Final Primavera

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Primavera P6ProjectManagement

Reference Manual


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Preface xix

Table of Contents

Preface.......................................................................Primavera Products .................................................Using Documentation and Help..............................Where to Get Support .............................................

Part 1: Overview and ConfigurationUnderstanding Project Management..................... 3

Why Use Project Portfolio Management? ........... 4Your Role in the Organization .............................. 5Project Management Process Overview .............. 8Planning, Controlling, and Managing Projects ... 10

Quick Tour............................................................. 13Getting Started .................................................... 14

Selecting a Language .......................................... 17The Workspace .................................................. 18


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What Is a Layout? ............................................... 21Customizing Displays ......................................... 23Sample Layouts .................................................. 25Using Wizards..................................................... 27

Defining Administrative Preferences and Categories 29Defining Default Settings .................................. 30Defining Standard Categories and Values ......... 40Defining Currencies ............................................ 46

Setting User Preferences ....................................... 49Formatting Time Units........................................ 50Formatting Dates ................................................ 52Setting View Currency and Symbols .................. 53Setting Mail Preferences..................................... 54Implementing Wizards........................................ 55

Creating a Log of Tasks andSetting Startup, Group and Sort, and Column Options 56

Changing Your Password ....................................58Setting Profile and Spreadsheet Data Options ....59

Setting Calculation Options for Resource and RoleAssignments.........................................................61Selecting Startup Filters.......................................63

Part 2: Structuring Projects

Setting Up the Enterprise Project Structure.......67Enterprise Project Structure Overview ................68Setting Up the Enterprise Project Structure .........75

Adding a New Project to the Enterprise Project Structure.............................................................................77


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Using Project Architect........................................ 79Working with the Enterprise Project Structure ...84Defining Enterprise Project Structure Details......89

Setting Up the Organizational Breakdown Structure 97The OBS ..............................................................98Viewing an OBS ................................................101Setting Up an OBS............................................. 103Editing OBS Elements ......................................106

Defining Resources and Roles ............................109Resources Overview ..........................................110Viewing and Adding Resources.........................111Defining Resource Shifts .................................. 118Defining and Assigning Resource Codes and Values 119Setting Up Roles ...............................................122Assigning Roles to Resources............................127Defining Custom Resource Curves....................129

Reviewing Work Breakdown Structures .......... 133The WBS ...........................................................134Viewing a WBS ................................................. 136Grouping by WBS Path .....................................138Adding WBS Elements and Assigning Properties139Using WBS Milestones......................................143Assigning WBS Category Values......................145Defining Earned Value Settings for Specific WBS Elements...........................................................................146Assigning Estimation Weights to WBS Elements 148

Defining Budgets..................................................151

Tracking Budget Changes.................................... 159Establishing Funding ........................................... 161


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Tracking and Analyzing Budgets ........................ 164Establishing Project Codes ................................... 165

Defining and Assigning Project Codes................ 166Grouping, Summarizing, and Filtering by Codes 170

Working With User-Defined Fields ..................... 175Creating User-Defined Fields .............................. 176Working with User-Defined Fields...................... 178Working with Indicators ..................................... 180

Creating Calendars ............................................... 183Adding Calendars ............................................... 184Modifying Calendars .......................................... 186

Part 3: Implementing the Schedule

Establishing Activity Codes ................................. 193Creating Activity Codes and Values.................... 194Grouping and Summarizing by Codes................. 198

Working with Activities ........................................ 201Activities Overview ............................................ 202Adding Activities................................................. 203Defining General Activity Information .............. 205Defining Schedule Information ........................... 209Establishing Relationships ................................... 213Displaying Activity Details for Assignments ...... 218Assigning Resources and Roles ........................... 219Assigning Resource Curves to Resource or Role Assignments............................................................................. 223Manually Planning Future Period Assignments . 224Assigning Activity Codes and Adding Expenses 230Viewing Activity Feedback and Posting Resource Notes 232Assigning Work Products and Documents ......... 234


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Adding Steps........................................................ 235Creating and Assigning Activity Step Templates 237Viewing Activity Summaries............................... 240Viewing Contract Manager Documents............... 241Using Global Change........................................... 242

Working with Cost Accounts and Project Expenses 247Cost Account and Expense Overview ................. 248Setting Up a Cost Account Structure ................... 249Adding Expenses and Entering Cost Information 253Defining Expense Details ................................... 256Analyzing Costs................................................... 258

Performing Top-down Estimation .....................261Performing Top-down Estimation ...................... 262Applying Saved Top-Down Estimates To a Project 266

Part 4: Updating and Managing the Schedule

Managing Baselines ............................................271Creating and Maintaining Baselines .................. 272

Assigning Baselines to Projects ..........................276Comparing Current and Baseline Schedules....... 278Updating Baselines ............................................280

Updating, Scheduling, and Leveling ..................283The Update Process ............................................284Choosing a Method of Updating.........................286Highlighting Activities for Updating ................. 288Updating Progress for Spotlighted Activities .... 290

Estimating Progress Automatically..................... 292


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Updating Using Timesheets ...............................295Updating Activities Manually............................. 297Interrupting Activity Progress ............................303Applying Actuals ...............................................305Storing Period Performance (Past Period Actuals) 307Scheduling Projects............................................. 311Leveling Resources ............................................317Recalculating Resource and Role Assignment Costs 321Managing Resource Assignments....................... 323

Summarizing Projects ........................................325Setting Summarization Options .........................326Summarizing Project Data .................................. 327

Managing Risks .................................................... 335Adding Risks ...................................................... 336Calculating Exposure Values .............................338Calculating a Risks Impact ...............................339Creating and Deleting Risk Types ...................... 340Customizing Risk Layouts.................................. 341

Project Issues and Thresholds ...........................343Adding Issues...................................................... 344Assigning Tracking Layouts to Issues ............... 348Using the Is sue Navigator.................................. 349Adding Thresholds.............................................. 350

Rest of tutorial you can obtained from CADDCENTRE.WS

For any queries contact [email protected]


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Primavera Products

Primavera provides an integrated projectportfolio management (PPM) solutionconsisting of role-specific tools to satisfy eachteam members needs, responsibilities, andskills. This solution uses standard Windowsinterfaces, client/server architecture, Web-enabled technology, and stand-alone (SQL

Server Express) or network-based (Oracle andMicrosoft SQL Server) databases. Primaveraoffers the following software components:

Project Management The ProjectManagement module enables users to track and analyze performance. It is a multiuser,multiproject system with scheduling andresource control capabilities supporting multi-

tiered project hierarchies, resource scheduling


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with a focus on roles and skills, recording of actual data, customizable views, and user-definable data.

The module is ideal for organizations that need

to simultaneously manage multiple projectsand support multiuser access across adepartment or the entire organization. Itsupports an enterprise project structure (EPS)with an unlimited number of projects,activities, baselines, resources, work breakdown structures (WBS), organizationalbreakdown structures (OBS), user-definedcodes, and critical-path-method (CPM)scheduling and resource leveling. Large-scaleimplementations for organization-wide projectportfolio management use it with Oracle orSQL Server as the project database. Forsmaller implementations, you can use SQLServer Express.

The module also provides centralized resourcemanagement. This includes resource timesheetapproval and the ability to communicate withproject resources who use the Timesheetsmodule. In addition, the module providesintegrated risk management, issue tracking, andmanagement by threshold. The tracking featureenables users to perform dynamic cross-projectrollups of cost, schedule, and earned value.

Project work products and documents can be


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assigned to activities and managed centrally.The Report Wizard creates customized reportsthat extract specific data from its database.

Methodology Management The

Methodology Management module is a systemfor authoring and storing methodologies, orproject plan templates, in a central location.Project managers can select, combine, and tailormethodologies to create custom project plans.These customized methodologies can beimported into the Project Management moduleusing the Project Architect wizard and used as

templates for new projects. In this way, yourorganization can continually improve andrefine methodology activities, estimates, andother information with each new project.

Timesheets Primavera also provides a Web-based interproject communication andtimekeeping system. As a team-level tool forproject participants, Timesheets helps teammembers focus on the work at hand with asimple cross-project to-do list of theirupcoming assignments. It also provides views

of project changes and timecards for manager


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approval. Because team members use thismodule to enter up-to-the-minute informationabout their assignments and record timeagainst their workloads, project leaders canmake crucial project decisions with the

confidence that they have the most currentinformation possible.

Primavera s Web application ThePrimavera Web application provides browser-based access to project, portfolio, and resourcedata across the organization. Every web usercan create customized dashboards that providean individualized and focused view of thespecific projects and categories of project datathat are most relevant to their role in managingproject portfolios, projects, and resources.Project Workspaces and Workgroups extendthe model of customizable, focused data viewsby enabling designated project team membersto create a uniform team view of data thatrelates to one specific project or to a subset of

activities within a project. The Primavera Webapplication provides access to a wide range of data views and features that enable Web usersto manage their projects from initial conceptreview and approval through to completion.

Primavera Integration API The PrimaveraIntegration API is a Java-based API and server

that enables developers to create client code thatcan seamlessly access Primaveras project


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management functionality.

Software Development Kit The PrimaveraSoftware Development Kit (SDK) enablesusers to integrate the data in the ProjectManagement module database with externaldatabases and applications. It provides accessto the schema and to stored procedures thatencapsulate business logic. The SDK supportsthe Open Database Connectivity (ODBC)standard and ODB C-compliant interfaces,such as OLE-DB and JDBC, for connecting tothe project management database. The SDKmust be installed on any computer that needsto integrate with the database.

Claim Digger Claim Digger provides thecapability to compare two projects, or aproject and an associated baseline, todetermine what data has been added, deleted,or modified from the schedules. Based on thedata fields you select for comparison, this

feature creates a project plan comparisonreport in one of three file formats. ClaimDigger is automatically installed with theProject Management module. You can accessit from the Tools menu.


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ProjectLink ProjectLink is a plug-in that enables MicrosoftProject (MSP) users to work in the MSP environment while beingconnected to Primavera's enterprise features. The functionalityenables MSP users to open/save projects from/to the Project

Management module database from within the MSP application.Moreover, MSP users have the ability to invoke Primavera'sresource management within the MSP environment. ProjectLink benefits organizations that have a substantial amount of project datastored in MSP but require some users to have the additionalfunctionality and optimized data organization available withinPrimavera applications

Using Documentation and HelpThis book guides you through the process of planning and controlling projects using theProject Management module. Read the firstchapter to become familiar with the process of PPM, then follow the steps in each successivecha ter to build ro ects and ro ect

Part 1: Overview and ConfigurationProvides an overview of project portfoliomanagement, simple steps for getting startedquickly, and information about the standardlayouts you can use to view project data. Thispart also provides a quick tour, includinginstructions for configuring administrative(module-wide) and user workstation

preferences.


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Part 2: Structuring Projects Includes thebasics about the enterprise project structure(EPS) and describes how to set up this structure,add new projects to build the hierarchy, useand navigate the EPS, open existing projects,

and define project properties. In addition, Part 2 describes how to

Use an organizational breakdown structure(OBS) in conjunction with the EPS toensure that each project is effectivelymanaged and that corresponding securitymeasures are in place

Establish the personnel and equipmentrequired to perform the work, defineunlimited hierarchical resource codes forgrouping and rollups, and create a standardset of roles based on skill requirements thatyou can assign to resources in all projects

Establish and use a work breakdownstructure (WBS) as the basis for the budget

and spending information, specifications,and milestones within the EPS

Establish project budgets and the fundingsources behind them, monthly spendingplans that show how budgets aredistributed throughout project life cycles,and layouts that track and analyzevariance as projects progress

Set up project codes to categorize projects


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for organizing, grouping, selecting, andsummarizing

Define custom fields that enable you totrack and report project data in fieldscustomized for your business needs

Create calendars that define national andorganizational holidays, project-specificwork/nonworkdays, and resourcevacation days


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xviii Preface

Part 3: Implementing the ScheduleDescribes how to define a set of codes you canuse to categorize project activities for

organizing, grouping, selecting, andsummarizing. Part 3 also explains how to Establish the activities that composeprojects and apply durations, dates, resourceinformation, activity types, activityrelationships, and other activity details

Set up the expenses, or nonresource costs,associated with a project, and create globalcost accounts to track activity costs andearned value according to yourorganizations specific cost account codes

Assign estimation weights to WBSelements and activities to perform top-downestimation

Part 4: Updating and Managing the

Schedule Describes how to establishbaseline plans against which you can track project cost, schedule, and performance data.Part 4 also explains how to

Create baselines to use for comparison,summarization, and earned value reporting

Update projects by applying actual datesdirectly to activities or by using timesheetdata from the Timesheets module, and


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how to schedule and level projects

Summarize and save project data on-the-fly or at a regularly scheduledinterval you specify

Establish issues, or known problemswithin a project plan, either manually orby defining project thresholds, whichmonitor project data according tomeasures you specify

Calculate the effect that a project riskaconcern or uncertainty about a project orone of its componentswill have on a

projects schedule, costs, and durations Catalog and track all project-relateddocuments and deliverables, and track theschedule by setting up additional layouts tomonitor project status

Compare projects and baselines todetermine the project data that has beenupdated

Check projects in and out of the module tomaintain the most up-to-date project datapossible throughout the organization


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Part 5: Customizing Projects Describeshow to customize layouts for analysis andeasier data entry, and to display specificinformation about projects. Part 5 also

describes how to produce reports that detail orsummarize project information and answer keyquestions that arise as the project progresses. Inaddition, this part discusses how to publish aproject on the World Wide Web and how tolink and share data with Primaveras ContractManager module.

Project Management Help Provides anextensive online help system to supplement thedocumentation. Use Help to access generalinformation about program options, detaileddescriptions of windows and dialog boxes, andstep-by-step instructions for specific projecttasks. Help also includes Hint Help for columnvalues in various windows. Access Hint Helpby clicking the Display Options bar, choosingHint Help, and then clicking a value in acolumn.


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xxPrefac

e

Where to Get Support

If you have a question about using Primaveraproducts that you or your network administrator cannot resolve with informationin the documentation or Help, contactPrimavera Customer Support at the times andlocations listed below.

Please provide your Primavera product serialnumber when contacting Primavera. Each

interaction is logged to help Primaveraresolve your questions quickly.

Office Time Zone Hours Telephone FAX E-mail

Address*

Bala ET 8:00

+1-610-

+1-610-

support@prima

USA 9:00 London, GMT 8:30

+44-20- +44-20-

support@pri

8:30 Hong GMT 8:00

+852- +852-

support@pri

*Primavera 's Web site athttp:/www.primavera.com/customer/index.asp providessupport and product information, such as knowledgebases,file downloads, user group and newsgroup information, anda product enhancement request form.


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In the United States, Primavera periodicaly and randomly monitors technical support cals to ensure that you receive the highest quality support.

All Primavera products are backed by

comprehensive support and training.

To request product literature in the UnitedStates, contact your local dealer, callPrimavera at 1-610-667-8600, or send yourrequest via e-mail to [email protected] the United Kingdom, call 44-20-8563-5500or e-mail your request [email protected].


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Part 1

Overview andConfiguration

In this part Understanding ProjectManagement Quick Tour

Defining Administrative Preferencesand CategoriesSetting User Preferences


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Read this part to learn more about projectportfolio management.

Understanding Project Management

discusses Primaveras approach to managing

projects. It also defines the various

organization-wide project management roles,

explains how these roles can use otherPrimavera applications to achieve their

project goals, and provides an overview of the

methods used to successfully manage and

control projects.

Quick Tour introduces key project portfolio

management concepts and explains how to

perform basic tasks, such as opening a new

project and using wizards.


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Defining Administrative Preferences and

Categories explains how to apply a series of

parameters and values that apply to all

projects.

The Setting User Preferences chapter

explains how to customize the module to

fit your special needs.


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Understanding Project ManagementPrimavera software products aredesigned to support the projectmanagement needs of organizations that manage largenumbers of projects at one time.

These integrated applications useproject portfolio management(PPM) to support the managementneeds of project teams in differentlocations and at varying levels of the organization.

This chapter provides an overviewof PPM, the roles used in PPM, and

the basic concepts for planning,

3

In this chapter

Why Use Project PortfolioManagement?Your Role in the Organization

Project Management ProcessOverviewPlanning, Controlling, andManaging Projects


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managing, and controlling yourprojects.


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4 Part 1: Overview and Configuration

Why Use Project Portfolio Management?

Large businesses typically have hundredseven thousandsof projects underway at onetime to create the new products and servicesthat build their future. These projects crossnormal business hierarchies and chains of command, making project portfoliomanagement (PPM) anorganization-wide challenge. The pressure tocomplete projects on time and within budget,and maintain a competitive edge, is drivingcorporations to develop and implement PPM

processes. They are moving away from atraditional functional structure to a multiple-project organization that must achieve clear,but urgent goals, using limited, sharedresources, and they need the fastest businesspayback from those projects to realizepotential revenue and increase shareholderequity.

PPM provides comprehensive information onall projects in an organization, from executive-level summaries to detailed plans by project.Individuals across all levels of the companycan analyze, record, and communicate reliableinformation and make timely, informeddecisions that support their corporate mission.By putting the right tool in the right hands,PPM enables an organization to


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Understanding Project Management 5

Make strategic business decisions

Control the minute detail that is necessary to

finish projects

Understand current resource demands, setpriorities, and evaluate long-term staffingrequirements

Use skilled resources effectively and

productively

Reorganize projects to fit shifting priorities

without sacrificing quality


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Your Role in the Organization

By definition, PPM must meet the needs of several types of users. The following sectiondescribes the roles as they typically apply tothe Primavera applications. Roles may varyor overlap depending on the organization.

Network administrators Network administrators configure an organizationsnetwork environment (local- and wide-areanetworks) for optimal performance withPrimavera applications. They install and

maintain the server and client components of the applications. In addition, they manage useraccess to data and develop and maintain acomprehensive security policy to ensure thatPPM data are protected from unauthorizedaccess, theft, or damage.

Network administrators ensure that thehardware and software supporting Primaveraapplications function reliably by

Setting up and maintaining the network toensure reliable connections and the fastestpossible data transfer

Creating and maintaining accurate listsof network resources and users so thateach has a unique network identity

Database administrators Database


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administrators (DBAs) are responsible forsetting up, managing, and assigning accessrights for the Primavera database. They set andoversee rules governing use of corporatedatabases, maintain data integrity, and set

interoperability standards.

Database administrators ensure reliableaccess to the Primavera database by

Installing, configuring, and upgradingdatabase server software and relatedproducts as required

Creating and implementing the database

Implementing and maintaining databasesecurity, including creating andmaintaining users, roles, and privileges forthe database

Monitoring database performance and tuning

as needed

Planning for growth and changes andestablishing and maintaining backup andrecovery policies and procedures


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Operations executives Operationsexecutives are responsible for strategicplanning and ongoing performance analysis.They use the Project Management module and

Primaveras Web Portfolio Managementapplication to analyze schedule, resource, andcost data across projects.

Senior executives may be responsible for

Prioritizing projects

The profit/loss for a specific business entity

Funding and go/no-go decisions aboutprojects

Strategic planning over the future of the

business or division

Project controls coordinators Projectcontrols coordinators are responsible for

ensuring that Primavera applications areimplemented properly and operatesmoothly. They play a key role duringimplementation by

Working with operations executives andprogram/project managers to set upmethodologies in the MethodologyManagement module

Working with operations executives and


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program/project managers to structureproject, organizational breakdown structure(OBS), and resource hierarchies, set upbasic calendars, and define organization-wide custom fields and codes in the Project

Management module Working with the project administrator tocreate user accounts and user groups forthe Project Management module

Assigning security rights to users in the

Project Management module

Program managers Program managersoversee several high-level project managers;they are responsible for multiple projects anduse the Project Management and MethodologyManagement modules, along with PrimaverasWeb application to:

Perform cross-project analysis

Manage projects to on-time and on-budget

completion

Prioritize resources across projects

Plan projects before they are funded


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Project managers Project managers managemultiple small, repetitive projects or a single,complex project. They are responsible for on-time/onbudget completion of the projects and

use the Project Management module andPrimavera Web application to

Allocate specific named resources to aproject in conjunction with the functionalmanager of those resources

Communicate project information bothup and down the chain of command

Manage resources related to the projectResource/cost managers Resourcemanagers allocate resources across projects anddistribute their workloads. They are responsiblefor resource planning, including recruiting,hiring, and training resources, and they may beresponsible for loading resource information inthe Project Management, Methodology

Management, and Web ResourceManagement modules. Cost managers performdetailed financial analysis of projects, handleproject billing, and integrate financialinformation within the company.

Team leaders Team leaders manage the work for a portion of a larger project. They aremanagers who produce work and manage ateam, and they often use the Project


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Management and Timesheets modules, and thePrimavera Web application, to prioritize short-term tasks or objectives, typically when theduration is less than the planning period of theproject.

Team members Team members are trainedin a specific skill required on a project. Theywork with their manager to develop activitiesand durations for incorporation into theschedule. Once activities are added to theschedule, team members update them using theTimesheets module to indicate the work they

performed during designated accountingperiods. Team members may also usepersonalized dashboards in the Primavera Webapplication to quickly access their projects,activities, documents, and events.


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12 Part 2: Structuring Projects

Project Management Process Overview

When contractors develop plans for a building,one of the first steps is laying a foundation.This is also a true for building projects usingthe Project Management module. Thehierarchical structuring of data serves as thefoundation before the addition of actual projectdata. The following is a suggested sequence forsetting up these structures:

Set up the organizational breakdownstructure (OBS), which is the hierarchicalarrangement of your companysmanagement structure, either as roles orindividuals.

Set up the enterprise project structure (EPS),which is the hierarchical structure thatidentifies the company-wide projects andenables organization and management of those projects in your organization.

Set up a resource hierarchy that reflectsyour organizations resource structure andsupports the assignment of resources toactivities.

For each project, set up the work breakdown structure (WBS), which is ahierarchical arrangement of the productsand services produced during and by a


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The Workspace

When you first open a project, the Homeworkspace displays the main functionsavailable in the module. For example, click Activities to focus on activity data andcustomize layouts. The workspace for eachmain window consists of a menu bar,navigation bar, directory bar, toolbar, andcommand bar.


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Assigning Estimation Weights to WBS Elements

You can assign estimation weights to work breakdown structure (WBS) elements andactivities to perform Top-down estimation.You can assign estimation weights directly inthe Project Management module or importthem from the Methodology Managementmodule using Project Architect.

The Project Management module uses theestimation weights to calculate the number of units that each WBS element receives in

relation to its lower-level elements in the WBShierarchy. For example, if 1,000 days of laborare applied top down to three WBS elements

Top-down estimation uses the WBS EstimatedWeight field to determine how to pushdown the units within each branch of theWBS. The algorithm is:

WBS 1.1 WeightWBS 1.1 Units = Sum of All WBS

Weights at WBS Level x Est Units

where:

WBS 1.1 Weight = Weight of WBS 1.1WBS 1.1 Units = Number of Units Allocated toWBS Element 1.1


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Sum of All WBS Weights at WBS Level = Sumof Weight of All WBSs at Same Level of Hierarchy as WBS 1.1Est Units = Number of Estimated UnitsDistributed Among All WBSs at WBS Level

1.N

For example, if you select a WBS with three,level-one WBS elements beneath it, and eachof those elements has a weight of 1 with anestimate of 100 days, the module calculateseach WBS as having 33.3 days, as follows:

1 _Units = 1 + 1 + 1 x 100d = 33.3d

Alternatively, if the weights for each WBSelement vary, such as 6 for one element and 2each for the other two elements, the result is 60days for the first element, and 20 days each forthe other two elements:

Units = 6 + 2 + 2 x 100d=60d


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Reviewing WorkBreakdown Structures 149

The algorithm continues to calculate anylower-level WBS elements in the WBS branchto distribute the units accordingly. Thisprocess continues until all WBS levels in thebranch have been considered; it then continueswith the next branch in the hierarchy. Themodule ignores any WBS element that doesnot have activity assignments whendistributing units within a branch of the WBS.

If an activity is completed, that activity is alocated zero remainin units. If al activities


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Assign estimation weights to WBSelements Choose Project, WBS. Click theDisplay Options bar, then choose Columns,Customize. In the Est Weight column, enter

the applicable weights for each element listed.


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With Thanks & Regards

Jitendra NathCentre Head(Cadd centre)+919713178368

jabalpur

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