprise data and are defined independently of any project or activity. Figure 12-4:The Resources window displays information on an resources across the organization.
~ Display resource data in the Resources window.
1.
In the File menu, click Close All.
2.
In the Directory bar, click Resources.
3.
In the Display Options bar, click Filter By, All Resources. The dictionary is displayed hierarchically, but you can sort by Resource Name to locate a resource more easily.
4.
Click a column header, Resource Name, to sort alphabetically.
5.
Select a resource, WRES - Wendy Resner.
Resource
Is
Use Resource Details to add, view, and edit detailed information about the selected resource.
General Tab The General tab enables you to enter general information about the selected resource. Figure 12-5:The General tab displays basic information, such as office phone number and e-mail address. ~~-----------~--~-
Title utomation Systems Engineer
JE) View the General tab. 1.
Click the General tab.
Codes Tab The Codes tab enables you to assIgn resource code values, which help categorize resources for easier grouping, sorting, and organizing. Figure 12-6:Resource code values are useful for organizing resource data.
JE) View the Codes tab. 1.
Click the Codes tab.
Can you think of a situation in which resource codes would be useful?
252
Tab The Details tab enables you to enter the selected resource's type classification, currency and overtime settings, and profile.
•
Type Classification - Indicates whether the resource is Labor, Nonlabor, or Material.
•
Unit of Measure - Used for material resources. Click
•
Currency - Indicates the currency associated with the resource's costs.
•
Overtime Allowed - Mark to indicate that the resource can enter overtime hours in Tinlesheets or in the Resources tab in Activity Details.
•
Overtime Factor - Indicates the value by which the resource's standard price should be l11ultiplied to determine the overtil11e price.
•
Calendar - Indicates the calendar used to identify the resource's availability.
•
Default Unitstrime - Indicates the units/time that win be applied when the resource is assigned to an activity.
•
Auto Compute Actuals - Mark to autonlaticany calculate the resource's actual quantity of work
to specify what unit the resource utilizes.
according to the project plan.
•
Calculate costs from units - Mark to calculate the cost of an activity based on the assigned tUlitS. Figure t2-7:The Details tab displays the resource's calendar and currency settings.
~ View the Details tab.
1.
Click the Details tab.
its & Prices Tab The Units & Prices tab enables you to set prices and availability according to time franle. •
Effective Date - Indicates the effective start date for price and availability.
•
Max Units/Time - Specifies a nUlneric value or percentage that the resource can perform in a single work period, according to effective date, e.g., 8 hid (l000/0) = full-time or 4 hid (50%) = part-titne. Setting this linlit allows you to quickly identify areas of resource overallocation in resource profil eslspreadsheets.
•
Price/Unit - Use to set the resource's price for a single work unit, linked to an effective date.
Figure 12-8:Multiple effective dates and rates can be set for each resource.
$:32.20Ih $:35.42,1h
D
JEJ
Add
View the Units & Prices tab.
1.
Click the Units & Prices tab.
Lesson 12 - Understanding Roles and Resources
264
Key Concepts •
A role is a job title or skill- for example, Trainer or Manager.
•
A resource is sonleone - or something - used to complete an activity.
•
Roles can be assigned to resources to aid in resource management. Multiple roles, including a single primary role, can be assigned to each resource.
•
Resources are divided into three categories: Labor (people), Nonlabor (equipment), and Material (measured in units other than tinle, such as $5.00/square foot).
•
Roles are defined in the Roles dictionary.
•
Resources are defined in the Resources window, where you can use Resource Details to view and edit information about resources.
Review Questions 1.
True orIE~~lS'e~:When resources are defined, they are assigned to a specific project and cannot be shared with other projects.
2.
Which of the following is a resource type? 3.
Labor
b.
Nonlabor
c.
Equipment a and b
e. 3.
a and band c
True ol(,F@:lse:A resource can have more than one primary role.
Assigning Roles and
rces
Lesson 13 - Assigning Roles and Resources Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
10
10
35
5
60
Lesson 13 - Assigning Roles and Resources
266
Objectives After completing this lesson, you should be able to: Assign roles to an activity. It
• • It
Assign rates on roles. Assign resources to an activity by role and directly from the resource dictionary. Adjust Budgeted UnitslTime for a resource.
It
Assign expenses to activities.
Assigning Roles Roles can be assigned to activities when you know which skill sets are required but not which resources will perform the work. Roles are useful for long-range planning.
Assigning Roles Stt~P
Step 1
Step 2
Roles Dictionary
Assigning Roles to
Replace Roles with
Activity
Resources
Civil Engineer
Project Manager
Trainer
Saf"J
MctJtt
3
Assigning Resources Assign by role: At least one role must be assigned to an activity. Replace role assignment with a specific resource. Replace single role assignments individually or multiple role assignments simultaneously. Assign directly from the resource dictionary: Labor resources without role assignments. Required method when assigning nonlabor and material resources.
:-""""""""A""""""""""""""'"''''''''''''''''''"'+«:\",,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,"",. .". .,""""",. ,""""""''''''''''''''''''''''''''""''''''''''''''''''''''''''''''''''''''''''''''''''''''''""""""-"''''''''''''''''''''''''''''''''''''''''''''''''''''"'''', . . .,'''''''''''''''". .,'''''''''',. .,''''''''''''''''''''''''"'"'''''''''''''''''''''''''''.,'''''''''''''''''''''''
Steps for Resource Management Resource.: Olive, Rook
1. Define resources in the resource dictionary.
Roles: eost Engineer, Purchasing Primary Rotl!!; Cost Engineer
Max Units/Time; 8h1d Rates: Commercial S32lh
GSA intern.1
2. Assign resources to activities.
3. Analyze resources and costs.
$~h
S261h
Question Which of the following is a benefit of assigning roles to activities? 1. Roles can act as placeholders until specific resources are assigned. 2. Roles can help project managers and resource managers identify appropriate resources for specific activities. 3. Roles can provide cost estimates and determine preliminary budget requirements during project planning. All of the above
272
Lesson 13 - Assigning Roles and Resources ---~
Notes
Roles are assigned in the Activities window using the Conlnland bar or in the Resources tab in Activity Details.
In the Resources tab in Activity Details, click Add Role to assign a single or multiple roles to an activity.
In the Command bar, click Roles to assign one or more roles to multiple activities simultaneously. Use the Rate Type column in the Resources Tab in Activity Details to review or change the rate type assigned to a role.
274
In this practice you will: •
Assign roles to activities.
•
Assign a rate type on a role.
Assigning Roles to an Activity To assign a role to an activity, click Add Role in the Resources tab in Activity Details. Figure 13-1:ClickAdd Role to display the Assign Roles dialog box.
Construction.Corp.Management
Management
;,'!Y' Construction.Corp Management.Pro.lect Manage Project Manager ~. ~ Construction.Corp.ManagementScheduler
L~
:··r
Schedtder
Construction.Corp.Management.Pro.iect SponsOtProject Sponsor Construction.COt·p.Management.lnspector
Inspector
" ~ Construction.Corp.Management.Superintendent, Superintendents
~ Construction.Corp.Purchaslng Construction.Corp.!T
Purchasing IT Engineer
----.".-~~~---
Elec1rlcal Engineer
Construction.Engr .ME
Mechanical Engineer
Construction.Engr .IE
Instrumentation Engineer
Construction.Engl· .CE
C~IB
Construction.Engr .Cost
COS! Engineer
Engineer
Trades Accessories Construction.Trade.Conc
Concrete
Construction.Trade.Carpentry
Carpentry
Construction.Trade .Convey
~ Assign a role to an activity.
1.
Open a project, Bldg-I 3.
2.
Confinn that you are in the Activities window. (Or in the Directory bar, click Activities.)
3.
In the Layout Options bar, click Layout, Open.
4.
In the Open Layout dialog box, select a layout, Assigning Roles, and then click Open.
5.
In the Activity Table, select an activity, BA1 01 0 - Design Building Addition.
6.
In Activity Details, click the Resources tab.
7.
At the bottoln of the tab, click Add Role.
8.
In the Assign Roles dialog box Display Options bar, click Filter By, All Roles.
9.
Click on the Role Name column header to sOli role names alphabetically and select a role, Construction. Engr.SE - Structural Engineer.
10. Click
to assign the role to the activity.
11. Click
to close the Assign Roles dialog box.
Assigning Multiple Roles to an Activity Use Ctrl+click to select and assign multiple roles to a single activity. Figure 13-2:Multiple roles are selected in the Assign
Roles dialog box. Structural Engineer Electrical Engineer Mechanic'-ll Engineer Instrumentation Engineer Construction.Engr .Cost
[~i 3" Construction.Trade
Cost Engineer Trades
:.. ~ Construction.Trade.lI.ccess
l ,~ Construction.Trade.Conc
lI.ccessories Concrete
; ~ Constructlon.TradeCarpentry
Carpentry
r ~to constructlon.Trade.Convey
Conveyances
: 8,fl
Construction.Trade.(W
CUlhinwals
:.~ Construction.Trade.Demo
Demolllion
~"~ Construction.Trade.Doors
Doors and V\~ndows
:..~ Constructlon.Trade.rNV
DryWallboord
:.~ Constructlon.Trade.Elec
Electrical
Construction. Trade .Elev
Elevator Constr'Jctor
Construction.Trade.Fire
Fire Protection
Flooting
"eJ
Assign multiple roles to an activity.
1.
In the Activity Table, select an activity, BA2010 - Site Preparation.
2.
In Activity Details, click Add Role.
3.
In the Assign Roles dialog box, select a role, Construction.Engr.CE - Civil Engineer.
4.
Ctrl+click to select a second role, Construction. Trade. Excav - Excavation.
5.
Click
to assign the roles to the activity.
6.
Click
to close the Assign Roles dialog box.
Assigning a Single Role to Multiple Activities Assign a single role to multiple activities by selecting activities in the Activity Table and then clicking Roles in the Command bar. To select multiple activities:
•
the activities you want to select are contiguous - Select the first activity and then Shift+click to select the last activity.
•
If the activities you want to select are not contiguous - Use Ctrl+click to select activities individually.
Engineer structural Engineer Electrical Engineer Instrumentation Engineer Civil Engineer Cost Engineer Trades Construction. Trade .Access
Accessories
Construction.Trade.Conc
Concrete
Construction. Trade. Carpentry
Ci\rpentry
Construction. Trade .Convey
Conveyances
Construction. Trade.ON
Curtain walls
Construction. Trade .Demo
Demol~ion
Construction. Trade .Doors
Doors and V,ljndows
Construction. Tri\de .rJoN
Dry VValiboard
"'EJ Assign a role to multiple activities. 1.
In the Activity Table, select activities BAl 030 and BAl 040.
2.
In the Conlmand bar, click Roles.
3.
In the Assign Roles dialog box, select a role, Construction. Engr.ME - Mechanical Engineer.
4.
Click
to assign the role to the activities.
5.
Click
to close the Assign Roles dialog box.
6.
View activities BA1030 and BAl 040 to confirm the role assignments. Where can you look to confirm the role assignments?
n9 Rates Rate types are assigned to roles in the Resources tab in Activity Details. The rate type deternlines the price/unit used to calculate costs for the assignment. The names for each rate type are defined by your administrator in the Rate Types tab of Adnlin Preferences. When you select a rate type, the monetary value is updated automatically in the Price/Unit column. Figure 13-4:Double-click in the Rate Type field to assign a new rate to the role assignment. ., Ptice /Untt4 Price /Untts
JeJ
Display the Rate Type column and change a rate type for a role assignment.
1.
In the Activity Table, select an activity, BA1010.
2.
In the Resources tab in Activity Details, right-click a column header and then click Customize Resource Columns.
3.
Add the column Rate Type (in the General grouping) between Budgeted Units and Price/Unit.
4.
Click OK.
5.
In the Rate Type column for a role, Structural Engineer, view the assigned rate type.
?
What is the assigned rate type for the role?
6.
Double-click in the Rate Type field, and select Internal fronl the drop-down list.
7.
In the Confinnation dialog box, click Yes. What is the Internal rate, and what is the new budgeted cost?
280
Procedures for assigning resources are very sinlilar to those for assigning roles and likewise are performed in the Activities window. Most costs are assigned as a secondary function of the resource assignlnents with which they are associated. Expenses are entered separately in Activity Details.
In the Resources tab in Activity Details, click Assign by Role to replace one or more role assignments with specific resources in a selected activity. In the Resources tab in Activity Details, click Add Resource to assign one or more resources directly from the resource dictionary to a selected activity. In the Command bar, click Rsrc by Role to simultaneously replace one or more role assignments with specific resources in multiple activities. Use the Budgeted Units / Time and Budgeted Units columns in the Resources tab in Activity Details to adjust the amount of work planned for a resource after the resource has been assigned. Use the Primary Resource checkbox in the Resources tab to designate a primary resource for an activity. Use the Expenses tab in Activity Details to enter non-resource one-time expenses for an activity.
Lesson 13 _. Assigning Roles and Resources
In this practice, you will: •
Assign a resource to an activity by replacing a role assignment.
•
Assign resources to multiple activities by sitnultaneously replacing nlultiple role assiglunents.
•
Assign a resource to a Level of Effort activity and adjust the resource's Budgeted Units/Time value.
•
Assign a nonlabor resource to an activity.
•
Designate a primary resource on an activity.
•
Assign a material resource to an activity and specify the resource's Budgeted Units.
•
Assign an expense to an activity.
•
View resource costs and expenses for an activity.
IL ••:"............
for Resource Management
Efficient resource management is a key component of successful project management. The basic steps for resource management in P6 are as follows: 1.
2.
Define resources in the Resources window: •
Define resource availability.
•
Set up the resource name, description, cost, roles, and attributes that control the resource's effects on the schedule.
Assign resources in the Activities window: •
Enter the resource name and the amount of work planned.
•
The cost is calculated based on the resource quantity and the price/unit that was defined in the Resources window.
3.
Analyze resources and costs in the Activities window: •
Use the Resource Usage Profile to view resource quantity/cost information graphically. The profile helps you analyze when, and to what extent, a resource is allocated.
•
Use the Resource Usage Spreadsheet to view resource quantity/cost information in a tabular format. Like the Resource Usage Profile, the spreadsheet helps you analyze resource allocation.
•
Use columns to view total costs.
ing Resources by Resource assignments can be made by replacing a role assignment with a specific resource. At least one role must be assigned to an activity in order to assign resources by role. When you assign by role, only those resources assigned to the role are displayed in the Assign Resources by Role dialog box. Figure 13-5:ClickAssign by Role to replace a role assignment with a specific resource. The Assign Resources by Role dialog box lists only those resources that have the role required to fiU the assignment.
~ Assign a resource by role.
1.
Confirm that you are in the Activities window.
2.
In the Layout Options bar, click Layout, Open.
3.
In the Open Layout dialog box, select a layout, Assigning Resources and Costs, and click Open.
4.
In the Activity Table, select an activity, BA2080 - Backfill and Compact Walls.
5.
In the Resources tab in Activity Details, click Assign by Role.
6.
In the Assign Resources by Role dialog box Display Options bar, click Filter By.
7.
In the Filter By dialog box, select All Resources.
8.
Confirnl that All Roles Required is highlighted, and click OK.
9.
In the Assign Resources by Role dialog box, select a resource, Oper-H - Equipment Operator Heavy, and then click
284
Price/Unit Confirmation When assigning resources by role, a confinnation dialog box is displayed if the resource selected to replace the role has different default quantity/cost settings than the role. These settings include Price/Time, Units/Time, and Overtime Factor values. Confinnation dialog box options: •
Yes - Applies the resource's quantity/cost settings to the resource assignment.
•
No - Retains the role's quantity/cost settings and applies them to the resource assignment. Figure 13-6:.Mark the Do not ask me about this again checkboxes if you do not want to be prompted in future resource by role assignments.
10. In the Confirmation dialog box, nlark Do not ask me about this again. 11. Click Yes to apply the resource's Price/Unit settings.
12. In the second Confinnation dialog box, nlark Do not ask me about this again. 13. Click Yes to apply the resource's Units/Time and Overtime Factor values. 14. Click
to close the Assign Resources by Role dialog box.
Assigning by Role to
Itiple Activities
You can select multiple activities and assign the same resource by role to them all simultaneously. You can also assign multiple resources by role to multiple activities simultaneously. Figure 13-7:Click Resource by Role in the Command bar to fill a resource by role assignment in multiple activities.
PalllKim Kelly Frank Frank Danson Todd Andrews \vaylan Smithers
3 - Skilled
~ Assign a resource by role to multiple activities.
1.
In the Activity Table, Ctr1+click to select nlultiple activities, BA4020, BA4030, and BA4040.
2.
In the Conl1nand bar, click Rsrc by Role. In the Assign Resources By Role dialog box, only resources with the role Cost Engineer are displayed.
3.
In the Assign Resources By Role dialog box, select a resource, OROC
4.
Click
to assign the resource.
5.
Click
to close the Assign Resources by Role dialog box.
How can you verify the resource assignments?
Oliver Rock.
Adjusting Resource Assignment Units Depending on numerous factors -
including the type of activity or type of resource - you may need to
adjust Budgeted Units or Units/Titlle when assigning a resource.
•
Budgeted Units - The number of units - hours, for eXa111ple - that a resource is assigned to work on the activity.
•
UnitslTime - The ntIDlber of units (hours) that a resource is scheduled to work in a specific time period - for exanlple, 8 hours/day.
When you assign a resource to an activity, this calculation is performed: Duration x UnitslTime = Units.
Assigning a Resource to a Level of Effort Activity Assigning a resource to a Level of Effort activity is a situation that often requires an adjustment of units/time or units. Because a resource does not typically work full-time on a Level of Effort activity, the units/time must be adjusted after making the assignment. Figure 13-8:The resource is assigned to work only one hour/day on the Level of Effort activity.
~ Assign a resource to a Level of Effort activity.
1.
In the Activity Table, select an activity, BA-ADMIN - Project administration.
2.
In the Resources tab in Activity Details, click Assign by Role.
3.
In the Assign Resources By Role dialog box, select a resource, THAR - Tim Harris.
4.
Click
to assign the resource, and then click
to close the dialog box.
Earlier you marked Do not ask me again in the confirmation box asking if you want to use the Units Per Time and Overtime Factor values for the new resource. Therefore, you must adjust the Units/Time manually. 5.
In the Budgeted Units/Time field in Activity Details, type <1>, and then press Enter.
Assig ng a Resou
rectly
Not all organizations use roles as placeholders In activities. Some assign resources directly from the resource dictionary. And even organizations that generally do use roles must assign resources directly when assigning nonlabor and n1aterial resources. Resources in the dictionary can be used on any activity, and, except for milestone activities, an unlimited nUlnber of resources can be assigned. In the following exercise, you will use the Search feature to quickly search the resource dictionary for a backhoe, a nonlabor resource that is required to work on the Backfill and Compact Walls activity. Figure 13-9:Click Add Resource to launch the Assign Resources dialog box, where you can use the Search featUl'e to locate resources quicldy.
~ Assign a nonlabor resource to an activity.
1.
In the Activity Table, select an activity, BA2080 - Backfill and Compact Walls.
2.
In the Resources tab in Activity Details, click Add Resource.
3.
In the Assign Resources dialog box Display Options bar, click Filter By, All Resources.
4.
In the Search field, type .
5.
Select a resource, Backhoe, and then click
6.
Click
to assign the resource.
to close the Assign Resources dialog box.
288
usting Budgeted Units/Time to Specify Resource Quantity As you already learned in assigning a resource to a Level of Effort activity, it is sometimes necessary to adjust a resource assignment's units or units/time. In the following exercise, you will adjust Budgeted Units/Time to indicate that two laborers - at 8h/d each - will work on an activity. Figure 13-10:ln the Budgeted U"itslTime column, 16hld indicates that two Laborers will work on the activity.
'1l
Assign resources and then adjust Budgeted Units/Time. 1.
In the Activity Table, select an activity, BA2060 - Concrete Foundation Walls.
2.
In the Resources tab in Activity Details, click Add Resource.
3.
In the Assign Resources dialog box, click the Resource ID column heading to alphabetize the resources.
4.
Select a resource, Carp - Carpenter, and then click
to assign.
5.
Select a resource, Irwk -Ironworker, and then click
to assign.
6.
Select a resource, Labor-C - Laborer-Construction, and then click
7.
Click
8.
In the Budgeted Units/Time column for a resource, Laborer-Construction, type <16>, and then
to assign.
to close the Assign Resources dialog box.
press Enter on your keyboard.
Designating a
Resou
The primary resource is the person responsible for coordinating an activity's work. An activity can have one primary resource or none. CD
Only the primary resource is able to send feedback to the project manager via time sheets to inform the project manager of the status of an activity.
CD
A primary resource can be assigned to a milestone activity for the purpose of updating the Inilestone through timesheets. This assignment is made in the General tab in Activity Details.
CD
A primary resource can also update activity steps via Timesheets.
CD
If multiple resources are assigned to an activity, the first resource assigned is designated as the pritnary resource by default. This designation can be changed using the checkboxes in the Resources tab in Activity Details. Figure 13-11:The Ironworker is designated as the primary resource.
JEj Assign a primary resource to an activity. 1.
In Activity Details, view the prinlary resource for activity BA2060.
? 2.
Who is the primary resource?
In the Primary Resource column, mark a checkbox, Ironworker. Note that marking the checkbox for the ironworker clears the checkbox for the carpenter. An activity can have only one primary resource. In addition to the checkbox, is there any other indication as to who is the primary resource?
290
Assigning a Material Resource Material resources are not measured in units of time. For example, polyform is measured in linear feet, and concrete is measured in cubic yards. Units of measure are created in Admin Categories. After a unit of measure has been created, it is assigned to the appropriate material resources in the Resource dictionary. Figure 13-12:Material resources are not measured in units of time. In this example, polyform is measured in linear feet (It).
JeJ
Assign a material resource to an activity. 1.
In the Activity Table, verify that activity BA2060 - Concrete Foundation Walls is selected.
2.
In the Resources tab in Activity Details, click Add Resource.
3.
In the Search field in the Assign Resources dialog box, type .
4.
Select a resource, Polyform
5.
Click
6.
In the Budgeted Units field for the new resource, type <1000>, and then press Enter on your keyboard.
Polyfornt, and click
to assign.
to close the Assign Resources dialog box.
ng Costs Costs are planned and managed at the activity level. There are two types of costs:
•
Resource - Calculated based on resource assignments.
•
Expense - Lump sum costs that are entered manually.
Resource Costs The cost of a resource can be calculated based on the Price/Unit defined in the Resource dictionary and the Budgeted Units assigned to the activity. •
Budgeted Cost = Budgeted Units x Price/Unit Figure 13-13:Budgeted Cost is calculated for Polyform used in the activity.
JEj View the Budgeted Cost for a resource in an activity. 1.
In the Activity Table, verify that activity BA2060 - Concrete Foundation Walls is selected.
2.
In the Resources tab in Activity Details, view the Budgeted Cost colunln.
Expenses Expenses are non-resource costs associated with a project. They are typically one-time expenditures for non-reusable itenls. Examples of expenses include facilities, travel, overhead, and training. Expenses are manually assigned at the activity level. You can enter a single lump sum expense or you can enter the nUlnber of units and the PricelUnit. •
Expense categories can be assigned to classify the expense.
•
Expenses can be accrued at the stmi, end, or uniformly over the duration of an activity.
•
A unit of nleasure can be used to label the quantity - for example, each, pounds, or square feet. Figure 13-14:An expense has been added to the activity.
~ Add an expense to an activity.
1.
In Activity Details, click the Expenses tab.
2.
At the bottom of the tab, click Add.
3.
Type an Expense Item .
4.
Double-click in the Expense Category field.
5.
In the Select Expense Category dialog box, select a category, Materials, and then click
6.
In the Accrual Type field, verify
7.
In the Budgeted Units field, type <1>, and then press Enter on your keyboard.
8.
In the Unit ofMeasure field, type , and then press Enter.
9.
In the Price/Unit field, type <10000>, and then press Enter.
Un~rorm
over Activity.
Summary Tab Use the SUlnlnary tab to display unit, cost, or date information for the selected activity. Select Display cost at the bottonl of the tab to display the itelnized and total costs of the selected activity. Activity costs are broken down into: ..
Labor Cost
..
N onlabor Cost
..
Material Cost
..
Expenses
..
Total Cost Figure 13-15:You can choose to display units, costs, or dates in the Summary tab.
~ Display cost calculations for an activity after expenses have been entered.
1.
In the Activity Table, verify that activity BA2060 is selected.
2.
In Activity Details, click the Summary tab.
3.
At the bottom of the tab, select Display cost. What is the total cost of the activity?
294
Lesson 13 - Assigning Roles and Resources ,~---~-
Key Concepts •
Role assignments can be used as placeholders and replaced later with specific resources.
•
Three steps in resource management are defining resources, assigning resources, and analyzing resources.
•
Resource assignments can be nlade by replacing a role assignment with a specific resource. At least one role must be assigned to an activity in order to assign resources by role.
•
If a role is not designated as a placeholder in an activity, you can assign a resource directly from the resource dictionary.
•
When you assign a resource to an activity, the calculation Duration x Unitsrrime performed.
•
When you assign a resource, you can adjust Units/Time or Budgeted Units. You can also designate
= Units
a pnmary resource.
Review Questions 1.
To which of the following can roles be assigned? a.
Resources
b.
Activities
c.
WBS elements a and b
e.
a and band c
2.
True or\t;is~~:::~ maximum of 10 resources can be assigned to an activity.
3.
What type of resource is not measured in units of time?
4.
a.
Labor
b.
Nonlabor
c.
Material
d.
None of the above
1r11l6"'fl1r
False: Expenses are non-resource costs that are assigned to a project's activities.
is
ng
Lesson 1 -- Analyzing Resources Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
5
10
20
5
40
Objectives After completing this lesson, you should be able to: • Display the Resource Usage Profile. • •
Format a profile. Format the timescale.
ng Resources Effective resource management is a critical component of successful project management. The primary tool in P6 Project Management for resource analysis is the Resource Usage Profile. -
Enables you to view resource usage within a single project or across the entire enterprise.
-
Supports efficient resource management by helping you identify resource overallocation and underutilization.
298
Notes
Lesson 14 - Analyzing Resources
The Resource Usage Profile is a tool for analyzing resource usage in both the current project and ongoing projects across the enterprise. The profile displays in the bOttOlll layout in the Activities window.
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o Review Bids for Brick ,l'\ward Contract for Biid Interior Finishes
D
........................................! Oliver Rock
.... ...... LOli\'er,~.oc~. ! Oliver Rock
II1II .l\ctual Unijs
Labor Labor L.~bor
Use the left pane Display Options bar to select formatting options for the resource/role hierarchy. The Resource/Role Hierarchy displays either roles or resources. You can display all resources, all active resources, or roles/resources for the current project only. When viewing Open Projects Only, use the Display Activities for Selected checkboxes to filter the top layout to show only the activities that the resource selected in the hierarchy is assigned or only the activities that occur during the time period selected in the right pane of the profile. Use the right pane Display Options bar to select formatting options for the resource/role usage profile (data and graph). The legend explains the meanings of the bars and/or lines that appear in the usage profile. The timescale displays the date intervals - the major increment is displayed on the bottom and the minor increment is displayed on the top.
300
In this practice you will: •
Set options in User Preferences for how data is displayed in the Resource Usage Profile.
•
Display the Resource Usage Profile.
•
Format the Resource Usage Profile.
•
Fortnat the timescale in the Resource Usage Profile.
Resource Analysis Settings The Resource Usage Profile, which can be displayed in the Activities window, enables you to vIew resources/role unit and cost distribution over time. You can specify how data is played in the profile via the Resource Analysis tab in User Preferences:
•
All Projects •
•
All closed projects (except what-if projects) - Displays resource/cost usage data for: l1li
all projects that are open, and
l1li
all projects that are closed (except what-if projects)
All closed projects with a leveling priority - When electing to show remaining values for open versus closed projects, choose this option to include data for all closed projects with a specific leveling priority.
•
•
Opened projects only - Focus on resource/cost usage in the projects currently opened.
Time-Distributed Data •
Display data based on Remaining Early or Forecast dates.
•
Select the time interval for displaying live resource allocation: hour, day, week, or month.
Figure 14-1:Verify settings in the Resource Analysis tab in User Preferences to ensure that data in the Resource Usage Profile is properly displayed.
'1J
Display the Resource Analysis tab in User Preferences. 1.
In the Edit menu, click User Preferences.
2.
In the User Preferences dialog box, click the Resource Analysis tab.
3.
In the All Projects section of the Resource Analysis tab, verify that All closed projects (except what-ifprojects) is selected.
4.
In the Interval for time-distributed resource calculations field In the Time-Distributed Data section, verify that Day is selected.
5.
Click Close to close the User Preferences dialog box.
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Lesson 14 - Analyzing Resources
302
Usage Profile The Resource Usage Profile provides a graphical view of unit/cost distributions over time. It displays the amount of effort needed from each resource/role on the project during each tinle period. Use the profile to determine how many hours each resource is scheduled to work; identify overallocated resources; track expenditures per time period; and display a "banana curve" to compare early and late dates. •
View unit/cost distributions from a specific project or all projects to which you have access.
•
View resource or role allocations.
•
Display separate bars for one or all of the following:
•
Budgeted units/costs
•
Actual units/costs
•
Remaining Early units/costs
•
Renlaining Late units/costs
•
The Resource Usage Profile tinlescale matches the timescale for the Gantt Chart.
•
Format colulnns, group, sort, and filter resources/roles in the profile.
•
Can be saved as part of a layout.
Displaying
Resource Usage
Use Resource Usage Profile inforn1ation to detennine which resources/roles are overallocated and which resources/roles are underutilized.
JEJ Analyze a resource's allocation using the Resource Usage Profile. 1.
Open a project, Bldg-14.
2.
Confirm that you are in the Activities window. (Or in the Directory bar, click Activities.)
3.
In the Layout Options bar, click Layout, Open.
4.
In the Open Layout dialog box, select a layout, Resource Analysis, and then click Open.
5.
In the Layout Options bar, click Show on Bottom, Resource Usage Profile.
6.
In the Display Options bar in the left pane of the Resource Usage Profile, click Filter By, All Resources.
7.
Click
?
lim to expand Construction and Purchasing, and select a resource, OROC - Oliver Rock.
What do you notice right away about Oliver Rock?
304
ng All Projects or Open Projects Only When you select the User Preferences setting for All closed projects (except what-if projects), you can toggle the Resource Usage Profile to display either: •
Open projects only.
•
All projects including all closed projects (except for what-if projects).
This option is available on the right pane Display Options bar. When Open Projects Only are displayed, you can filter the top layout either by Time Period or by Resource.
•
Time Period - Filters activities in the Activity Table to show only activities assigned to the selected resource based on the time period selected in the timescale.
•
Resource - Filters activities in the Activity Table to show only the activities assigned to the selected resource. Figure 14-3:Mark Time Period to view activities within a specific time frame. Rei.riew Bids for Heat Pump
• AV"ard Contract fOl Heat ~ .... . . . ..... EMteiiorFiriShes'"
-Brick 'Prepare and Solicit Bids 101
-
:Interior Finishes
.. ,Floor and Carpeting
".til :RevleW B'lds' ior i:ioOiinij .•
II Muel/Unlts [) Remaining Early lklRs
III O'leraftocated Early I.JniI:s II Litnft
'1J
Adjust the Resource Usage Profile to view activities in a specific time frame. 1.
In the right-pane Display Options bar, clear Show All Projects.
2.
In the Display Activities for selected field, mark Time Period.
3.
In the right pane, click a time period, 21-Feb-10.
ng The Resource Usage Profile can be modified by adjusting Data and Graph settings in the Resource Usage Profile Options dialog box. Data settings: •
Display - Select to display units or costs.
•
Show Bars/Curves - Mark to display By Date (periodic) bars and/or Cumulative curves and to format their colors.
•
Show Remaining Bars As - Select a solid color to display early bars and a hatched color to display late bars.
•
Additional Data Options - Mark to display a line indicating resource limits, resource/role overallocation, resource availability, or resource overtime units.
If Show All Projects is n1arked, different color bars can be displayed to distinguish open projects from closed projects. Figure 14-4:Mark to display a cumulative curve.
--t
Set display options to show a cumulative curve in the Resource Usage Profile.
1.
In the right-pane Display Options bar, click Resource Usage Profile Options.
2.
In the Remaining Early row in the Show Bars/Curves section of the Resource Usage Profile Options dialog box, mark a checkbox, Cumulative .
. .",. . .,,"""",. . .,""'''''''''''''''''''''''',. .,'''''"'''',. .,"""""","""""""""""''''''''''''''~'''''''''''''"''''''''''''''''''''''''10..'''''''''''''''''''''''''''''''''''''''''''",,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,"""""'''1\''''',. . .,",. . .,"''''''''''''''''''''''''''''''''''''''''''''''''''""""""""""""""""""""''''''''''''''''''''.""," . . . . ,. . ","""""""", . . . . "" . . .""",,,,,,,,,,"(0.,,,,,,,,,,,,,,,''oN
306
Graph settings:
•
Vertical Lines - Choose to display major/minor sight lines based on the timescale interval.
•
Horizontal Lines - Choose the line style and color.
•
Additional display options: ..
Show Legend - Display the data itetn each color represents.
..
3D Bars - Add a third dhnension to the bars.
..
Background Color - Specify the color displayed in the background.
..
Calculate Average - Specify the values to divide the timescale interval totals. II
Divide interval totals by - To divide the thnescale interval totals by an incretnent you specify, type it in this field.
II
Unit of Measure - Specify the unit of measure for the timescale intervals. Figure 14-5:Clear the checkbox to hide the legend.
JeJ
Turn off display of the legend in the Resource Usage Profile. 1.
In the Resource Usage Profile Options dialog box, click the Graph tab.
2.
In the Additional Display Options section, clear a checkbox, Show Legend.
3.
Click OK.
The cunlulative curve represents resource usage. The curve clilnbs as the resource's units accunlulate and plateaus when the resource is not being utilized.
64.00h
240.00h
24.00h
32.00h
40.o0h
O.OOh
Labor Labor
Figure 14-6:Double-click on a bar in the histogram to view details of what the bar shows.
I
• •EBIIII•••••••••'•••••••180.00h . Ace Corp
Labor
,lift Morgan
Labor
Information SY,ltems Department
Labor
Construction Department
IT
I I
60,0011
180,0011
40,0011
.I-.....----120,00h
Labor
Highway Pre Resources for Highway Project
Labor
School
School Project
Labor
IT Resowces
Labor
I
20.0011, ,
'1J
60,00h
View details of a bar in the histogram.
1.
In the right window of the Resource Usage Profile, double-click the bar for the week of21-Feb-10, and review data.
2.
Close the Details window.
308
Formatting the Timescale Specify the timescale you want to display in the Resource Usage Profile and the Gantt Chart. "
Timescale Start - Specify the date from which the tinlescale should start for the profile or Gantt Chart.
"
Date Interval - Choose the units of the timescale in years, quarters, months, weeks, days, hours, and shifts. Figure 14-7:Specify a Timescale Start date and a Date Interval in the Timescale dialog box.
'1J
Format the timescale in the Resource Usage Profile.
1.
In the right-window Display Options bar, click Tinlescale.
2.
In the Timescale Start field in the Tinlescale dialog box, click
3.
Click Custom Date, and then select a date, 01-Feb-10.
4.
In the Type field in the Date Format section, verify Calendar.
5.
In the Date Interval drop-down list, select Week/Day 1.
6.
Click OK.
to select a date.
You can also fonnat the timescale by clicking and dragging: •
Place your nl0use on the minor date interval on the timescale (the cursor will change to
Click
and drag to expand or contract the titnescale. Place your nlouse on the major date interval on the timescale (the cursor will change to
raJ). Click
and drag to move the entire timescale. Figure 14-8: In the timescale, the major date interval is Week, and the minor date interval is Day.
~ Manipulate the timescale in the Resource Usage Profile.
1.
In the Ininor date interval, experiment with expanding and conlpressing the timescale.
2.
In the major date interval, adjust the time franle to show the week of 24-Jan-l O.
310
Key Concepts •
The Resource Usage Profile provides a graphical view of unit/cost distributions over tiIne. It displays the amount of effort needed from each resource/role on the project during each tiIne period.
•
Use the profile to determine how many hours each resource is scheduled to work, identify overallocated resources, track expenditures per time period, and display a "banana curve" to compare early and late dates.
•
You can specify settings for resource analysis in the Resource Analysis tab in User Preferences.
•
You can further customize the profile by using the two Display Option bars.
Questions 1.
2.
False: The Resource Usage Profile allows you to focus on resource overallocation. Which of the following cannot be displayed in a Resource Usage Profile? 3.
Actual bars
b.
Budgeted bars To Complete bars
d.
3.
4.
Remaining Late bars
·lI'"n.c:."~1I'"
False: The Resource Usage Profile legend may be turned off. False: The Resource Usage Profile can be saved as part of a layout.
Optim
the
Ian
Lesson 15 - Optimizing the Project Plan Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
10
15
35
5
65
Objectives After completing this lesson, you should be able to: • ..
Analyze schedule dates. Shorten a project schedule.
• •
Analyze resource availability. Resolve resource overallocation. Analyze project costs.
«I
roject Constraints
Successful projects must balance multiple constraints. Resources
Quality
Risk
314
Lesson 15 -- Optimizing the ProJect Plan
P6 Triple Constraint
Traditional PMI model
P6 model
Optim
ng the Project Analyze schedule dates Ensure that milestone dates and project dates are achieved. Analyze resource allocation Ensure that resources are not overallocated. Analyze the cost budget Evaluate project costs.
Analyzing Schedule Dates Most important date in the schedule: calculated Finish date. -
Compare the calculated Finish date to the Must Finish By date. If the calculated Finish date is later than the Must Finish By date, the project must be shortened.
Project deliverables should also be scheduled to finish by the dates imposed by project sponsors. -
Identify intermediate milestone dates and ensure that schedule meets them.
Shortening the Project Focus on critical activities. Refine duration estimates. -
Break down long activities. Assign additional resources to reduce duration.
Use relationships to overlap activities. Apply/modify constraints. Change calendar assignments. -
Put critical activities on a longer workweek. Add exceptions to non-work time.
Analyzing Resource Allocation • • ..
Determine which resources are overallocated. Identify activities contributing to resource overallocation. Remove overallocation from appropriate resources. -
Replace the overallocated resource with another available resource. Increase the resource's workweek. Increase the hours/day that the resource works. Assign additional resources to the activity.
Analyzing the Cost Review budgeted costs for individual activities, WBS elements, and the entire project. Confirm that costs are within budget.
320
Notes
The procedures necessary for optimizing the schedule are performed prin1arily in the Activities window, however you will need to display the Projects window to view the dates tab in Project Details to cOl11pare the Must Finish By date to the calculated Finish date.
Use the Layout Options bar to filter the layout to show critical activities only. Use the Activity Table to select activities whose durations, relationships, or constraints you want to modify. Use the tabs in Activity Details to view and/or modify an activity'S duration, relationships, and constraints, and to document any changes. In the Tools menu, click Schedule (or press F9 on your keyboard) to reschedule the project after making any changes. Use the Total Float column in the Activity Table to check activities' Total Float after making changes to the schedule.
322
In this practice you win: •
COlllpare a project's calculated Finish date to its Must Finish By date.
•
Define a project's critical path.
•
Filter a project to view only its critical activities.
•
Shorten a project by modifying activity duration estitnates, relationships, and constraints.
Comparing the Calculated Finish Date to the Must Finish By Date You can quickly determine whether the project win finish on time by viewing the Dates tab in Project Details. Contractually, the Office Building Addition project must be finished by 02 ..Nov-lO. The project must actually finish by the close of business on Ol-Nov-lO, however, as the Must Finish By constraint is at 12:00 am (midnight) on 02-Nov. The schedule indicates that the project will not finish on time. Figure lS-l:The calculated Finish date is later than the Must Finish By date, indicating that the project will not finish on time. OfrICe Builcling Adclition • Creating relationships Office Bui/ding Adclition . Scheduling the Project Plan OfrlCe Building Adclition . Assigning Constraints Office Bui/cling Adclition . Work Products and Doc'.Imerns Office Bui/cling Addition· Formatt.1g Schedule Dala Office Building Addition· Assigning Roles Office Building Addition· Assigning Resources and Cocts
'1J
View the Finish date and the Must Finish By date. 1.
Open a project, Bldg-i5.
2.
In the Directory bar, click Projects.
3.
In the Layout Options bar, click Layout, Open.
4.
In the Open Layout dialog box, select a layout, Selected Tabs, and then click Open.
5.
In the Project Table, select a project, Bldg-i5.
6.
In Project Details, click the Dates tab and COlnpare the Must Finish By date to the calculated Finish date.
?
Is the project scheduled to finish on time?
Focusing on Critical Activities To shorten the project, focus on critical activities. These represent the longest continuous path of activities through a project and determine the project Finish date. If you Inake changes to a critical activity, the project's finish date is likely to be affected. Figure 15-2:Define critical activities in the Settings tab .
..IEJ Define critical activities as those on the project's longest path. 1.
In Project Details, click the Settings tab.
2.
In the Define Critical Activities section, select Longest Path.
324
Viewing Critical Activities In the Activities window, you can use a default filter to display only critical activities in the top layout. Figure 15-3:The layout is filtered to show critical activities only.
_1IiIIrIIII_
• Begirl Bllilding Constrllction~ Site Pr~aration
_ _ E.cav,.tion : IIIIIIII!III instalUnde'!lfQUlldWate.Lines
'" """"" "":_ iOSiOlunJeig.oun.:JErecti;ctOi,(j,j;i":" _
FOfl'l'lll'ourCone.eteFoot;"gs
IIIIIIIIIIIIiII ConcreteFourld~ionWa
'1l
View critical activities. 1.
In the Directory bar, click Activities.
2.
In the Layout Options bar, click Layout, Open.
3.
In the Open Layout dialog box, select a layout, Optimizing the Project, and then click Open.
4.
In the Layout Options bar, click Filters.
5.
In the Filters dialog box, mark a checkbox, Critical, and then click OK.
hortening the Project If schedule analysis leads you to conclude that the Must Finish By date cannot be met, concentrate your efforts on shortening the schedule. Several methods can help you accomplish this goal.
ing Duration Estimates Begin the analysis by reviewing the activities with the longest duration. In general, these activities offer the greatest flexibility in altering durations. Figure 15-4:Change the original duration of the activity. Remember that you must reschedule the project in order to see the impact of the change on Total Float.
JEJ
Shorten an activity duration.
1.
In the Activity Table, select an activity, BA2010 - Site Preparation.
?
What is the Total Floatjor the project?
2.
In Activity Details, click the Status tab.
3.
In the Original Duration field, type <15>, and then press Enter on your keyboard.
4.
In the Tools menu, click Schedule (or press F9 on your keyboard).
5.
In the Schedule dialog box, click Schedule. What is the Total Float now?
Modifying Relationships If you need to compress the schedule further, review the relationships between activities on the critical path. For example: There is a Finish to Start relationship between the activities BA2010 - Site Preparation and BA2020 Excavation. You determine that these activities can be perfonned at the sanle tilne. Change the relationship to Start to Start with 5 days of lag. Figure 15-5:Modify the relationship type and add lag. After rescheduling, note the effect of the change on Total Float.
'1J
Change the relationship type and add lag. 1.
In the Activity Table, verify that BA2010 Site Preparation is selected.
2.
In Activity Details, click the Relationships tab.
3.
In the Successors window, double-click in the Relationship Type column for activity BA2020 Excavation, and select SS from the drop-down list.
4.
In the Lag field, type <5>, and then press Enter on your keyboard.
5.
In the Tools menu, click Schedule (or press F9 on your keyboard).
6.
In the Schedule dialog box, click Schedule.
?
What is the Total Float/or the project now?
Modifying Constraints Constraints assigned earlier in the project life cycle may need to be modified based on the latest inforn1ation from the project temn. If you n10dify or delete a constraint, be sure to also modify or delete the Notebook topic that was created to document the constraint. A resource has become available to work on the activity BA2020
Excavation. You can now relnove the
Start On or After constraint from the activity. Figure 15-6:The constraint on activity BA2020 - Excavation has been removed and the project ,·escheduled.
JEJ
Remove a constraint from an activity. 1.
In the Activity Table, select an activity, BA2020 - Excavation.
2.
In Activity Details, click the Status tab.
3.
In the Constraints section, select None in the PrimafY drop-down list.
4.
Click the Notebook tab.
5.
In the Notebook Topic pane, confirm that Constraints and Assumptions is selected.
6.
Click in the right pane, press Enter to Inove the cursor to a blank line, and type .
7.
In the Tools n1enu, click Schedule (or press F9 on your keyboard).
8.
In the Schedule dialog box, click Schedule.
?
What is the Total Float/or the project now?
328
Verifying Project Dates To see if the project will now finish on time, verify that no negative Total Float exists on any of the activities in the project. A thorough review indicates that the Total Float for the project is one day and the calculated Finish date is
29-0ct-10. Therefore, the project is scheduled to finish before the Must Finish By date of 2-Nov-l O. Figure 15-7:ln the Projects Table, verify that Total Float for the project is 1 day, indicating that the project will finish on time. Office Building Add~ion - C,eating Relationships Office Building Add~ion - Scheduling OffICe Building t>.dd~ion -Assigning Con.h.inl. Office Building Add,ion . Fonnatting Schedule Data Office Building Add.ion -WOIk P,oducls and Documenls Office BuiIding.Add'ion -Assigning Roles and ResolUces OffICe Buildin~ Addition -Analyzing Re,olUce, r. !!Ill
'1J
Verify the Finish date and Total Float.
1.
In the Directory bar, click Projects.
2.
In the Project Table, select a project, Bldg-i5.
3.
In the Layout Options bar, click Layout, Open.
4.
In the Open Layout dialog box, select a layout, Project Table, and then click Open.
5.
In Project Details, click the Dates tab.
6.
Verify the Finish date, 29-0ct-10.
7.
In the Project Table, view the Total Float column and verify that Total Float for the project is 1 day.
330
You will make extensive use of the Resource Usage Profile for optimizing resources in the project plan.
Tim Harris OfiverRock Go Concrete
Equipment Operator· Heavy Koenig Designers
Ed\-llood
Use the Resource Usage Profile left pane Display Options bar to filter the resources displayed in the resource hierarchy. Use the resource hierarchy to select resources whose allocations you want to check. Use the Display Activities for selected options to identify the activities contributing to a resource's overalJocation. Use the Resource Usage Profile right pane Display Options bar to fonnat the resource usage graph. Use the Resource Usage Profile right pane to identify overallocation of selected resources. Click Resources in the Command bar to assign and replace resource assignments. Click Rsrc by Role in the Command bar to assign and remove assignments.
In this practice, you will: •
Investigate and detect resource overallocation.
•
Identify the activities contributing to the overallocation of a selected resource.
•
Correct resource overallocation by replacing the overallocated resource in an activity with another available resource.
ng Resource
location
You have optinlized the schedule, and the project will now be conlpleted by the deadline. Our next step is to ensure that resources are allocated appropriately. You will use the Resource Usage Profile to detennine which resources are overallocated or underutilized and then adjust resource assignments as necessary to accommodate the workload. Figure 15-8:The Resource Usage Profile indicates that Oliver Rock is overaHocated.
: C==::J Re Jiew Technical Data on Heat Plirnr's ......................._ - _........._ - Foundation _ _ _ Site Preparation
Excavation' In~toll Utldetqro'And Water Lines
~ Use the Resource Usage Profile to identify overaUocated resources.
1.
In the Directory Bar, click Activities.
2.
In the Layout Options bar, click Layout, Open.
332
Lesson 15 -. Optimizing the Project Plan
3.
In the Open Layout dialog box, select a layout, Resource Profile, and then click Open.
4.
In the Resource Usage Profile left-pane Display Options bar, click Filter By, Current Project's Resources.
5.
In the Resource Usage Profile left pane, click on a column header, Resource Name, to sort alphabetically.
6.
Select a resource, OROC - Oliver Rock.
Identifying the Cause of Resource Overallocation The Resource Usage Profile provides an easy method for tracing the cause of resource overallocation. In the following exercise, you will use a filter to identify the activities contributing to Oliver Rock's overallocation during January and February of2010. Figure 15-9:Click a week in the timescale to view the activities causing the overallocation in that time period .
.... HVAC Re~iew
I
Bids lor Heal Pump :
.A.~lard Contract 101 Heal P~
.... :Brick :Prepare and Solicit Bids fOr erick Exterior .... :Interiol Finishes ... :Floor and Carpeting
. . .. ... tl:Review iiidSforAooiiIiQ
operaling Engineer Painter Paul Kim Plumber
~ Identify the activities causing resource overallocation.
1.
In the Display Activitiesfor selected field in the left pane of the Resource Usage Profile, mark Time Period.
2.
In the histogram timescale, click on a week, 24-Jan-l0, and VIew the activities causing overallocation in the top layout.
What are the activities causing overallocation during the selected week? 3.
In the histogram timescale, click on a week, 31-Jan-10.
What are the activities causing overallocation during the selected week? In the histogratn tinlescale, click on a week, 21-Feb-l0.
What are the activities causing overallocation during the selected week?
Correcting Overallocation There are several methods to remove the overallocation froln a resource: •
Replace the overallocated resource with another available resource.
•
Increase the resource's workweek.
•
Increase the hours/day that the resource works.
•
Assign additional resources to the activity.
After analyzing Oliver Rock's overallocation, you have decided to use a different resource for activities
BA5010 - Review and Approve Brick Samples and BA5020 - Prepare and Solicit Bids for Brick Exterior. Waylan Smithers is not allocated to work in this tilne period, so he can be assigned to the activities.
Oliver Rock Operating Engineer Painter Paul Kim
Figure 15-10:Resource Waylan Smithers is available to work on activities in January and February.
PhJmber Polyform Roolers Rough Carpenter
JeJ
Identify an alternative resource to work on activities. 1.
In the Resource Usage Profile resource hierarchy, select a resource, WSMI
Waylan Smithers.
2.
Verify that Waylan is available to work on the activity during the week of January 24.
334
Removing the Overallocated Resource
If the selected activities have an associated role u-v"'''oJLJUu •.~~~~c;::a~n quickly change resources in multiple in the Comnland bar. activities by first selecting the activities and then clicking Figure 15-1t :Click to remove the resource assignments.
'1J
Remove resource assignments. 1.
In the Display Activities for selected field in the left pane of the Resource Usage Profile, clear a checkbox, Time Period.
2.
In the resource hierarchy, select a resource, OROC - Oliver Rock.
3.
In the Activity Table, Ctrl+click to select activities BA50l0 and BA5020.
4.
In the Command bar, click Rsrc by Role.
5.
In the Assign Resources by Role dialog box, select a resource, Oliver Rock.
6.
Click
to remove Oliver Rock from the selected activities.
Assigning an Alternative Resource Next, assign Waylan Sn1ithers to work on the two activities. Figure 15-12:Click to assign Waylan Smithers to the selected activities.
Oliver Rock Paul Kim
3 - Skilled 3 - Skilled
Painter
Paul Kim PlLlmbel PoiyfOim Roofels Rough Calpentel
TimH·911is
~ Assign an alternative resource to the activities.
1.
In the Activity Table, confirm that activities BA5010 and BA5020 are selected.
2.
In the Assign Resources by Role dialog box, select a resource in the Cost Engineer band, Waylan Smithers, and then click
3.
Click
Itlll
to close the Assign Resources by Role dialog box.
Reviewing Allocation Finally, use the Resource Usage Profile to check allocation for Oliver Rock, who was removed from the activities, and Waylan Smithers, who was assigned to the work in his place.
Koenig Designers Laborer-Construction Mason
Figure 15-13:Assigned hours for Oliver Rock (top) and Waylan Smithers (bottom) both show no overaUocation.
Painter Paul Kim Plumber Polylorm
~ OROC ~ OpEng
Operating Engineer
~ Painter
Painter Paul Kim
~ PKIM ~ Plumber
~ Polyform ~ Roofer ~ Rghcarp
Plumber Polyform Roofers Rough Carpenter
THAR
"'eJ
View updated resource allocations. 1.
In the File menu, click Refresh data (or press F5).
2.
In the Resource Usage Profile resource hierarchy, select a resource, Oliver Rock, and view his updated allocation.
3.
Select another resource, Waylan Smithers, and view his updated allocation.
Replacing a Resource Click
in the Assign Resources dialog box to quickly replace one resource with another in a single
activity or in multiple activities simultaneously. Note that this functionality is available only when assigning a resource directly - it is not available in the Assign Resources by Role dialog box. Figure 15-14:Click the Replace Resource icon to replace a resource assignment.
Ope,,,ling Enginee Painle, Paul Kim Plumbe, Polyform Roofe,s Rough C",penle, Tim Harri
~ View the steps for replacing a resource.
1.
In the Activity Table, select an activity, BA5030 - Review Bidsfor Brick.
2.
In the Comnland bar, click Resources.
3.
In the Assign Resources dialog box, select a resource, Oliver Rock.
4.
Click The Replace selected resource( s) with dialog box is displayed. You will not replace the resource at this tinle, but if you were going to execute this action, you would select the resource you want to assign to the activity, and then click
5.
Click
to make the assigmnent.
to close each of the dialog boxes.
Detailed budget analysis is beyond the scope of this training course and generally beyond the scope of a project manager's responsibility. Nevertheless, project managers need to know how to review a cost budget in order to know whether actual costs Inay exceed budgeted costs and whether to take corrective action. A layout with cost colunlns will be used in the Activities window to facilitate review of the cost budget.
Use the Layout Options bar to select a layout with appropriate cost coJumns. Use the cost columns to review budgeted costs for labor, non1abor, and material resources as wen as expenses, and budgeted total costs for individual activities, WBS elements, and the entire project.
~""""""""""""""""""""""""""'" """"""""""""""""""""",'to.""",,,,,,,,"""""""""""'''''''''''''"""""""",'-{{>..,"""""""""""""""""""""""""""""""""""''''''''''''''''''''''''''''''''''''''''''''''"""""""""""""""""""""""""""""""""""""""""""""""'"''''''''''''""t-"""""""""""""""""",,>:
In this practice, you will: •
Review cost figures to determine if they are within budget.
n9 There are nlany options for analyzing the budget. By displaying cost columns in the Activity Table and grouping and sorting project activities in different ways, you can review the budgeted costs of individual activities, specific project areas (WBS elements, phases, timefranles, etc.) or the entire project. Figure 15-J5:The Budgeted Total Cost is within the $250,000 that was allocated for the project.
~ Display a layout that shows Budgeted Total Cost information.
1.
In the Layout Options bar, click Layout, Open.
2.
In the Open Layout dialog box, select a layout, Analyzing the Budget, and then click Open.
3.
Scroll to the top of the screen to view rolled-up budget values.
?
$250,000 has been allocated/or the Office Building Addition project. Is the project within budget?
Lesson 15 -
340
Optim~zing
the Project
P~an
Concepts •
Optimizing the project plan is the last step in plamling your project. Ensure that the project plan lneets its date, resource, and cost requirements.
•
If the calculated Finish date of the project is beyond the Must Finish By date, the project lnust be shortened. You can compare the dates in the Dates tab in Project Details.
•
You can use various nlethods to shorten the project, such as refining duration estimates, modifying relationships, and applying constraints. Focus your efforts on critical activities.
•
Use the Resource Usage Profile to ensure that resources are not overallocated.
•
Evaluate costs to ensure that the project can be completed within budget.
Review Questions _--~CCc
True or~c~lse;)You can quickly determine whether the project will finish on time by reviewing the ____ Status tab in]jioject Details. 2.
Which of the following is a method for removing resource overallocation? a.
Decrease the resource's workweek
b.
Assign the resource to more activities in the selected time frame Re-assign work to a different resource
d.
False: To be successful at shortening a project, you must focus on critical activities.
3. 4.
All of the above
Which of the following is an alternative for shortening the duration of a project? 3.
Use relationships to overlap activities
b.
Add resources to reduce durations
c.
Review long activities to determine if duration can be refined
d.
Change calendar assignments All of the above
Lesson 16 -- Baselining the Project Plan Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
10
10
20
5
45
342
Objectives After completing this lesson, you should be able to: • e o
Create a baseline plan. Display baseline bars on the Gantt Chart. Modify the bars on the Gantt Chart.
What is a Baseline? _ . . . . . - - - - - Current bar
1,""'_.....- - - - -..... Baseline bar
A copy of the project plan used as a basis for comparison when evaluating the progress of an updated project. -
Create a baseline before updating a schedule for the first time.
Provides a target against which to track a project's cost, schedule, and resource performance.
Notes
The Maintain Baselines dialog box enables you to add, delete, copy, and restore baselines. Use the Assign Baselines dialog box to assign a project baseline and up to three user baselines. (Both dialog boxes are accessed via the Projects nlenu.) After baselines are assigned, click Bars in the Layout Options bar, where you can custolnize how bars are displayed in the Gantt Chart.
Click Add to add a baseline in the Maintain Baselines and Assign Baselines dialog boxes. You can also delete and copy baselines. Click Update to open the Update Baseline dialog box, where you can select the data you want to automatically update for the selected baseline, and then run the Update Baseline utility. Click Restore to restore the selected baseline as a separate project that you can manually modifY. Use the Baseline Type drop-down list to specifY the type of baseline - for example, Initial Plan or Customer SignojJ. Assign Baseline Dialog box enables you to assign a project baseline and up to three user baselines.
346
In this practice you will: "
Create and categorize a baseline and then assign it to a project.
"
Display and fonnat baseline bars in the Gantt Chad.
"
Customize the Activity Table to accommodate the display of baseline bars in the Gantt Chad.
IL;U:lI'~Cllline
Functionality in P6 Project Management
Baseline functionality in Primavera enables you to: "
Save an unlimited number of baselines per project. •
The number of baselines that can be created is controlled through the Data Limits tab in Ad,nin Preferences, which can be accessed in the Admin menu.
"
Designate one project baseline and up to three user baselines at a time for comparison to the current project.
"
Assign a baseline type to categorize a baseline. Examples include initial planning, what-if, or midproject baselines. Baseline types, which are usually created by an administrator, are used to standardize baselines and can help you benchmark perfonnance across multiple projects.
"
P6 enables you to copy baselines when you copy a project.
"
A baseline is a snapshot of a project at a particular point in time. •
Baselines do not exist as separate projects that you can access. They exist only in conjunction with the projects to which they are associated.
Creating a Baseline You can create a baseline either by: •
Copying the currently opened project.
•
Converting another project into a baseline.
When you create a baseline, you must select the project to which it is associated. Baselines can be assigned only to opened projects. All opened projects are displayed in the Maintain Baselines dialog box.
~ Create a baseline.
1.
Open a project, Bldg-16.
2.
Confirm that you are in the Activities window.
3.
In the Layout Options bar, click Layout, Open.
4.
In the Open Layout dialog box, select a layout, Classic, and then click Open.
5.
In the Project Inenu, click Maintain Baselines.
6.
In the Maintain Baselines dialog box, verifY that the project to which you are associating the baseline, Office Building Addition
Baselining the Project Plan, is selected.
7.
Click Add.
8.
In the Add New Baseline dialog box, verify that Save a copy of the current project as a new baseline is selected.
9.
Click OK.
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Categorizing the Baseline Assign a baseline type to categorize the baseline based on how you to intend to use it. For example, the Initial Plan baseline type can be used for your initial project plan. Another baseline type, Mid-Project Status, can be used after the project is underway. Baseline types are also useful in organizing multiple baselines in the project. Figure 16-2:Select a Baseline Type from the drop-down list in order to categorize project baselines.
"eJ
Rename the baseline and designate it as the Initial Plan baseline. 1.
In the Maintain Baselines dialog box, select a baseline, Office Building Addition - Baselining the Project Plan - BJ.
2.
In the Baseline Name field, type .
3.
In the Baseline Type drop-down list, select Initial Plan.
4.
Click Close.
Assigning a Baseline Use the Assign Baselines dialog box to choose a project baseline and/or user baseline for the project. If no baseline is designated as active, the current project plan is used as the baseline.
•
•
Project baseline - Baseline selected by the project Inanager for the project. •
U sed for schedule, resource, and cost comparison.
•
Controlled by the security privilege, Maintain Project Baselines.
User baseline - User-specific; each user can choose a different baseline for comparison to the current project. •
Prinlary user baseline: Used for schedule, resource, and cost comparisons.
•
Secondary and tertiary user baselines: Used for schedule comparisons only. Figure 16-3:Select the newly created baseline as the project baseline. _, Building ,A,ddition - Baselining the Project Plan
Pro,ied»
"EJ
Select the newly created baseline as the project baseline and primary user baseline. 1.
In the Project nlenu, click Assign Baselines.
2.
In the Assign Baselines dialog box Project Baseline drop-down list, select Base 1: Building Addition.
3.
Click OK.
350
Baseli
Bars
The Bars dialog box allows you to 1110dify the type, SIze, color, row position, and shape of the bars displayed in the Gantt Chart.
•
Timescale - Bar is drawn based on the timescale selected, for example, Actual Bar drawn frOl11 Actual Start date to Actual Finish date.
•
Filter - Bar is drawn for all activities that l11atch the criteria listed in the filter displayed.
Bar Style Tab The Bar Style tab enables you to specify the shape, color, and pattern of bars and endpoints.
•
Shape - Shape of the selected bar's endpoints and the weight and position of the bar.
•
Color - Color of the selected bar and its endpoints.
•
Pattern - The fill pattern of the selected bar.
•
Row - Position of the bar on the Gantt Chart. Figure 16-4:The Bar Style tab enables you to specify the shape, color, pattern, and row of bars displayed in the Gantt Chart.
"'e
Display the Bars dialog box. 1.
In the Layout Options bar, click Bars.
Displaying Baseline Display baseline bars in the Gantt Chart to visually compare the baseline plan's schedule dates to the current project plan's schedule dates. In addition to bars displayed by default, you can create additional bars based on date fields and filters. Select a value in the Row field to determine placement of a bar in the Gantt Chart. Figure 16-5:Mark the Display checkbox next to the bars you want to display in the Gantt Chart.
~ Display baseline bars.
1.
In the Bars dialog box Display colulnn, mark a checkbox, Prj Baseline Bar.
2.
Confirnl that you are in the Bar Style tab.
3.
In the Row field, verify 2.
4.
In the Display column, mark a checkbox, Prj Baseline Milestone.
5.
In the Row field, verify 2.
6.
Click OK to close the Bars dialog box.
352
Customizing the Activity Table You can customize the layout even further by choosing display options for the Activity Table. These include the font of the text and the height of the rows, which can be specified in the Table, Font and Row dialog box. Figure 16-6:Use the arrows to increase/decrease row height.
~ Change row height in the Activity Table.
1.
In the Layout Options bar, click Show on Bottom, No Bottom Layout.
2.
In the Layout Options bar, click Table Font and Row.
3.
In the Row Height section, clear a checkbox, Keep Current Row Heights.
4.
Confirm that the option Select height/or all rows is selected.
5.
Use arrows to increase row height to 30.
6.
Click OK.
Saving the Layout If you are pleased with the layout, you can save it with a new name.
o
Form and POLrr Slab
I
Backlill and Compact'
~ Foundation Phase COl tBegil1 Structural Phi
~ Save the layout.
1.
In the Layout Options bar, click Layout, Save As.
2.
In the Save Layout As dialog box, type a new Layout Name .
3.
Click Save.
354
Labels Tab Labels can be placed on any of the bars listed in the dialog box. When adding a label, specify its position relative to the bar. By adding dates to the bars, you can quickly deternline the Start and Finish dates of activities in the Gantt Chart. Figure t6-S:Activity Name, Finish, and Variance - BL Project Finish Date are all selected as bar labels in the Gantt Chart.
'11
Add labels to the Current Bar Labels bar.
1.
In the Layout Options bar, click Bars.
2.
In the Bars dialog box, select a bar, Current Bar Labels.
3.
Click the Bar Labels tab.
4.
At the bottom of the tab, click Add. (Do not click Add on the right side of the dialog box.)
5.
In the Position column, verify Right.
6.
In the Label column drop-down list, select Finish.
7.
At the bottom of the dialog box, click Add.
8.
In the Position column, verify Right.
9.
In the Label column drop-down list, select Variance - BL Project Finish Date.
10. Click OK to close the Bars dialog box.
Design Building .I>.dditioti, 26,Jan-10, Od Review and Approve Designs, 21-..lan-10, Od
!.lI.ssemble Technical Data for Heat Pump
o
As,emble Technical Data for He.'lt Pump,D1-Feb-1O, Od Revie'N Techni~.'ll Data on He~t Pumps, 15-Feb·1O, Od
Review Technical Data on Heat Pumps Begin Building Construction
t Begil1 Building Comtruction"
Site Preparation Excavation
Od
Site Prep.9ration, 11-Feb-10. Od ~
Excavation, 1Heb-1 0, Od
~ Install Undergrollnd VI ater Li~1es, 18-F eb-1 0, Od Imtall Underground Electric (:onduit. 18-Feb-10, Od
c::::::::::::::
Form/Pour Concre)e
Footing~,
04-Mar-1 0, Od
~ Concrete Foundation Walls, 18-Mar-1
E=:J FOim and Pour Slab.. 25-Mar-10, I Backfill and Compact ViallY 26 ~F6ulld;ti~;'Phae ComJ:>lete,2E
t :8egin Shuctlllal Phase, • Od
11. In the Layout Options bar, click Layout, Save.
356
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Key Concepts •
A baseline is a copy of a project that you can compare to the current project in order to evaluate progress. Create a baseline plan before updating a schedule for the first time.
•
You can create a baseline either by copying the currently opened project or by converting another project into a baseline.
•
Assign a baseline type to categorize and standardize baselines across all projects.
•
A project baseline is the baseline selected by the project manager for the project and is controlled by a security privilege. User-baselines can be designated by each user and are used for schedule comparison only.
•
The Bars dialog box allows you to Inodify the type, size, color, row position, and shape of the baseline bars displayed in the Gantt Chart.
Review Questions 1.
True or False: Only one baseline can be compared to a current schedule at any given time.
2.
Which of the following can be compared using a project baseline?
3.
a.
Schedule data
b.
Resource data
c.
Cost data
d.
All of the above
True or False: A maximum of one project baseline and three user baselines can be created for any single project.
the
roject
Lesson 17 - Executing the Project Plan Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
5
10
40
5
60
358
Objectives After completing this lesson, you should be able to: •
Describe several methods for updating the project schedule.
•
Use Progress Spotlight. Update the status of completed activities and activities in progress.
•
Reschedule the project.
pdating a Project Once a project has started, actual activity information must be updated at regular intervals. Schedule dates and durations Resource usage Expenses
Lesson 17 ~ Executing the Project
How Data is Collected Updates can be made daily, weekly, or monthly depending on project length and the precision of project control. Three methods for updating project information: e Manually - Project managers manually enter the actual date, resource, and cost information.
•
III
Timesheets - Approve and apply timesheets. -
Team members use timesheets to update activities. Project managers review and approve timesheets.
-
Project managers apply timesheets to the project.
Auto compute actuals - Activity progress is calculated automatically according to the project plan. Actuals can be entered manually, through the use of timesheets, or can be calculated automatically according to the project plan.
P~an
Data Date The data date is the date up to which actual performance data is reported and the date from which future work is scheduled. The data date always starts at the beginning of the day . Date------~---........
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362
The Updating Process Standard project update procedures should be established, including how data is collected and how often it is updated. Create a baseline plan (optional). lit
•
Identify the new data date. Enter activity progress. Report resource use and costs to date.
• •
Use Suspend and Resume dates as necessary. Reschedule using the new data date. Perform baseline analysis. -
lit
Compare current plan to baseline plan to analyze variances.
Monitor project progress with reports. -
Determine whether project objectives are being met.
Question or It is important that the duration of the updating period remain constant throughout the course of the project. 1. True . False
364
,---
Notes
Updating the project plan is done in the Activities window. An updating period is displayed in the Gantt Chart and in the Activity Table, and activity progress information is entered in the appropriate tabs in Activity Details.
Use Progress Spotlight to define a status updating period and identify activities on which progress has occurred. Use the Activity Table to select activities to update. Use the Status tab in Activity Details to enter actual schedule dates and duration information for completed activities and activities in progress. Use the Resources tab in Activity Details to enter actual resource usage information. Use the Expenses tab in Activity Details to enter actual non-resource costs for activities being updated.
In this practice you will: •
Use Progress Spotlight to define a status updating period.
•
Enter Actual Start and Actual Finish dates for cOlnpleted activities.
•
Adjust Relnaining Duration for an activity in progress.
•
Suspend and resume an activity in progress.
•
Adjust Actual Regular Units and Remaining Units for an activity resource.
•
Adjust Actual Cost and Relnaining Cost for an activity expense.
•
Reschedule the project after updating activities.
•
Review the updated project after rescheduling to detennine what, if any, steps need to be taken going forward.
Defining a Status Updating Period Define the status updating period before· you begin to update activities. In general, the updating period begins at the current data date and ends at a point in the future. The length of the updating period depends on the frequency of your updates. You could, for example, create an updating period that extends one week from the current data date. The end of the updating period will become the new data date which actual performance is measured.
the date up to
There are two options for defining the status updating period in the Gantt Chart: •
Activate Progress Spotlight.
•
Drag the data date.
Note that even as you establish a new status updating period, the new data date must still be manually changed in the Schedule dialog box.
Progress Spotlight Progress Spotlight creates a visible status updating period between the current data date and the next data date. It also provides a highlighted list of activities that should show progress during the updating period. Figure 17-1 :Click the icon to activate the Progress Spotlight.
~
A::1emble Brick S.3mplf''l' ~ A>~ernble Technical bata for Heal Pump
~ Revie!,t.,1 and ,6.pprove Flooring
~ Irrlall UndelOro'und \Ja!er Une
~ Imlall tJnderground Eledric (;ond'Jil
JEj Activate the Progress Spotlight. 1.
Open a project, Bldg-17.
2.
Confirm that you are in the Activities window. (Or in the Directory bar, click Activities.)
3.
In the Layout Options bar, click Layout, Open. In the Open Layout dialog box, select a layout, Status the Project, and then click Open.
5.
In the top layout toolbar, click
to activate the Progress Spotlight.
Progress Spotlight establishes a status updating period of one week frOlTI the current data date, based on the nlinor date interval of the Gantt Chart tilTIescale, which is set to Week/Month. You can click and drag the right edge of the Spotlight to increase or decrease the status updating period. 6.
Click
again to de-activate the Spotlight.
368
Dragging the Data Date You can also highlight the activities to be updated by dragging the data date line to the desired date. Note the date tag on the cursor, which changes as you drag the line. Figure 17-2:Dragging the data date line enables you to focus on activities that should be updated.
JeJ
Drag the data date. 1.
Use your mouse cursor to click and drag the data date line to 08-Feb-lO.
ng Actuals Once a project is underway, you must enter actual schedule data, resource usage, and expense costs at regular intervals. 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. Actual data is different than planned data -
actual data is the real time and cost associated with an activity.
Enter schedule, resource, and cost data in the following order:
Completed Activities ..
Actual Start and Actual Finish dates
..
Actual Regular Units/Costs
..
Actual Cost for expenses
Activities in Progress ..
Actual Start date
..
Percent Conlplete and/or Remaining Duration
..
Actual Regular Units/Costs and Relnaining Units/Costs
..
Actual and Remaining Costs for expenses
If activity work is telnporarily halted, use Suspend/Resume dates.
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Lesson 17 - Executing the Project
370
P~an
ng Milestones To update a start nlilestone, mark the Started checkbox and enter the Actual Start date. You do not need to enter data in the Finish field because the activity type is a Start Milestone, which has zero duration. Figure 17-3:Mark the Started checkbox in the Status tab.
"eJ
Update a Start Milestone activity. 1.
In the Activity Table, select an activity, BA1000 - Building Addition Kickoff.
2.
In Activity Details, click the Status tab.
3.
Mark a checkbox, Started.
4.
Verify the Actual Start date, ll-Jan-10.
pdating Activities to Completion Three steps must be performed to update an activity to completion: •
Enter Actual Start and Actual Finish dates.
•
Enter Actual Regular Units for resources.
•
Enter Actual Cost for expenses. Figure 17-4:MarkStart and Finished checkboxes and verify/change dates in the Status tab.
~ Update an activity that started and finished on time.
1.
In the Activity Table, select an activity, BA10l0 - Design Building Addition.
2.
In the Status tab in Activity Details, n1ark the Started checkbox and verify the Actual Start date,
ll-Jan-l0.
3.
Mark the Finished checkbox and verify the Actual Finish date, 26-Jan-l0. Note that when you luarked the Finished checkbox, the bar for the activity in the Gantt Chart turned blue, indicating that the activity was con1pleted and has actual values.
372
Next, you will check the Actual Regular Units for the activity. Note that in this exatnple, data in the Actual Regular Units field is autolnatically cOlnpleted because Recalculate Actual Units and Cost when duration % complete changes is selected in the Calculations tab in Project Details. Figure t 7-5:1n the Actual Regular Units column, verify 96 hours worked.
~ Verify Actual Regular Units for an activity resource.
1.
In the Activity Table, verify that activity BA1010 - Design Building Addition is selected.
2.
In Activity Details, click the Resources tab.
3.
In the Actual Regular Units column for the resource, Koenig Designers, verify the number of hours worked, 96.
You will now update the status of activity BA1020 - Review and Approve Designs, which was cOlnpleted during this status updating period. The activity started on time but finished one day late. Resource Paul Kiln worked an additional 8 hours on the activity. When selecting a new date for the Started or Finished field in the Status tab, mark the checkbox first and then select the date. Figure 17-6:Mark the Finished checkbox before selecting a new date.
'-t
Update the status of an activity. 1.
In the Activity Table, select an activity, BA1020-Review andApprove Designs.
2.
In Activity Details, click the Status tab.
3.
In the Status section, lnark a checkbox, Started. Verify the Actual Stati date, ll-Jan-10.
5.
Mark a checkbox, Finished.
6.
In the Finished field, click
7.
Select the Actual Finish date, 22-Jan-10, and then click Select.
374
You have updated the Actual Finish date. Now you luust update the actual hours that the resource worked. Figure 17-7:The Actual Regular Units are 80h - 8 hours more than the Budgeted Units.
~ Update Actual Regular Units for a resource.
1.
In Activity Details, click the Resources tab.
2.
In the Actual Regular Units column for Paul Kim, type <80>.
3.
Press Enter on your keyboard.
Updating a Mid-Project Milestone A Start Milestone is updated the same way whether it occurs at the beginning of a project or in mid-project. Mark the Started checkbox and then enter the Actual Start date. Figure t 7-8:Mark the Started checkbox for the Start Milestone activity.
~ Update a mid-project Start Milestone.
1.
In the Activity Table, select an activity, BA2000
2.
In Activity Details, click the Status tab.
3.
In the Status section, Inark a checkbox, Started.
4.
Verify the Actual Start date, 22-Jan-JO.
Begin Building Construction.
pdating Activities in Progress Four steps must be performed to update an activity in progress: •
Enter Actual Start date. (The Started checkbox must be marked before a new date is selected.)
•
Enter Percent Complete and/or Remaining Duration.
•
Enter Actual Regular Units and Remaining Units for resources.
•
Enter Actual Cost and Remaining Cost for expenses.
In the following exanlple, activity BA20JO was started during the status period but is now falling behind schedule. You will indicate this by increasing the Remaining Duration. Figure 17-9:Type a new Remaining Duration.
'-t
Update an activity in progress. 1.
In the Activity Table, select an activity, BA20JO - Site Preparation.
2.
In the Status tab in Activity Details, l11ark a checkbox, Started.
3.
Verify the Actual Start date, 22-Jan-J O.
4.
In the Remaining Duration field, type <7>.
5.
Press Enter on your keyboard.
Actual Regular Units is the number of units that a resource actually worked on the activity. Remaining Units is the aInount of work (units) required to con1plete the activity. The fonnula for calculating Relnaining Units is: Remaining Units = Remaining Duration x Remaining Units/Time. Figure 17-1 0: Review Actual Regular Units and Remaining Units in the Resources tab.
JEj Review Actual Regular Units and Remaining Units for activity resources. 1.
In Activity Details, click the Resources tab.
2.
In the Actual Regular Units column, verify that Ed Wood and the Excavator have each worked 64 hours so far.
3.
In the Remaining Units column, verify that Ed Wood and the Excavator each have 56 hours of work ren1aining .
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378
Lesson 17 -~ Executing the Project Phu!.
Suspending an Activity When an activity starts but is unexpectedly delayed or stopped for a period of time, you may suspend it. •
A suspended activity must have an Actual Start.
•
Use the Status tab to enter Suspend and Resume dates.
•
Suspend date - The last day that work was conducted on the activity.
•
Resume date - The first day that work will continue on the activity.
•
The actual duration excludes suspension time.
•
Use the Notebook tab to document the reason for the suspension.
In the following exercise, the Excavation activity was started late and was then suspended due to a snowstorm. Figure t 7-11 :Enter Suspend and Resume dates in tbe Status tab.
~ Enter Suspend and Resume dates for an activity.
1.
In the Activity Table, select an activity, BA2020 - Excavation.
2.
In Activity Details, click the Status tab, and then mark a checkbox, Started.
3.
In the Started field, click
Figure 17-12:Actual Start, Remaining Duration, and Suspend and Resume dates have been updated.
4.
Select the Actual Start date, 27-Jan-lO, and then click Select.
5.
In the Remaining Duration field, type <7>, and then press Enter on your keyboard.
6.
In the Suspend field, click
7.
Select a Suspend date, Ol-Feb-lO, and then click Select.
8.
In the Resume field, click
9.
Select a Resunle date, 05-Feb-lO, and then click Select. Figure 17-13:Add a Notebook topic description to document the activity suspension. Excm'ation suspended due to snowstonn, Activity resumed on 05-Feb-l0,1
10. In Activity Details, right-click and select the Customize Activity Details option. 11. In the Available Tabs section of the Activity Details dialog box, select Notebook, click
to move
it to the Display Tabs section, and then click OK. 12. Click the Notebook tab. 13. In the Notebook Topic section, click Add~ select a topic, Delay Impacts; and then close the Assign Notebook Topic dialog box. 14. In the Delay Impacts details section, type a topic description, .
pdating Completed Activities For the remainder of the practice, you will update a number of activities that have been completed during the status updating period. The Assemble and Submit Flooring Samples activity has finished one day early. Resource Oliver Rock worked eight hours less than planned on the activity . You will update Actual Units to 56 hours. Figure 17-14:Update the Finislted field to indicate that the activity finished one day early.
'1J
Update the Actual Finish date of a completed activity. 1.
In the Activity Table, select an activity, BA6040 - Assemble and Submit Flooring Samples.
2.
In Activity Details, click the Status tab.
3.
In the Status section, mark a checkbox, Started.
4.
Verify the Actual Start date, 22-Jan-JO.
5.
Mark a checkbox, Finished.
6.
In the Finished field, click
7.
Select the Actual Finish date, 01-Feb-10, and then click Select.
Figure 17-15:Actual Regular Units have been updated to 56 - eight less than the 64 original Budgeted Units.
JeJ
Update the Actual Units of a completed activity.
1.
In Activity Details, click the Resources tab.
2.
In the Actual Regular Units column for Oliver Rock, type <56>.
3.
Press Enter on your keyboard.
382
The Assemble Brick Santples activity was also completed during this status updating period. Figure 17-16:Confirm the Actual Start and Finish dates for the activity.
'1J
Update a completed activity. 1.
In the Activity Table, select an activity, BA5000 - Assemble Brick Samples.
2.
In Activity Details, click the Status tab.
3.
In the Status section, mark a checkbox, Started.
4.
Verify the Actual Start date, 25-Jan-JO.
5.
Mark a checkbox, Finished.
6.
Verify the Actual Finish date, 27-Jan-JO.
Next, update the Assemble Technical Data for Heat Pump activity, which was also stalied and finished during this status updating period. Figure 17-17:The activity bar in the Gantt Chart turns blue after the Started and Finished checkboxes have both been marked.
~ Update a completed activity and add the Actual Cost for an expense.
1.
In the Activity Table, select an activity, BAl 030 - Assemble Technical Data for Heat Pump.
2.
In the Status tab in Activity Details, n1ark a checkbox, Started.
3.
Verify the Actual Start date, 28-Jan-10.
4.
Mark a checkbox, Finished.
5.
Verify the Actual Finish date, 01-Feb-10.
334
Lesson '17 - Executing the Project P!an
While the Actual Start and Actual Finish dates need no Inodification, the Assemble Technical Data for Heat
Pump activity has an expense that has run over its budgeted anl0unt. You will update the appropriate entries in the Expenses tab to reflect the additional spending. In the Expense tab, the value in the At Completion Cost field is calculated by adding the Actual Cost ($600.00) + the Relnaining Cost ($0.00). After updating the relevant fields, you will be able to COlnpare the At Completion Cost to the Budgeted Cost to detennine how much the expense is over budget. Figure 17-18:Enter the Actual Cost and the Remaining Cost for the
expense.
6.
Click the Expenses tab.
7.
Verify that an expense, Heat Pump Application, is selected.
s.
In the Actual Cost column, type <600>, and then press Enter on your keyboard.
9.
In the Remaining Cost column, type <0>, and then press Enter.
How far over budget is tlte Heat Punlp Application expense?
Rescheduling the Now that actuals have been entered for all the activities in the status updating period, it is necessary to reschedule the project based on the new data date. Any activities that did not finish on time will delay their successor activities. Figure 17-19:Set a new Current Data Date before rescheduling.
'1l
Reschedule the project using a new data date. 1.
In the Tools menu, click Schedule (or press F9 on your keyboard).
2.
In the Schedule dialog box Current Data Date field, click
3.
Select a date, 08-Feb-J 0, and then click Select.
? 4.
Why did you select tltis date as the new data date?
Click Schedule.
the Rescheduled Project After the project has been rescheduled, the successors to activity BA2020, which was delayed, are also delayed. You should now assess the project as follows: •
Evaluate the project's performance to date.
•
Analyze activities on the critical path.
•
Develop new strategies for putting the project back on track and meeting project deadlines.
•
Build consensus within your project team.
•
hnplenlent the revised project plan. Figure 17-20:After rescheduling, the activity BA2020 and its successor activities are all behind schedule.
JeJ
View delayed activities in the Activity Table. to de-activate the Progress Spotlight.
1.
In the top layout toolbar, click
2.
In the Activity Table, select an activity, BA2020
"•
Excavation.
What are BA2020's successor activities? II
How did you discover your answer?
II
What is the Total Float of each of tile three activities?
~w~';$$()rl ,.~~? "~,, E~~~{~~~t~~§~] t~~~ P~'~~',~~~ct ~~~~(jr~
3t~1
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••,..,,,,,,.., ..,..,,.....',,.....,,,,,.."..,..,.'.."'.L......' ...' ...".., ...'" ....., ...,..,...""',..."",,....,...,,-','" ........,..., ......,.,...,.........,•."',','" •.',,:...,',...,',',...'.,
Figure 17-2t:Apply a filter to view only the critical activities. By comparing the critical activities to their baseline bars, it is evident that they are an behind schedule.
3.
In the Layout Options bar, click Show on Bottom, No Bottoln Layout.
4.
In the Layout Options bar, click Filters.
5.
In the Filters dialog box, mark a checkbox, Critical, and then click OK.
6.
In the Gantt Chart, review the critical activities. Note that by comparison to their baseline bars all of the project's critical activities are now behind schedule.
~""""""'"''''''''''''''''''''''''''''''''''''''''''''"""'"''''''''''''''''''''''''''''''''''''''''''''''''''''''''""""""""""""'"''''''''''''''''''''''''''''''''''''""'"'''''''''''''''''''''''''''''''''''''''''',..,''''''''''"''''''''''''''''''''''''''''''''''''''''''''''''''''''''''''""'"''''''''''''''''''''''''''''''''''''''''''''''''''''''''""""""""""""""''''''''''''''''''''''''''''''""~
338
Controlling the Project After rescheduling a project, analyze schedule dates, resource allocation, and the cost budget. At this point, you nlust repeat the procedures covered in the Optimizing the Project Plan lesson in order to detemline how to bring the project back under control. Analyze Schedule Dates: Analyze schedule to determine if nlilestone dates and project dates are being met. •
Compare the calculated Finish date to the Must Finish By date to see if you will complete the project on time.
•
If the project is behind schedule, analyze critical activities. •
Completed activities - If the activity finished late, determine and document the reason.
•
In-progress activities - If the activity is forecast to finish late, detemline and docunlent the reason, and recommend a solution for getting the activity back on track.
•
Not-started activities - If the activity was supposed to start but has not, determine and document the reason, and recommend a solution for getting the activity back on track. The notstarted activities Inay be delayed for one of two reasons: either the work scheduled was not prefonned or the predecessor activity was not conlpleted according to the project plan.
•
Adjust the project to nleet your project Finish date.
Analyze Resource Allocation: After adjusting the schedule, detemline if resources are being used effectively. Analyze the Cost Budget: After adjusting the schedule and resource allocation, view At Completion Total Cost to detelmine if you are within budget.
Compressing the Schedule If the calculated Finish date is later than the Must Finish By date, you can use several methods to shorten the project. Be sure to export and save the project plan before making major schedule changes. •
Use relationships to overlap activities.
•
Add resources to reduce durations.
•
Break down long activities.
•
Change calendar assignments: •
Put critical activities on a longer workweek.
•
Add exceptions to non-worktime.
You can use the following questions to help you detennine the tnost appropriate way to adjust the schedule:
Can the Finish date of the project slip? •
The project may need to be delayed if no other options are available.
•
If the delay is approved, adjust the affected ll1ilestones.
•
If the delay is not approved, find another way to meet the project tnilestones and Finish date of the project.
Can the scope of the activity/project decrease? •
In some cases, in order to meet the project nlilestones and finish date, you can decrease the total anl0unt of work that will be accomplished, i.e., decrease the scope of the project.
•
If the scope change is approved, decrease the scope by reducing the total hours worked on activities. This will change the duration of the activities.
•
If the scope change is not approved, explore other ways to meet the project ll1ilestones and Finish date of the project.
Were the budgeted hours over- or under-estimated? •
You Inay have overestinlated the nUll1ber of hours needed to conlplete activities; perhaps the scope of work can be acconlplished in fewer hours.
•
You can decrease the total hours worked on activities, which decreases the duration of the activities.
Can an additional resource be assigned? •
You can assign another resource to the activity to finish it on tinle.
•
This Inay be possible if another resource with the necessary skills is available.
•
If a resource is available, you can assign it to Inake up the hours.
Can the resource 'work overtime? •
The resource may need to work overtitne to cOlnplete an activity on tinle.
•
If this is possible, you can decrease the duration of the activity, then enter the original remaining hours.
•
The hours the resource works each day will increase.
390
- -
...................................................-'''''-~-,,.............
........
-
.......................................................
-
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..................................................
...." .......................................................................
-
-
'!I..~~'..~~~I
........''''................. ...........................................
~
~
t
-
~~~",-:~~w..~'~
....................................~,~-~-......"'....................~--~-... ~.......................'""....................,.".............................................."""".........."""".........................,..,.......
Key Concepts •
Once a project has started, use one of the following options to update the schedule and resource usage at regular intervals:
•
•
Manually enter actual dates, resource, and cost infornlation.
•
Approve and apply time sheets.
•
Auto compute actuals.
When updating a project, actuals are recorded relative to the data date. The data date is the date up to which actual performance data is reported and from which future work is scheduled.
•
To update the status of completed activities, update Actual Start and Actual Finish dates, Actual Regular Units/Costs, and Actual Costs for expenses.
•
To update the status of activities in progress, update Actual Start date, Percent Complete and/or Remaining Duration, Actual Regular Units/Costs and Remaining Units/Costs, and Actual and Renlaining Costs for expenses.
•
After actuals are entered, reschedule the project based on the new data date. Activities that did not finish on time will affect successor activities.
•
After rescheduling, analyze schedule dates, resource allocation, and the cost budget. If the calculated Finish date is later than the Must Finish By date, try to shorten the project.
Review Questions 1.
Arrange the following in the reconlffiended order for updating an activity in progress. 3.
Actual Regular Units and Remaining Units
b.
Actual Start date
c.
Percent Complete/Remaining Duration
d.
ActuallRemaining Costs for expenses
Step 1: _ _ Step 2: _ _ Step 3: _ _ Step4: _ _
2.
True
data date is scheduled at the end of the day.
Background The Office Building Addition project has been updated through 08-Feb-lO. It is now 22-Feb-lO. Seven activities were worked on within the current status updating period (08-Feb-l 0 to 22-Feb-l 0).
Objectives 1.
Open a layout, Status Workshop.
2.
In the Gantt Chart, drag the data line to what will be the new data date, 22-Feb-10.
3.
Use the Status and Resource tabs in Activity Details to update the activities in the table below. •
Enter the data in bold text.
•
Verify the data in nornlal text. ;.A~tunl __ w_ .. .. n .1 f ~
...
~. . ~
ll'Uy
A l"tUg I
A
.'.
BA2010
BA2020
22-Jan-IO
27-Jan-IO
.Al"fn~1 ~
__ w _,
.~
Finish 12-Feb-l0
18-Feb-l0
ft . .~
""J;"'/~U,"
c!.;;. ~
""
,I, ...
F
.!,
JL
..,.
~'
,." 'UJ;A".UU.
Q
R
,...
"'"
R{Ijl~IIJul'.,;:t::
Od
Ed Wood
104h
Oh
Od
Excavator
104h
Oh
Od
Excavator
80h
Oh
Od
R. Rosannadanna
80h
Oh
Od
Wendy Resner
80h
Oh
Od
John Dawkins
80h
Oh
Od
Waylan Smithers
80h
Oh
100
Od
Paul Kim
80h
Oh
100
100
BAI040
08-Peb-l0
19-Feb-lO
100
BA5010
08-Feb-l0
19-Feb-l0
100
I
BA6050
08-Feb-l0
BA2030
19-Feb-l0
20
4d
Plumber
8h
32h
BA2040
19-Feb-l0
20
4d
Electrician
4h
16h
19-Feb-l0
Use the Expenses tab to update the status of the activity in the table below.
5.
Reschedule the project with a new data date, 22-Feb-10.
.~
392
Questions 1.
Based on a comparison of the current activity bars to the baseline bars in the Gantt Chart, list the activities (including milestones) in the Design/Engineering WBS that finish on schedule.
2.
Based on the Gantt Chart, how many Office Building Addition activities have been completed?
Workshop Results Figure 17-22:The Activity Table and Gantt Chart after completing the workshop. Bars to the left of the data date line represent work already completed. Bars to the right represent work yet to be done. The Gantt Chart shows current activity bars and baseline bars.
394
Answers 1.
Three activities in the Design IEngineering WBS finish on schedule: BA1010, BA1030, and BA1000 (milestone).
2.
Twelve activities in the Office Building Addition project have been completed. The bars for the activities are all blue and are all cOlnpletely to the left of the data date line in the Gantt Chart: BA1010 BA1020 BA1030 BA1040 BA2010 BA2020 BA5000 BA5010 BA6040 BA6050 BAl 000 (milestone) BA2000 (milestone)
Lesson 18 ..... Reporting Performance Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
5
10
25
5
45
Objectives After completing this lesson, you should be able to: Describe reporting methods. • Run a schedule report. Create a resource report with the Report wizard. Create a time distributed report. 411
•
Create a report using the current layout.
Methods for Reporting Reports from layouts Reports from Report wizard Reports from Report editor
ance
398
(1
l)()
!'<."\.,'-""""""""""""""',. .,""""""""""""""""""'~,'\.,""""""""""""""'",~"""""""""" . """""""""""'-""""~"""""""""""""""""""""""""'""'-"""""""""""""""""'~""""""'"""""""""""""""""""""""""""""""~""""""""""""""""""',"""'""""""""""""""""""''-''''''''','': .
Most of the procedures relating to reports are perfonned in the Reports window. This is where you create, edit, run, and store reports. Click Reports in the Directory bar to access the Reports window.
The Reports window displays the reports available for a specific open project or for all projects. Use Report Details to name reports, assign them to report groups, and specify their scope (whether they are global or project specific). Click Add in the Command bar to launch the Report wizard. Use other Command bar options to organize, edit, and run reports. The Report wizard provides tools for creating new repOlis from scratch or by using an existing layout as a template. It also enables you to modifY existing reports. C1ick the Display Options bar to sOli and filter reports and to define fonts/colors in the Reports list.
In this practice you will: ~
Run an existing report.
~
Create a repoli using the Report wizard.
~
Assign a report to a report group.
~
Create a titne distributed report.
~
Create a report using the current activity layout.
Running an Existing Report You can report schedule perfornlance using a pre-defined schedule report. The I)~I icon designates that a report was created via the Report wizard. Figure 18-1:ln the Command bar, click Run Report.
)'.j SR·01 Classic SchedlJle Report· Sort by ES. TF (dolJble spaced) ~
SR·02 Classic Schedl~e Report· Sort by ES. TF (single spaced)
ilil SR·03 Schedule Report lo\'ithActivity Budgets by Responsible Person )'JJ SR·04 Schedule Report with Logs
fill
SR-06 Schedule Report· Predecessors & Successors
;,ijJ SR·10 Schedule Report Turnaround Document ;,ijJ SR-11 Schedule Report with Resource Usage
:i'.j]
SR·15 Schedule Report· Sorted by Total Float SR·16 Schedule Report by Total Float (60 Day Lookaheadl
Global Global Global Global Global Global Gltlbal
'1J
Run an existing report. 1.
Open a project, Bldg-18.
2.
In the Directory bar, click Reports.
3.
Locate a Report Group title band, Schedule. Select a repoli, SR -18 Schedule Report Sorted by Activity ID.
5.
In the COlTIlTIand bar, click Run Report.
Run Report Dialog Box Use the Run Repoli dialog box to compile and print the selected report. lID
Print Preview - Preview the report before printing it.
lID
Directly to Printer - COlnpile and print the report.
lID
HTML File - Con1pile and save the report as an HTML file.
lID
ASCII Text File - Con1pile and save the report as a deli1nited text file (.txt). •
Field Delimiter - Select the character used to separate categories of information that you save in delin1ited text format (i.e., conl1na, tab, space).
•
Text Qualifier - Select the character used to separate categories of data that you save in delimited text fonnat (.txt) if the data contains the field delin1iter you specify, such as quote marks (It).
lID
Output file - If you choose HTML File or ASCII Text File, click to specify the file name and location where you want to save the report.
lID
View file when done - Mark this checkbox to autolnatically open the report in your default Web browser for an HTML file or your default text viewer for an ASCII text file.
lID
Notes - Use to add a comment to the report. Comment appears directly under the report title.
402
Lesson 13 -
Report~ng
Figure 18-2:Select Prillt Preview to view the report before printing it.
~ View options in the Run Report dialog box.
1.
In the Run Report dialog box, verify that Print Preview is selected.
2.
Click OK.
Performa.nce
nt Preview Print Preview allows you to modify the report layout before printing.
SR·18 Schedule Report. Sorted by Activity ID
Ac1MtyID
Early start Early
Original ..nalnlng Ac1Mty Ac1M1y Name % Duration ,mplete
Finish
Late start Late Finish
22-Feb-10
22-Feb-10
11-Feb-'lO
11-Feb-10
-7d
22-Feb-10
22-Feb-10
11-Feb-10
11-Feb-10
-7d
19..,.11-10
30-Jun-10
OB-Jl'-10
-7d
22-Jl~-1 0
-7d
Duration 120
Od
100% Design BuHcllng ,A,ddltlon
BA1020
90
Od
100% Review and Approve
BAS060
Od
Od
0%
Cbse~ln
BAS070
70
7d
0%
BrIck Exterior VVans
BM110
Od
Od
0% Bllilding E!1c1osed
SAWIO
De~igns
Phase Begins
-7d
02·Jul·10 D9_Jul_10
0% Insulation and BlIHt~up Roofing
Total Float
B,~5080
10d
10d
20.JJI·10
02-Aug·10
09·.lul-10
22·Jul-10
-7d
BAlOIO
1Sd
Od
100% Site Preparation
22-Feb-10
22-Feb-10
11-Feb-1O
11-Feb-10
-7d
BA2020
10d
Od
100% Excavation
22-Feb-10
22-Feb-10
11-Fell-'IO
11-Feb-10
-7d -7d
4d
20%
Im-tall Underground Welter lines
BA2040
5d
4d
20%
Insti:lrl Underglound Electric
BA20S0
10d
10d
0%
B,~2060
10d
i0d
BA2030
5d
1'I-Feb-'lO
16-Feb-10
22-Feb-10
25-Feb-10
11-Feb-10
16-Feb-10
FormiPour Concrete Facting'S
22-Feb-10
26-Feb-10
11-Mef-10
17-Feb-10
02-Mar-IO
-7d
Concr~e Found~tjonW~II$
12·Mat-10
2:5·Mof-10
03."',101"·10
16-M"r-10
.7d
26-Mor-10
01-Mr-10
17-Mor-10
02-Apr-10
02-lIpr-10
24-Mar-10
Condu~
Sd
0% Form and Pour Slflb
8;\2080
1d
1d
0%
8ack~HI
BA2oo0
Od
Od
0%
Foundation Phase Cornp!ete
BA6000
15d
15d
0%
Drywall in Offices
02-Sep-10
BMOIO
Od
ad
0% Finishes Phase Begins
23-Sep-10
BMI50
Od
Od
0% Finishes Mlestone
8M070
5d
and Compflct Walls
2S-Feb-'1O
02-,~pr-10
22-Sep-10
23-Mar-1O
-7d
24-M'f-10
-7d
24-Mof-l0
-7d
13-Sep-10
-7d
14-Sep-10 29-0d-1O
-7d 20-0d-10
-7d
29-0ct-IO
-7d
01-Nov-1O
-7d
21-0ct-10
22-0ct-'IO
-7d
10-Nov-10
0'1-~lov-10
01-Nov-10
-7d
23-S.p-10
13-0ct-10
14-Sep-10
04-0ct-10
-7d
21-0cl-10
27-0ct-10
12-0ct-10
18-0ct-10
-7d
0% Install Floor and Carpeting
14_0ct_10
20-0d-IO
OS-Oct-10
11-0ct-10
-7d
1d
0%
Touch-up and Clean·L1p
28-0<1-10
28-0ct-10
19-001-10
19-001-10
Od
0%
Begin structural Phase
OS-Apr-10
BA6170
5d
Sd
0% PunchUst
BA5190
ad
ad
0% Building Addlhon Complete
BAB160
2d
2d
0%
Final Walkthrollgh
01-Nov-10
02-Nov-10
BAB180
Id
1d
0% Customer Stgno11
1O-Nov-1 0
BA6020
15d
15d
lns1ah Ceiling Grid
B~,6030
Sa
5d
0% FInISh
BAS100
5d
5d
BA6140
1d
BA3000
Od
® Primavera Systems, Inc
24-A\lg-10
-7d
C~rpentl'Y
03-Nov-10
09-Nov-10
25-0ct-10
10-Nov-1O
ond Millyvork
25-Mo,-10
-7d -7d
Page 1 013
Page Setup: Define report's header/footer, margins, and orientation. Print Setup: Select default printer, print size. Print the selected report. Publish the report in HTML format. Navigate in report: Previous/next page, left, right, up, down. Zoom in and out. Open Help. Close Print Preview.
404
Reports Printing reports is an effective way to communicate project information with resources and other project nlanagers. The report below displays the Original Duration, Remaining Duration, Percent Complete, Activity Nmne, Early Start, Early Finish, Late Start, Late Finish and Total Float of all the activities in the project.
IS-IIug-09101
SR·18 Schedule Report· Sorted by Activity 10
Original !",,,'"lng ActMty Activity Name
ActMtyIil
laleSl1IIt lale Finish
Bill 010
12d
Oct
100% Design ad
22-Fe1>-10
n-Feb-l0
11-Feb-l0
II-feb-l0
BAI020
ad
Oct
100% ReviewAl'ldAppf'OveDe~!
22-Feb-IO
22-Feb-l0
II-Feb-IO
l1-feb-lO
B,o.5000
Oct
Oct
0% Cfose-fn Phase ee,;;ns
02-Ju1-IO 00-JuI-l0
7d
0% BtickExterioJ'WaIIs
BII5110
ad
Oct
0% SUildlngEnclOsecl
8A5080
lad
IOct
BII20IO
15<1
Oct
B,o.2020
lad
ad
B,o.5070
ld
19--lJI-IO
3O-.AII>-10
-ld -ld -/d
23-.AII>-lO
02-lIug-l0
Total FJoat
08-JuI-l0
-ld
22--lJI-l0
.7d
2O-JuI·l0
02-lIug-l0
09--lJI-l0
22-Jul-l0
100% SitePte!>;yal:lon
2<-Feb-IO
22-Feb-l0
II-Feb-l0
II-feb-IO
-7d
100% Excavation
22-Feb-IO
n-FeIl-l0
I1-Feb-IO
ll-Feb-IO
·7d
15-feb-IO
0% fn"""'lon ond Bull-up Roofing
·7d
4<1
20% Ill!itall UrrlergforJOdWaf:er Lines
22-Feb-IO
2S-Feb-l0
II-Feb-l0
811.2040
5d
4d
20% In:;lall ~grrund Electric Cooduil
22-feb-to
2S-FeIl-l0
ll-Feb-l0
lS-feb-IO
·7d
B,o.2050
lad
IOct
11-111...-10
1'-Feb-l0
02-Mar-IO
-ld
B,o.2060
lad
IOct
0% Concrete foondationWaNs
2B-feb-IO 12__ -10
25-M...-l0
03-M.. -l0
16-Mar-l0
-7d
B,o.2070
5d
5d
0% form &rid Pour Slab
26-Mar-IO
01-"""-10
17-Mar-IO
23-Mar-IO
-ld
Id
Id
0% Bockf. ond C_.ct WO!Is
02-"""-10
24-Mar-l0
24-Mar-l0
-ld
0% foundolionPhaseCOmplete
24-Mar-l0
-ld
13-Sop·10
-ld
BA2030
B,o.2000
5<1
B,o.2090
ad
Oct
B,o.6000
15d
ISd
8A6010
Od
B,o.6150
ad
8ft.6170
0% FormiPour Conc.rete FOOtings
02-"""-10
02-"""-10
0% OrywaNlnotfk."'es
0'-Sop-l0
Oct
0% Anlshes Phase Begins
23-Sop-l0
Oct
0% firishes Mle:;lone
5d
Sd
0% PunchLisl
B,o.61 00
21-5.".'0
24-Aug-l0 14-Sop-l0
29-Oct-l0 03-Nov.l0
09-l'lov.l0
2S-Od-IO
-ld
-7d 2O-Od-l0
-7d
29-Od-l0
-7d
Oct
ad
0% 8"ldlng ,o.ddllon Compl.re
01-l'lov-l0
-7d
BA6100
2d
2d
0% FinoIWoII
Ol-Nov-IO
02-Nov-l0
21-Od-l0
22-Oct-l0
-ld
BAS100
ld
ld
0%
CurtomerSlgnoff
10-Nov-l0
10-l'lov-l0
01-No'l-10
01-l'lov-l0
-7d
BA6020
10-Nov-l0
15d
ISd
0% Inslal Ceiing Grid
23-Sep-IO
13.0cI.fO
14-$",,-fO
04-Od-l0
.7d
ElA6030
0% finish carpentry and t\.-ili!work
21-Oc1-10
27-0cI-l0
I 2-Od-l 0
fS-Oct-IO
.7d
5d
Sd
BA61 00
5d
Sd
0% .,,1011 Floor ond Corpe\ing
14-0<1-10
2O-Od-l0
OS-Oct-l0
H-Od·l0
-7d
B,o.614O
ld
ld
0% Touch-up md Clean-up
28-0<1-10
28-Od-l0
19-Od-l0
19-Od·10
·7d
El,o.3000
Oct
Oct
0% Begin struc1lJral Phose
~Primaveta Systems, Inc
JeJ
BlrIyStlllt Ellfly Finish
% Durallon lII1tIIeIe
Duralton
OS-Apr-fO
25-111",-10
Page 1 of3
Investigate the zoom feature and close Print Preview. 1.
Click
repeatedly to zoom in on the report.
2.
Click
to close Print Preview.
·ld
Figure 18-4:Click to zoom in/out when viewing reports.
Wizard The Report wizard enables you to easily create a wide variety of reports. The reports can be modified as they are built, or they can be reopened and modified later. If you want to modify a report but think that you might want to reuse the original report sometime in the future, make a copy of it first. To create a report using the wizard: 41)
Select a base table and pertinent data fields.
41)
Organize the data via grouping, sorting, and filtering options.
Create or Modify Report You will now use the wizard to create a report that shows the resource assignments on the project and their related notebook topics.
Ke~Don
Wizard
Figure 18-5:Choose to create a new report, modify an existing wizard report, or use the current screen.
~ Create a report using the Report wizard. 1.
In the Command bar, click Add.
2.
In the Report wizard, verify that New Report is selected.
3.
Click Next.
406
Figure 18-6:Select Resource... as the primary subject area.
4.
Select a subject area, Resources.
5.
Click Next. Figure 18-7: Select an additional subject area, Activity Notebook.
6.
In the Available Subject Areas window, select an additional subject area, Activity Notebook (in the Activities grouping).
7.
Click
8.
Click Next.
Configure Selected Subject Areas Select the columns you would like to use in the report. Figm'e 18-8:Click Columns to access the columns available for use in the .·eport.
,A.uto compute Ac1ual:: Calculate costs from l Calendar Commercial Currency Name Default Units I Time E-Mail ,A.ddress Employee ID GS,l1, Internal tI·lax Unitsrrime Office Phone other Phone
~ Specify columns for selected subject area.
1.
In the Selected Subject Areas window, select Resources.
2.
Click Columns.
3.
In the Colull1ns dialog box, use
to remove all data itellls from the Selected Options window
except for Resource ID and Resource Name. 4.
Click OK.
408
Adding a Filter to the Report Select the filter you would like to use in the repoli. Figure 18-9:Click Filter, and then specify additional filter criteria.
~ Specify a filter for the report.
1.
In the Report wizard, click Filter.
2.
In the Filter dialog box, click Add to add another line to the filter.
3.
Double-click on Any of the following and select All of the following.
4.
In the bottom row, double-click in the Parameter field and select Assigned to Current Project.
5.
In the Is field, verify equals.
6.
Double-click in the Value field and select Yes.
7.
Click OK.
8.
In the Report wizard, click Next.
ing a Report Title
!igmnents wijh Notebooks
JEJ Type a report title. 1.
Type a descriptive report title .
2.
Click Next.
410
Generating the Report Figure t 8- t t :Click Run Report, and then verify that Print Preview is selected.
~ Run the report.
1.
In the Report wizard, click Run Report.
2.
In the Run Report dialog box, verify that Print Preview is selected.
3.
Click OK.
nt You can preview the report before printing. To print, click
_I!
.1
_I
~.~pl~JICU 11·0ct·09 21 :62
Office Building ,Addition· Reporting Perfonnance
Bldg-18: Resource Activity' Assi ~Jnments \Nith Notebooks
Resource ID
Resource Name
THAR
TIm Harris
ktivity 10
.tctivitv Name
ktivity Status
BAADMIN
Project Administration
In Progress
Wendy Resner
V'iRES ktivity 10
,tctivity Name
,tctivity Status
EtAlO40
Review Tec,hnical Data on Heat Pumps
Completed
PI~IM
Paul
I~im
ktivity ID
ktivity Name
ktivity Status
BA1020
Revielu and Approve Designs
Completed
8Al030
Assemble Technical Data tor Heat
Completed
N,)tebook Topic
N~tebook
Corrective ktions
Requirements updated to meet vendor specs.
Description
8.116050
Reviel,u and ,.!>pprove Flooring
Completed
8.116160
Final Walkthrough
Not Started
8.116180
Customer Signoff
Not Started
EWOO
Ed \·Vood
ktivity ID
ktivity Name
RA2010
Site Preparation
Completed
13,116060
Prepare and Solicit Bids for Floc.ring
Nc,t Started
JDAW
ktivitv Status
John Davikins
RROS,A,
Roseanne Rosannadanna
\'VSMI
\>Vaylan Smithers
,tctivity Status
ktivitv 10
ktivity Name
RI'6010
Reviel,lI and ,.!>pprove Brick Samples
B.A5020
Completed
and Solicit Bids for Brick
Not Started
E:>terior
OROC
Oliver
Pctivitv Name
BM020
Prepare and Solioit Bids for Heat Pump
Not Started
9.41080
Review Bids for Heat Pump
Not Started
9.41040
Auard Contract for Heat Pump
t·M Started
RI'60JO
Reviel!! Bids f"r Brick
Not Started
,~llard
Not Started
9.A5040
@
'1J
Ro'~k
ktivity ID
Contraot for Briok
A-'tivity Status
Notebook Topic
Notebook Description
Constraints and Assumptions
Contract for brick must be awarded by ,6,pril5 to enSllre the delivery of brick be delayed, Page I of 5
Oracle Corporation
View the report. 1.
Click
to zoom in on the report.
2.
Click
to close the report.
I
IICVIICW
Saving a Report After reviewing your report, you can save it and assign it to a specific report group. Figure 18-13:Click to save the report.
~ Save the report.
1.
In the Report wizard, click Next.
2.
Click Save Report.
3.
When prompted, click OK.
4.
Click Finish.
Assigning a Report to a Report
roup
To make locating a report easier, you can assign it to a report group. A report can be assigned to only one report group. The new report you just created is a resource report, so you will assign it to the ResourceLoading report group. Figure 18-14:Assign the report to a group so it can be categorized and located more easily.
JEj Assign a report to a report group. 1.
In the Reports List, select the new report, Bldg-18: Resource Activity Assignments with Notebooks.
2.
In the Report Group field in Report Details (bottom of screen), click
3.
In the Select Report Group dialog box, select Resource, Loading, and then click
4.
In the File Inenu, click Refi"esh Data (or press F5 on your keyboard).
5.
In the Report Table, locate the newly created report in the report group, Resource, Loading, and ensure that it is still selected.
6.
In the Report Scope drop-down list in Report Details, click Current Project.
414
Creating a Time Distributed Report A time distributed report enables you to create reports that display data in a timescale. You can choose to display data for the entire project or for a time segment within it. In the following example, your organization requires that you report project-related expenses on a quarterly basis. Below you will create a report that lists expense costs - actual, budgeted, and remaining - in the Bldg20 project for the first quarter of 20 1O. Figure 18-15:Mark the Time Distributed Data checkbox, and then select a subject area.
'1J
Use the Report wizard to create a time distributed report. 1.
In the Command bar, click Add.
2.
Verify that the option, New Report, is selected.
3.
Click Next.
4.
In the Report wizard Select Subject Area dialog box, mark a checkbox, Time Distributed Data.
5.
Select a subject area, Project Expenses.
6.
Click Next.
Next, select the columns for the report.
Activity Status Actual Cost ,lI.ctual Units At Completion Cost At Completion Units ,lI.uto Compute Actual~ Budgeted Cost Budgeted Units Cost Account Document Number Expense % Complete Expense Category Expense Description
"'eJ
Select columns for a report. 1.
In the Report wizard Configure Selected Subject Areas dialog box, click Columns.
2.
In the Columns dialog box, use
to renlove all data items from the Selected Options window
except for Expense Item. 3.
In the Available Options window, select Activity ID and the use Options window.
4.
Click OK.
to move it to the Selected
416
Next, select parameters for grouping and sorting in the report. Figure 18-17:Mark the Show Grand Totals checkbox in the Group and Sort dialog box. Then click Sort and use the Sort dialog box to specify sorting by Activity ID.
'1J
Set grouping and sorting parameters. 1.
In the Report wizard, click Group and Sort.
2.
In the Group and Sort dialog box, mark a checkbox, Show Grand Totals, to include a grand total row in the report.
3.
In the Group By colunm, confirm Total.
4.
Click Sort.
5.
In the Sort dialog box Field Name drop-down list, select Activity ID.
6.
Click OK twice to exit each of the dialog boxes.
7.
In the Report wizard, click Next.
The Timescale dialog box enables you to specify the date range for your time distributed report. Select a Timescale Start, Date Interval, and Timescale Finish. You can custonlize the Timescale fields by adding a + or a -. For exanlple, PS + 1M equals Project Start plus one nl0nth. The Duration option is used to specify a Finish date for the report. For example, if the Duration is 2 and the Date Interval is Weeks, the report will include infornlation for a two-week period following the specified start date. Figure 18-18:Set the Timescale Start and Timescale Finish.
~ Set the timescale for a report.
1.
In the Report wizard, click Timescale.
2.
In the Timescale dialog box Timescale Start field, click
3.
Click Custom Date and then select Ol-Jan-lO.
4.
In the Tilnescale Finish field, click
5.
Click Cust0l'11 Date and then select 31-Mar-lO.
6.
Click OK.
418
Next, select time interval fields. Figure 18-19:0ata items in the Selected Options window.
~ Select time interval fields.
1.
In the Report wizard, click Time Interval Fields.
2.
In the Available Options section, click [mJ to expand, Time Interval and General.
3.
Use
4.
Click OK.
to move Actual Cost, Budgeted Cost, and Remaining Cost to the Selected Options section.
Figure 18-20:Mark the Show Total checkbox.
5.
In the Report wizard, Inark a checkbox, Show Total.
6.
Click Next.
Finally, you will title the report and view it.
11-00t-0922:34
Office Building Pddition " Reporting P>i!r10rTTl3flCe
Bldg-i8 First Quarter- Expenses
I01-Jan-10 _31-Mar-10
Heat Pump.t!pplication
PI:mning Consultant
BA1030
8....1040
.Ian 2010
Feb 2010
Mar 20-10
'!'lOO_OO
Mu"1 Cost
BA2000
BAlOeO
Crane
Concrete
~,1asters
Cl'3ne
SAlOeO
9.1'2070
Cr.::me
BPilOl0
B.t:.J01O
CraM
Crane
B.A3030
Tolal
'!'lOOOO
'!'lOOOO
Budgeted Cost
W.OO
$'500.00
Rem!ining Ce,st
atl.OO
W.OO
'>",(,00.00
$'5,',00_00
W.OO
$'5,00000
.Actual Con
$'5,(,00.00
Budgeted Cost
Crane
Period Tolal
Remaining Cost
WOO
Actual Cost
W_OO
W.OO
WOO
Budgeted Cost
WO_OO
iI'120.00
WOO.OO
l~OO.DO
Rem
WO.OO
$720.00
woo 00
WOO.OO
WOO
W.OO
Budgeted Co,;
1;)00.00
1"00.00
RtI!:!mail"ling COs:!
1"00.00
WOO.OO ~DOO
WoOD
Budgeted Cost
$10,000.00
$10,000.00
$10.00000
Remaining Cozt
$10,000.00
A-:tual
CO~
ktual Co:;:t
$10,000.00
$10,000.00 ~O.OO
W.OO
Budgeted Co,;
$320.00
$320.00
:f40D.DO
Remaining Cost
$320.00
$320.00
$400.00
."'-'1ual Co,;
Pclual Cost
W.OO
WOO
Budgeted Cost
W.OO
$1,600.00
Remaining Cost
W_DD
$1.MO.OO
A"1ual Cost
WOO
W.OO
Budgeted Cost
WOO
$1,12000
Remaining Cost
W.OO
$1.120.00
.A..."1IJ!1 Cost
W.OO
W.OO
Budgeted Cost
WOO
$1,200.00
@OracleCorporation
Figure 18-21 :The report, displayed in Pl'jnt Preview, lists expense costs in the first quarter of 2010.
Page I of 2
~ Type a title and view the report.
1.
In the Repoli wizard, type a title .
2.
Click Next.
3.
Click Run Report.
4.
In the Run Report dialog box, verify that Print Preview is selected, and then click OK.
5.
After viewing the report, click
6.
In the Report wizard, click Next.
7.
Click Save Report.
8.
When prompted, click OK.
9.
Click Finish.
to close Print Preview.
Lesson 1a - Reporting Performance
420
ng a Report Using the Current Layout The Report wizard can also be used to create reports based on a currently displayed layout. Reports can be modified as they are built through the wizard. Figure 18-22:The layout name is indicated in the Layout Options bar.
'-t
Create a report using the current layout as a template. 1.
In the Directory bar, click Activities.
2.
In the Layout Options bar, click Layout, Open.
3.
Select a layout, Budgeted and Actual Costs, and then click Open.
Figure 18-23:Select Use Current Screen in the Report wizard.
~ Run the Report wizard from the Activities window. 1.
In the Tools menu, click Report Wizard.
2.
In the wizard Create or Modify Report dialog box, select Use Current Screen.
3.
Click Next to advance through the next four screens, reviewing the data selected for each screen.
422
Figure J8-24:Type a title for the report.
~ Type a report title.
1.
In the wizard Report Title dialog box, type a title .
2.
Click Next.
3.
Click Run Report.
Figure 18-25:The report is based on the current layout.
Office BUilding AdclitlOn - h'ep:xtmg Perfcrmance
Budget and Actual Costs by WBS
WBS
Activity 10
Activity Name
BA,ADMN
ProJect Admmlstr8tlon
BA,1010
Oes\gnBUJI.:hng/l.ddJt\on
BAlOJO
Budgeted Total Cost
BUJldlng Addition Kickoff
At Completion Tot.1 Cost
fO,4080C
$000
$2,160(10
$2,40000
$(\00
$'1,))000
11
~/O
00
$000
$1,:')000
$7,84:40
$000
$7,84240
'to 00
$000
$(100
$000
1000
BA2010
$7.20000
8.t,10:10
$4,1600C
14,16000
$1,20000
$24000
lnstaU UnderarouJI(JV\hf;r lines
Remaining Tot.1 Cost
$931500
BA1040 8A 1000
Actual Total Cost
:1:000
$4,16000 $1,20000
$6000C
112000
148000
$9,20000
$000
$9,20000
$30,40000
$000
$30,.10000
f30AOOOO
$4,24000
$4 ,2~10 00
$60000
$(JOO
lOaD
8,\2080
$4,2400C
BA2080
$000
'FOOl)
$(100
~O
$000
$000
1000
$000
00
~ View and save a report.
1.
In the Run Report dialog box, verify that Print Preview is selected.
2.
Click OK.
3.
After viewing the report, click
4.
In the wizard, click Next.
5.
Click Save Report, and then click OK.
6.
Click Finish.
to close Print Preview.
424
Key Concepts •
The Reports window displays reports for schedule, resource, and cost.
•
You can report schedule perfornlance by choosing one of the pre-defined schedule reports listed in the Reports window.
•
The Report wizard enables you to easily create a wide variety of reports. The reports can be modified as they are built, or they can be reopened and modified later. To create a wizard report:
•
•
Select a base table and pertinent data fields.
•
Organize the data via grouping, sorting, and filtering options.
The Report wizard can also be used to create reports based on the layout that is currently displayed.
Review Questions 1.
True or False: Reports can be assigned to multiple report groups.
2.
Which of the following can be modified in the Report wizard? a.
Data itelns
b.
Grouping
c.
Filters All of the above
Site
Lesson 19 -- Project Web Site Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
5
5
20
5
35
Objectives After completing this lesson, you should be able to: • •
Create and launch a project Web site. Customize the appearance of a project Web site. Publish activity layouts as HTML pages.
Benefits of a
roject Web Site
An efficient way to communicate project information. Enables stakeholders to browse a project at a high level and quickly view more detailed information about specific activities, resources, and costs. -
Individual users can find the specific information they need on their own.
-
Project managers can control the information available and the level of detail.
4:23
Notes
Most of the procedures required for creating and publishing a project Web site are performed in the Publish Project Web Site dialog box, which can be accessed via the Tools nlenu.
~:'~j~j!~~~
8uilding,o.ddilion"~
Office 8Llilding,
,,,A~~,,
.. d
.'::~~~~:':::
Office Building ,b,ddition'
Olfice Building p,ddilion" Conveyor System
Select a project in the Project Table on which to base the project Web site. (The project must be open in order to publish a project Web site.) Specify a URL for the project Web site in the General tab in Project Details. In the Tools menu, click Publish, Project Tiffeb Site to access the Publish Project Web Site dialog box. Use the Publish Project Web Site dialog box to specify the contents and to customize the look and feel of the project Web site. Click Launch in the General tab in Project Details to launch the project Web site after it has been published.
430
In this practice you will: •
Create a project Web site.
•
Customize the visual scheme of the Web site.
•
Specify the contents of the Web site.
•
View and navigate the Web site.
•
Publish an activity layout that is not linked to the project Web site.
Project Web Site Capabilities The project Web site feature enables you to use a project plan as a template for publishing a project Web site on the Internet or on a private intranet. Using a Web browser, project team members and other interested parties can then view project information and navigate via hypertext links from page to page, from document to document, or even from project to project. Web site users can browse a project plan at a high level and quickly view more detailed information about specific activities, work products and documents, resources, costs, etc. Users can navigate the Web site using the project's WBS, resource hierarchy, reference documents outline, activity codes and values, risks, and issues. Web site capabilities allow you to: •
Customize the Web page design.
•
Create a Web site that contains one or multiple projects. •
•
The project(s) must be opened when publishing.
Control the level of detail published (for example, limiting activity information and personal information about resources).
•
•
Control the information included on the Web site: •
Activity layouts
•
Tracking layouts
•
Project reports
•
Global data dictionaries
Test a project Web site locally prior to publishing publicly_
Creating a Project Web Site In the General tab in the Projects window, create a link to the location of the project Web site. Figure 19-1 :Type the project Web site URL in the General tab in Project Details. Office Building ,6,ddilion' Creating
Relationship~
Office Building Addition· 5 cheduling Office Building Addition . As~igning Constraints Office Building .6.ddition· Formatti"g Schedule Data Office Building Addition· Work Products and Documents Office Building Addition· A"igning Roles and Resources Office Buildirlg .6,ddition . Analyzing Resowces Office Building Addition· Optimizi"g the Project Plan Office Building Addition· Baselining the Project Pia" Office Building ,ll,ddition . Exewling Ihe Projecl Plan
~ Create a link for a project Web site.
1.
Open a project, Bldg-19.
2.
In the Directory bar, click Projects.
3.
In the Project Table, select a project, Bldg-19.
4.
In Project Details, click the General tab.
5.
In the Project Web Site URL field, type .
432
Use the General tab to set up the infonnation displayed on the Web site: CD
Web Site Natne, Web Site Description, and Last Publish Date are displayed on the Web site splash screen.
CD
Path entered in the Publish Directory field deternlines the location of the Web site files.
CD
Schenle deternlines the fonts, colors, icons, and splash screen that will be used for the Web site. Figure 19-2:Type a name for the Web site.
~ Configure settings for a project Web site.
1.
In the Tools menu, click Publish, Project Web Site.
2.
In the Publish Project Web Site dialog box, click the General tab.
3.
In the Web Site Na111e field, type .
4.
In the Web Site Description field, type
Unauthorized distribution of its contents is prohibited.>. 5.
In the Publish Directory field, type a file location .
6.
Verify that the Automatically launch web site preview after publishing checkbox is marked.
Custom
ng the Project
Site
You can use the default scheme or create your own scheme by adding graphics, fonts, and colors. Customizable features include background/foreground colors, icons/logos, and text types/fonts. Use the Main Form tab to customize features on the main form of the Web site. Figure t 9-3:After changing the scheme, click Save As and type a name for the new scheme.
JEJ
Change the scheme, or overall appearance, of the Web site. 1.
In the General tab, click Edit Scheme.
2.
In the Web Site Display Properties dialog box, verify that the Main Form tab is selected.
3.
In the Item drop-down list, select Toolbar Background.
4.
Click in the Color field and select a color, light green, and then click OK.
5.
Click ,---,-----.J.
6.
In the Save Scheme As dialog box, type .
7.
Click OK.
434
Splash Tab Use the Splash tab to customize features on the splash screen. Figure 19-4:A logo is added to the splash screen.
'1J
Set the background and logo for the splash screen.
1.
In the Web Site Display Properties dialog box, click the Splash tab.
2.
In the Item drop-down list, select Splash Screen Background.
3.
Click in the Color field and select a color, gray, and then click OK.
4.
In the Item drop-down list, select Splash Screen Logo.
5.
In the Location field, click
6.
Select a graphic file, Corporate Logo.gif.
7.
Click Open.
8.
In the Web Site Display Properties dialog box, click OK.
and browse to C:\Training Docs.
Topics Tab Use the Topics tab to specify the types of detailed data that are published on the Web site. If all checkboxes are cleared, only WBS data is published. For a brief description of the different data types, position your tTIouse over a checkbox and then view the description in the bottOlTI portion of the dialog box. Figure 19-5:Clear the checkboxes to prevent the associated information from appearing on the Web site.
JEj Select data topics to include on the Web site. 1.
In the Publish Project Web Site dialog box, click the Topics tab.
2.
Clear checkboxes, Issues and Risks.
436
Graphics Tab Use the Graphics tab to select existing activity or tracking layouts to publish to the project's Web site. •
Select activity layouts in the Activities window and tracking layouts in the Tracking window.
Figure 19-6:Click to assign selected activity layouts to the project Web site. ft..dding Activities .A.dding Activities .A.dding Activities ft..dding .A.ctivities_1 .A.dding .A.ctivities_2 .A.dding Relationships in Net'l'lork .A.nalyzing the Budget .A.ssigning Cost ft..ccounts
'1l
Add activity layouts to the project Web site.
1. 2.
Click the Graphics tab. the Activity Layouts section, click
3.
In the Select Activity Layouts dialog box, select a layout, Activity Network.
4.
Use ctrl+click to select another layout, Assigning Resources and Costs.
5.
Click
to assign the two selected layouts to the Web site.
Reports The Reports tab is used to select existing reports to publish to the project Web site. If you do not want to display reports in a particular Web site, clear the Include in project web site checkbox. Figure 19-7:Click to assign the selected report to the project Web site.
~ Specify the reports to be included in the Web site.
1.
Click the Reports tab.
2.
Click
3.
In the Select Reports dialog box, select a report, AD-O I Activity Status Report.
4.
Click
to select reports to include on the Web site.
to assign the report to the Web site.
Lesson 19 _w Project Web Site
438
Publishing the Web Site A project Web site cannot be published in a subdirectory beneath the directory that contains P6. Nor can it be published in a directory that contains files other than Project Web site files. •
If the directory intended to contain the project Web site (the publish directory) already contains Web site files, those files will be deleted and replaced with the new files.
•
If the publish directory does not exist, it will be created.
Publishing the Web site may take a nlinute or two. Once published, the data contained in the site is static. To update the data, you must publish the Web site again. The Web site can be launched in two ways: •
Automatically in the default browser if the Automatically launch web site preview after publishing checkbox is marked.
•
Manually fronl the General tab in the Projects window. Figure 19-8:After clicking Publish, you may be prompted to create a new directory.
"e
Publish the project Web site.
1.
In the Publish Project Web Site dialog box, click Publish.
2.
If prompted to create the publish directory, click Yes.
3.
Once the Web site is published, click OK.
Navigating the Project Web Site Each Web site page is organized into three sections: •
Toolbar - The toolbar at the top of the Web page provides quick access to the Inain sections of the Web site. •
•
Some sections employ a subtoolbar to help navigate the data accessed by the main toolbar selection.
Left panel - Displays data elements relevant to the toolbar selection. Select the data elements to VIew.
•
Right pane - Navigate through the detailed data associated with the element selected in the left pane.
Elevator was AttMtles Activity ID Activity Name
JeJ
andJ;.ill!!tilll~.nt
BM140
!!l.llillLf'lev\l.\QLBllils
BM150
!nH"lLfl~1."\Q!..Q.?b..iJD.ctn!.\b,h~§
Status
Start
Finish
Not Started
25·,lun·1O
25·Jun·l0
0%
Not Started
02·Sep·l0
03·Sep·l0
0%
Primary Rsrc
Perf. % Com"
Navigate the project Web site. 1.
In the splash screen, click Click to Enter.
2.
In the Web site Toolbar, click WBS.
3.
In the left panel, click + to expand a WBS element, Office Building Addition
4.
Click ~ to expand a grouping, AlechanicallElectrical Systems.
5.
Select Elevator.
6.
In the Sub Toolbar, select a subject area, Activities.
Project Web Site.
440
The icons in the Toolbar allow you to view global data dictionaries as well as the activityItracking layouts and reports you selected to publish. Figure 19-tO:The Activity Network is an activity view available on the Web site.
7.
In the Toolbar, click Graphics.
8.
In the left panel, select an Activity View, Activity Network.
9.
When you are finished navigating the Web site, close your browser.
10. Click Close to exit the Publish Project Web Site dialog box.
ishing Activi
Layouts
You can also publish activity layouts as HTML files that are separate from any project Web site you have previously created. The layouts represent a static picture of the associated project.
JEJ
•
The tiInescale begins on the date specified by the selected layout.
•
The colun1ns displayed are likewise determined by the selected layout.
Publish an activity layout.
1.
In the P6 Tools menu, click Publish, Activity Layouts.
2.
In the Select Activity Layouts to Publish dialog box, select a layout, Classic WBS Layout, and then click
3.
In the Look in field in the Publish to HTML File dialog box, specify a location for the HTML file,
C:\Training Docs. 4.
In the File Name field, type .
5.
Verify the file type, HTML Jiles (*. htm).
6.
Click Open.
Figure 19-12:ln your browser, click the hyperlink to launch the layout.
Acthity Layouts 23-Aug-09
Office Building Addition - Project Web Site
JeJ
Classic WBS Layout
23-Aug-09 18:42
View the published activity layout. 1.
When the HTML file opens, click the hyperlink, Classic WBS Layout.
2.
When you are finished viewing the layout, close your browser.
Key Concepts •
The project Web site feature can be used to publish a project plan as a Web site on the Internet or on a cOlnpany intranet. The Web site can include activity layouts, tracking layouts, project reports, and global data dictionaries.
•
You can use the default scheme or create your own scheme by adding graphics, fonts, and colors.
•
You can also save activity layouts as HTML files that are not linked to any project Web site. A layout of this type represents a static picture of the project.
Questions 1.
True or False: A project plan can be published as a Web site on the Internet or an intranet.
2.
True or False: To publish a Project Web Site, the project must be open.
3.
Which of the following can be customized in the project Web site?
a.
Scheme
b. Topics c.
Splash Screen
d. All of the above 4.
True or False: Reports cannot be posted to the Project Web Site.
444
Notes
c
Appendix
-- Claim Digger
Lecture Tim e
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
5
5
15
5
30
Objectives After completing this lesson, you should be able to: Describe how Claim Digger compares project plans. ~ Create a comparison report in Claim Digger. $
im Claim Digger is a utility that compares two project plans - a revised plan and a base plan - and creates a report on the differences between the plans: Items added Items deleted Changed values
448
ClailTI Digger is a progranl for cOlTIparing two project plans
a revised plan and a corresponding base plan -
and determining the differences between the two plans. It is valuable for project managers, general contractors, and construction managers who need to track changes on large, complex, fast-moving projects. Access Clainl Digger through the Tools menu in P6 Project Management.
Use the Claim Digger dialog box to specifY a revised project plan and its corresponding base project plan to compare. Click Advanced to select comparison options before comparing the two project plans.
Click Compare to run Claim Digger.
450
In this practice you will: •
Launch Claim Digger.
•
Select a revised project plan and a base project plan to cOlnpare.
•
Review comparison options.
•
Generate and review a Claitn Digger report.
Clai
Digger Overview
Claim Digger is a utility that compares two project plans - a revised project and a corresponding base project - and creates a report on the differences between the two plans, including: •
Iterns added
•
Items deleted
•
Changed values
Claim Digger is a separate application outside of P6. A link to the P6 database must be established during installation of Claim Digger. Key Claim Digger functionality: •
Reports can be created in HTML, CSV, or text fonnat.
•
Select the revised project and base project to be used for comparison.
•
Comparison options can be turned on/off based on your needs.
Configuring Projects and Output Options After Claim Digger is launched, the main application window appears. Several configuration and output decisions are required: e
Specify the projects to be used as the revised project and the base project.
e
Select a report format: •
HTML file
•
CSV file
•
ASCII text file
e
Specify the output file destination.
e
Specify report launch setting (automatic launch after creation). Figure A-l :Specify a revised project and an original project or baseline.
"'eJ
Launch Claim Digger and select the revised and original projects. 1.
In the File menu, click Close All.
2.
When prolnpted, click Yes.
3.
In the Tools menu, click Claim Digger.
4.
In the first row of the Select revised project cohllnn, click
5.
Expand Construction Projects, State of Pennsylvania and City ofPittsburgh.
6.
Select Bldg
CDA, and then click OK.
to select the revised project.
452
7.
In the first row of the Select original project or baseline column, click project or baseline.
8.
Expand Construction Projects, State ofPennsylvania and City ofPittsburgh.
9.
Select Bldg
to select the original
CDB, and then click OK.
10. In the Send Report To field, verify that HTML File is selected. 11. In the Output File field, click
and browse to C:\Training Docs.
12. Type a file name, , and then click Save. 13. Mark a checkbox, View file when done.
Choosing Comparison Options Comparison options can be selected by clicking Advanced in the main application window. Figure A-2:Claim Digger offers numerous comparison options.
~ View the comparison options.
1.
Click Advanced.
2.
After viewing the advanced options, click Cancel. You win now run the report.
3.
Click Compare, and then click OK.
Reviewing the If the View the file when done option is selected, the report is displayed after it is created. Each section of the report details: •
Added/deleted values.
•
Old values/new values for values that have been changed.
...
~amnle
Project Differences Report
. ,"
"""& '.' •.mH
18,0 I)
l f1H1" . "''' Pot" Slob I f IlM$'lf 1
........... '- .. -'
"t
...................
Review the HTML output report. 1.
Review the output report.
2.
In the File menu, click Close.
3.
Close the Primavera Claim Digger dialog box.
""'
,~".".~
454
__
~~-.u..'~~""""""~'~'~'~~~~~~~~~~~~~"'Wl>.'~~'~~~'~~~~"oN:~
...
"
___
"'~~~~~'~'~'~~"f.."'~~~~
......."
~~~~~~"~~~~
..
Key Concepts •
Clainl Digger is a utility that COlnpares two versions of a project and creates a report on the differences.
•
Customize Clainl Digger to conlpare the data items you select in the Advanced Project Comparison Options.
LeJO"."""""""
Questions
1.
True or False: Claim Digger is a separate application outside ofP6.
2.
Which menu do you use to launch Claim Digger?
3.
a.
File
b.
View
c.
Project
d.
Tools
True or False: Claim Digger creates a report on the differences between project plans, but does not include data that has been deleted.
utput
Appendix B - Creating
utput
Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
5
10
20
5
40
456
Objectives After completing this lesson, you should be able to: • •
Customize the appearance of headers and footers. Insert and format the curtain and text attachment tools. Format the appearance of the data date.
Output Controls P6 Project Management offers functionality to enhance onscreen display and printed material: Formatting layouts for print ~
Headers, footers
-
Graphics
Gantt Chart -
Curtain tool Text tool
-
Customized data date line
458
otes
P6 Project Managelnent provides a range of capabilities and controls for creating and custonlizing printed output based on project layouts. Many of these capabilities and controls can be accessed through the File and View ll1enus in the Activities window. •
In the File Inenu, click Print Preview to access printing forll1at controls and to preview results of formatting options.
•
In the View menu, click Attachments to fonnat curtain and text attachlnents and insert theln into layouts. Click Bar Chart Options to access controls for fonnatting the Gantt Chart.
Use the Page Setup dialog box to speciry formatting of layouts for printed output. Use the Bar Chart Options dialog box to customize Gantt Chart features for display on screen and in printed documents.
460
In this practice you will: •
Fonnat a header and footers for printing a P6 layout and view thenl using Print Preview.
•
View Print Setup controls.
•
Fonnat and apply a curtain attachlnent to the Gantt Chart in a layout.
•
Format and insert a text attachnlent to the Gantt Chart.
•
Format the data date in the Gantt Chart.
nting Layouts and Page Setup Page Setup is used to determine how information is organized when printing a layout. You can access Page Setup by clicking Page Setup in the File menu or by clicking the Page Setup icon
in Print Preview.
The Apply button allows you to see the results of your selections without closing the Page Setup dialog box. This button is active only when Page Setup is accessed from Print Preview.
Page The Page tab specifies the page orientation, scaling, and paper size for the layout or report displayed. Figure B-1 :Seled Fit to and then adjust settings for wide and tall.
'1J
Format a layout to print on one page. 1.
Open a project, Bldg-19.
2.
Confirm that you are in the Activities window. (Or in the Directory bar, click Activities.)
3.
In the Layout Options bar, click Layout, Open.
Page 1 of 1
,ASK fiker:
~I
ktivities
4.
In the Open Layout dialog box, select a layout, Creating Output, and then click Open.
5.
In the Activities window File menu, click Print Preview.
6.
Click the Page Setup icon
7.
In the Page tab of the Page Setup dialog box, select an orientation, Portrait.
8.
In the Scaling section, select Fit to and change the scaling to 1 page wide by 1 tall.
9.
Click Apply.
Margins Tab In the Margins tab, you can set page margins for the displayed layout or report. The Top, Left, Bottoln and Right sections set the distance between the edge of the paper and the edge of the printed layout or report text. Figure B-3:The sample window shows how margins will appear.
'1l
Adjust page margins. 1.
In the Page Setup dialog box, click the Margins tab.
2.
Set the Left and Right margins both to 0.25.
Header Headers and footers are customizable. They can be on the first page, last page, all pages, or no pages. You can break headers and footers into as many as five sections. The width of each section can be changed manually. The following information can be displayed in headers and footers: •
Gantt Chart legend
•
Text
•
Logos
•
Revision box
You can show a blank section by selecting None. Figure B-4:Select Gantt Chart Legend in the Section I drop-down list.
JEj Add three sections to the header and then vie"w the changes. 1.
Click the Header tab.
2.
In the Divide Into Sections field, confinn 3.
3.
In the Include on drop-down list, select All Pages.
4.
In the Height field, select 0.5 inches.
5.
Click in the Section 1 field and select Gantt Chart Legend fron1 the drop-down list.
464
Figure B-S:Specify text fields in the Add Text section.
6.
In the Section 2 drop-down list, select Text/Logo.
7.
In the drop-down list at the bottom of the Add Text section, select Date, and then click Add.
8.
Click
9.
In the Section 3 drop-down list, select Text/Logo.
to center the Date field in Section 2.
10. In the drop-down list at the bottom of the Add Text section, select Layout Name, and then click Add. 11. Click
to right-align the Layout Name field in Section 3.
1(l·Sep·09
Page 1 of 1
12. Click Apply.
Creating Qutp
.AS K fiker: .All .Activities
Figure B-6:Thl'ee sections have been insel·ted into the header'.
_ _ '111",1"'1111"
Tab
Use the Footer tab in Page Setup to create a custom footer for the displayed layout or report. To save the infornlation added to a header or footer, the layout must be saved. Figure B-7:Divide the footer into two sections.
~ Insert a Revision Box and a logo into the footer and then view the changes.
1.
In the Page Setup dialog box, click the Footer tab.
2.
In the Divide Into field, select 2.
3.
In the Include on drop-down list, select First Page.
4.
In the Height field, select 1 inch.
5.
In the Section 1 drop-down list, select Revision Box.
6.
In Revision Box Title field, type .
7.
In the Revisions window, click in the Date field, and then click
8.
Double-click in the Revision field and type .
and select a date, Il-Jan-l0.
9.
In the Section 2 drop-down list, select Picture.
10. In the Select Filename field, click 11. Browse to C:\Training DOCS\Colporate Logo.bmp, and then click Open. 12. Click OK, and then view the footer at the bottom of the page.
Appendix
B~" Creatin~
Output
Options Tab Use the Options tab to specify date range, content, and pagination options when you print window data or layouts. The available options on this tab vary according to the view displayed when you select the Page Setup option. Figure B-9:Clear the All Columns checkbox.
~ Set output timescale dates. 1.
In Print Preview, click
2.
In the Page Setup dialog box, click the Options tab.
3.
In the Timescale Start field, click
4.
In the Timescale Finish field, select Custom Date.
5.
Select a date, 31-May-lO, and then click Select.
6.
In the Print section, clear a checkbox, All Columns.
7.
Click OK.
and select PS-Earliest Project Start.
Actual \Nork
== Remaining VI/ork
10-Sep-09
crnicaIR ... \ •
Figure B-I0:Print Preview shows the Activity Table, Gantt Chart, and gdd lines as specified in the Page Setup dialog box.
Creating Output
I
• Milestone
:.1-
~:DH"--~
.
____ ......... ..
;.I __
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-r-~~~_""""""""j""""""""""" ..............
ij···············································
I
ji
-;:;::='"'-::::-•.~
............ ..... + ..........
H . . . . . . H . . . . . . . H· . . . . • . . . . •• . . •• . .
·i .. · .. ·· .. ··· H
.. H . . . . . • . . • . . . . •• .. •• . . ••• ..
• ..
·i··· .. ·.. ··· .... ·· .. ·· .. ······ .. ·.... · .. ·....···+.. ··1
:::::::::::1::::::::::::=~~~~:~~:::]:::::1 .............
; ............. H ...... H
.....................
j-.......... H
.................................................................
;; . . . . . HHH . . . . . . . HHH . . . . . . . HH
...........
. . • • • • . • • • • • . • • • • • • • • • • • • • • • H . . ••·••• . . ••• . . •• . . •••·• . .
i
Late21 PrintOlrt Revision
Date
11 -Jan-l 0
8.
Checi(ed
H
i..............................
:
it....
. . . . . . . . . . . . . . . H· . . . .
H .................................
·············i·· .. ·.............. ·.. · ..
..H . . . . . . ; . . . . . . . . . . . . . . . . . . H .. H . . . . . . . . . . . . H . . . . . . . . . . . .
..................... ;i.
i .... ··
•••••• H . . . . . . . . . . . . . . . . . . . . . . . . . . ; . . . . . . . . . . . . . . . . . . . . . . H
••• · · · H
H .............
..... ,~.-
...... H ............
i ....
; . . . . . . . . . . . . . . . . · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · ;. .
••••••••••••••••••••••••••••••••••••••••••
;
. . . . . . . . . . . . HH
:: . . . .
H
Approved
Pro.iect Scheduled
Close Print Preview after viewing the output.
......................
1
I
i
,
j:
1
................................
·:::.:.:.::.:::.:::====±==.::.:.==:.::.:.:.:::==:l==.::.:.==:.::.:.:.:::==:~;~
H •••••• H . . . . . . . . . . . . . . . . . . . . . . . . . .
1
.................... H.H
,
•••••••••• :,
..
.l I
470
nt Setup Print Setup allows you to select the default printer, print size, and page orientation utilizing the printer drivers installed in your computer's Control Panel. Once changes are nlade in Print Setup, they can be viewed immediately in Print Preview. Figure B- t t :Output can be sent to an Adobe PDF file enabling users to share projects with stakeholders who do not have access to P6 Project Management.
JeJ
View available printers.
1.
In the Activities window File menu, click Print Setup.
2.
In the Print Setup dialog box, click the Name drop-down list to view available printers. You will not print at this time.
3.
Click Cancel.
Attachment Tools Attachment tools enable you to insert text and add a shaded curtain to the bar area of the Gantt Chart.
Curtain Tool Use the Curtain Attachn1ent dialog box to highlight a specific time period in the Gantt Chart. Multiple curtains can be displayed.
~ Display a curtain in the layout.
1.
In the Activities window Toolbar, click
to hide the bottom layout. (Or, in the Layout Options
bar, click Show on Bottom, No Bottom Layout. 2.
In the View menu, click Attachments, Curtain, Add Curtain.
3.
In the Curtain Attachment dialog box, verify that the Display curtain attachment checkbox is marked.
4.
In the Start Date field, verify 22-Feb-lO.
5.
In the Finish Date field, verify 24-Mar-lO.
6.
Click OK to view the curtain.
472
Use the Text Tool to create fomlatted text and insert it in a layout. Inserted text can be associated with an individual activity and can be customized by adjusting the font and style. Figure B-13:Text associated with activity BA4020 has been inserted in the Gantt Chart
~ Insert a text attachment and view the activity associated with the text.
1.
Right click in the Gantt Chart area next to an activity, BA4020 (in the Oliver Rock grouping), and in the right-click menu, click Attachments, Text.
2.
In the Text Attachment dialog box, type .
3.
Click
4.
In the Color drop-down list, select Green.
5.
Click OK to exit the Font dialog box and again to exit the Text Attachment dialog box.
6.
Click on the text, Task should be completed in the next month, to view the Activity ID associated
and in the Font dialog box, mark a checkbox, Underline.
with the inserted text.
Customizing Data Date Style The data date style, size, and color can be changed from the Bar Chart Options dialog box. Figure B-14:The data date is now displayed as an orange dashed line.
JEJ
Change the color and style of the data date line.
1.
In the View n1enu, click Attachments, Curtain, Hide All.
2.
In the View menu, click Bar Chart Options.
3.
In the Bar Chart Options dialog box, click the Data Date tab.
4.
In the Style drop-down list, select the Dashed style (second option down on the list).
5.
Click the color button, and then select a shade of orange.
6.
Click OK to exit the Color dialog box and again to exit the Bar Chart Options dialog box.
Appendix B .~. Creating Output
474
Key Concepts •
Page Setup is used to specify how infoflnation is organized when printing a layout.
•
Tabs within Page Setup - Page, Margins, Header, Footer, Options - help you customize the appearance of the printed docunlent.
•
Several options are available to enhance display within the application: •
Use the Curtain Attachment dialog box to highlight a specific time period in a Gantt Chart.
•
Use the Text Tool to create fomlatted text and insert it in a layout.
Review Questions 1.
True or False: A maximum of five sections can be inserted in the header.
2.
True or False: You must be in Print Preview to apply the changes made to a layout in Print Setup.
3.
What is a vertical shaded area in the bar chart called?
4.
a.
A text box
h.
A curtain
c.
A symbol
d.
A thumbtack
True or False: The data date is always represented by the color blue.
ing
the
Appendix C -- Using
mesheets to Execute the Project
Lecture Time
Demo Time
Practice Time
Interactive Time
Lesson Total
(minutes)
(minutes)
(minutes)
(minutes)
(minutes)
5
15
35
5
60
Objectives After completing this lesson, you should be able to: • • • •
Describe several methods for updating the project plan. Define the data date. Review timesheets. Approve/reject timesheets. Apply actuals.
Updating a Project Once a project has started, update schedule information and resource usage at regular intervals. How often: Daily, weekly, or monthly depending on length of project and frequency of forecast adjustments. Methods: -
Approve and apply timesheets. Enter information manually. - Record actual dates and progress, actual resource usage and cost, non labor costs. -- Apply actuals to project.
-
Auto compute actuals. .... Progress of activities automatically calculated according to original schedule.
Timesheet Approval Process General steps for updating a project using timesheets. Resource submits tlmesheet
Manager reviews timesheet
Timesheet approved?
Apply actuals
Analyze results of applying actuals
Data Date The data date is the date up to which actual performance data is reported and the date from which future work is scheduled. The data date always starts at the beginning of the day . ........-----&..-..--Data Date-----............~--.................. I
,-l
I
!
~
-
I
~ r:>"z'~.<·=$
I
I I ~
~-'"
I
I I !t
~~::::l. ~
r
-
'1 1
r
~~
""1
Appendix C - Using Timesheets to Execute the Project Plan
430
Applying Actuals Applying actuals is a process in which the hours from timesheets are applied to activities. • Select a new data date. This represents the date up to which you are recording progress. • New data date is used to calculate actual durations of activities in the status period. -
Actual duration equals the number of work periods between the activity's Actual Start and the new data date.
p
ng Actuals
Applying actuals to a project differs from scheduling a project. Applying actuals: Only activities that have been statu sed are recalculated. ~
Enables you to focus on activities that may cause the project to be delayed. Does not affect activities not in the status period.
Scheduling: All activities are scheduled based on durations and relationships.
Notes
Use the Titnesheet Approval to review and approve timesheets. In the Timesheet table (top), you can filter the display of resources whose thnesheets have been submitted or approved. You can also view notes from resources related to their time sheet. The Activity table (bottonl) displays regular, overhead, and total hours for each resource in the titnesheet time period. In the Activity table (bottom), view activities and hours.
Select approval manager in the drop-down list.
Select time period inAction Required Timesheetsfor drop-down list.
8
Click
to view timesheet notes.
Toolbar offers a variety of functionality. For example, click to approve a timesheet. Timesheet hours displayed for the selected resource.
filter view. Click
to
484
In this practice you will: •
Review tinlesheet approval settings in P6 Project Management.
•
Review and approve tinlesheets on the Titnesheet Approval page.
•
Apply actuals to project activities that have reported progress via tinlesheets.
•
Reschedule the project.
pdating a Project Once a project has started, 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. Questions to consider for establishing a procedure:
•
How often are updates necessary? - 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 are updates collected? •
•
•
Approve and apply timesheets. II1II
Team members use timesheets to update activities.
II1II
Project managers review and approve timesheets.
II1II
Project managers apply time sheets to the project.
Enter actual date, resource, and cost information manually. II1II
Record actual dates and progress, actual resource usage and cost, and nonlabor costs.
II1II
Apply actuals to the project.
Auto compute actuals. II1II
Progress of activities is automatically calculated according to the original schedule.
n9 Click the Timesheets tab in Admin, Admin Preferences to view settings for timesheet approval. You can specify whether the resource manager, the project manager, or both, must review and approve a resource's time sheet. To approve tinlesheets, you must be an assigned time sheet approval manager. As a time sheet approval manager, you can approve or reject timesheets, notifY resources about timesheet status, add time sheet notes, and run tinlesheet reports. You can deternline if a resource has not started or not submitted a particular tinlesheet. You can also assign a delegated approval manager to process your timesheets when you are unable to.
•
Auto Submission - No submission or approval
IS
required. Timesheet data
IS
automatically
updated in the database when you approve actuals.
•
Auto Approval - Automatically approve upon submission. Timesheets are approved automatically when they are submitted.
•
1 Approval Level - Tilnesheets require approval by the resource manager only.
•
2 Approval Levels - Timesheets require approval by a project manager and a resource manager.
•
Project manager must approve before resource manager - Mark to indicate that the project managers must approve timesheets before the resource manager.
•
Default resource manager approving timesheets - The name of the manager who approves resource time sheets, unless you specify otherwise. Figure C-l :The Timesheets tab in Admin Preferences enables you to specify approval settings.
436
Reviewing Timesheets The Timesheet Approval page displays a Tinlesheet table (top) and Activity table (bottoln). In the Timesheet table, select a time period in the drop-down list and then click the arrow adjacent to to specify the time sheets that are displayed - for exanlple, timesheets that require your action or those that already have been approved or rejected. The Activity table displays regular, overhead, and total hours for each resource in the titnesheet time period. Icons in the Timesheet and Activity tables enable you to group and sort, custonlize columns, search for timesheets or activities, and print the contents of the table. Figure C-2:Approve timesheets as the resource manager.
'1J
Review timesheets for a selected time period. 1.
Log in to P6 Project Management by typing Login Name and Password .
2.
In the Tools menu, click Time Approval.
3.
In the Approving as drop-down list, select Resource Manager. The approval level is set to J Approval Level, requiring approval by the resource manager only.
4.
In the Action Required Tintesheets for field, verify 03-Jan-J 0 - 09-Jan-J O.
Jennifer Boyle perforn1ed work on one activity in the HR System Upgrade project, Define operational concept of new system. She worked 8 hid froin Monday to Thursday on the activity. Jennifer was supposed to start working on the Perform system requirements analysis activity on Friday, but she was out sick. She added a tilnesheet note explaining that there will be a delay in the activity due to her absence. Figure C-3:Click the Timesheets Notes icon to view Jennifer's note.
"t
View Jennifer Boyle's timesheet and note. 1.
In the Timesheet table, select Jennifer Boyle. Review Jennifer Boyle's hours.
2.
In the Tin1esheet table, click
next to Jennifer Boyle.
You can also place your n10use cursor on the icon to read the note without opening it. 3.
Click Close to close Jennifee s note.
Ben Dianl0nd performed work on two activities in the HR System Upgrade project - Define operational
concept of new system and Pelform system requirements analysis. He worked 8 hid from Monday to Thursday on the first activity, plus 2 hours of overtime on Tuesday. He then began work on the second activity on Friday. Figure C-4:Ben worked 2 hours of overtime on the Defille Operatiollal cO/wept o/new system activity.
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View Ben Diamond's timesheet.
1.
In the Thnesheet table, select Ben Diantond. Review Ben Diamond's hours.
Approving
mesheets
To approve a tinlesheet, select the appropriate resource name and then click
~ Approve Ben Diamond's and Jennifer Boyle's timesheets.
1.
In the Titnesheet table, select Ben Diamond and Ctrl+click and select Jennifer Boyle.
2.
Click
Click
to view approved titnesheets. Figure C-6:Timesheet status is Approved.
JeJ
View approved timesbeets.
1.
In the Timesheets table, click
and select Approved.
Confirm that tinlesheets for Ben Diamond and Jennifer Boyle have been approved. 2.
Click Close to close the Thnesheet Approval page.
pdating a
ng
Although the specific procedures for updating a project using time sheets may vary from company to company, the steps below provide a general guideline for completing this process: •
Review timesheets.
•
Approve/reject timesheets.
•
Apply actuals.
•
Analyze the results of applying actuals.
•
Reschedule the project.
•
Analyze the results of rescheduling the project.
Applying Actuals Applying actuals is a procedure in which activities with actual performance data are recalculated based on a new data date. Activities within the status updating period that have not started are pushed to this new data date. Applying actuals enables you to focus immediately on activities that may cause the project to slip. You can monitor thresholds and review issues prior to rescheduling all the activities in the project. •
•
Applying actuals to a project differs fronl rescheduling a project. •
When applying actuals, only activities that have had their status updated are recalculated.
•
When rescheduling, all activities are scheduled based on durations and relationships.
If timesheets are used to capture project progress, hours from approved timesheets are applied to activities in the project when you apply actuals. •
Actual Start, Actual Finish, and progress in steps are itnmediately assigned to activities when a primary resource enters this data in time sheets.
•
However, units are assigned only after you apply actuals.
•
The updated activities' durations and remaining units are recalculated based on a new data date and the time sheet hours.
When updating a project, actuals are recorded for each activity relative to the data date. The data date is the date up to which actual perfornlance data is reported and the date fronl which future work is scheduled. By default, the data date is set to the beginning of the day.
You have reviewed and approved the thnesheets. You will now apply these thllesheet hours. this cycle, the project has progressed from 03-Jan-10 to 1O-Jan-l O. The current date of the project is 04Jan-l0. When applying actuals, you will nl0ve the data date to Il-Jan-lO to reflect the progress in the project. Figure C-7:Select a new data date before applying actuals.
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Apply actuals to a project. 1.
Open a project, HRSYS-J6 - Executing the Project Plan.
2.
In the Tools menu, click Apply Actuals.
3.
In the Apply Actuals dialog box New Data Date field, select JJ-Jan-J O.
4.
Click Apply.
5.
When prompted, click Yes.
6.
Click OK.
ng the Results
Applying Actuals
Perform a baseline analysis by cOlnparing the current project plan to the baseline project plan. Activity HRI020 is currently finishing late cOlnpared to the baseline. However, the successors to activity
HRI020 have not Inoved because the project has not yet been rescheduled. •
Analyze activities within the status updating period.
•
Focus on activities causing the project to slip from its baseline dates.
•
Investigate reasons for the delay.
•
Brainstonn possible solutions.
JEj Compare updated activities to their baseline values. 1.
Verify that you are in the Activities window. (Or, in the Directory bar, click Activities.)
2.
In the Layout Options bar, click Layout, Open.
3.
In the Open Layout dialog box, select a layout, Status the Project, and then click Open.
After applying actuals, analyze activities within the status updating period. If the Pritllary Resource has not marked an activity as Finished in the Titllesheets application, you nlay need to do so nlanually. You also may need to update the status of l11ilestones. Figure C-9:You may need to assign Actual Start or Actual Finish dates to some activities after applying actuals. HR1000
HRlO, 0.......... . .. ... ).~~f;.~~.()p.:::~.ti()'l.~ "'H'i:i,020' HR1030 Perf~':';;;"t~rf~~~r~cp~;;~;;;;;t~;;;,r./;i; HR1040
,Design sl,;iem architecture
HR105ii ........ ~~i~~h.i~~.i~~~is~i~~;e.(i;;~~"· 'HRiii6i:i" .. Design database ...........
: 22Jan·10 iiifF~b:io :ii3·F~b:ii:i
HR1070
: Design external interfaces
. 02·MilI·l0
HR1110
: 1~~e.~.e.~t.t"e..~~a.I>~ .. ; 10.~~~y.1(i· : Perform unit testing .................................... ·2fj'udo·
.• OO~Feb:iO .• 09 Mar:i 0 : l5·Mar·10
HR1000'"'''''' 'PeiiOi':';detaii~d;;iiwaiedes~ ... ....··n6~MaI:;o·:19:Apr·;O "'H'Rl090' .... ········:i;;;Pi;;;;;;;iii;;;;~it;,va;e......· .. ·· .. · .. · .. ··:20~.6:P;:io "':O;;J,:;i.1o i ImPieffientt.he extei~1 inleif~es • 08J;Ii 0 HR1100
"HRii2i:i'
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Update the status of milestones and activities. 1.
In the Layout Options bar, click Filters.
2.
In the Filters dialog box, mark a checkbox, All Activities, and then click OK.
3.
In the Activities window, click twice in a column header, Activity ID, to sort the Activity Table.
4.
Select an activity, HR -A dn1 in - Project Administration.
5.
In Activity Details, click the Status tab.
6.
In the Started field, select a date, 04-Jan-ll, and then mark a checkbox, Started.
7.
In the Activity Table, select an activity, HR-IOOO - Start developn1ent milestone.
8.
In the Started field in Activity Details, select a date, 04-Jan-ll, and then mark a checkbox, Started.
9.
In the Activity Table, select an activity, HRI 010 - Define operational concept of new system.
10. In Activity Details, mark a checkbox, Finished, and select a Finish date, 07-Jan-lO.
Resched ling Now that actuals have been applied, it is time to reschedule the project based on the new data date. Any activities that were delayed during the apply actuals process will delay their successor activities. After the project has been rescheduled, the successors to the delayed activity, HRI020, have also been delayed. •
Analyze the activities on the critical path.
•
Review the project's performance to date.
•
Develop strategies for getting the project back on track.
•
Gain agreement within your project team.
•
Implenlent the revised project plan. Figure C-IO:Successors to activity HR1020 are delayed after rescheduling.
~ Reschedule the project. 1.
In the Tools menu, click Schedule.
2.
In the Schedule dialog box, verify the Current Data Date, JJ-Jan-J O.
3.
Click Schedule.
Viewing the Detailed Results In the Resources tab in Activity Details, you can see that 64 Actual Regular Units (32 units for each resource) and 2 Actual Overtime Units were added to activity HR1010 - Define operational concept of new system. Figure C-ll:Regular Units and Overtime Units are indicated.
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View the Status and Resource values for an activity.
1.
In the Activity Table, select an activity, HRl 010 - Define operational concept of new systenl.
2.
In Activity Details, click the Resources tab.
3.
Right-click in the tab and select Custonlize Resource Columns.
4.
In the Resource Assignment Columns dialog box Available Options bar, click Group and Sort By, List.
5.
Display the following columns: Resource ID Name, Budgeted Units, Actual Regular Units, Actual Overtilne Units, and Remaining Units. View the Regular Units and Overtime Units for Ben Diamond and Jennifer Boyle.
6.
In the Activity Table, select an activity, HR1020 - Pelform system requirenlents analysis.
7.
In Activity Details, click the Status tab.
For activity HRI020 - Perform system requirements analysis, the Status tab shows that the activity was started but that its duration has increased by 1 day.
498
Key Concepts •
Once a project has started, you must update actual schedule infornlation and resource usage at regular intervals. Titnesheets is one nlethod to update schedule infonnation.
•
•
These steps provide a general outline for updating a project via tinlesheets: ..
Review tilnesheets.
..
Approve/reject tinlesheets.
•
Apply actuals and then analyze the results of applying actuals.
•
Reschedule the project and then analyze the results of rescheduling.
Applying actuals is a procedure by which activities with actual performance data are recalculated based on a new data date. Activities within the status updating period that have not started are pushed to the new data date. Applying actuals to a project differs frOln rescheduling: •
When applying actuals, only activities whose status has b~en updated are recalculated.
•
When rescheduling, all activities are scheduled based on durations and relationships.
Review Questions 1.
True or False: The data date is the date used as the starting point for the schedule calculation.
2.
True or False: When you apply actuals to a project, all activities in the project are scheduled based on relationships and durations.
